This article provides definitions of common terms found in Filevine.
| Term | Definition |
|---|---|
| Activity Feed | The Activity Feed is a built-in section in a project that consists of activity feed items: notes, tasks, SMS messages, faxes, reminders, and emails. It is a central place where all team members can keep track of activities and case updates. |
| activity item | An activity item is anything that appears as a comment in the activity feed, including notes, tasks, texts, emails. |
| Address Book | The Address Book is a collection of all contacts in a user’s organization, including contacts that are not attached to any projects. |
| Advanced tools | An Advanced tool includes the Customs Editor, Deadline Chains, Mass Updates, and more. Advanced tools can be enabled by Org Admins with access in the Advanced Access tab [link]. |
| auto-report | An auto-report is a report that is set to automatically update and email the user setting it. The frequency and time of the auto-report can be set in the last page of the report builder. |
| auto-tasks | Auto-tasks are tasks created as part of a taskflow, and will trigger automatically, meaning that they will appear in the Activity Feed, assigned to the chosen user or role, either when a phase is changed on when another task in that taskflow is completed. |
| built-in sections | Built-in sections are sections in a project that are not customizable. These sections are built for specific purposes and include the Activity Feed, the Calendar, and the Docs section. |
| contact | Contacts exist independent of projects, and can be referenced in several places within a project, including the project client, the project's Contacts section, and any custom person fields. |
| collaborator | A collaborator in a project has full access to project data. Collaborators can search, report on, and edit any data in a project. |
| collection items | A collection item is a single peice or card in a collection section. A collection section contains many collection items. |
| collection sections | Collections sections are custom sections that, unlike static sections, allow users to store multiple items containing similar information, replacing any need to store data in a separate spreadsheet. A collection section creates a “collection” of items, where each item contains a set of fields. "Meds" is a common collection section. |
| custom field | A custom field is any field in a custom section, created using the Customs Editor. There are a wide range of different custom fields. |
| custom sections | Custom sections, as opposed to built-in sections, are sections in a project that can be customized, including number, type, and placement of fields and instructions. Custom sections can be either collection sections or static sections. |
| Customs Editor | The Customs Editor is an Advanced tool where a user with Advanced tool access can add built-in and custom sections and customize phases, vitals, and folders. |
| deadline | A deadline is set using a deadline chain and appears on the project's calendar in the Calendar section, in the Deadline Chains section, and on the user calendar of any project follower. |
| Deadline Chains | Once a date is entered, other deadlines can automatically populate the calendar based on that date using Deadline Chains. In the Deadline Chains Advanced tool, users to set up key deadline chain templates to be added to projects. |
| DocGen | Document Generation, or DocGen, allows users to generate Word, PDF, or excel documents using data from projects. |
| Docs+ | Docs+ is a bundle of paid features concerning the Docs section, including Document Lock, Bates Stamping, PDF Editor, Doc Combiner, and OCR and Indexing. |
| fields | Fields can be added to any custom section in a project. While widgets provide utility in a project, fields are used to collect data. Filevine has a wide variety of custom fields built for different data types like date fields, dropdown fields, and yes/no fields. |
| flex sections | Flex Sections enable users to choose which sections, phases, and vitals are visible in a project, creating flexibility for different case types. Sections can be initially visible, always visible, initially hidden, or always hidden. Phases and vitals can also have their visibility contingent on a section’s visibility. |
| fusion | Filevine Fusion combines saved reports and “fuses” them together into a cohesive .pdf, .xlsx or .docx document, using a structure defined by the user. |
| guest | A guest in a project has limited access to the project, and by default can only see their own documents and activity items, or those that are specifically shared with them. Read and Read/Edit permission can be added on a section-by-section basis. Guest access is usually for users who do not have direct involvement in a project. |
| Main Menu | The Main Menu is the menu in the top left corner of Filevine. |
| mailroom | The mailroom is an Org-level place where Org SMS messages, emails, and faxes arrive. Org Admins and users with mailroom access can organize their texts, emails, and faxes into the proper projects. |
| note | A note is an Activity Feed item that can include text and file attachments. |
