Creating and Editing

Files / Creating and Editing Applying Labels

To label one file:

  1. Navigate to the Files  module.
  2. Click on the file you wish to share.
  3. Next to the File Labels field, search for and add any labels. You do not need to click Save File.

or:

  1. Navigate to the Files  module.
  2. Click the Label  icon next to any file.
  3. Search for and add any labels.

To label files in bulk:

  1. Navigate to the Files  module.
  2. Click the checkbox  next to each file you wish to label, or click the checkbox at the top of the page  to select all.
  3. Click the  Label Selected button.
  4. You can then search for and apply labels or remove labels in bulk.
  5. When you’re ready to apply your changes, click Apply Label Changes.

 

Files / Creating and Editing How do I delete a file?

To delete a file:

  1. Navigate to Files .
  2. Click on the file you wish to delete.
  3. Click the  Delete File button.

Please keep in mind that if a file is classified as a medical record you will no longer be able to delete the file. The only type of medical record that can be deleted is a note/form, and it can only be deleted by the organization admin account.

Files / Creating and Editing Medical Records

Medical records are files that cannot be edited or deleted in order to protect client data. This is to comply with HIPAA policy regarding data retention. The only type of medical record that can be deleted is a note/form, and it can only be deleted by the organization admin account.  Medical Records will have a lock  symbol next to the file icon .

To classify a file as a medical record:

  1. Navigate to Files  and click on one of your files.
  2. Next to the Medical Record field, click the slider so that it turns green.
  3. Click Save File.

Signing a note/form will also lock the file as a medical record.

As the organization admin account you can delete a locked note/form.

  1. Navigate to Files  and click on one of your files.
  2. Click the  Delete File button.

 

Files / Creating and Editing Rename a File

If you are the original file uploader or have the Manage resources permission, you can rename it. Please note that regardless of your permissions, you cannot rename files that are classified as a medical record. To rename a file.

  1. Navigate to the Files  module and click on the file you want to rename.
  2. Next to the File Name field, click on the Edit  button.
  3. Type in a new name for the file and click Save File.

Files / Creating and Editing Sharing and Un-Sharing Files

To share one file:

  1. Navigate to the Files  module.
  2. Click on the file you wish to share.
  3. Click on the Share tab.
  4. Search for the contact you wish to share that file with and select Share File.

To share a single file with its owner you can use the Share File with Owner button. To un-share, click the Trash  icon next to a contact’s name.

To share multiple files at once:

  1. Navigate to the Files  module.
  2. Click the checkbox  next to each file you wish to share, or click the checkbox at the top of the page  to select all.
  3. Click the  Share Selected button at the top of the page.
  4. Select File Owner if you want to share the selected files with the owner, or select Specific Contact and choose who you want to share these files with.
  5. When you’re ready to share, click the Share Files button.

Note: Medical records cannot be unshared.

Files / Creating and Editing Upload a New Version of a File

To upload a new version of a file:

  1. Navigate to Files  and click on the file you want to update.
  2. Click the  Previous Versions button.
  3. Click  Choose a File and select a file from your device.
  4. If you want the name of the file from your computer to override the name of the file on CR, select the checkbox  next to New file name overrides saved file name.
  5. Click  Upload.

CentralReach stores all previous versions of every file. You can access them by clicking on the  Previous Versions button.

Note: you will only see the option to upload a new version of a file if you are the original uploader of the document, or if you have Manage resources permission.

Files / Creating and Editing Uploading Files

To upload new files to CentralReach:

  1. Click Files , then Upload Files.
  2. Choose whether you’re uploading a file to your account or to someone else’s.
  3. If you chose to upload to someone else’s account, search for and select that person. Choose if you want to also share the file with that person.
  4. If you select Lock File(s) after uploading the file will immediately become a medical record and will not be editable.
  5. Next, click and drag a file from your computer into the dotted box  titled Drop files here to upload, or click on the box to search your computer for a file. Please keep in mind that you can only upload up to 20 files at a time.
  6. Each file will automatically retain the file name from your computer, unless you choose the Override Filename option. You’ll then be able to manually name the file(s) and add a description.