File Manager
File Manager
A secure, organized document hub for every file on your platform — intake documents, client files, templates, and more, all in one place.
Overview
The File Manager is your platform's central document repository. Every file uploaded through intake forms, shared by clients through the portal, or added by staff is stored securely and accessible from one unified interface.
Files uploaded to the File Manager are also accessible from the relevant client record and intake submission, so you'll always find them in context.
File Organization
- Browse files by folder: Clients, Intake, Templates, Staff Uploads, Shared
- Search across all files by name, client, date, or file type
- Sort by date uploaded, file name, file size, or uploader
- Create custom folders to organize firm-level documents
- Tags let you label files for quick filtering (e.g., "2024 Tax Season", "Signed", "Needs Review")
Uploading Files
- Drag-and-drop or click-to-upload from anywhere in the File Manager
- Supported formats: PDF, DOCX, XLSX, JPG, PNG, HEIC, and more
- Bulk upload — select multiple files at once
- Files over 25 MB are automatically handled in the background
- GIO AI can extract structured data from uploaded PDFs and images (OCR)
Permissions & Access Control
| Role | Access Level |
|---|---|
| Admin | Full access to all files across the firm |
| Preparer | Access to their own clients’ files and shared templates |
| Client | Access only to files shared with them through the client portal |
Document Viewer
Click any file to open the built-in document viewer without leaving the platform.
- Inline PDF viewer with zoom, rotate, and page navigation
- Image viewer with full-screen support
- Side-by-side view: compare two documents at once
- Annotate PDFs directly in the browser (highlight, comment, draw)
- Download the original file or the annotated version
Sharing Files
- Share a file or folder with specific clients via a secure link
- Set link expiration (24 hours, 7 days, 30 days, or never)
- Password-protect sensitive documents before sharing
- Request a signature — send a document for e-signature directly from the File Manager
- Track who viewed, downloaded, or signed a shared file
Storage & Security
- All files are encrypted at rest using industry-standard encryption
- Transmission is always encrypted (HTTPS/TLS)
- File access is logged — every view, download, and share is recorded in the audit log
- Storage limits depend on your plan (see Billing & Subscriptions)
- Deleted files are moved to a Trash folder and permanently removed after 30 days