Outlook Add-In: Emails

To display the category tag, an IT administrator must follow the steps in the Outlook Add-in: IT Admin Guide to grant the required permission. Granting this permission is a one-time action that encompasses all users in your organization.

Alternatively, users can click the vertical ellipsis ⋮ along the top of the add-in and select Enable Inbox Indicator.

This action will send the following request to the organization’s Microsoft administrator. They can select Consent on behalf of your organization, and then click Accept, to grant the permission for all users.

While composing the email in Outlook, search for and select the desired project in the add-in.

You can then use the add-in to add project contacts as recipients to the email. To add the main project contact, find and select them underneath the project name at the top. Click To, CC, or BCC to add them as a recipient.

To add other project contacts as recipients, select the Contacts tab, then find and select the desired contact. Click To, CC, or BCC to add them as a recipient.

Once you’ve added recipients from the project, compose the email subject and message in Outlook.

You can attach files from your device as usual, or attach documents from the Filevine project’s Docs section. Under the “My Recent Docs” header, you’ll see up to five recently viewed or edited project documents. Select a document from this list to attach it to the email.

To attach a project document outside of this list, click Attach Filevine Documents.

You’ll see a list of all folders and documents in that project. Search for the desired document(s), or click through the folder structure to find them. To preview a document, click the eye icon next to it. To attach a document to the email, select it.

When you’re finished, click the project name at the top to return to the project snapshot view.

After adding the desired attachments, you can then choose which attachments to include when sending the email item to Filevine. Underneath the Attach Filevine Documents button, the email’s attachments are listed.

You can select attachments to send them to the project’s Docs section, or unselect to send them to the email’s recipients only.

The following attachments are selected by default:

• the email’s .eml file
• any attached files from your device

The following attachments are unselected by default:

• any attached Filevine documents (excluded because they are already in Filevine)
• any inline images, like email signature images

To edit an attached file’s name, click the pencil icon. Enter the desired name, and then click the save icon.

In the Bulk Destination Picker, choose the desired folder destination for the attached files. To override this destination for individual files, select the folder name underneath the attachment and select the desired folder for that file.

Note

Files sent from the Outlook Add-In are considered “uploaded by” the email’s sender, provided that the sender is a user in Filevine. If the email sender is not a user, the file is uploaded by “Filevine system.”

In the “Add a comment or task” field at the bottom, you have the option to add an internal comment to include with the email item in Filevine. You can also use the @ sign to assign a task to yourself or another team member.

In Filevine, the comment above will display as a reply to the activity item:

When you’re finished composing the email, attaching files, and choosing the destination for those attachments in Filevine, click the Send Email button in the add-in. This action will send the email to the recipient(s) and send an email item to the project’s Activity Feed.

While viewing the email you sent or received in Outlook, navigate to the desired project in the add-in.

In the Documents tab of the selected project, the email’s attachments are listed.

The email's .eml file and file attachments will be selected by default. Any inline images, like email signature images, will be unselected. Select or unselect files to respectively include or exclude them when sending the email to the project.

To edit an attached file’s name, click the pencil icon. Enter the desired name, and then click the save icon.

In the Bulk Destination Picker, choose the desired folder destination for the attached files. To override this destination for individual files, select the folder name underneath the attachment and select the desired folder for that file.

Note

Files sent from the Outlook Add-In are considered “uploaded by” the email’s sender, provided that the sender is a user in Filevine. If the email sender is not a user, the file is uploaded by “Filevine system.”

In the “Add a comment or task” field at the bottom, you have the option to add an internal comment to include with the email item in Filevine. You can also use the @ sign to assign a task to yourself or another team member.

In Filevine, the comment above will display as a reply to the activity item:

When you’re finished choosing attachments and their destinations, click Save to Filevine. This action will send the email to the project’s Activity Feed.

Once an Outlook email has been saved to Filevine, the add-in will auto-select the associated project when the email is open. The Documents tab will display any comments on the item, with the option to add additional comments if desired.

To view the attachment(s) that were saved to Filevine, select All Documents.