Contact files

Every contact — a customer, a patient, a client — can have their own file manager: before/after photos, radiology images, signed consent forms, invoices, contracts. Files are kept in folders on the person's record, not in a chat, so they are easy to find months later and are never mixed up with another person's.

You find it in three places:

• Contacts → a contact → Files (also in the contact profile window);
• in a conversation, the Contact files section of the side panel (the latest files, and Open for the full manager);
• in the mobile app, on the contact profile and on the conversation's contact sheet.

If your plan or your role does not include contact files, none of these appear.

Folders

The first time anybody opens a person's files, the workspace's standard folders are created for them (for example Before/After, Radiology, Consent forms, Invoices, Other). Your admin sets these in Settings → Contact files. You can always add a folder for just one person with New folder, and rename or delete folders from the ⋯ menu.

Deleting a folder never deletes a file: its files and subfolders move up one level. A standard folder you delete does not come back.

Sensitive folders

A folder can be marked sensitive (radiology, lab results, health records). Consent forms is sensitive in every ready-made template: a signed consent form carries a signature and every answer, and its PDF is filed there. A sensitive folder — and every folder inside it — is only opened by members allowed to see sensitive files:

• for everyone else the folder shows a lock and cannot be opened; its files are not listed, counted, found by search, previewed, sent or exported;
• even for members who may open it, files in a sensitive folder never show a thumbnail in lists.

Only members allowed to see sensitive files can mark or unmark a folder, or create one inside a sensitive folder.

Adding files

• Upload (several at once) or drop files onto the list; they go into the folder you have open. On a phone: Camera, Photo library or Document.
• Choose from library files a document kept in the media library (a consent-form template, for example) on the person without uploading it again.
• From a chat: open the menu (⋯) on a message the customer sent with a file and choose Save to contact files, then pick the folder. The file is kept as it is; nothing is uploaded again.

Files are checked by their content, not only by their name — a script renamed to .jpg is refused. GPS location is removed from photos uploaded from the web panel. SVG images are not accepted on contacts. The largest file and the allowed kinds are set in Settings → Contact files (100 MB at most).

Radiology (DICOM) files (.dcm) are accepted as documents. They are never shown in the browser: download them and open them in your DICOM viewer. A whole study exported as a ZIP is accepted too.

Finding and opening files

Search looks at file names, notes and tags. You can filter by kind (images, videos, audio, documents) and sort by upload date, date taken, name or size.

Click a file to open it. Images, videos, audio and PDFs open in place; other files are downloaded. Each opening uses a link that works for five minutes and is recorded in the access log (below), so a link copied out of the browser stops working shortly after.

In the file window you can rename the file, write a note, add tags, set the date taken (when the photo was taken, not when it was uploaded) and move it to another folder.

Before / after

On the Before/After tab, New comparison pairs two of the person's images. Opening a pair shows them on top of each other with a slider: drag it (or use the arrow keys) to reveal the before or the after picture. On a phone the two are shown side by side.

A pair only points at the two files: removing the pair keeps both photos, and if either photo goes to the trash the pair is hidden until it is restored.

Sending a file to the customer

In a conversation, open Contact files in the side panel, tick the files (or open one) and choose Send to customer. They are added to your reply like any attachment; nothing goes out until you press Send. The channel's own limits apply (WhatsApp, for example, takes images up to 5 MB). Only the conversation's own contact's files can be sent there.

Deleting, the trash and erasure

Delete moves a file to the trash; members allowed to delete contact files can restore it from the Trash tab for 30 days, or delete it permanently. A copy that was already sent in a conversation is not affected.

When a contact is deleted, all their files and folders are deleted too, including the stored files themselves. When two contacts are merged, the files move to the remaining contact; folders with the same name are joined (if either was sensitive, the joined folder is).

Export (ZIP) downloads every file you may see on the person, in their folders, with a manifest.json listing each file's folder, tags, note and dates — for a data-portability request, for example. Files in sensitive folders are included only for members who may see them, and the manifest says how many were left out.

Access log

Members with Manage contact file settings or View the audit trail see Access log: who viewed, downloaded, uploaded, saved from a chat, sent to the customer, moved, deleted or exported which file, when, and from which IP address. Entries about files in a folder you cannot open do not name the file. When a contact is erased the log keeps that something happened but nothing about who the person was.

Permissions

Permission	Lets a member	Default
See contacts' files	open the Files tab, preview, download, compare	agents, supervisors, admins
Upload, organise and send contacts' files	upload, rename, move, tag, add folders, save from chat, send to customer, export	agents, supervisors, admins
Delete contacts' files	move to trash, restore, delete permanently	supervisors, admins
Open sensitive folders	everything above inside sensitive folders, mark folders sensitive	supervisors, admins
Manage contact file settings	Settings → Contact files, the access log	admins

Change them per role or per member in Settings → Roles and Team.

For admins: Settings → Contact files

• Standard folders — start from a preset for your line of business (aesthetic clinic, dental clinic, medical practice, law firm, real estate, education, online store, general) and edit it: rename, reorder, add up to three levels, mark folders sensitive. A change applies to people whose files are opened for the first time from now on; people who already have folders keep theirs.
• Largest file and allowed kinds (images, videos, audio, documents).

Files are stored privately in ConnectWiz's object storage, never on a public address.