Sharing Documents and Folders
Healthie enables you to automatically share resources with clients, groups and providers. This feature is accessible through the web platform and the Healthie mobile app. Common shared resources may include overview materials, recipes, and best practices.
IN THIS ARTICLE:
Sharing resources (manually & automatically)
You can easily share a resource and even have certain resources automatically.
Note: the permission setting must be enabled for an organizational team member to be able to share documents/folders that are "owned" by others by navigating to Organization > Team Members > locating the Team Member > [...] > Edit Settings > Permissions > Shared Organization Resources and checking the boxes for "Can view other org members Documents" and "Can modify folders and documents shared within your organization."
If a team member within an organization needs to share documents with other organization members, they need the permission Can share documents and folders with other org members enabled within their member settings.
To manually share a resource or folder:
- Navigate from your Healthie dashboard to Documents > locate the desired document or folder
- Click the [...] for that resource > Share
- From the Share With drop-down, select the client(s), client group(s) or organization member(s)
- Click Save
There are several automatic sharing features available:
- Share with a Group: a resource can be shared with a group of clients, by selecting the group in the Share With section of the share settings. When a new client is added to the group, those resources will automatically be shared with that client. Clients will be able to locate these resources when logged into their Healthie client account > Documents.
- Share with All Active Clients: you can make a resource available to anyone who is an active client (archived clients will not receive). Within the share settings, toggle on Share with all active clients. If you need to exclude anyone, use the Trash or Unshare icon next to a client, provider or group name to remove them from the list. Click Save.
- Share with all new clients when they join: every new client moving forward that is added to Healthie will automatically have access to this resource through their Healthie Client Portal when you toggle on Share with all new clients when they join > Save.
- Share with other members of your organization: this allows you to give access to resources for all members in your organization. Toggle on Share with other members in your organization > Save to build a library of resources for consistency in care and support that your team can access instantly.
Note: you can additionally share a document directly from a client profile, if you do not intend to share the same resource with other clients, groups or providers. To do this, navigate to Clients > locate the client > Charting > View Client Documents > Upload Document > select the file > check Visible or Not Visible to Client > Upload.
Key Differences when Sharing Documents vs. Folders
When sharing a folder:
- Changes to sharing save immediately when you click Save
- You can share the folder, and separately add or remove resources from the folder.
When sharing a document:
- Sharing happens asynchronously after you click Save and the modal closes. A banner will appear at the top of the screen to confirm the sharing process.
- If you remove an org member or client from your shared list, their name will remain visible but the icon will change from an "unshare" to a "share" icon to confirm removal.
- After you share a document with a group and return to share settings for that document, you will see individual client names within the list of "currently shared with" for full visibility into who can view the document.
Unsharing resources
To unshare a resource, navigate to Documents > locate the resource > [...] > Share > select the Trash icon for Folders or Unshare icon for Documents next to the client, provider or group's name > Save. This will rescind access to the resource you have selected.
Note: if you’ve toggled on Shared with other members in your organization, you will not be able to click the "unshare" icon for any individual organization members until that toggle is off.
Resources can be 'unshared' with an individual client directly from their profile as well:
- Navigate to your client's profile > Charting
- Select View Client Documents > locate the desired resource > [...] > Share
- If the resource was shared with the client from Healthie Dashboard > Documents, locate the client to remove > click the Trash icon for Folders or Unshare icon for Documents > Save
- If the resource was uploaded directly into a client's profile, simply click Stop sharing
Note: if you delete a resource from your Documents, if that document was shared with clients, the document will no longer be viewable by clients.
Viewing resources in Healthie
If you would like to view a resource, navigate to Documents > click on the name of the resource. The resource will open either in the same window, or in a different window in your browser. If you select an image file, it will download to your device.
If you are unable to view a document, it is likely related to a browser extension you may have enabled on your browser.
In this case, please go to a page like https://support.google.com/chrome_webstore/answer/2664769?hl=en and see if you have any blockers or other similar add-ons installed.
Client Experience with Resources
When you share a new resource with a client, they will automatically receive a notification email. Clicking the link within the email will prompt them to sign into their Healthie Client Portal (on web browser or mobile) where they will be able to view your shared resource.
Learn more about clients viewing and uploading documents here.
FAQs
If I've shared a folder or document with a client within Healthie, if the document is moved to another folder, deleted, or changed in any other way, will the client still have access to the document?
If you are sharing a document in a folder and if the document is deleted, the client will no longer have access to the document. If you are sharing the entire folder with the client that includes the document and if you move the document out of the folder, the client won't have access to it. If you delete a document, the client will not have access to it anymore.