Sharing Files through HMIS

Note: These instructions are intended for PSH and RRH providers sharing documents to help clients obtain housing. Please be cautious about what you upload on a client's record and who you share that information with!

TABLE OF CONTENTS

• Uploading a file to the client record
• Sharing the file with other agencies
• Viewing files that have been uploaded

Uploading a file to the client record

To upload a file, locate the client in ClientPoint and make sure you are on the Client Profile tab.

Scroll to the bottom of the page and locate the File Attachments section (right above Incidents). Click Add New File Attachment to upload a file.

Click Choose File to select a file. Please make sure you fill out the Description and then click Upload.

You can download the file or edit the description by clicking the pencil icon to the left of the file you have uploaded.

Sharing the file with other agencies

The visibility of a file is automatically restricted to your agency (Lane County staff are grouped into a few different “agencies” depending on project type, and some agencies are set up as a few different "agencies" to make their data entry workflow easier). You will need to modify the visibility of the uploaded file to share it with another agency.

On the right side of the file, click on the red lock

This will show all agencies that can see the file right now. Click Add Visibility Group to add an agency.

Search for the agency you want to share the file with. Make sure that you add the Agency's ADMIN project, not the specific program where the client is enrolled. If multiple visibility groups appear, make sure you click the green plus next to the group that has Children Included in the title. If you are still not sure which visibility group to add, please check with the Help Desk to make sure you are sharing with the right group.

The file will now be visible to any users who have a license under that agency. They will be able to download the file by locating it on the File Attachments section on the Client Profile and clicking the pencil icon next to the file. You can revoke visibility at any time by opening the red lock again and clicking the red circle next to a visibility group.

Viewing files that have been uploaded

Locate the client in ClientPoint and make sure you are on the Client Profile tab.

Scroll to the bottom of the page and locate the File Attachments section (right above Incidents). Click on the magnifying glass to view or download a file.

If you are expecting to see a file in the File Attachments but cannot find it, it may have been removed or it may not have been shared with your visibility group. Contact the person who uploaded the file or email the Help Desk for help.