Uploading, Managing, and Organizing Documents

In this article:

• Understanding Your Documents Structure
  • My Documents
  • Default Client Folders
• Uploading Documents
  • Uploading from My Documents
  • Uploading from a Client Record
• Moving Files
• Creating and Managing Folders
• Resyncing Cloud Storage Documents
• Storage Limits by Plan

Understanding Your Documents Structure

Practice Better organizes your files into two main areas: your own document library and individual client folders. You can get to your My Documents page by clicking My Practice > Documents, or by clicking on Documents from the client record navigation. 

My Documents

My Documents is the root view of your document library. From this page, click My Documents in the left navigation bar to return to the top level of your files at any time. From here, you can view all documents you've uploaded, access client folders, and manage your folder structure.

Default Client Folders

Practice Better automatically creates a document folder for each client you add to your client list. Each client folder contains an All Shared Documents directory, which holds a set of default subfolders. These folders populate automatically based on client and practitioner activity.

📍 Note: Default client folders populate automatically and cannot be renamed or deleted. You cannot delete files a client has uploaded to their own uploads folder.

Uploading Documents

You can upload files to Practice Better from two entry points: the main Documents page or directly from a client's record. Each file must be less than 120MB, and you can upload up to 20 files at a time. If you need to upload more than 20 files, you can upload multiple batches.

Practice Better supports virtually all common file types for upload and download. Standard image files (PNG, JPG) and PDFs can also be previewed directly within Practice Better.

By default, uploaded files are private. Your client won't see a file until you explicitly share it with them.

💡 Tip: You can share a file with your client during the upload process or at any time after. Learn more about Sharing Documents with Clients →

Uploading from My Documents

1. Go to My Practice > Documents.
    
2. Click the Fast Action Button in the bottom-right corner to Upload.
   
    
3. On the upload page, click Select files to choose files from your computer.
   
    
4. Review the destination folder shown on the upload page. This defaults to the folder you were viewing when you started the upload. To change it, click Change Folder and select a different folder from the modal.
   
    
5. Click Upload in the top-right corner.

Uploading from a Client Record

1. Open the client's record.
    
2. Click Documents in the left navigation bar within the client's file to open their Documents page.
    
3. Click the Fast Action Button in the bottom-right corner and select Upload to [Client Name] Docs.
   
    
4. On the upload page, click Select files to choose files from your computer.
    
5. To change the destination folder, click Change Folder and select a different folder from the modal.
    
6. Click Upload in the top-right corner.

Moving Files

Once files are uploaded, you can move them into folders at any time, either one at a time or in bulk.

📍 Note: When moving a file to a folder with different sharing settings, the file retains its own original sharing settings. Learn more about Sharing Documents with Clients →

Moving a Single File

Click once to select the file, then click the Move icon in the action toolbar. Select a destination folder from the modal and confirm.

Alternatively, press and hold the file and drag it over the destination folder. The folder highlights in a darker shade of gray when the file is positioned over it. Click the Move button in the pop-up to confirm.

Moving Multiple Files

1. Click the Select multiple button in the top-right corner.
   
    
2. Check the boxes next to the files you want to move.
    
3. Click the Move files button in the top-right corner.
   
    
4. Select a destination folder from the modal.
    
5. Click the Select folder button to confirm.

Creating and Managing Folders

Folders help you organize your document library before sharing files with clients. You can create as many custom folders and nested subfolders as your workflow requires.

📍 Note: Custom subfolders can only be created inside folders you've created. You cannot create subfolders inside Practice Better's default client folders.

Creating a Folder

1. Go to My Practice > Documents.
    
2. Click the New Folder button in the top-right corner.
   
    
3. Enter a name for your folder and click Create.
   

Renaming a File or Folder

To rename a file you uploaded:

1. Click once to select the file.
    
2. Click the Edit icon.
   
    
3. Update the file name. Do not change the file extension (the characters after the period).
   
4. Click Save Changes.

💡Tip: Practitioners can also rename files that clients have uploaded. 

To rename a folder:

1. Click once to select the folder or hover your mouse over it to display the folder management icon buttons.
    
2. Click the Edit icon.
   
    
3. Enter the new name and click Done.

Deleting a File or Folder

To delete a file:

1. Click once to select the file.
2. Click the Trash icon.
3. Confirm the deletion. This action cannot be undone.

📍Note: Practitioners cannot delete files that clients have uploaded. 

To delete a folder:

1. Click once to select the folder.
2. Click the Trash icon.
3. Confirm the deletion. This action cannot be undone.

⚠️ Important: Deleting a folder permanently removes all files and subfolders inside it. This action cannot be undone.

Resyncing Cloud Storage Documents

If you've connected Dropbox or Google Drive to Practice Better, you can resync documents to pull in updated versions without uploading a new file. This is useful for files you update regularly, like protocol templates or educational materials.

When you resync a document, Practice Better fetches the latest version from your cloud storage and automatically updates it for all clients who have access to it.

Files imported from cloud storage display a cloud icon with circular arrows in the documents list and show a Resync button in their action toolbar.

📍 Note: The resync option is only available for files imported from Dropbox or Google Drive. Files uploaded directly from your computer cannot be resynced. Learn more about Using Cloud Storage Integrations in Practice Better →

Resyncing a Document

1. Click once on the document, or hover over it to reveal the action toolbar.
    
2. Click the Resync icon.
   
    
3. Practice Better fetches the latest version from your connected cloud storage and updates it for all clients with access.

Storage Limits by Plan

To check your current storage usage, go to either your Practice Better home page or your My Documents page and review the capacity indicator in the bottom-left corner of the page.

⚠️ Important: If you reach your storage limit, you won’t be able to upload additional files until you free up space or purchase additional storage.