In this video:
Upload Files
Preview, Move and Share Files
How Do I Upload, Manage, and Share Files in Canopy?
Upload, organize, and securely share client files in Canopy while controlling visibility, access, and collaboration with clients and team members.
Why This Matters
Secure file management is core to client work in accounting firms. Canopy’s file tools let you upload large files, organize them by client or connection, control client visibility, and collaborate with your team—without worrying about storage limits.
Table of Contents
Upload Files to Canopy
You can upload nearly 30 file types in Canopy, including PDFs, DOCX files, and image formats like JPG and PNG.
Maximum file size: 4.999342 GB per file
Storage limits: Unlimited total storage
Upload Locations
Files can be uploaded in either of the following areas:
Client Record > Files tab
Files uploaded here are associated with a specific client.
Files Module
Upload files under Client Files, Internal Files, or My Files.
Upload Files From a Client Record
Navigate to Clients > Client List and select a client.
Open the Files tab.
Use the sidebar to select the folder where the file should live.
Click Add.
Select Upload File.
Choose the file from your device and click Open.
Good to Know: Uploading a file does not automatically make it visible to the client.
After upload, you’ll be prompted to toggle visibility in the client portal.
If the client has not been invited to the portal, you’ll be prompted to send an invitation.
You can also notify assigned team members that a file was added.
Client Visibility Indicator
Blue silhouette: Visible to the client
Gray silhouette: Not visible to the client
File Inbox: Reviewing Client Uploads
Clients can upload files directly through their client portal.
When a client uploads a file, you’ll see a red notification on the File Inbox.
This replaces the blue notification bar from the legacy files interface.
Review Files in the Inbox
Click the Inbox to view files awaiting review.
Select a file to:
Preview (eye icon)
Rename (pencil icon)
Move Files From the Inbox
Drag files directly from the inbox into the appropriate client folder.
Important Distinction
When viewing a specific client’s files, the inbox only shows files uploaded by that client.
When navigating to Files > Client Files from the global menu, the inbox shows files uploaded by all clients.
Manage and Organize Files
Once uploaded, files can be managed from either the Client Record > Files tab or the Files Module.
Access file actions by:
Right-clicking the file, or
Selecting the three-dot menu on the file row
Preview a File
Right-click the file and select Preview.
From the preview screen, you can:
Zoom and pan
Search text within the file
Print or download
Change client visibility
You’ll also see the folder structure on the left, allowing you to navigate between files without closing the preview.
Move Files Between Folders
Drag and Drop
Click and drag the file to a new folder.
Use Expand All Folders to view subfolders when moving files.
Move Menu (Point-and-Click)
Right-click the file or open the three-dot menu.
Select Move.
Choose the destination folder.
Move Files to Client Connections
Files can be moved between a client and their connected records (such as a spouse or dependent).
Open the Move menu.
Select Client Files to view linked connections.
Choose the connection and destination folder.
Share Files With Clients and Team Members
Files can be shared directly from Canopy without sending attachments.
Share a File
Open the file menu and select Share File.
Choose the client or assigned team member.
Add a custom message or apply a template.
Click Send.
What Happens Next
Clients receive an email and can view the file in their client portal.
Team members receive an email with a direct link to the file in Canopy.
Files are not sent as attachments—only secure links.
Copy a File Link
If a client has trouble locating a file:
Select Copy Portal Link from the file menu.
Paste the link into chat, text, or email.
Note: Copying the link also makes the file visible in the client portal if it wasn’t already.
Lock and Archive Files
Additional file actions include:
Sending an eSign request
Locking a file to prevent changes
Archiving files no longer in active use
View Archived Files
Click the Archive box at the bottom of the Files view.
Browse or restore archived files as needed.
Summary
Canopy’s file management tools let you upload large files, organize them by client or connection, control visibility, and securely collaborate—all with unlimited storage and clear auditability.
Need help?
Contact Support or ask Penny, our AI Support Bot, for assistance.