Sharing Documents Via Filevine Folders

Through the Neodeluxe Client Portal, Admins can securely share files in a Filevine project’s folder with clients, attorneys, experts, or other users based on their role. Any file placed in a designated Filevine folder is automatically visible in the Client Portal for selected users. This configuration ensures seamless document sharing while keeping files securely stored in Filevine.

Key Points About the Filevine Folders Feature

• All files currently stored in the selected Filevine folder will be shared via Documents List as a Public Document to users with the specified roles.
• All future files added to the selected Filevine folder will also be shared.
• If a selected folder name is changed in Filevine, its corresponding configuration in Neodeluxe must be updated; otherwise the Client Portal will not recognize the folder or its documents.
• Users with the selected roles will be able to download the shared files.
• For more information about Filevine Folders, please refer to Document Folders on Filevine’s support website.

Managing Filevine Folders 

The following sections explain how to access the Filevine Folders interface, add, edit, and delete Filevine Folder configurations.

• 1. Go to the Admin menu, Neodeluxe Portal and select Filevine Folders.

  

  2. The Documents List interface is displayed, allowing admins to:
     • Add new configurations for sharing documents via Filevine Folders.
     • View and manage the list of existing configurations.

  

  • Configurations: This section includes the +Add Configuration button and the list of existing configurations. The list of configured Filevine Folders displays the following information:
    • Project Type*: Indicates the Project Type related to the specific folder.
    • Project ID*: Indicates the project ID, related to the specific folder and files, used to list the available filevine folders within that project. This project must have the same Project Type as the selected in the previous field. 
    • Roles: Indicates the roles that will have access to the selected folder’s documents.
    • Filevine Folder*: Specifies the folder (located in the project’s Filevine root folder) that’s documents will be shared.
    • Edit Icon : Enables modification of the configuration.
    • Delete Icon: Permanently removes the configuration.
  • Save: Saves all changes.
  • Cancel: Discards unsaved changes.
• 1. On the Filevine Folders page, select the + Add Configuration button.

  

  2. Complete the following fields:

  

  • Project Type: Select the Filevine Project Type template from the dropdown.

  The list displays all the available Project Types in Filevine.

  • Project ID*: Enter a valid project ID matching the selected Project Type, ensuring that it contains the default folder structure shared by all the Projects of the selected Project Type.

  The system validates the entered Project ID. If the entered Project ID is invalid or it is not related to the selected Project Type, an error message will be displayed.

  • Roles: Select the Client Portal role(s) that will have access to the folder’s documents.

  The list displays all the available roles for the selected Project Type.

  • Filevine Folder*: Select the folder that contains the documents that will be shared.

  For example: The latest Project ID created using the Project Type “Mass Tort” contains the default Filevine Folder structure: “Medical records”, “Witness Testimonies”, and “Evidence”. The Project ID is displayed in the URL; in this example is: “5172588”

  

  3. Click the Save icon to add the configuration to the list.
     
     The folder configuration will not be fully saved until the user clicks the Save button located at the bottom-left corner of the screen.

  

  4. To save the configuration click the Save button in the bottom-left corner.

  

  • Each Filevine Folder can only have one configuration. Once a folder is configured and saved, it will no longer be available in the Filevine Folder* field for future configurations of the same Project Type and Project ID.
  • If a selected folder name is changed in Filevine, its corresponding configuration will need to be changed to update the selected folder in Neodeluxe Filevine Folders.
• 1. In the Filevine Folders interface, find the configuration you wish to modify and click the Edit icon .

  

  2. Edit the fields, then click the Save icon to add the modifications to the configuration.

  

  3. To save the configuration click the Save button.

  

• 1. In the Filevine Folders interface, find the configuration you wish to delete in the grid and click the Delete icon .

  

  Clicking the Delete icon removes the configuration to the grid, but this change is not saved in the system until the user clicks the Save button located at the bottom-left corner of the screen.

  2. Click the Save button in the bottom-left corner to permanently delete the configuration. The files in the folder cannot be accessed.