Documents

Keep participant files on their Documents tab, such as their plan, behaviour support plan or risk assessment. Have the correct file and a clear name ready before uploading. Documents access and the Documents and e-signing workspace feature are required. Adding, deleting and changing sharing also need Documents edit access and the relevant participant access.

Upload a file

1. Open Participants, select the participant, then select Documents.
2. Under Add document, choose Document type. Options include NDIS plan, Service agreement, Consent, Risk assessment, Behaviour support plan (BSP), Incident report, Intake, Report and Other.
3. Enter Document name, for example “Mavis Quinn support plan November 2026”. Select Browse in File and choose the file. Supported files include PDF, images, Word and text, up to 50 MB.
4. Leave Office only selected unless the file should be available to workers. Only PDFs can use Share with worker.
5. Select Add document. Wait for Document uploaded. and check the file appears in the Documents table.

Enlarge screenshot

Swipe across the enlarged image to read each part of the screen.

View full-size screenshot

For example, to file a communication preference PDF, choose Other, give it a recognisable Document name, and use Browse to select that PDF. Read the file before choosing Share with worker. After Document uploaded., check the saved name, type and sharing choice in its row. The document name helps staff find the file; it does not change the file’s contents.

Uploading a file labelled Service agreement or Consent does not itself send it for signatures or mark the participant’s agreement or consent as signed. Use the Service Agreements or Consent tab to record that outcome.

Find, download or change sharing

Use the document filters and search to locate the file. Check its name, type, status and added date, then use its download action to open it.

In the Worker sharing column, choose Share with worker or Office only for an eligible PDF. Wait for Worker sharing saved. before moving on. Sharing is chosen per participant file; it does not grant every worker access to the whole participant record.

Enlarge screenshot

Swipe across the enlarged image to read each part of the screen.

View full-size screenshot

Not applicable means the file cannot be shared from here. Only PDFs uploaded directly to the participant, with status Uploaded or Signed, are eligible. Shift-note and incident evidence cannot be made shareable through this control. Download the right source file and review its purpose rather than creating a duplicate merely to bypass a restriction.

For an electronically signed eligible participant PDF, the saved worker-sharing choice carries to the completed signed copy. Review the signed file in the list after completion before changing its sharing.

Correct or remove a file

There is no edit action for an uploaded file’s contents. If the wrong file was added, upload the correct version with a clear name, review its sharing choice, then remove the incorrect file if your recordkeeping policy allows it. Use Delete and read the confirmation before confirming. Deletion cannot be undone.

If Add document stays disabled, check the type, name and selected file. For an oversize file, reduce its size and choose it again. If upload fails, check the list before retrying so that you do not add a duplicate. If a sharing save fails or the document has been replaced, refresh the list and work from the current file.