📁 Managing Files in the Client Hub File Manager

The File Manager in Client Hub allows you to organize, view, and manage files across your clients and internal workflows.

✨ Improved File Viewing Experience

Files in Client Hub now open in an enhanced, full-screen viewer designed to make reviewing documents faster and more intuitive.

Files open using the full screen for better visibility
File details appear in the top left
File actions are located in the top right
Images can be zoomed and panned
PDFs support smooth scrolling and improved navigation
Office files display in a familiar document-style layout
Unsupported files show a clear message with a Download option

This experience reduces the need to download files and allows you to review documents directly in Client Hub.

⚠️ Important: Files Are Not Duplicated

Files in Client Hub exist as a single item across the system.

Moving a file to a folder does not create a copy
Files remain the same file across Client Tasks and the File Manager
Deleting a file from any location will permanently remove it from all locations
Client Hub does not create duplicate files when they are moved

If you need to keep a file, download a copy to your device before removing or deleting it.

For full details on file behavior, see: 📂 How to Reopen Client Tasks (and What Happens to Uploaded Files)

📂 How Files Are Added and Stored

Files in Client Hub may appear in different locations depending on how they are uploaded or added.

For example, files may be added through:

the File Manager
a Client Task
a message or conversation
other upload workflows in Client Hub

Because files are not duplicated in Client Hub, the same file may appear connected to a task and also be visible in the File Manager.

🔐 File Manager Permissions

Admins can control what firm users are able to do in the File Manager at the role level. These permissions are configured in Settings > Manage Practice under Manage Roles Permissions and can be toggled on or off independently for Manager and Staff roles:

Can upload files in File Manager
Can create folders in File Manager
Can delete files in File Manager
Can delete folders in File Manager

For a full overview of role permissions, see: 👥 Understanding User Roles in Client Hub

📁 Organizing Files in the File Manager

You can organize files by placing them into folders that match your internal structure.

Create folders to group related documents
Move files into folders to keep things organized
Use consistent naming conventions so files are easy to find

📤 Uploading Folders

You can upload an entire folder from your device directly to the File Manager. The folder's subfolder structure is preserved on upload, so your files land exactly where you expect them.

Client Hub also remembers the last folder you were working in for each workspace, so you return to the right location automatically when switching between clients.

💡 Note: System files such as .DS_Store are automatically filtered out during upload and will not appear in the File Manager.

If a previously saved folder no longer exists, Client Hub will recover gracefully and return you to the root of the File Manager rather than showing an error.

🔍 Finding and Viewing Files

The File Manager makes it easy to locate and review files using the enhanced viewing experience.

Navigating Files

Browse folders to navigate your file structure
Use search (if available) to quickly find specific files

Viewing Files

When you open a file, it will display in the full-screen viewer:

File details appear in the top left
File actions are located in the top right
Files use the full available screen space for improved readability

Image Files

View the full image without cropping
Zoom in and out for better detail
Click and drag to move around large images
Transparent images display a checkerboard background

PDF Files

Scroll through the document continuously
Navigate pages more smoothly
Improved layout prevents shifting or misalignment

Office Files (Word, Excel, etc.)

Open in a full-screen document view
Layout mirrors a familiar document experience
Actions remain accessible at the top

Unsupported File Types

If a file cannot be previewed:

A message will indicate the file cannot be displayed
A Download option will be available

🔄 Moving Files

To move a file:

Open File Manager
Locate the file you want to move
Click the Actions icon (⋯)
Select Move
Choose the destination folder

Moving a file simply changes its location within Client Hub.

🗑 Deleting Files

To delete a file:

Open File Manager
Locate the file you want to remove
Click the Actions icon (⋯)
Select Delete

Deleting a file will permanently remove it from Client Hub and all associated locations.

👤 Client File Deletion Permissions

Clients can delete files they uploaded to shared folders, but only within a limited timeframe:

Clients can delete files they uploaded within the first 24 hours
After 24 hours, clients can no longer delete those files
Firm users can delete files at any time

🗂 Deleting a Client Folder

To delete a folder:

Open File Manager
Navigate to the folder you want to delete
Click into the folder so it opens
Click the Actions icon (⋯) next to the folder name at the top
Select Delete Folder
Confirm the deletion

The Delete Folder option appears from inside the folder view, not from the main folder list.

Deleting a folder will permanently remove the folder and everything inside it. Be sure to move or download any important files before deleting the folder.

💡 Best Practices

Use folders to keep files organized, but remember they do not create separate versions of a file
Double-check before deleting files or folders to avoid permanent data loss
Download important files to your device if you need to retain a separate copy

Keeping your File Manager organized ensures both you and your clients can quickly find what they need.