When uploading files, the following errors will prevent users from successfully uploading: 

• Internet connectivity issues 
• Service interruptions
• Navigating away from the page while mid-upload
• The file(s) did not pass the virus scanning process
• File is in “still uploading” status even after 12 hours 

The following options are recommended when receiving errors:

• Upload the video directly from a mobile device
• Record the video(s) in high compatibility mode with HDR off, and 1080p or lower.
• If the video is recorded in HDR mode at 4k, convert it again. Mp4 can be used, but HDR will also have to be removed to strip the bt.2020 color profile.

When navigating to the Files module, the main drop-down menu has the following options to help users access and manage files:

• Upload Files: upload a file.
• Create a New Authorization: create a new client authorization.
• All Files: view all files.
• Shared with Me: view all files that have been shared with you.
• Owned by Me: view all of the files you own.
• Uploaded by Me: view all files uploaded by you.
• Authorization Templates: view and create authorization templates.
• Document Management
  • Document Templates: view and create document templates.
  • Document Management Report: view document reports.

Employees with the following permissions have various levels of access to the Files module. These permissions can be enabled via the Permissions module.

1. Access
   • Basic access to the Files module
2. Authorizations > Access (Basic)
   • Access authorizations tab in billing, with rights to see any authorizations they are a part of
3. Authorizations > Access (Full)
   • Access authorizations tab in billing, with rights to see all authorizations of people in their organization’s network, as well as authorized amounts
4. Authorizations > Manage
   • Add, edit, or remove authorizations from files
5. Authorizations > Manage Templates
   • Manage re-usable authorization templates
6. Document Management > Classify Documents
   • Classify existing documents using document management templates
7. Document Management > Manage Templates
   • Add, edit, and remove Document Templates
8. Document Management > View Report
   • Access to the Document Management Report
9. File > Download
   • Ability to download files
10. Files > Manage
    • Edit and delete files that are shared with the grantee
    • This also allows employees to delete authorizations, as authorizations become files
11. Files > Manage Organization Labels
    • Add, edit, and remove organization labels
12. Files > Upload
    • Upload files
13. Files > Use Organization labels
    • Add and remove organization labels to and from files

Click here to learn about other permissions.

The Client Import is located within the Files module and allows the import of contact information via a manual import by downloading the CR Client Import template, completing the spreadsheet, and uploading it as a CSV file. Users need the appropriate permissions in order to access the Client Import. 

Users can manually import employees and generics by downloading and completing CentralReach’s CSV template with the appropriate columns and headers. After uploading the file, the following fields are used to match information to existing accounts: 

1. Client ID
2. External Systems ID 
3. First and Last Name 
4. DOB 

If a record is found based on the above matching criteria, the system updates the different client attributes, as needed. If a record is not found, the system checks for an ACTIVE client Contact Form. If a Contact Form is listed with an exact name that matches the organization’s already generated Contact Form, the client is added. 

Import History provides users with information as to why a record was rejected, by displaying which row and the error that caused the rejection. 

A detailed PDF user guide can also be downloaded from the Client Import screen. After creating or updating a client account, that information is contained within the user activity.  

The Client Import is in the Files module and can be accessed by users with the following permissions:  

• (Files > Access)  
• (Files > Download)  
• (Files > Upload)
• (Files > Imports > Access Auto Imports & Manual Imports)  
• (Insights > Access): Only needed for users to access the export in the Insights module to:  
  • Audit and update current contacts (Client Import under Client Management).  
  • Access a list of Contact Forms available to the organization (Contact Form List Export under Practice Auditing).  
  • Access the accepted insurances payor / plan list (Accepted Insurances Export under Custom Reports).

The Employee & Generic Import is located in the Files module and automates the process of importing employees and generics with Contact Forms, and updating existing user information. Users need the appropriate permissions in order to access the Employee & Generic Import.

Users can manually import employees and generics by downloading and completing CentralReach’s CSV template with the appropriate columns and headers. After uploading the file, the following fields are used to match information to existing accounts:

• External system ID
• Last name
• Primary email address
• Date of birth
• Office Locations

If information is found, an existing account is updated. If there is no match, a new account is created and activated. Please note, an active employee Contact Form will create active employees and incur monthly charges. Generic Contact Forms should be used to create generic profiles without incurring monthly charges.

The Import History contains the dates, times, rows imported and failed, and the status of each import (i.e., Successful, Error, Failed). Users can download the original file, if needed.

A detailed PDF user guide can also be downloaded from the Employee & Generic Import screen.

After creating a new employee or generic account or updating an existing account, that information is contained within the organization and user account’s activity.

The Employee & Generic Import is located in the Files module and can be accessed by users with the following permissions:

• (Files > Access)
• (Files > Download)
• (Files > Upload)
• (Files > Imports > Access Auto Imports & Manual Imports)
• (Insights > Access): Only needed for users to access the export in the Insights module.