File Management

File Management - Standard User

Prefer video walkthroughs? See VIDEO: File Management - Client Records

Table of Contents

• File Management - The Basics
• Required Files (Program Applications) - The Basics 
• Show/Hide Files in the Client Portal - The Basics
• View Client Files
• View Agency Files
• Search Client Files
• Search Agency Files
• Filter Files
• Upload File(s) to Client Record
• Show/Hide Files in Client Portal
• Rename Uploaded Client File
• View File From Client Record Without Download
• Download File From Client Record
• View Agency File From Client Record Without Download
• Download Agency File From Record
• Indicate File as Required (for Program Application)
• Create New Tag
• Tag Client File
• Change a Client File's Tag
• Edit Tag Name
• Remove Tag from Client File
• Delete File from Client Record
• Delete Tag Option
• FAQs

File Management - The Basics

eLogic Genesis'  client Files feature is accessible in client records via the left sidebar. 

 

The Files feature has two areas: Client Files and Agency Files, accessible via a toggle under the intake toolbar:

Client Files are files that are uploaded to and stored within the client record. Client files are unique to each clients' record and are not shared across other client records. Client files can be accessed and managed by both navigators and clients when using their respective eLogic Genesis portals. 

Agency Files are files that are stored and managed by an Agency Administrator. Agency files are available for download within all client records. 

Rather than using a folder system to organize files, eLogic Genesis enables users to tag files so they can be grouped with other similarly purposed files. 

Tags are managed in two locations:

1. Navigators can create and manage tags in each client record. These tags can be customized for each individual client.
2. Agency Admins can create and manage Personal Directory Tags under Agency Admin → Files. Personal Directory Tags become available for use in each client record. Personal Directory Tags are uniform across all client records in your organization.

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Required Files (Program Applications) - The Basics 

Agency admins can require that specific files be uploaded to a record before a client can apply for a program. After a file has been uploaded to the client record, navigators and/or the client (via the Client Portal) can indicate which requirement the updated file fulfills.

The Files section has a column called Req. File (Application). In the Req. Files (Application) column, you'll notice plus icons for each file.

When clicked, the  plus will become a drop-down list, containing each of the required file types.

For the program application to update and confirm that each required file has been uploaded, all required files must be identified and assigned using this drop-down.

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Show/Hide Files in the Client Portal - The Basics

This feature is only available to organizations that have implemented the Client Portal

You will notice padlock icons to the left of each client file:

The padlock option enables you to control which files are shown to clients accessing their records via the Client Portal:

• An Open padlock indicates that the file is shown to the client and is available for them to download it via the Client Portal
•  A Closed padlock indicates that the file is hidden from the client and is not available for them to download via the Client Portal

The system will confirm any changes to the file visibility via a confirmation message in the top right corner:

Note that all files that are uploaded to client records are shown by default.

See Show/Hide Files in Client Portal to learn more.

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View Client Files

1. Open client record
2. Click  Files from the left sidebar
3. A list of the client's uploaded files are displayed

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View Agency Files

1. Open client record
2. Click  Files from the left sidebar
3. Click the Agency Files toggle
4. A list of the agency's uploaded files are displayed 

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Search Client Files

1. Open client record
2. Click  Files from the left sidebar
3. Under Search Files, type the name of the file you wish to locate
4. Files will filter in the list below

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Search Agency Files

1. Open client record
2. Click  Files from the left sidebar
3. Click the Agency Files toggle
4. Under Search Files, type the name of the file you wish to locate
5. Files will filter in the list below

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Filter Files

Both the Client Files and Agency Files sections have a filter toolbar:

Selecting various filters will sort and display only files that satisfy the filter settings. 

1. Open client record
2. Click  Files from the left sidebar
   • To filter Client Files, stay on the Client Files toggle
   • To filter Agency Files, click the Agency Files toggle
3. Using the filter toolbar, select how you wish to filter the files:
   • Type - select the file type (i.e.: .txt; .png; .jpg. .docx) you wish to filter the files by
   • Uploaded By - select the individual(s) who have uploaded a file (includes both navigator and client names)
   • Uploaded Date - enter a date range to view files that were uploaded during that time frame
   • Tags - select the tag(s) you wish to filter the files by
4. Filter options selected will appear below the filter toolbar 
5. Remove the filter option by clicking the x in the "Selected Filters" option shown below the filter toolbar or deselecting the option from the filter toolbar drop-down(s)

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Upload File(s) to Client Record

Up to three files can be uploaded at a time. To select multiple files, press and hold CTRL on your keyboard as you click each file for upload.

1. Open client record
2. Click  Files from the left sidebar
3. Click Upload File(s)
4. Locate and select up to three files from your computer's file manager
5. Click Open
6. Files are uploaded to the client record

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Show/Hide Files in Client Portal

Please note that this feature is only available to organizations that have enabled the Client Portal.

1. Open client record
2. Click  Files from the left sidebar
3. List of uploaded files are displayed below
   • Files with an open padlock are shown and downloadable via the Client Portal
   • Files with a closed padlock are hidden and not available for download via the Client Portal
4. Click the padlock icon to toggle between Show and Hide
5. The system saves automatically - confirmation appears in the top right corner of the screen

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Rename Uploaded Client File

1. Open client record
2. Click  Files from the left sidebar
3. Locate the file you wish to rename from the list of Client files below
4. Hover your mouse cursor over the desired file
5. Click the edit  icon to the right of the file name
6. Enter the desired file name in the text field
7. Click Save

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View File From Client Record Without Download

Not all file types can be viewed within your browser. If a file cannot be viewed, you will be prompted to download the file. Only files compatible with your Internet browser (including, but not limited to PDFs and image files) will be opened in a new browser tab for viewing. 

