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Managing Client Files on the Client Portal

Enable secure, two-way document sharing with clients through the Client Portal — share files with clients and allow them to upload documents directly to their profile.

Overview

When the Client Files feature is enabled on your portal, your practice and your clients can securely exchange documents without email or external file-sharing tools.

  • Practitioners can choose which files from a client’s profile are visible on the portal
  • Clients can upload documents directly through the portal, which are saved to their profile for review

In this article

Enable Client Files on the Client Portal

Note: The Show Client Files toggle is only available if the Client Files is made active on the new Client Portal feature is enabled for your account.

If you do not see this option, go to User Menu > Account Settings > Schedule > Client Portal > Branding and enable the 'Enable New Client Portal Styling' switch.

Steps

  1. Go to User Menu > Account Settings > Schedule > Client Portal > Access and Settings
  2. Locate the Show Client Files toggle
  3. Switch the toggle ON and save

Once enabled, clients can:

  • View files you choose to share
  • Upload their own documents via the portal

Uploaded files will automatically appear in the client’s profile.

Tip: You can disable access at any time by switching the toggle OFF and saving.

Understanding the new file options 

When enabled, each client file includes additional options to control visibility and classification.

 

Show to Client on Portal

  • ON → File is visible to the client under Your Documents
  • OFF → File remains internal

This is controlled manually for each file.

Is Admin File

Defines whether the file is administrative or clinical:

  • ON → Appears under Admin Files
  • OFF → Treated as a clinical file and appears under Records > Files

Important:
Files uploaded by clients are clinical by default. You can switch on Is Admin File if needed.

Client Upload

Indicates the file was uploaded by the client via:

  • The portal, or
  • An online form

This is system-managed and cannot be edited.

A Client Upload tag is automatically created and applied.

Share a file with a client

Steps

  1. Open the client profile
  2. Go to:
    • Records > Files, or
    • Admin > Admin Files
  3. Upload a file
  4. Once added, in the Actions column click the gear icon and select 'Edit'
  5. Switch Show to Client on Portal to ON
  6. Save

The file will appear in the client’s My Documents section.

Tip: To stop sharing, switch the toggle OFF and save.

 

Client Experience on the Client Portal

A client needs to log in to their client protal profile to get access to the My Documents tab. 

When a client clicks the My Documents tab on their client portal home page, they will see two folders, Your Documents and Your Uploads.

  • Your documents folder will show documents shared with a client by their practitioner.


  • Your uploads folder will show the filed to upload files and the list of filed that they uploaded through the client portal or through the online form. They will also be ablke to viewl and downlaod the files they have previously shared with the practice. 

See which files are shared at a glance

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When enabled, two additional columns appear in the file list:

Column Description
Show on Portal Displays “Yes” if shared with the client
Client Upload Displays “Yes” if uploaded by the client

These help you quickly review visibility and file origin.

When a client uploads a file via the portal

When a client uploads a file:

  • It is automatically added to Records > Files
  • It is marked as a clinical file by default
  • It is labelled Client Upload
  • The client’s primary practitioner is notified via Practice Hive

Note: Only users linked to the client’s primary practitioner will see this notification.

Files uploaded via online forms

If a client uploads files through a form:

  • Files remain attached to the form
  • Files are added to Records > Files
  • Files are marked as Client Upload
  • Files are visible on the portal by default
  • Files are marked as Is Admin File if submitted via an admin form

For more details, see: Using the Form Designer

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