External files can be uploaded and stored within BestNotes. Files uploaded to BestNotes are HIPAA compliant because they are stored and accessed with end-to-end encryption. This document will outline how to upload documents. If you need to upload client specific documents, visit Contact document upload.

Permissions required

To view and upload documents, and create folders from the dashboard, you must have the "Documents" permission. 

To delete documents, you must have the "Delete Folders and Files" permission.

To send files via email, you must have the "Data Export" permission.


Access Documents

To access the documents in the dashboard, select the "Documents" tab in the bottom left hand corner.

Create Folders

  1. Select the "Create Folder" icon in the top left corner.
  2. Enter the "Folder Label" title.
  3. Select "OK."
  4. To access the folder, double-click the folder.

Upload Files

  1. To upload a document to a specific folder, open the folder by double-clicking on the desired folder. Otherwise the document will be added to the "Home" folder.
  2. Select the "Upload" icon in the top right corner.
  3. Select the "Choose File" button, and select the file you would like to upload from your computer. ADD NOTE
     Note:  Avoid uploading files names which contain special characters (!@#$%&). It may negatively impact the upload.
  4. The "Description" is free text that will appear when you hover over the saved file. This has a character limit of 255.
  5. You can limit access to this file by selecting the "Accessible by Groups" checkboxes. 
  6. Select "Add to Folder."
  7. You will see the file in the folder that it was saved to. Hovering over the file will show you the description that was entered, and you will also see the date the file was added.
  8. To move the file to a different folder, select and hold the file, and drag to the folder you would like to move it to.

Manage documents

Once a document has been uploaded, you can manage that documents properties, send the document via an external email service, or delete the file with the appropriate permissions.

File properties

  1. Select the file.
  2. Select the "File Properties" icon in the top right corner.
  3. Update any necessary file properties.
  4. Select "Save."

Delete File

  1. Select the file.
  2. Select the "Delete Document" icon in the top right corner.
  3. You will receive a prompt that says "Delete selected file?" Select "OK."

Send File

  1. Select the file.
  2. Select the "Email File" icon.
  3. Follow the on-screen prompts.




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