> For the complete documentation index, see [llms.txt](https://support.caspen.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.caspen.com/using-caspen/clients/client-files/manage-client-files.md).

# Manage client files

## Overview

**Quick rules**

* **Private folders** (blue): Team only. You create these outside Team’s shared. Rule: If it is not inside Team’s shared, it is Private.
* **Team’s shared** (orange): Files your team shares with the client (visible in the client portal).
* **Client’s shared** (green): The client’s space in the portal. Clients can upload, rename, move within this area, and delete their own items.
* **One-way boundary:** Nothing moves into or out of Client’s shared. Staff may view/download here and re-upload to Private if they need a copy.
* **Root folders:** Team’s shared and Client’s shared at the client’s top level are system-created. They cannot be moved, renamed, or deleted.

#### What staff can do

* **Private:** create/upload, move, rename, delete.
* **Team’s shared:** create/upload, move (to/from Private), rename, delete.
* **Client’s shared:** can view and download files only.

#### What clients can do (in the portal)

* **Client’s shared:** upload, move (within this area), rename, delete.
* **Private / Team’s shared:** cannot act here (they can only view and download items in Team’s shared).

#### Common tasks

* **Make a file visible to the client:** move or upload it to Team’s shared folder.
* **Keep a file internal:** store it in Private.
* **Keep a local copy of a client upload:** download from Client’s shared, then upload to Private.

***

## Move a file

**Who can move what (staff):** You can move items between Private and Team’s shared. You cannot move anything into or out of Client’s shared.

1. Find the item (file or folder)
2. **Actions** → **Move**

<figure><img src="/files/Fdl1L9MSUTksi5ZsGALi" alt=""><figcaption></figcaption></figure>

3. Choose a **Private** **or Team’s shared folder**(client-visible), then **Save**.

Notes

* Moving an item into Team’s shared makes it visible to the client in the portal.
* Moving an item into a Private folder hides it from the client.

***

## Rename a file&#x20;

{% hint style="info" %}
Items inside Client’s shared can’t be renamed, and the root folders (Team’s shared, Client’s shared) themselves can’t be renamed.
{% endhint %}

1. Find the item in Private or in Team’s shared.
2. **Actions** → **Rename**, enter the new name, **Save**.

<figure><img src="/files/u7LrgRvvDHPkklSb4vMC" alt=""><figcaption></figcaption></figure>

***

## Delete a file

1. Find the item in Private or Team’s shared.
2. **Actions** → **Delete**.

* You cannot delete items from within the Client's shared folder.

<figure><img src="/files/tyqOGO6wzl4KGf5CPM8q" alt=""><figcaption></figcaption></figure>

***

## Share a file with a client

1. Find the private item - folder or file.
2. **Actions** → **Move** → **choose the Team's shared folder** → **Save**.

* Once moved to **Team's shared folder**, the item will be visible to the client in the portal.&#x20;

***

## Stop sharing a file with a client

1. Open **Team’s shared folder** and **find the item**.
2. **Actions** → **Move** → **choose a Private folder** → **Save**.

* Once moved to a Private folder, the client can no longer see it in their client portal.

***

## Frequently asked questions

<details>

<summary><strong>Can I restore recently deleted files?</strong></summary>

Deletes files are immediately removed. However, we retain server-side backups for a limited period and may be able to recover a file or folder on a best-effort basis. Contact our support team.

</details>

<details>

<summary><strong>Can I hide something from the client later?</strong></summary>

Yes. Move the item out of Team’s shared and into a Private folder. Once it’s in Private, it’s no longer visible in the client portal.

</details>

<details>

<summary><strong>What is a Private folder?</strong></summary>

Any folder you create outside of the Team’s shared folder. It is visible to your team only and never shown in the client portal.

</details>

<details>

<summary><strong>How do I keep my own copy of something the client uploaded?</strong></summary>

Download from Client’s shared, then upload it to a private folder (or to Team’s shared if you also want the client to see it).

</details>