| Org | An Organization, or Org for short, is the larger structure that houses all projects. Typically law firms will have one Org. Some aspects of Filevine, like the mailroom or Deadline Chain templates, operate across the entire Org. |
| Org Admin | Org Admins have additional privileges within Filevine. An Org Admin has the power to change a user’s status at the Org level, set up phases and taskflows, and use some Advanced tools. |
| phase | Phases track a case through key stages, like treatment, litigation, and archived. Phases are customizable and can be tied to taskflows, meaning that tasks can be triggered by a project’s phase change. |
| primary | Primary is a type of role that acts as the lead on a project and is the one responsible for most tasks and deadlines. Taskflow task assignments will default to the primary if the task does not have an assignee or if a user with the assigned role is not present. |
| Project Admin | Project Admin status enables access to certain permissions on a project level. A project Admin can change the status of the team members in that project, create folders, pin activity feed items, edit locked fields, and invite outside parties as guests. |
| project | A project is the equivalent of a matter in Filevine. Every project has an activity feed, phases, vitals, sections for data entry, and an associated contact. |
| project calendar | Each project with a built-in section called “Calendar” has a project calendar. The calendar displays events and deadlines for that project. |
| project client or contact | The project client is the single contact that is chosen when the project is created. It is the project's default name, and usually appears in the top left corner within a project. |
| Project Hub | The Project Hub is a central place where users can view a list of all the projects where they are a member, including projects across multiple Orgs. |
| project template or type | The project template or type is the template built out in the Customs Editor. All projects made from one project template share the same sections and fields. Orgs can use one project template for all projects, or create multiple project templates for different types of matters. |
| reminder | Reminders are associated with either a deadline chain or a deadline (with reminders) custom field. Reminders will be posted as a note in the project’s Activity Feed and sent as an email reminder to all followers (provided email notifications are on). |
| Report Builder | The Report Builder is the tool that users will utilize to build, save, and share different types of reports. |
| reports | Filevine reports allow you to construct and save custom query views of Filevine data. Reports can be saved and viewed in Filevine or exported to Excel or Word. |
| Roles Setup | Roles Setup is an Advanced Tool that allows users to create, edit, and delete roles. |
| Role View | An alternative view of the Team Section in a project, which groups team members by their role and allows you to edit roles and permissions. |
| roles | Roles make it possible to assign auto-tasks based on responsibilities in the project, rather than on a specific user. Any user can be given a project role on a specific project by a project Admin. |
| static section | A static section is a type of custom section that houses customs fields, and can be built out in the Customs Editor. |
| subscription | A user who subscribes to a project receives notifications in their user feed for every update in the project’s activity feed, get email alerts about upcoming deadlines, and have any project events appear on their calendar and synced calendars. |
| tag | Tags in Filevine are used to organize and keep track of items including projects, documents, and Activity Feed items. Projects, items, and documents can be filtered by tags. |
| task | A task is an activity feed item that is assigned to a team member and includes a due date. Tasks appear in a user’s task list and can be checked off when completed. |
| taskflow | Taskflows are chains of contingent auto-tasks that are triggered by project creation or a phase change. Taskflows enable users to set up chains of tasks, each triggered by the one before. |
| team member or user | A team member is a user in the specified project. A team member's contact card appears in the project's Team section. |
| user calendar | Unlike a project calendar, a user calendar is personalized to a single user, and shows the events and deadlines of any projects in which the user is a follower. |
| user feed | The user feed is a list of items, much like the Activity Feed. However, the items in a user feed are specific to that user. These items include activity updates for projects that the user subscribes to as well as tasks that were assigned to them. |
| vitals | Vitals mirror important data points so that they are easily viewed from any place in a project. Vitals appear in the upper right-hand corner of a project. |
| widgets | Widgets can be added to any custom section in a project. While fields collect data, widgets are used to provide utility, including instructions and subheaders as well as buttons for operations like DocGen and Fusion. |
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