Permissions Required

Contact your BestNotes System Administrator to ensure you have the necessary user permissions:

• File: Upload
• File: Email
• File: Delete

Visual Tutorial

Click the Play button to watch a video tutorial on managing contact documents.

Managing Contact Documents

Documents uploaded to BestNotes are HIPAA compliant because they are stored and accessed with end-to-end encryption.

When uploading or downloading files between Mac and Windows, avoid using the following characters in file names:

For more information on characters Apple (Mac) will not accept, Click HERE.

Upload Files

Files must be 50MB or less in size. We recommend scanners be set to 150 dpi / greyscale to prevent creating large file sizes.

To attach a file:

1. Go to the specific contact's screen (profile page).

2. Click on the Files tab. If folders have been created, open the folder the file should be stored in by double clicking the folder name.

3. Click on the Upload File icon (black up arrow on bracket) in the upper right corner.

4. Click Browse and select the file to be uploaded. Ensure the file name describes its content for clarity in BestNotes.
5. Click Add to Folder. The file will also appear in the chronological activity log based on the upload date.
6. Restrict the file's visibility to specific groups within the organization.

NOTE: The file can be no larger than 50MB in size. Any file larger than 50MB will remain uploading indefinitely.

Emailing a Contact a File

To email a file stored in a contact:

1. Go to the contact's screen.

2. Click on the Files tab.
3. Click once on the file to highlight it (to select multiple files, hold down the Control key while clicking on the files).
4. Click on the Email File icon (envelope) in the upper right.

5. The default email client will open and compose an email with link(s) to the file(s).

6. Enter the address and send.

BestNotes recommends that your business creates a security protocol for a user to have this permission.

Deleting Files

To delete a file:

1. Go to the contact's screen.
2. Click on the Files tab.
3. Click once on the file to highlight it.
4. Click on the Delete Document icon (trash can) in the upper right.
5. Click OK to delete the selected file.
6. Refresh the activity log on the right to see the file disappear from the activity log.

Next Steps

• See also: Upload Documents, Files, PDFs, Video
• See also: Scan or Create a PDF