Bulk Invites in the CPM

Bulk Invites allows you to invite multiple contacts to the Client Portal at once, instead of inviting them one at a time. This method is especially useful for firms onboarding to the portal for the first time or firms with a large number of open cases.

Invitations Section

Bulk Invites is available in the Invitations section of Client Portal Manager. 

From Filevine, navigate to the CPM by clicking main menu > Advanced > Client Portal Manager. Click the Invitations section. Here, you’ll see two tabs: Auto Invites and Bulk Invites. You can use the Auto Invites tab to set up triggers for automatically inviting project contacts to the portal. 

Click the Bulk Invites tab. This tab shows your Bulk invite history with all batches you have created, including their status, recipient counts, failures, skipped contacts, and who last modified them. Completed batches show a Details link to review results, and draft batches show an Edit link to resume where you left off. 

1. Invite Users

To start a new bulk invite, click Invite Users.

2. Add Recipient Criteria

Define which contacts to include. The following fields are required: 

• Batch name
• Project Type
• Phases: at least one; you can select some or all phases for the project type
• Contact Types: at least one; "Client" is selected by default

Note

The system automatically excludes contacts marked as deceased, contacts on Archived projects, and contacts who have already been invited. You do not need to manually filter for these conditions.

Optional filters include Tags, age range (older than / younger than), and additional criteria via the + Add additional criteria link.

3. Invitation Details

Language

Select a Default language for the batch. Optionally, toggle on Field based language detection to set invite language per contact based on a contact field. When enabled, select a field from the dropdown. If the field value contains "English" the invite is sent in English; if "Spanish," in Spanish; anything else uses the default language. The field selector includes both standard and custom contact fields.

Contact Method

Set the priority order for how the system reaches each contact. The list includes all available email and phone contact labels. Drag items to reorder priority and remove any you do not want used. The system tries each method in order and falls back to the next if unavailable on the contact record.

4. Confirm and Send

Review a summary of your criteria, settings, and the total number of matching contacts. Already-invited contacts are automatically skipped and do not count against your daily limit.

From this screen you can Download Contacts (CSV of matching contacts), Regenerate Contact List (refresh the count, useful when returning to a saved draft), or Send Invites. If no contacts match your criteria, a warning will appear and Send Invites will be disabled.

When you click Send Invites, a confirmation dialog asks you to confirm before queuing. There is a daily limit of 10,000 invitations. If your batch exceeds this, the first 10,000 are sent immediately and the remainder is automatically queued for the following morning.

You do not need to complete the wizard in one session. If you leave before sending, the batch is saved as a draft and can be resumed later from the history table.

5. Invite Status

After sending, the status screen shows progress with counts for Sent (successful), Failed (errors), Skipped (already invited), and Pending (still processing). Below is a Settings summary of the criteria and contact method order used. Click Export All Contacts to download a full export of the batch.

You can also look at bulk invites status in the Invite Insights report in the Client Portal. Here, you can filter by bulk invites and take follow-up actions.