Document Sync

In the Document Sync Advanced tool, firms can sync documents externally from Filevine to AWS in support of a business continuity plan. This one-way sync preserves your access to all project documents, with their folder structure intact, in the event that Filevine is down or inaccessible.

Document sync is effective across your entire Filevine tenant, even if you have multiple Orgs.

• Access
• Setup
• Manage

Access

Only users with the appropriate access in both AWS and Filevine can set up and manage document sync. In Filevine, the user must meet the following criteria:

• be either an Org Admin or an Account Admin
• have access to the Document Sync Advanced tool

To grant access to the tool, click Main Menu > Setup > Orgs > Advanced Access. Search for and select the desired user, and then toggle on the Document Sync tool.

Setup

Navigate to the Document Sync tool by clicking Main Menu > Advanced > Document Sync. Follow these steps to enable document sync:

1. Fill out the displayed fields and generate a “Quick Create” link. Enter your AWS Account ID and the desired S3 Bucket Name. Click Get Quick Create Link.
   
2. Open the “Quick Create” link. Under “Setup Details,” click Open Quick Create Link. The applicable AWS account will open in a new browser tab.
   
3. Create the stack in AWS. The required information and permissions will be autopopulated in the “Quick create stack” page. At the end of the page, click Create stack.

4. Wait a few moments. Allow some time for the stack to be created in AWS. This process can take 30-45 seconds.
5. Verify AWS registration in Filevine. Return to Filevine and click Verify Registration.
   
6. Complete registration. If verification was successful, you’ll see a confirmation message that your S3 bucket in AWS is ready. Click Complete Registration.
   

After a few moments, the tool will begin copying all your existing Filevine documents to the registered S3 bucket. Project and folder structure are included in the sync.

Meanwhile, the Document Sync tool will refresh to display registration details, sync status, and more. You can monitor the backfill status in the Registration section, and view additional details in the Backfill Progress section.

Manage

Once the setup and initial backfill are complete, any document and folder changes in Filevine will immediately sync to the S3 bucket.

To disconnect the AWS account and S3 bucket from your account, click Remove Registration at the bottom of the Document Sync tool. In the confirmation modal, click Remove Registration again.

Once the current registration has been removed, you can register another AWS account and S3 bucket if desired.