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Filevine is a legal case management platform. Connect your Filevine org to Oleria to see who has access across it: every org user, the org access level each one holds, the teams they belong to, and, if you choose, what they’ve done recently. Oleria reads this data from the Filevine API.

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What Oleria discovers

Once connected, Oleria continuously discovers and maps the following from your Filevine org:
  • Accounts - every user Filevine lists for your org, with name, email, username, org access level, active status, and creation date.
  • Groups - your Filevine teams, with their members.
  • Roles - your org access levels (Org Admin, Mailroom, and Standard), with the accounts that hold each one.
  • Activity - optional. Events from a saved Filevine audit report, such as sign-ins and changes to org access. See Collect activity (optional).
Oleria uses this data for access reviews and user inventory, refreshed on Oleria’s regular sync schedule.
This integration doesn’t read projects, documents, notes, or project-level access, so it doesn’t populate resource-level Access Graph or Access Inventory data. Filevine doesn’t expose MFA or SSO settings, last sign-in times, or personal access tokens through its API. Filevine can’t list teams directly, so Oleria finds teams through their members. A team with no members doesn’t appear.

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Prerequisites

  • A Filevine Org Admin to create the credentials below. Filevine recommends creating them for a dedicated service account.
  • Access to Filevine Account Manager, where client secrets and personal access tokens are created.
  • Your Filevine region: US or Canada.
  • Admin access on the Oleria platform to add a new integration.
The exact location of these settings can change over time. If the steps below don’t match what you see, refer to Filevine’s own API documentation.

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Create Filevine API credentials

Oleria connects with three values from Filevine: a client ID, a client secret, and a personal access token. The token acts with the permissions of the user it belongs to, which must be an Org Admin.
1

Create a client secret

Sign in to Filevine Account Manager as an Org Admin. Under Access Tokens > Client Secrets, create a new client. Copy the Client ID and Client Secret.
Filevine client secrets expire after one year by default. When yours expires, create a new one and update the integration in Oleria.
2

Create a personal access token

Under Access Tokens > Personal Access Tokens, select + New and create a token for the Org Admin (or service account) Oleria should act as. Give it a name such as Oleria.
3

Copy the token

Copy the token. Filevine shows it only once, so store it securely until you’ve finished connecting.
Create the token for a dedicated service account if you can. Oleria won’t remove the user whose token it uses, because that would disconnect the integration.

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Find your org ID (optional)

You only need an org ID if the user who owns the token belongs to more than one Filevine org. Otherwise, Oleria finds the org automatically. If you need it and don’t know it, select Authenticate with the field blank. Oleria’s error message lists each org the token’s owner belongs to with its ID, for example 5001 (Acme Law). Copy the one you want into Org ID.

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Collect activity (optional)

Filevine has no audit-log API. To collect activity, Oleria reads a saved audit report that you create in Filevine.
1

Create an audit report

In Filevine’s Report Builder, create a report of the Audit Report type. Include at least a date column, a user column, and an action column (for example Action Performed), and set its criteria to the actions and time range you want Oleria to collect.
2

Save the report and note its ID

Save the report and note its numeric report ID. You’ll enter it as Audit Report ID when you connect. If you can’t find the ID in Filevine, ask your Filevine administrator or Filevine support. If you enter an ID that the token’s owner can’t see, Oleria tells you when you select Authenticate.
A Filevine audit report covers at most 62 days. If your report uses a fixed date range, update it before the range ends, or Oleria stops receiving new activity.
Sign-ins and changes to a user’s org access are recognized and categorized. Other audit actions, such as project and document activity, are kept with their original Filevine description.

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Connect Filevine to Oleria

1

Open the integration

Go to your Oleria workspace, select Integrations, then select the Filevine tile.
2

Complete the connection form

Fill in the connection form:
3

Save the integration

Select Authenticate. Oleria checks that Filevine accepts the credentials, that the token’s owner is an active Org Admin, and that it can read users, teams, and the audit report if you entered one. Then it saves the integration.

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Verify the integration

Confirm the new instance appears on the Connected tab of your Oleria Integrations page with a status of Healthy. Oleria syncs users, org access levels, teams, and (if configured) activity from Filevine on its regular sync schedule once the initial sync completes.
To rotate the client secret or personal access token, edit the integration and enter the new value. Leave a field blank to keep the value already stored. To stop collecting activity, clear Audit Report ID. The org ID can’t be changed after you connect; to connect a different org, add a new integration.

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Remediation actions

Beyond discovery, Oleria can act on Filevine access to remediate risk. The action uses the Org Admin permissions of the connected personal access token.
Removing a user can’t be undone from Oleria. Confirm the action before you run it, and re-add the user manually in Filevine if you need to restore their access.
Filevine has no API for changing org access levels or team membership, so Oleria shows them but can’t change them.

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Troubleshooting

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Connection fails because Filevine is rate-limiting the API client

Symptom: When you select Authenticate, Oleria reports that Filevine is rate-limiting this API client (HTTP 429). The message quotes the rate-limit policy Filevine reported, for example Customer Default (legacy - superseded). Cause: Filevine accepted the credentials but is throttling requests from this client ID. Filevine limits each API client according to its rate plan, and a newly created client can be left on a default plan that allows only about one request, which isn’t enough to connect or sync. Fix:
  1. Contact Filevine support and ask them to assign an API rate plan to your client ID. Include the policy name from Oleria’s error message.
  2. Once Filevine confirms the change, select Authenticate again. You don’t need to create new credentials.

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Contact us

For questions about this integration, contact us at support@oleria.com.