Working with Files in the Client Record (New Clarity Interface)

This article is for the new Clarity interface. Screenshots and description will be updated as features are released. For the current interface article, please click this link.

Overview

Files uploaded to a client record can be shared between agencies or kept private.

Notes:

There's no limit to the number or format of files staff members can upload.
The maximum size per file is 25 MB.
Compressed files can be uploaded.

Some examples of how an agency might use this feature include:

Uploading third-party documentation of homelessness
Scanning and storing forms of client identification
Keeping agency agreements and signed policies
Sharing files as part of the community's Coordinated Entry process

Data Collection Requirements

The HUD HMIS Data Standards do not contain any requirements concerning file uploads; however, local programmatic requirements may exist.

Staff Member Settings

The rights enabled in a staff member's Access Role impact their ability to view, edit, and delete files.

Agency and Program Settings

An agency's assigned Navigation Profile impacts its staff members' access to the client-level FILES tab.
Sharing files with other agencies is subject to the uploading agency's Files sharing settings. Additionally, if the uploading agency's Files sharing setting is "Basic Shared" or "Full Shared" with another agency, but Service/Programs/Assessments Placed is "Not Shared," staff members at the shared-with agency will only see files from the client-level FILES tab.
To access the Files tab within a program enrollment, toggle on Program Files for the enrolling program.

System Settings

System administrators can customize File Categories in System Settings Advanced Options.

Staff members can upload files within (or link to) a program enrollment or from the client-level FILES tab.

Agency-Level Files

Accessing the FILES Tab

To view, edit, or upload agency-level files:

If applicable, switch into the correct agency.
Navigate to the FILES tab within the client record.

Viewing Previously Uploaded Files

Files that staff members at your agency (or the agency you're switched into) or shared with your agency display the following information from the FILES tab:

File Category and Pre-defined Name
Agency that uploaded the file
Date of upload
Size of the file
File Preview (File type icon; hover over the icon to see preview)
Privacy (privacy icon will show if file has been made private)
Program Connection (program connection icon will show if file was added from within a program enrollment).

Users can view and edit existing files by clicking the file and then clicking on the edit icon on the Edit File screen.

Note: If you click Save on the Edit File page without making any changes, the system will not display the green "Changes successfully saved" banner, will not record the action in the Audit Log, and will not update the last_updated and ref_user_updated fields.

Deleting Files

Users with the appropriate permissions may delete a file by clicking the trash can icon on the Edit File screen.

Note: Files linked to an enrollment that are deleted from the client-level Files tab will also be deleted from the enrollment, and vice versa.

Uploading New Files

To upload a new file, click the Add icon on the Client Files page.

Select the most appropriate Category and Predefined Name for the file. Turn on the Private toggle if you do not want the uploaded file to be shared with staff members at other agencies, regardless of your agency's sharing settings (for more information, see Making Client Data Private).
You can drag and drop files or click Choose A File to upload the file from your computer or device.
Click Save.

Note: Files uploaded to a client record from the client-level Files tab will not be associated with a program enrollment unless linked to (described below).

Program Files

Accessing Program Files

To view, edit, upload, delete, or link files within an enrollment:

Create a new enrollment or navigate to an existing program enrollment within the client record.
Within the enrollment, navigate to the Files tab.

Note: You can only upload and link files for an enrollment to a program within your agency or the agency you're switched into.

From the program enrollment Files tab, you can either add a new file or link a previously uploaded file from the client-level Files tab.

Linking Files to an Enrollment

Linking a client-level file to an enrollment displays the file within the program enrollment Files tab and allows the file to be reportable as linked to the enrollment.

Note: Client-level files can be linked to multiple enrollments.

To link a file to an enrollment:

Click the three dots to the left of the Add icon to access the action menu
click Link From Files
Select one or more files previously uploaded from the client-level Files tab and click Link.

Note: To link to a file uploaded by a staff member at another agency, that agency's Files sharing setting must be "Basic Shared" or "Full Shared."

A file uploaded within (or linked to) an enrollment is listed in the client-level Files tab with a link icon.

Note: When a staff member deletes a file linked to an enrollment from the client-level Files tab, it's also deleted from the enrollment and vice versa.

Published: 05/27/2027