- My Documents
- Sharing Documents and Folders
- Sharing Multiple Files
- Document/Folder Details
- Sharing Files with Clients
- Resync Dropbox and Google Drive Documents
My Documents
In My Documents, you will find all documents that you’ve imported into Practice Better from your computer, Dropbox, and Google Drive
Default Documents Folders
In every client record, Practice Better creates default folders in the client’s root folder > All Shared Documents.
Practitioners can't upload files to the [Client name] Shared Uploads, and clients can't upload files to folders created by the practitioner in the My Shared Uploads directory.
These folders will populate automatically based on the following actions or circumstances:
- My Shared Uploads: This is where the practitioner can upload files and documents directly. If the practitioner has created a custom Folder in the client’s Documents and shared it with the client, it will populate in the My Shared Uploads directory.
- [Client Name] Shared Uploads: This is where the client can upload their own files and documents. In the client portal, they will see a directory called My Uploads, where the client can upload files and create subfolders.
- Messages: If a practitioner or client has shared an attachment in the Practice Better secure messenger, those will populate here.
- Journal Entries: If a client has attached an image or document to a Journal entry, those will populate here. Clients can attach an image to a Food entry or a document to a Lifestyle > Note entry.
- Completed Task Uploads: When a client completes a Task, they will have the opportunity to Attach files. Those attachments will populate in this directory.
- Uploaded Forms: A practitioner can share a Form with a client that has been uploaded in the practitioner portal, as opposed to created using the Practice Better Form Builder. When the client has completed the Form and returned it to the practitioner through the client portal, it will populate in this directory.
- Session Attachments: Anything attached in the Documents tab of a client Note will populate in this folder when the Note is shared with the client.
- Protocol Attachments: Any files or Supporting Documents attached in a client’s published Protocol will populate in this directory.
Sharing Documents and Folders
You can easily share documents and folders with clients by first selecting a file and clicking on the Manage Sharing Settings icon. When folders are shared, clients will see the folder and it's files and sub-folders in their Documents section of the Client Portal.
Sharing Multiple Files
Share multiple files at once by clicking on Select multiple button. Alternatively, you can select one item, then hold down your Ctrl key and select additional items in the list.
Checkmark files you’d like to share and then click on the Manage Sharing Settings icon.
Either select to share with all clients or choose the clients you'd like to share your files with, then hit Update. If any two files you select have different sharing settings, these settings will be reset and overwritten once you hit Update.
Document/Folder Details
We've included a navigation bar to the right of your documents list to provide you with additional file information and quick actions. Details are provided once an item is selected from your documents list.
Sharing Files with Clients
Look for the Shared icon to quickly identify files and folders you've shared with your clients.
In your Document Details to the right, you’ll get a more detailed view of which clients you shared this document with and when the document was first shared with the respective clients.
Resync Dropbox and Google Drive Documents
Imagine you've updated a handout or worksheet in Google Drive, and you need to securely share it with your clients. You can easily update the contents of documents imported from Dropbox and Google Drive by simply clicking the Resync icon.
Files that are eligible to be resynced will have the following icon visible in the main documents list:
The resynced document will automatically update the file for all clients whom you have shared it with in Practice Better.
This setting applies to newly imported Dropbox and Google Drive documents. If you've imported documents from these cloud services in the past, you will have to re-import them to take advantage of this feature.
Shared Documents
Easily choose from your list of clients to see what documents have been shared with them and by them. Click on a client’s name to view all client sub-folders and documents.
First, you’ll see all of the quick-access folders that organize your shared documents.
My Shared Uploads contains all files that you’ve shared with your client from your My Uploads section.
[Client name]’s Shared Uploads contains all files that your client uploaded to their Documents section to share with you. All files uploaded from your clients' Client Portal are automatically shared with the account owner and can be shared with other team members by the client. Learn more.
You'll receive a notification every time there are new files available.
If you’d prefer to see all documents shared between you and your client, scroll down to view all files located immediately below your list of quick-access folders. We provide a short description of the origin of these files, e.g., the name of the protocol or session notes where the document was uploaded.
Accessing shared documents from your client's file
You can always find documents shared with specific clients by going directly to My Practice > Documents and then finding the client's name in the left navigation bar.
You can also jump directly into this section from your client's file. We've included a link to Documents in the left navigation bar.