Use Storage to organise and access files shared across your organisation.
The page displays folders, uploaded files and the organisation’s Trash. The folders and actions available to you depend on your permissions.
Version 8.0.0 improves HEIC image previews and fixes scanned PDF files that previously appeared blank in Storage.
Before you begin
You need permission to access Storage.
Additional permissions may be required to:
Create folders
Upload files
Open restricted folders
Download files
Manage deleted files
Note: Access to Storage does not automatically provide access to every folder or file. You can only see content available to your account.
1. Open Storage
Select Storage from the main navigation.
The organisation’s main Storage area opens.
Review the folders and files available to you.
The top of the page shows the organisation folder name.
The page may include:
Search storage...
New folder
Upload
Upload options menu
Folder and file list
Trash
2. Understand the Storage table
The Storage table may include the following columns:
Name
Shows the folder or file name.
Folders display a folder icon. Files may display an icon based on their format.
Access
Shows access information where it has been configured.
A dash may appear when no access information is displayed in the list.
Type
Shows whether the item is a folder, file, or recycle bin.
Examples may include:
Folder
Recycle bin
Text
PNG image
A file format or MIME type
Size
Shows the file size.
Folders and Trash may display a dash instead of a file size.
Modified
Shows when the folder or file was last modified.
For Trash, this column may display Recoverable.
3. Search Storage
Use the search field to find a folder or file in the current location.
Select Search storage....
Enter part or all of the folder or file name.
Review the matching results.
Clear the search field to display all available items again.
The search applies to the Storage location you currently have open.
If you open a folder, the search field may update to show the folder name, such as Search in Archived Files....
4. Open a folder
Find the required folder.
Select the folder name.
Review the files and folders inside it.
Use the breadcrumb path to confirm your current location.
The breadcrumb may display the organisation name followed by the open folder.
For example:
ACME CARE PTY LTD > Archived Files
Use the breadcrumb to return to a previous folder.
Organisation folders may include:
Archived Files
Care Plans
Client Uploads
Compliance Documents
Incident Reports
Invoices and Payments
NDIS Documents
Participant Documents
Service Agreements
Staff Records
Training Materials
WHS
The folders shown depend on your organisation’s setup and your permissions.
5. Create a folder
Open the Storage location where the folder should be created.
Select New folder.
Enter the folder name.
Review the name.
Confirm the folder creation.
Use a clear name that describes what will be stored in the folder.
Avoid creating a duplicate folder when a suitable folder already exists.
Important: Check the current breadcrumb location before creating a folder. A folder created in the wrong location may be difficult for other users to find.
6. Name folders clearly
Use folder names that are easy for authorised users to recognise.
Suitable names may describe:
The participant
The document category
The reporting period
The service location
The compliance requirement
Examples include:
Participant Documents
Staff Records
Incident Reports
Care Plans
Training Materials
Some characters may not be accepted in folder names.
If the folder cannot be created, remove unusual symbols and try again.
7. Upload a file
Open the folder where the file should be stored.
Select Upload.
Select the required file from your device.
Confirm the selected file.
Wait for the upload to finish.
Confirm that the file appears in the Storage list.
The upload options menu may provide additional upload workflows depending on your permissions and organisation settings.
Important: Do not close the page while a file is still uploading. Confirm that the file appears in the list before leaving Storage.
8. Confirm an uploaded file
After uploading:
Find the file in the Storage list.
Confirm the file name.
Review the Type.
Review the Size.
Review the Modified date.
Open the file to confirm that it is readable.
If the file does not appear:
Clear the search field.
Confirm that you are in the correct folder.
Refresh the page.
Upload the file again only after confirming that the first upload failed.
9. Open a file
Find the required file.
Select the file name.
Wait for the file viewer to open.
Review the file preview and details.
The preview available depends on the file format.
For detailed file-viewer instructions, refer to How to View Files.
10. View image files
Supported image files may open directly in the Storage viewer.
The viewer may display:
File format
Image dimensions
Zoom controls
File name
File size
Modified date
Version
Download option
Version 8.0.0 also improves image preview behaviour for supported HEIC files.
Note: HEIC photos uploaded from supported devices are converted into a viewable preview. Previously uploaded HEIC files are also supported.
11. View scanned PDF files
Version 8.0.0 fixes an issue where scanned PDF files could appear as blank pages.
To review a scanned PDF:
Find the PDF in Storage.
Select the file name.
Wait for the preview to load.
Review the displayed pages.
Download the PDF if you need to confirm the original file.
A scanned PDF should now display its available page content in Storage instead of showing a blank preview.
