Keep a client's files in folders

Upload files to a client or a work item, sort them into folders, and move, rename, share or delete them on the client's Files tab.

Before you start

• Each file can be up to 50 MB. You can upload documents and photos: PDF, photos, Word, Excel, CSV and ZIP files.
• The first time anyone opens a client’s files, ProCharted adds your firm’s standard folders. An admin can change them in Settings > Templates > Folder templates (see Find files across all clients – the Documents page).

Open a client’s files

1. Open the client from Contacts.
2. Click the Files tab.

On the left you see:

• To sort – files the client sent through the client portal that aren’t in a folder yet.
• All folders – your folders. Click the arrow next to a folder to show the folders inside it.
• From work items – files added on each of the client’s work items, listed by work item.

The list shows each file’s Name, whether the Client can see it, who it was Added by, the Date, the Size and the Work item it belongs to. To find a file, use Search this client’s files, the Added by and Type boxes, and the sort box (Newest first,
Oldest first, Name A–Z, Largest first).

Upload files

1. On the client’s Files tab, click Upload.
2. Drag files into the window, or click choose files.
3. Under Folder, pick where they go (or Top level (no folder)). Need a new one? Click New folder at the top level.
4. If the files belong to a job, choose it under Link to work item (optional).
5. Turn on Share with client if the client should see them in their portal.
6. Click Upload.

Create a folder

1. Click New folder (or, in a folder’s ⋮ menu, New folder to make one inside it).
2. Type the Folder name.
3. Under Who can see it, choose:
   • Firm only – only your team sees it.
   • Client can see – the client sees the files in this folder in their portal.
   • Client can see and add files – the client can also upload files into it.
4. Click Create folder.

Work with a file

Click the ⋮ at the end of a file’s row:

• Preview – open it on screen. Download – save a copy to your computer.
• Rename – change its name.
• Move to… – put it in another folder.
• Work item… – link it to one of the client’s work items.
• Share – show it to the client in their portal.
• Delete – moves it to the recycle bin.

A folder’s ⋮ menu has Open, New folder, Edit, Move to…, Download and
Delete.

To see the client’s side, click See what the client sees.

Files on a work item

Open the work item and click its Files tab. It lists the files for that work item; they are also in the client’s Files tab. Click Upload to add files, or New folder to make a folder in that client’s files. You can also attach a file from the Notes chat with the paperclip: it is saved to the work item’s files.

Tips

• Deleted files go to the Recycle bin on the Documents page and stay there for 90 days, so you can bring them back.
• Files a client uploads through the portal land in To sort (or in a folder the client can add to). File them with Move to….
• Files added or deleted are recorded in the work item’s Log tab and the Activity Log.

Related articles

• Find files across all clients – the Documents page
• Share files with clients through the client portal
• Inside a work item
• Notes on work items and clients
• The client profile page