Use Storage to find, open and preview files available to your organisation.
The file viewer supports previews for compatible images, text files and documents. Available viewer actions may include zoom, version history, sharing, opening externally and downloading.
Version 8.0.0 improves image attachment previews, adds HEIC conversion support and fixes scanned PDFs displaying as blank pages.
Before you begin
You need permission to:
Access Storage
Open the selected folder
View the selected file
Some actions, including sharing, downloading and version management, may depend on your role and the file’s access settings.
Note: Access to Storage does not automatically provide access to every folder or file. You can only open records available to your account.
1. Open Storage
Select Storage from the main navigation.
The organisation’s Storage area opens.
Review the folders and files available to you.
The page may include:
Organisation folder name
Search storage...
New folder
Upload
Trash
Organisation-created folders
Uploaded files
The file table may show:
Name
Access
Type
Size
Modified
2. Find a file
You can find a file by searching or browsing folders.
To search:
Select Search storage....
Enter part or all of the file name.
Review the matching results.
Clear the search field to return to the complete list.
To browse:
Select the required folder.
Continue opening folders until you find the file.
Use the breadcrumb navigation 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 displayed depend on your organisation and permissions.
3. Open a folder
Select the folder name.
Review the breadcrumb path at the top of the page.
Use the folder-specific search field to find a file within the open folder.
Review the file’s Type, Size, and Modified date.
For example, an open folder may display:
ACME CARE PTY LTD > Archived Files
The search field may update to show:
Search in Archived Files...
4. Open a file
Find the required file.
Select the file name.
Wait for the file viewer to load.
Review the preview.
Confirm the file details shown in the right-side panel.
The viewer layout may include:
File preview
File-type label
File dimensions, where applicable
Viewer controls
File information panel
The preview displayed depends on the file type.
5. View an image file
When you open a supported image, the viewer displays the image in the main preview area.
The top of the viewer may show:
File type, such as PNG
Image dimensions
Current zoom percentage
Image controls
Version history
Open externally
Download
The right-side panel may show:
File name
File type
File size
Dimensions
Modified
Version
6. Use the image viewer controls
The available image controls appear near the top-right corner of the viewer.
Depending on the file and your permissions, you may be able to:
Zoom out
View the current zoom percentage
Zoom in
Reset the zoom
Review version history
Open the file externally
Download the file
To zoom an image:
Open the image.
Use the available zoom controls.
Review the displayed percentage.
Reset the zoom where required.
If the image is already shown at its original size, further zooming may reduce image clarity.
7. View a text file
When you open a supported text file, the viewer displays the text content in the main preview area.
The viewer may show:
File-type label, such as TXT
Text content
Version history
Open externally
Download
File information panel
The right-side panel may include:
File name
File type
File size
Modified
Version
8. View image attachment previews
Version 8.0.0 adds inline thumbnail previews for supported image attachments.
Where image attachments are displayed:
Review the available thumbnail.
Select the thumbnail to open the full-screen viewer.
Review the enlarged image.
Use the viewer controls where available.
Close the viewer to return to the original record.
When several images are available, the full-screen viewer may support:
Previous and next image navigation
Keyboard navigation
Downloading the open image
These options depend on where the attachment was opened and how many images are available.
Note: Inline thumbnails may appear in attachment workflows outside the main Storage list, such as Shift Notes, forms or other supported records.
9. Navigate between images
When the full-screen viewer contains several images, you may be able to move between them without closing the viewer.
Available methods may include:
Previous and next controls
Left and right arrow keys
To use keyboard navigation:
Open an image from a group of attachments.
Press the left arrow key to move to the previous image.
Press the right arrow key to move to the next image.
Close the viewer when finished.
Keyboard navigation may not appear when only one image is available.
10. View HEIC photos
Version 8.0.0 automatically converts supported HEIC photos uploaded from iPhones into viewable previews.
This improvement applies to:
Newly uploaded HEIC images
Previously uploaded HEIC images
To view a HEIC photo:
Find the file or attachment.
Select it to open the preview.
Wait for the converted preview to load.
Use the available viewer controls.
The file may remain associated with its original upload while Diversity Sync’d provides a compatible preview.
Note: A previously uploaded HEIC photo may take a moment to generate its viewable preview when opened.
11. View PDF files
Select a supported PDF file to open its preview.
Version 8.0.0 fixes an issue where scanned PDFs could appear as blank pages in:
Storage
Quick previews
Attachments
A scanned PDF should now display its available page content instead of a blank preview.
