Documents and signatures

People > Clients > the Person > Care records > Documents holds care artifacts and acknowledgments. ISP, SF Assessment, SF Plan of Care, and Service Plan belong in the separate Profile Documents tab, with its own active-version/history rules.

For reusable PDF fields and typed or drawn signatures inside a generated document, see Smart PDF signatures and Library setup. That workflow is separate from the care-record acknowledgments described here.

Add a file or reference

1. Open Documents in the Person's Care records.
2. Enter Title and choose Type: Care artifact, Consent, Report export, or External.
3. Optionally enter Source and Notes.
4. Choose a File, then Upload document. Supported files are PDF, plain text, PNG, JPEG, GIF, or WebP, up to 25 MiB each.
5. Confirm the saved row and its availability message.

With no file, a title is required and Add document saves a reference without an attachment. Selecting Consent or Report export is a classification; it does not activate consent or generate an export. Use Bulk upload for multiple files.

The linked account, effective Guardians, active care-team members, qualifying organization access, and administrators can access care documents. Uploads have an additional storage requirement: with Next guide, they use its Guide folder and non-administrators need owner/edit access there. Without Next guide, they use the uploader's personal workspace allowance. Archived People cannot receive new uploads; the add form is disabled.

Read, acknowledge, and manage

Use Download when an attachment is available, or Report when a source Report is linked. A reference without an attachment has no file to download. For a failed device save, check the connection or save options and try Download again; the care record stays open.

For an available document, review Signer, Relationship, and Statement, then choose Acknowledge. Blank signer uses your account identity; blank statement records acknowledgment that you reviewed this document. Relationship is descriptive text, not a permission grant. An acknowledgment records your review; it does not place a signature onto the uploaded file.

Signing again from the same account supersedes your previous active signature on that document. The row shows active, superseded, and revoked counts, up to three active signer names, and Signed by you when applicable.

The status selector offers Available, Pending, Unavailable, Redacted, and Archived. Changes save immediately. Choose Archived or the archive icon to retain an archived row; choose another status to restore it. The “visible” count excludes archived documents, although their rows remain in the list. Availability also depends on processing, source records, and consent: selecting Available cannot repair a missing file or override a restriction.

Extraction and errors

Extract shows a result or a reason extraction failed/skipped. The current care-document extractor does not provide production PDF/image OCR. Demonstration review text is not evidence of the file's contents; verify against the original. This action is separate from Profile Document search processing.

For upload or acknowledgment errors, follow the message and use Try again to refresh. Restore folder access, storage allowance, or the Person's active status where required. See bulk retry guidance when a file uploaded successfully but its acknowledgment failed.