Note: Some files may download instead of opening in the viewer, depending on the file format and browser behaviour.
12. Review file information
A file viewer may display details such as:
File name
File type
File size
Dimensions
Modified date
Version
Use these details to confirm that you opened the correct file.
The information available depends on the file type.
13. Use Trash
The main Storage area includes Trash.
Trash is the recycle bin for deleted Storage items.
The table may show:
Type: Recycle bin
Modified: Recoverable
To open it:
Select Trash.
Review the deleted items available to your account.
Open the required item or available actions.
Restore the item where the recovery option is available.
The actions available inside Trash depend on your permissions and the item’s recovery status.
Important: Recover a deleted item before its recovery period ends. Permanently removed items may not be restorable.
14. Select files and folders
Checkboxes appear beside folders and files in the Storage list.
Use the checkbox to select an item when an available action requires a selection.
You may also use the checkbox in the table header to select all available items on the page.
The available bulk actions depend on your permissions and the current Storage location.
Do not select multiple files unless you intend to apply the same action to all selected items.
15. Keep Storage organised
Use the existing folder structure whenever possible.
Before uploading or creating a folder:
Search for an existing folder.
Confirm the correct participant, staff member or document category.
Open the correct Storage location.
Upload the file.
Confirm that the file is readable.
Avoid storing participant, staff or compliance documents in unrelated folders.
Important: Store sensitive documents only in the correct authorised folder. Moving or uploading a file to the wrong location may make it visible to unintended users.
Important notes
Storage access depends on your role and permissions.
The organisation folder name appears at the top of the page.
Search storage... searches the current Storage location.
A folder-specific search field may appear after opening a folder.
Breadcrumbs show your current Storage location.
New folder creates a folder in the location currently open.
Upload adds files to the location currently open.
The table displays Name, Access, Type, Size, and Modified.
Trash contains recoverable deleted items.
HEIC files can display as viewable previews.
Previously uploaded HEIC files are also supported.
Scanned PDFs should no longer appear as blank pages.
File previews depend on the file type and browser.
Detailed preview controls are covered in How to View Files.
Available folders and actions may differ between users.
Troubleshooting
I cannot access Storage
Confirm that your role has Storage permission.
Refresh the page.
Sign out and sign back in.
Ask an administrator to review your role and access.
I cannot see a folder
Clear Search storage....
Confirm that you are in the correct Storage location.
Use the breadcrumb to return to the organisation folder.
Ask an administrator to confirm your folder access.
A folder appears empty
Clear the folder-specific search field.
Refresh the page.
Confirm that files have been uploaded to the folder.
Ask an administrator to review the folder permissions.
I cannot create a folder
Confirm that you have permission to create folders.
Check the current breadcrumb location.
Enter a valid folder name.
Remove unusual or restricted characters.
Confirm that a folder with the same name does not already exist.
A newly created folder is in the wrong location
Confirm the folder’s current breadcrumb location.
Check whether a move action is available.
Create the folder again in the correct location where required.
Ask an administrator for help before deleting a folder containing files.
I cannot upload a file
Confirm that you have upload permission.
Confirm that you opened the correct folder.
Check your internet connection.
Confirm that the file is not empty or corrupted.
Refresh the page and try again.
Try uploading one file at a time.
The uploaded file does not appear
Clear the search field.
Confirm that you are in the correct folder.
Refresh the page.
Review the Modified column.
Upload the file again only after confirming that the first upload did not finish.
The file name or type looks incorrect
Confirm that the original file has the correct extension.
Open the file to confirm its contents.
Rename or replace the original file before uploading it again where required.
Do not rely only on the displayed file icon.
An HEIC image does not display
Wait for the converted preview to finish.
Refresh the viewer.
Close and reopen the file.
Download the original file where permitted.
Confirm that the upload completed successfully.
A scanned PDF appears blank
Refresh the viewer.
Close and reopen the PDF.
Download the file to confirm that it contains visible pages.
Confirm that the upload completed.
Report the issue if the Storage preview remains blank.
A file does not open
Confirm that you have access to the file.
Refresh the page.
Try opening the file again.
Download the file where available.
Confirm that the file format supports previews.
I cannot recover a file from Trash
Confirm that the item is still recoverable.
Check whether your role has permission to restore items.
Refresh Trash.
Ask an administrator to review the deleted item.
The file may no longer be recoverable if its recovery period has ended.
Search does not return the expected file
Check the spelling.
Search using only part of the file name.
Confirm that you are searching the correct folder.
Clear the search and browse the folders manually.
Ask an administrator to confirm that you have access to the file.