# Upload files for a client

## Overview

We automatically create two folders for each client added to the system:

<figure><img src="/files/C7JzlbEsuW87OFiXXeKF" alt=""><figcaption></figcaption></figure>

* **Team’s shared** (orange) = Client can see it in their portal. Staff can upload files they want to share with the client.&#x20;
* **Client’s shared** (green) =  Client uploads only; staff can’t upload here (staff can view/download only).

{% hint style="info" %}
Both the Team’s shared (orange) and Client’s shared (green) folders and contained contents are visible to the client in their portal.
{% endhint %}

**Private folders:** Any folder or file created outside **Team’s shared** is private (team-only) and not visible to the client. Private folder and files appear with a blue icon.

<figure><img src="/files/NOGIXK7egEZ4jS3dfKCj" alt=""><figcaption></figcaption></figure>

***

## Upload client files

1. Open **Clients**, find the client, then select **Actions** → **View** (or click the client’s name).

<figure><img src="/files/TNK0WEtJBcv8sm7iJRVz" alt=""><figcaption></figcaption></figure>

2. Go to the **Files** tab.

<figure><img src="/files/omdKlz1ovyjBg4FCNVtf" alt=""><figcaption></figcaption></figure>

3. Open the destination folder by clicking on the **name**:&#x20;

This may be any **Private** (blue) folder you have created for internal files or the **Team’s shared folder** (orange) (client-visible).

{% hint style="info" %}
Remember:

* Private / internal folder (blue) — team-only, not shown in the portal, or
* Team’s shared folder (orange) — visible to the client in their portal.
* You cannot upload to Client’s shared folder (green) (this is the client’s area).
  {% endhint %}

{% hint style="warning" %}
If you need a private folder: make sure you are not inside Team’s shared, click Create folder, name it, then Save.&#x20;
{% endhint %}

<figure><img src="/files/IoMKf2Xea0maWqbJGYTS" alt=""><figcaption></figcaption></figure>

Selecting **My private folder** (team-only). Files here are not visible to clients.

4. Click **Upload file**, browse your computer, and **select the file**. It’s saved to Caspen in the folder you’re currently in.

<figure><img src="/files/Tg4C22VeuXiwMeRzczRE" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/8tAZXVg1bDaAkF8pxXnn" alt=""><figcaption></figcaption></figure>

**Result**

* Files in Private are internal only.
* Files in Team’s shared are visible to the client in their portal.

***

**Tips**

* Use clear names (e.g., Referral\_GP\_2025-03-12.pdf ).
* Add short descriptions for client-visible files.
* Quick rule: If you want the client to see it, put it in Team’s shared. If you want it internal only, keep it in Private.

***

## FAQs

<details>

<summary><strong>What is the maximum file size I can upload at a time?</strong></summary>

100 MB per file.

</details>

<details>

<summary><strong>Which file extension types can I upload?</strong></summary>

* Images: jpg, jpeg, png, gif, webp
* Video: mp4, mpg, mov, m4v, wmv, avi, 3gp, mp2t
* Audio: mpeg, ogg, wav
* Documents: pdf, csv, rtf, txt, zip, doc, docx, xls, xlsx, ppt, pptx

</details>

<details>

<summary><strong>Where can I ask for another file type to be added?</strong></summary>

Contact our team and tell us the file type you need. We review requests regularly.

</details>

<details>

<summary><strong>How do I keep an internal copy of a file the client uploaded?</strong></summary>

Download the file from Client’s shared (green), then Upload it to a Private folder.&#x20;

</details>


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