Files can be uploaded to a client record two ways: through the Files tab within the client record or within a program enrollment. A user's ability to view and manage files uploaded within an enrollment is based on distinct Program Files access role settings. Program files are also subject to the sharing settings established for Service/Programs/Assessments Placed. For example, if an agency's sharing settings are set to "Not Shared" for Service/Programs/Assessments Placed, users at other agencies will be unable to see files uploaded within the enrollment. However, they will be able to see the file(s) from the Files tab.
In order to view and manage program files, Program Files must be toggled on in the program setup (figure 1).
Within the enrollment, navigate to the Files tab (figure 2).
You will have the option of either adding a new file or linking a previously uploaded file from the main client record Files tab (figure 3).
By clicking Link from Files, you will have the option of selecting one or more files previously uploaded from the Files tab and "linking" them to the enrollment (figure 4).
By clicking Add File, you will be be able to upload a new file. The options for uploading a file within an enrollment are the same as those for uploading a file from the Files tab within the client record with the added option of making the file private (figure 5). By toggling on the Private option, the uploaded file will only be shared with users in the agency.
Files uploaded within an enrollment are also visible from the Files tab within the client record and will display with a program icon that, when hovered over, will display the program with which the file is associated (figure 6).