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Uploading Files or Documents in Client Profiles

Learn how to upload, download, and delete client files in Zanda. Manage documents efficiently and ensure easy access and organization.

You can upload files and scanned documents to your client's profile, and share them securely with clients via the Client Portal.

In this article:

Uploading Files or Documents

Quick Notes 💡

  • The current maximum file size for an individual document is 30Mb.
  • All common file formats are supported. Video formats are not supported because they are typically too large, but these can be compressed into a ZIP file.
  • Uploaded files are sorted in descending order based on the date uploaded.
  • If you attempt to upload an unsupported file type, a system notification will alert you to the issue.

To upload files and documents to a client's profile:

  1. Open a client's profile (double-click on an appointment or use our universal search).
  2. Go to Records > Files or Admin > Admin Files.
  3. Select Drop Files Here or browse to the file you want to upload.

Upload Troubleshooting Advice:

If you're unable to upload a file despite meeting the file size and type requirements, check the file name for any unexpected characters. Special characters or symbols in the file name can prevent successful uploads. Ensure the file name only contains standard alphanumeric characters, underscores, or dashes before attempting to upload again.

Downloading Files or Documents

  1. Open the client's record.
  2. Click Records > Files or Admin > Admin Files and then click on the name of the document you would like to download.
  3. If it's a commonly-used file type (like PDF or image) you'll first be able to preview the file within Zanda without downloading. If you are not able to preview a PDF file, please enable the PDF viewer in the browser you are using.

Hint 💡

For example, when using Chrome:

  1. Select the three vertical dots in the upper-right corner.
  2. Choose Settings > Advanced > Privacy and security.
  3. Select Site Settings > PDF documents.
  4. Use the toggle switch next to Download PDF files instead of automatically opening them in Chrome to turn the feature on and off.

Known Limitation

When previewing files on a mobile device (like an iPhone or iPad) you'll only be able to see the first page of an uploaded document. If you need to see multiple pages, tap Download to open it outside of Zanda.

Deleting Uploaded Files or Documents

  1. Open the client's record.
  2. Click Records > Filesor Admin > Admin Files and then click the cog icon in the Actions column for the file you'd like to delete.
  3. Select Delete.
  4. Click OK to confirm.

Sharing Files with Clients on the Client Portal

If the Client Files feature is enabled on your client portal, you can share specific files with clients so they can view them in their portal under My Documents.

Note: The Show Client Files option is only available if the new Client Portal styling is enabled. 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. Then go to User Menu > Account Settings > Schedule > Client Portal > Access and Settings, locate the Show Client Files toggle, switch it ON, and save.

To share a file with a client:

  1. Open the client's profile.
  2. Go to Records > Files or Admin > Admin Files.
  3. Upload a file, or locate an existing one.
  4. 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 on the portal.

Tip: To stop sharing a file, switch Show to Client on Portal to OFF and save.

Understanding File Options and Columns

When 'Client Files' feature is enabled, each file includes additional options and two extra columns appear in the file list.

File options (accessible via Edit):

image-png-Apr-16-2026-05-21-43-0923-AM

Option Description
Show to Client on Portal ON — file is visible to the client under Your Documents. OFF — file remains internal. Controlled manually for each file.
Is Admin File ON — file appears under Admin > Admin Files. OFF — file is treated as clinical and appears under Records > Files.
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 manually.

File list columns:

image-png-Apr-16-2026-05-19-48-8754-AM

Column Description
Show on Portal Displays "Yes" if the file is currently shared with the client
Client Upload Displays "Yes" if the file was uploaded by the client

These columns let you quickly review visibility and file origin across a client's full file list.

Files Uploaded by Clients

Clients can upload documents directly through the portal, which are saved to their profile automatically.

When a client uploads a file through the Client Portal:

  • It is automatically added to Records > Files.
  • It is marked as a clinical file by default (you can switch on Is Admin File if needed).
  • It is labelled Client Upload.
  • The client's primary practitioner is notified via Practice Hive.

Note: Only users linked to the client as a primary practitioner will receive this notification.

Files uploaded through an online form are handled similarly:

  • They remain attached to the form submission.
  • They are added to Records > Files.
  • They are marked as Client Upload and visible on the portal by default.
  • If submitted via an admin form, they are also marked as Is Admin File.

Frequently Asked Questions

❓ How can I access files for a client who has been archived?

Archiving a client profile does not delete their uploaded files. To access them:

  1. Go to People > Clients > Advanced Search.
  2. Set the Archived filter to Archived Clients Only.
  3. Click Show Filtered List and open the client's profile.
  4. Go to Records > Files to view and download their documents