Business files is the practice's own filing cabinet inside FrontDesk: one secure place for the paperwork that runs the business, separate from any client's chart.
What it's for
Contracts, policies, W-9s, licenses, leases, insurance certificates and similar practice documents. Business files belong to the whole account, not to one location, and they never appear in a client's chart or the client portal. For a client's own paperwork, use the client's Documents instead.
Upload documents
- Open Settings → Business files.
- Click Upload documents and choose one or more files.
The limits:
- Up to 10 files at a time, each under 25 MB.
- Accepted types: PDF, images (JPG, PNG, GIF, WEBP, HEIC), Word (.doc, .docx), Excel (.xls, .xlsx), PowerPoint (.pptx), CSV and plain text.
Each file is checked to be the type its name says and goes through a security scan before it is saved, encrypted, in private storage. If any file in a batch is refused, nothing from that batch is uploaded: fix or remove that file and upload again.
Find, download and rename a file
The list shows Name, Upload date (newest first) and Uploaded by, 25 files to a page. Type in Search to filter by name, or click the Name or Upload date heading to sort.
- Download: click the file's name, or choose Download from its ⋯ menu.
- Rename: ⋯ → Rename, type the new name and click Save. The original extension (.pdf, .docx and so on) is always kept.
Delete a file
⋯ → Delete asks "Delete this file?" with "name will be permanently deleted." Click Delete to confirm. The file can't be recovered afterwards.
Who can see and change business files
- Only the account owner or an admin (at any location of the account) can see, upload, download, rename or delete business files. Everyone else sees "Only the account owner or an admin can manage business files."
- Clients never see them.
- FrontDesk support can't download your business files, even when signed in to your account to help you.
- Every upload, download, rename and delete is recorded in the HIPAA Audit Log under Settings → Account Activity. See Review your audit trail.
To add or change who is an admin, see Invite team members.