Find your documents

You will learn what you can see and do on the Documents page of the Client Portal.

Anyone signed in to the Client Portal for a client, when the service provider has added a Documents link to the portal menu.

The left side lists Folders. The right side shows what is inside the folder you picked.

• Recent is a list of your newest files from every folder. Opening the page lands you here.
• New files is where the files you send in arrive and wait for your service provider to file them.
• The folders below are the ones your service provider has chosen to share with you.

New files is private to you. Files another person at your company sent in are not shown to you, and yours are not shown to them. Your service provider sees all of them.

1. Click Documents in the portal menu.
2. Pick the folder you want the file in. To send it to your service provider for filing, pick New files.
3. Drag the file onto the list, or click Browse files and choose it.

Uploading while Recent is open sends the file to New files, because Recent is a list rather than a real folder.

You can also send documents in by email. The upload area shows an email address under Or send files by email. Click it to copy it, then email your documents to that address, and they arrive in New files.

To attach a document to a specific piece of work instead, upload it to the task. A file on a task stays on that task and does not appear on this page.

Click a file to open the preview. Use Previous and Next to move through the folder.

Images, PDFs, spreadsheets, text files, and Word documents open in the preview. Presentations and large files show a download button instead — click Download to open the file on your computer.

Select a file and click Details to open the file panel. From there you can:

• Rename the file. The part after the dot is fixed, so a .pdf stays a .pdf.
• Add description — a short note about what the file is.
• Move to folder — pick a different folder.
• Download a copy.
• Share — copy a link to the file. Only people signed in to this portal can open the link.

Tick several files to download them as one zip file, or to move them all to the same folder at once.

If your service provider uses a digitisation service, you can send documents to it from this page.

1. Select the documents you want to send.
2. Click Digitise and confirm.

Your service provider’s address is used, so the documents reach the service they have chosen. The send runs in the background, and the result reaches you through the notification bell rather than on screen.

Documents you have already sent are left out and named, so nothing goes twice by accident. If everything you picked has been sent before, the portal asks whether to send it again.

• Create, rename, or delete folders. The folder structure belongs to your service provider. Ask them if you need a new folder.
• Change anything while Recent is open. Open the file’s real folder first.

Select the file and click Delete.

Your service provider decides which pages appear in your portal. Ask them to add the Documents page, or to send the file another way.

Your service provider may not have the documents feature switched on. Contact them and tell them what you saw.

Two things explain it. A file attached to a task stays on that task — open the task to find it. And your service provider may not have shared the folder holding it. Ask them to move the document into a folder you can see.

Files waiting in New files are private to whoever sent them. Once your service provider files a document into a shared folder, everybody at your company can see it.

There is a size limit per file, and the message tells you what it is. Split a large document into parts, or ask your service provider how they would like to receive it.

Select it and click Delete, or send your service provider a message on the related task so they know which file to ignore.