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Organization Shared Files

Written by Wesley Combs
Updated today

Organization Shared Files

Overview

Organization admins can upload and manage shared files that are available to all members, providing centralized access to important documents and resources.

What Are Shared Files?

Shared files are documents uploaded by organization admins that:

  • Are accessible to all organization members

  • Provide centralized document storage

  • Can include policies, guidelines, and resources

  • Support various file formats

  • Are managed from the organization dashboard

Accessing Shared Files

As an Admin

  1. Sign in as an organization admin

  2. Go to Organization > Files

  3. View all uploaded files

  4. Upload or delete files as needed

As a Member

  1. Access via organization resources

  2. View and download shared files

  3. Cannot upload or delete files

The Files Interface

File List Table

The files are displayed in a simple table with the following columns:

Column

Description

Name

File name as uploaded

Size

File size (B, KB, MB, GB)

Last modified

Date and time of last modification

Actions

Download and Delete buttons

Actions

Each file row has two action buttons:

Action

Icon

Description

Download

↓

Opens file in new browser tab

Delete

🗑

Removes file permanently

Uploading Files

Step 1: Navigate to Files

  1. Sign in as an organization admin

  2. Go to Organization

  3. Click the Files tab

Step 2: Upload

  1. Click Upload or drag-and-drop files

  2. Select file(s) from your computer

  3. Wait for upload to complete

  4. File appears in the list immediately

Supported File Types

The interface indicates support for:

Category

Description

Audio

Audio recordings and files

PDF

PDF documents

Word

Microsoft Word documents

Markdown

Markdown (.md) files

Note: Additional file types may be supported. Contact support if you need to upload a specific format.

Downloading Files

Download a File

  1. Find the file in the list

  2. Click the Download icon (↓) in the actions column

  3. File opens in a new browser tab

  4. Save from browser as needed

Deleting Files

Delete a File

  1. Find the file in the list

  2. Click the Delete icon (🗑) in the actions column

  3. File is removed immediately

Warning: Deletion is permanent. There is no confirmation dialog or undo option.

Common Use Cases

Onboarding Materials

Upload documents for new members:
- Welcome packet
- Training guides
- Quick start instructions
- Contact lists

Clinical Resources

Share medical references:
- Clinical guidelines
- Protocol documents
- Reference materials
- Specialty resources

Administrative Documents

Centralize admin files:
- Practice policies
- HIPAA guidelines
- Billing procedures
- HR documents

Member Access

What Members Can Do

  • View list of shared files

  • Download files

What Members Cannot Do

  • Upload new files

  • Delete files

  • Modify files

Ensuring Members Can Access

  1. Verify member is in organization

  2. Check their account is active

  3. Have them sign out and back in if needed

File Naming Best Practices

Since the system displays files in a flat list (no folders), use clear naming conventions:

Good Examples:
- 2024-01-Documentation-Policy.pdf
- Onboarding-Checklist-v2.docx
- HIPAA-Guidelines.pdf
- Category-DocumentName-Date.pdf

Avoid:
- doc1.pdf
- new.docx
- Final_FINAL_v3_updated.pdf

Using prefixes like category names helps organize files when there are many.

Security Considerations

What to Upload

Appropriate:
- General practice policies
- Non-sensitive guidelines
- Training materials
- Administrative procedures

Avoid:
- Patient information (PHI)
- Individual staff records
- Sensitive credentials
- Confidential financial data

Access Control

  • All organization members can access files

  • Files are not public

  • Requires authentication

  • Only admins can upload/delete

Compliance Notes

  • Ensure uploaded files comply with HIPAA

  • Don't include patient identifiers

  • Review files before uploading

  • Remove outdated sensitive documents promptly

Troubleshooting

Upload Fails

  1. Check file type is supported

  2. Check internet connection

  3. Try a different browser

  4. Contact support if issue persists

File Not Appearing

  1. Refresh the page

  2. Check upload completed (no error message)

  3. Clear browser cache

  4. Try signing out and back in

Member Can't See Files

  1. Confirm member is in organization

  2. Check their account is active

  3. Have them refresh or sign out/in

  4. Verify files were successfully uploaded

Can't Delete File

  1. Verify you have admin permissions

  2. Try refreshing the page

  3. Try a different browser

  4. Contact support if issue persists

Best Practices

Regular Maintenance

  1. Review files periodically

  2. Remove outdated documents

  3. Update old versions (delete old, upload new)

  4. Use consistent naming conventions

Clear Communication

  1. Announce new file uploads to team

  2. Explain purpose of documents

  3. Provide context for important files

  4. Note when files are updated or replaced

Version Control

Since there's no built-in versioning:
1. Include dates in file names
2. Delete old versions when uploading updates
3. Keep a record of significant changes
4. Consider a naming convention like DocumentName-v2-2024-01.pdf

Limitations

Current limitations of the shared files feature:

  • No folder organization (flat file list)

  • No file renaming (must delete and re-upload)

  • No file versioning

  • No search functionality

  • No download tracking/analytics

  • Deletion is immediate and permanent

Related Articles

Need Help?

For file management questions, contact [email protected].

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