Uploading and organising files
Create folders in Media Storage, upload files and folders, and rename, move and delete files.
3 min read
A well-organised Media Storage saves coordinators from asking "Where was Sarah's X-ray again?". This article covers creating folders, uploading files and keeping them organised. A recommended folder structure and naming convention for clinics follows at the end.
Creating a folder
- In Media Storage, go to where you want the folder and click New Folder in the top right.
- Name the folder. Recommended format for patient folders: patient ID + full name (e.g.
P-1046 Emma de Vries). - Click Create.
Tip
Group folders by year (Patients / 2026 / …). Hundreds of patient folders on a single level slow the list down and make it harder to find what you need.
Uploading files
- Open the folder you want the files in. The path at the top confirms you're in the right place.
- Click Upload and choose the upload type:
- Upload Individual Files: Select one or more files.
- Upload Folder: Upload a folder from your computer, including its subfolders.
- Upload URL: Import a file from a link on the internet.
- Alternatively, drag files from your computer and drop them onto the screen. Once the progress bar completes, the file appears in the list.
Supported file types
You can upload common image (JPG, PNG, GIF, WEBP, SVG), document (PDF, DOCX, XLSX, PPTX, CSV), video (MP4, MOV) and audio files. The per-file size limit and total storage depend on your plan.
Note
Photos patients send on WhatsApp are kept in the conversation. If you also want them in the patient folder, download them from the conversation and upload them to the right folder.
Organising files
- Open the three-dot menu on a file (or right-click it).
- Use Rename to give the file a name that follows your naming convention.
- Use Move to Folder to move the file to another folder. Folders can be moved the same way, along with their contents.
- Use Delete to delete the file. Deleted files go to Trash first and can be restored within a set period.
Preview opens a quick preview of the file; Download saves it to your computer. To download a whole folder as a ZIP, use the folder's own menu.
Heads up
Before selecting several files and deleting them in bulk, double-check you're in the right folder. Once the Trash period has passed, files can't be recovered.
Recommended folder structure
Patients/
2026/
P-1042 Sarah Mitchell/
01_X-rays/
02_Photos-Before/
03_Photos-After/
04_Treatment-Plan/
05_Consent-Forms/
Clinic Assets/
Price-Lists/
Aftercare/
Hotel-Transfer/
Marketing (approved)/
- Patients: Patient-specific files only. The patient ID should match a custom field on the contact record (e.g. "Patient ID"). See Custom fields.
- Clinic Assets: General files sent to everyone, with a language suffix (
aftercare_implant_DE.pdf). - Marketing (approved): Only before/after images with the patient's written consent.
Naming convention
We recommend YYYY-MM-DD_type_detail_STAGE.ext:
| Example | Meaning |
|---|---|
2026-10-02_panoramic-xray.jpg | Panoramic X-ray taken on 2 October |
2026-10-02_smile-front_BEFORE.jpg | Front smile photo before treatment |
2026-10-09_smile-front_AFTER.jpg | Same angle after treatment |
treatment-plan_v2_EN.pdf | English treatment plan, version 2 |
Putting the date first sorts files chronologically. Using hyphens (-) and underscores (_) instead of spaces and accented characters avoids problems when files are sent to patients as links.
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