Adding and storing files on a client's record

Our Smart Uploader provides a central, mobile-friendly interface for uploading client files. This feature streamlines documentation, enhances compliance, and makes it easier to track and locate key client information. 

With the Smart Uploader, users can simply drag and drop or browse to select a file, choose the relevant file type, and then either link it to an existing open record or create a new record—all from one place. This eliminates the need to navigate across related lists to find or create the correct record for the file.

Available options and actions will depend on the user's object and record type permissions.

This article covers:

• Where can the Smart Uploader be found
• Uploading files and associating to an existing record
• Uploading files and associating to a new record
• Supported file types
• Migrating client files to related records

Where can the Smart Uploader be found

The Smart Uploader can be found in two places in the clients profile:

1. Directly on the clients page, usually at the top of the side panel of the client's profile.
2. On the Files or Related Files related list when clicking the "Add Files" button.

Uploading files and associating to an existing record

Using the Smart Uploader, you can upload a file and link it directly to an existing active record for a client.
This is especially useful when you receive signed or authorised documents—such as Service Agreements, Consents, or Plans—and want to attach them quickly. The Smart Uploader lets you associate the file with the correct record without needing to navigate through the client’s profile to find it.

1. Drag and drop or use the Upload Files button to locate and upload the relevant file. The maximum file size supported for uploads is 2GB.
2. Click Done once the upload reaches 100%.
3. Select the appropriate file type (What type of file is this drop down) - see Supported file types for more information.
4. The Link to Existing option will be selected by default.
5. A list of active records for the selected file type will be displayed for selection, (if no records are shown - see Uploading files and associating to a new record instead), use the selection buttons to choose a record to link this file to.
6. Click the Upload button.

7. If you have selected an existing service agreement record, you will be prompted to enter a Client Approved Date if the agreement is in Current or Quote Submitted status and the date is not already set. You can choose to accept the default date of today, enter a different date, or skip updating the date if preferred.  
   

Uploading files and associating to a new record

Using the Smart Uploader, you can upload a file and automatically create a new record for it—such as a Plan, Assessment, Consent, or other document type.

This saves you time by removing the need to navigate to the client’s page, find the right section, create the record manually, open it, and then attach the file. The Smart Uploader streamlines the process so you can upload the file and create the record in one step.

1. Drag and drop or use the Upload Files button to locate and upload the relevant file. The maximum file size supported for uploads is 2GB.
2. Click Done once the upload reaches 100%.
3. Select the appropriate file type (What type of file is this drop down) - see Supported file types for more information.
4. Click the Create New option.
5. Complete the required fields.
6. Click the Upload button.

7. After uploading a file and creating a new record, if relevant active records exist, a window will appear allowing you to select and mark these as inactive, streamlining record management and reducing manual effort. You can skip this step if no records need to be closed.  
   

Supported file types

The Smart Uploader currently supports the following file types:

• Assessments
• Behaviour Support Plans
• Consents
• Goal Plans
• Personal Support Plans

Users can also upload files directly to existing open Service Agreements, or use the Client Related File option to link a file directly to the client record.

When uploading files, the available options are automatically filtered based on the user’s permissions. Users will only see the file types and actions they are authorised to access, ensuring a clearer, more secure experience with unavailable options hidden from view.

Migrate client files to related records

Users can migrate files that are already attached to a client’s contact record to a related record, using the new Migrate a client file action button on the client page. This makes it easier to organise client files and ensures they are linked to the correct records, rather than remaining on the contact. 

The migration tool guides you through selecting a file, choosing the appropriate file type, and either linking to an existing record or creating a new one, as outlined in the above sections of this article.

Files such as client photos and system-generated summaries are excluded from migration.