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Managing the client's Files tab

Nadya
Updated

You can use the client's Files tab to store, manage, and share all forms, documents, and uploaded files associated with each client. This guide explains how to navigate filters, understand file types and statuses, upload and manage files, share documents, and send manual reminders.

In this guide, we'll cover:

Using the filters on the client's Files tab

You can use filters and sorting tools to search for and organize documents.

Search bar

If you know the name of a file, type it into the search bar.

Search bar on the Files Overview page

Filters

Click All files to choose a filter. You can filter by:

  • All files (default)
  • Pending
  • Scheduled
  • Completed
  • Uploaded by client
    • Includes files uploaded by contacts, which appear with the contact’s initials next to the status
  • Uploaded by practice

File filter options on the Files Overview page

Sort

You can sort files by Name, Type, Status, or Updated. Click a column title to sort in ascending or descending order.

Sortable columns on the Files Overview page

Understanding available types and statuses

The Files tab lists forms, documents, and uploads associated with the client.

Types of files in the client's Files tab

Type Definition
Appointment file
  • The file was uploaded as an attachment to an appointment
Client upload
  • The client or a contact uploaded the file through the Client Portal
  • The uploader’s initials appear next to the status
Consent
  • The file is a consent document shared with the client
Documentation
  • The file is a progress note, diagnosis and treatment plan, or other document that has been shared with the client or contact
    • Documents that haven't been shared will appear in the client’s Overview page
Practice upload
  • The file was uploaded manually by you or another team member
  • The team member’s initials appear next to the status
Questionnaire
  • The file is an intake form shared with the client
  • Some intake forms appear under their own type, such as Good faith estimate or Demographics
Shared upload
  • The file is a practice upload or appointment file that has been shared with the client or contact
  • The team member’s initials appear next to the status

Statuses of files in the client's Files tab

Status Definition
Pending
  • The file has been shared but not completed
Scheduled
Completed
  • The file has been completed and/or signed
  • The initials of the person who completed it appear next to the status
  • Completed forms can be countersigned
Uploaded
  • If the type is client upload, the client or contact uploaded the file
    • The uploader’s initials appear next to the status
  • If the type is practice upload or appointment file, the file was uploaded by you or a team member
    • If shared, the type updates to shared upload
    • The team member’s initials appear next to the status

Uploading a new client file

To upload a new file:

  1. Navigate to the client’s Overview page
  2. Click Files > Actions > Upload file

Upload file option on the Files Overview page

Note: You can also click Upload in the top right corner.

  1. Select the file
    • The file must be 50MB or less
    • You can upload multiple files at once
  2. Click Upload

Uploaded files aren’t automatically shared with the client. To share a file, see Sharing a form, document, or uploaded file with a client or contact.

Downloading, renaming, or deleting a form or document

To manage a file on the client's Files tab, click the 3 horizontal dots next to the file.

File options menu on the Files Overview pageOne or more of the following options will be available: Download, Share with client, Rename, or Delete.

Options may vary depending on the file’s type and status. For details, see Understanding available types and statuses.

Sharing a form, document, or uploaded file with a client or contact

To share a file with a client:

  1. Navigate to the client’s Overview page
  2. Click Files > Actions > Share with client

Share with client option on the Files Overview page

Note: You can also click Share in the top right corner.

  1. Select the files to share
  2. Click Continue to Email and follow the prompts

If a client has any Pending items, you can send reminders for them to complete these items. See Sending manual reminders for pending forms, documents, or uploaded files.

Once completed, the files will appear on the client’s Files tab. For clients, they can view pending and completed documents in the Documents tab of the Client Portal.

Documents tab in the Client Portal

Note: Completed intake forms aren’t always visible to clients by default. To make them available, you must download them, upload them to the client’s profile, and share them.

For more about intake forms and consent documents:

Sending manual reminders for pending forms, documents, or uploaded files

Files with a Pending status display a yellow bubble next to Files on the client’s Overview page.

Pending forms indicator on the Files Overview page

To send a reminder for clients to complete pending files:

  1. Navigate to the client’s Overview page
  2. Click Files > Actions > Send reminder
  3. Review the files listed
  4. Click Send ad hoc reminders

Send ad hoc reminders panel

Note: You can’t send a reminder for only one file if multiple items are pending. To send a reminder for a single file, delete the others. See Downloading, renaming, or deleting a form or document.

If a client doesn't have incomplete document reminders enabled, a banner appears when sending a manual reminder. Click Turn on to enable automated reminders for clients to complete their documents.

Enable incomplete document reminders banner

For more information on these automated reminders, see Sending intake forms and documents to clients.

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