Respond to Uploads with the Client Portal File Uploaded Trigger

When a client sends you a document through the Client Portal, you should not have to check their record to notice it. The Client Portal File Uploaded trigger starts a workflow as soon as the upload finishes.

What fires it

The trigger runs when a contact uploads a file in the Shared Files area of the Client Portal. The file attaches to the contact's record and stays under Contacts > Documents > Received > Client Portal. Files you upload yourself do not fire it.

What clients can upload

• Documents: PDF, Word, Excel, PowerPoint, plain text and rich text files.
• Images: JPEG, PNG and GIF.
• Video formats such as MP4 and MOV are not supported.

A client can select up to 10 files in one upload.

Make a file shareable first

1. Open the contact and go to their Documents area.
2. Upload a new file or find an existing one.
3. Use the three-dot menu and choose Share to Client Portal, or enable the portal sharing option when adding a new file.

Set up the workflow

1. Go to Automation > Workflows and create a workflow.
2. Click Add New Trigger and select Client Portal File Uploaded.
3. Name it, for example "Client document received".
4. Click Save Trigger.
5. Add actions, then publish.

Useful actions

• Send the client a text or email confirming receipt.
• Notify the reviewer with an internal message and a link to the contact.
• Create a review task with a due date.
• Move the opportunity to a "Documents received" stage.

Testing

Log in to the portal as the client, click + Add Files, choose a file and click Upload. Then check the enrollment history.

Good to know: A task assigned to a named reviewer prevents documents from sitting unseen in a shared inbox.