Please note: Until further notice, only compatible files that are updated on or after January 11th, 2021 will be available for viewing. The eLogic Genesis Development Team is working hard to make files uploaded prior to January 11th viewable. We will keep you updated via eLogic Genesis NEXT when this is complete!

1. Open client record
2. Click  Files from the left sidebar
3. Locate the file you wish to view from the list of client files below
4. Hover your mouse cursor over the desired file
5. Click the eye  icon on the far right
   • No eye icon? The file type is not compatible and the file must be downloaded to view it.
6. The browser will show the file in a new tab
7. If desired, download the file by clicking the download button in the new tab

Download Client File From Record

1. Open client record
2. Click  Files from the left sidebar
3. Locate the file you wish to download from the list of client files below
4. Hover your mouse cursor over the desired file
5. Click the download  icon on the far right
6. The computer file manager will open
7. Save the file as desired on your computer

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View Agency File From Client Record Without Download

Not all file types can be viewed within your browser. If a file cannot be viewed, you will be prompted to download the file. Only files compatible with your Internet browser (including, but not limited to PDFs and image files) will be opened in a new browser tab for viewing. 

Please note: Until further notice, only compatible files that are updated on or after January 11th, 2021 will be available for viewing. The eLogic Genesis Development Team is working hard to make files uploaded prior to January 11th viewable. We will keep you updated via eLogic Genesis NEXT when this is complete!

1. Open client record
2. Click  Files from the left sidebar
3. Click the Agency Files toggle
4. Locate the file you wish to view from the list of Agency Files below
5. Hover your mouse cursor over the desired file
6. Click the eye  icon on the far right
   • No eye icon? The file type is not compatible and the file must be downloaded to view it.
7. The browser will show the file in a new tab
8. If desired, download the file by clicking the download button in the new tab

Download Agency File From Record

1. Open client record
2. Click  Files from the left sidebar
3. Click the Agency Files toggle
4. Locate the file you wish to download from the list of Agency files below
5. Hover your mouse cursor over the desired file
6. Click the download  icon on the far right
7. The computer file manager will open
8. Save the file as desired on your computer

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Indicate File as Required (for Program Application)

1. Open client record
2. Click  Files from the left sidebar
3. Locate the file you wish to identify as required
4. In the Req. File (Application) column, click the  plus icon for the desired file
5. The  plus icon will convert to a drop-down list
6. Click the drop-down list and select the required file type from the drop-down list
7. Click Save
8. Repeat for each uploaded file
9. Only when all required files have been identified will the:
   • applicant be able to submit their application via the Client Portal
   • file requirements for the application are satisfied

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Create New Tag

1. Open client record
2. Click  Files from the left sidebar
3. Click  Manage Tags
4. Screen overlay will appear
5. Add New Tag name in the text field
6. Click Create
7. Tag is added to list

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Tag Client File

Personal Directory Tags created by Agency Admins are available for assignment to client files but cannot be edited or deleted in client records.

1. Open client record
2. Click  Files from the left sidebar
3. Locate the file you wish to tag from the list of Client Files below
4. Click the add  icon in the Tag column
5. Select the desired tag from the drop-down list
6. Click Save

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Change a Client File's Tag

Personal Directory Tags created by Agency Admins are available for assignment to client files but cannot be edited or deleted in client records.

1. Open client record
2. Click  Files from the left sidebar
3. Locate the file you wish to tag from the list of Client Files below
4. Hover your mouse cursor over the desired file
5. Click the edit  icon next to the current tag
6. Select the desired tag from the drop-down list
7. Click Save

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Edit Tag Name

1. Open client record
2. Click  Files from the left sidebar
3. Click  Manage Tags
4. Screen overlay will appear
5. Locate the tag you wish to edit
6. Click the settings  icon
7. Enter the desired tag name
8. Click the settings  icon again to save

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Remove Tag from Client File

1. Open client record
2. Click  Files from the left sidebar
3. Locate the file you wish to remove the tag from in the list of Client Files below
4. Hover your mouse cursor over the desired file
5. Click the edit  icon next to the current tag
6. Click "Select tag..." from the drop-down list
7. Click Save
8. Tag is removed

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Delete File from Client Record

Please use caution when deleting files from client records. Once a file is deleted from a client record, it is not recoverable.

1. Open client record
2. Click  Files from the left sidebar
3. Locate the file you wish to delete from the list of Client Files below
4. Hover your mouse cursor over the desired file
5. Click the delete  icon on the far right
6. A warning message will appear across the top of the screen
7. Click Delete to confirm

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Delete Tag Option

1. Open client record
2. Click  Files from the left sidebar
3. Click  Manage Tags
4. Screen overlay will appear
5. Locate the tag you wish to delete
6. Click the delete  icon
7. The tag option is deleted

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FAQs

What type of files can be uploaded?

     eLogic accepts a variety of common file types.

Can I upload files from a mobile device? 

     Yes, files can be uploaded from phones and tablets.

Can files be viewed without downloading?

     Yes, most files can be viewed in-browser via the View icon, which appears when you hover over the           file row.

What does the green lock icon represent?

     Clicking the green lock icon hides the file from the client portal.