Upload files for a client

Add documents and images to a client profile.

Overview

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

• Team’s shared (orange) = Client can see it in their portal. Staff can upload files they want to share with the client.

• Client’s shared (green) = Client uploads only; staff can’t upload here (staff can view/download only).

Both the Team’s shared (orange) and Client’s shared (green) folders and contained contents are visible to the client in their portal.

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.

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Upload client files

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

1. Go to the Files tab.

1. Open the destination folder by clicking on the name:

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

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).

If you need a private folder: make sure you are not inside Team’s shared, click Create folder, name it, then Save.

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

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

Result

• Files in Private are internal only.

• Files in Team’s shared are visible to the client in their portal.

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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.

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FAQs

What is the maximum file size I can upload at a time?

100 MB per file.

Which file extension types can I upload?

• 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

Where can I ask for another file type to be added?

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

How do I keep an internal copy of a file the client uploaded?

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