Files: Managing client files

Introduction to Files

The Files section is where you can upload, store, and review any documents or images related to your client work. Everything is stored right in the client's chart so you can easily find what you need.

Finding and accessing Files

When you're looking at a client's chart, you'll find the Files section on the left side panel beneath Medical Visits. 

Next to the “Files” title, you’ll see:

• Pop-out button: A button in the top-right corner that opens a pop-up window with the full list of files
• Expander arrow: Lets you collapse or expand the section on the client chart
• Below the title bar you'll see a file preview section: This shows up to the 3 most recently uploaded files and their date of upload. If your client doesn't have any files yet, you'll see a message that says "No files."

Click the pop-out button or anywhere in the file preview area to open the Files pop-up window and see all of your client’s files. 

How files are organized

When you open Files pop-up window you'll see a table of all your client's files organized into the following columns:

1. Date and Time: When the file was uploaded or last replaced
2. File Name: The name of the file including the file type (like .pdf or .jpg)
3. Owner: The name of the person who uploaded the file

By default, files are sorted with the most recently updated at the top and the oldest at the bottom. You can sort the files list by clicking on the up and down arrows by any of the column headers. The way you’ve sorted the list will stay the same while you're working with that client during your current session. However, it will go back to the default order after you log out.

If there are no files in the list yet, you'll see the message "Nothing to see here!"

Uploading new files

Starting the upload

To add a new file click the Add icon (+) in the top-right corner. You’ll see an "Upload file" window will pop up in the center of your screen and you can either:

• Drag and drop: Drag a file from your computer and drop it in the upload area
• Select file button: Click "Select file" to choose a file from your device

Your must be less than 10 MB and of an allowed file type: JPG, JPEG, PNG, HEIC, PDF, DOC, or DOCX.

What happens during upload

Once you select a file, it starts uploading right away. You'll see a progress bar showing how the upload is going and a progress message that says "Uploading file..."

After your file finishes uploading you’ll see a confirmation message: "Successfully uploaded [file name]" and your new file will appear at the top of the Files list

Pro-tip: You can close the upload window while your file is still uploading - it will keep uploading in the background and your file will be added to the list when it's done.

Upload errors

Sometimes you might see an error message. Here's what they mean:

• "Invalid file format": You tried to upload a file type that isn't supported. Convert your file to an accepted format (JPG, JPEG, PNG, HEIC, PDF, DOC, or DOCX) and re-try.
• "Invalid file size": Your file is too big. Files must be less than 10 MB.
• "File upload failed: this file is infected with malware or a virus": The system detected something wrong with your file and didn't save it to keep everyone safe.

Replacing a file

If you try to upload a file with the same name as a file that's already there, you'll see a message asking: "A file with this name already exists. Do you want to replace it?"

You can either:

• Cancel: Keep the old file and don't upload the new one
• Replace: Replace the old file with the new one

If you choose Replace, the new file will appear at the top of the Files list with today's date and your name as the owner.

Renaming, downloading, and deleting files

Renaming a file

If you need to change a file's name:

1. Find the file you want to rename, 
2. Click on the file name - you'll see your cursor change to show you can edit it
3. Type the new name
4. Press Enter or click outside the field to save

Of note, you can only change the file name itself, not the file type. For example, if you have a file called "Housing_Application.pdf" you can change it to "Housing_Form.pdf" but the ".pdf" part stays the same. When you're editing a file name, you'll only see the name part without the file type (like .pdf), but don't worry - the file type is still there and will show up again after you save!

If you try to rename a file to a name that's already being used by another file in the list, you'll see an error message in red: "File with the same name already exists." You'll need to choose a different name before you can save your changes. If you click away or close the modal without fixing this, the name will go back to what it was before.

Downloading or deleting a file

To either download or delete a file, start by hovering your mouse over the file you want to download -- you'll see download and trash icons appear.

1. To download the file click the Download icon and the file will download to your default download location
2. To delete the file click the Trash icon
   1. A message will pop up asking "Are you sure you want to delete this file?"
   2. Choose either:
      • Cancel: To cancel the deletion and keep the file
      • Yes, delete: Remove the file from the list

Once you delete a file, it's gone and can't be brought back.

And that’s the Files section!