To review a PDF:
Find the PDF.
Select the file name.
Wait for the preview to load.
Review the displayed pages.
Download the file where required.
Some files may download instead of opening in the viewer, depending on the file type and browser behaviour.
12. Review file details
When a file is open, review the right-side information panel.
Depending on the file type, the panel may show:
File name
File type
File size
Dimensions
Modified date
Version
Use these details to confirm that you opened the correct file.
For example, an image may display:
PNG
File size
Dimensions
Modified
Version
A text file may display:
TXT
File size
Modified
Version
13. Open a file externally
An external-open control may appear at the top-right of the file viewer.
To use it:
Open the file.
Select the external-open icon.
Follow the browser prompt where one appears.
Review the file in the available external viewer.
This action may depend on the file type, browser and your permissions.
14. Download a file
Open the file.
Select the Download icon.
Wait while the file is prepared.
Review the browser’s download notification.
Open the downloaded file from your browser or device.
The system may briefly display:
Preparing download...
Download started
Browser download behaviour may vary depending on your browser settings.
15. Share a file link
A share control may appear when your role permits file sharing.
To share a file link:
Open the file.
Select the share link control.
Review the access message.
Select Copy Link.
Paste the link into the required message or record.
Note: Copying a file link does not give new access to the recipient. The person opening the link must already have permission to access the file.
16. View version history
The version-history control may appear at the top-right of the viewer.
To review file versions:
Open the file.
Select the version-history icon.
Review the available versions.
Find the version labelled Current.
Open the actions available for another version where required.
Depending on your permissions, version actions may include:
Save as new file
Download this version
Upload new
Version management may not be available when the file has only one version or your role does not have the required permission.
Important notes
File visibility depends on your role and folder access.
Use Search storage... to find files in the main Storage area.
A folder-specific search field appears after opening a folder.
The breadcrumb path shows your current folder location.
File previews depend on the file type.
Images may include zoom and dimension information.
Text files may open directly in the viewer.
Inline image thumbnails may appear in supported attachment workflows.
Image attachments may open in a full-screen viewer.
Keyboard navigation may be available when several images are present.
HEIC photos are converted into viewable previews.
Previously uploaded HEIC images are also supported.
Scanned PDFs should display correctly in Storage, quick previews and attachments.
Some files may download instead of opening.
Sharing a link does not override file-access permissions.
Version-history actions depend on your permissions.
The Trash folder contains recoverable deleted files.
Troubleshooting
I cannot find a file
Use Search storage....
Confirm that you opened the correct folder.
Review the breadcrumb path.
Check whether the file was moved to Trash.
Ask an administrator to confirm your folder access.
A folder appears empty
Clear the folder-specific search field.
Confirm that you opened the correct folder.
Check whether you have access to the files inside it.
Refresh the page.
Ask an administrator to review the folder permissions.
A file does not open
Confirm that you have permission to view it.
Refresh the page.
Open the file again.
Check your internet connection.
Try downloading the file.
Confirm that the file type supports previews.
An image preview does not load
Refresh the file viewer.
Confirm that the upload completed.
Try opening the image again.
Download the image to confirm that the file is valid.
Ask an administrator to review the file if the issue continues.
An HEIC image does not display
Wait for the converted preview to finish loading.
Refresh the page.
Open the file again.
Download the original file where permitted.
Ask an administrator to confirm that the upload completed successfully.
A scanned PDF appears blank
Refresh the viewer.
Close and reopen the file.
Download the PDF and confirm that it contains visible pages.
Confirm that the file upload completed.
Report the file to an administrator if the Storage preview remains blank.
I cannot navigate between images
Confirm that the record contains more than one image.
Open the image in the full-screen viewer.
Look for previous and next controls.
Try the left and right arrow keys.
Confirm that the viewer currently has keyboard focus.
The zoom controls are unavailable
Confirm that the open file is an image.
Check whether the image is already displayed at its original size.
Refresh the viewer.
Try opening the file again.
I cannot share a file
Confirm that your role can share files.
Check whether the file or folder has restricted access.
Confirm that the person receiving the link already has permission.
Ask an administrator to review your access.
The download does not start
Wait for the file preparation to finish.
Check your browser’s download settings.
Allow downloads from Diversity Sync’d.
Refresh the page and try again.
Check whether your browser blocked the download.
Version history is unavailable
Confirm that the file has more than one version.
Check whether your role allows version management.
Refresh the file viewer.
Ask an administrator whether the option should be available.