Files stored in a client’s record are not automatically visible in the Client Portal. You decide which files and folders clients can access. This helps you maintain control over sensitive documents while allowing clients to upload or download files as needed.
Why it matters
Protect sensitive information by limiting file visibility.
Share only what’s relevant for each client contact.
Maintain organized, transparent document exchange within the Client Portal.
Table of Contents
Show Files on the Client Portal
Click Clients on the global navigation bar.
Search for and select a client.
Click the Files tab in the client record.
Click the Visibility icon next to a file.
A blue icon means the file is visible on the client’s portal.
A gray icon means the file is hidden from the client’s portal.
When you toggle visibility on, a confirmation pop-up appears.
You can choose to send a notification to one or more client contacts letting them know the file is now visible.
Or skip sending a notification if you prefer to make the file visible without a notification to the contact.
Hide the Files Tab for Specific Contacts
You can now manage access to the Files tab for each contact within a client record. This is helpful when a client record includes multiple contacts but only certain individuals should see shared files.
In the client record Home tab, navigate to the Contacts panel on the left side of the screen.
Select a contact to open their contact settings.
Click Edit in the contact details modal.
Toggle the Files Access checkbox:
On – The Files tab is visible in the Client Portal.
Off – The Files tab is hidden for that contact.
Tip: Toggling off the Files tab for one contact doesn’t affect visibility for other contacts in the same client record.
Control File and Folder Visibility
Previously, empty folders in a client record were hidden in the Client Portal. You can now make empty folders visible so clients can upload files directly into them.
In the client record, go to the Files tab.
Locate the folder you want to manage.
Click the Visibility icon to toggle it on or off:
On – The folder (even if empty) appears in the Client Portal.
Off – The folder is hidden from the Client Portal.
When toggling a folder’s visibility on, a pop-up appears.
You can make all files inside the folder visible, or
Choose to keep the current file visibility settings (for example, if some files are visible and others are hidden).
Tip: This is the easiest way to make multiple files visible at once—by toggling the folder’s visibility instead of updating each file individually.
Note:
If you upload a visible file into a folder that’s marked invisible, the folder will appear in the portal because of the visible file.
However, the folder’s visibility icon will still show as off until manually toggled on.
Summary
Managing file and folder visibility ensures clients only see what’s intended for them. Use the new contact-level Files tab permissions and folder visibility settings to control what appears in each client’s portal.
Need help?
Contact Support or ask Penny, our AI Support Bot, for assistance.