# How to Share and Manage Documents via Client Portal and CRM?

> Enable Client Portal document sharing in CRM: share, upload, preview, download, and manage files seamlessly from Documents section in Contacts

- Source: https://docs.ghlcustomercare.com/docs/contacts/contacts-and-other-modules/how-to-share-and-manage-documents-via-client-portal-and-crm
- Section: Contacts / Contacts and Other Modules
- Reading time: 2 min
- Images: 15, each explained below
- Modified on Mon, 5 May, 2025 at 9:49 AM

---
**TABLE OF CONTENTS**

-   [Overview](#overview)
-   [Why it Matters?](#why-it-matters) 
-   [How To Share and Manage Documents?](#how-to-share-and-manage-documents) 
-   [Related Resources](#related-resources)

## **Overview**

This guide explains how CRM users share documents with contacts and how contacts upload files back through the Client Portal. You’ll learn where to find these tools and how to manage shared and received files efficiently.

Note: Documents and Contracts cannot be toggled to be shared or unshared at this time.

Prerequisites

This feature will only be available to contacts who are client portal users.

---

## **Why it Matters?** 

1.  Centralized Files: All documents and uploads are managed in one place for clear visibility.
    
2.  Seamless Collaboration: Streamlines file exchange between CRM users and clients without external tools.
    
3.  Enhanced Control: Users and contacts can manage, preview, and revoke access with a click.
    

## **How To Share and Manage Documents?** 

1.  Accessing Document Tools
    
    -   In the CRM, select Contacts, choose a contact, then click Documents in the left menu.
        

![How To Share and Manage Documents? (image 1 of 15)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155046128953/original/jkPKH2zPPTvMYWmsCCeHeIMRrPG0mPm3Pg.png)

**How To Share and Manage Documents? (image 1 of 15)**

This screenshot appears in the "How To Share and Manage Documents?" section of "How to Share and Manage Documents via Client Portal and CRM?". The text alongside this image reads: Centralized Files: All documents and uploads are managed in one place for clear visibility. Seamless Collaboration: Streamlines file exchange between CRM users and clients without external tools. Enhanced Control: Users and contacts can manage, preview, and revoke access with a click. This part of the guide covers 8 fields, listed below. Immediately after, the guide continues: In the Documents tab, find the file you want to share or add a new file.
- What to click: Centralized Files: All documents and uploads are managed in one place for clear visibility. Seamless Collaboration: Streamlines file exchange between CRM users and clients without external tools. Enhanced Control: Users and contacts can manage, preview, and revoke access with a click.
- Fields: Accessing Document Tools, Sharing Documents from CRM, Adding a new document, Sharing an existing document, Client Uploads to CRM, In the Client Portal, the contact clicks Upload Document, Previewing & Downloading, Deleting & Revoking Access
- Next: In the Documents tab, find the file you want to share or add a new file.

2.  Sharing Documents from CRM
    

        In the Documents tab, find the file you want to share or add a new file.

1.  Adding a new document
    

                Click on the + Add icon to add a new document.

![How To Share and Manage Documents? (image 2 of 15)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155046128974/original/MiWKxRpHtgNotQHxCtlSPql--V3thLpv6Q.png)

**How To Share and Manage Documents? (image 2 of 15)**

This screenshot appears in the "How To Share and Manage Documents?" section of "How to Share and Manage Documents via Client Portal and CRM?". The text alongside this image reads: Click on the + Add icon to add a new document. This part of the guide covers 8 fields, listed below. Immediately after, the guide continues: Click on the toggle if you also want to share the document directly on the client portal, you can share it later on as well.
- What to click: Click on the + Add icon to add a new document.
- Fields: Accessing Document Tools, Sharing Documents from CRM, Adding a new document, Sharing an existing document, Client Uploads to CRM, In the Client Portal, the contact clicks Upload Document, Previewing & Downloading, Deleting & Revoking Access
- Next: Click on the toggle if you also want to share the document directly on the client portal, you can share it later on as well.

Click on the toggle if you also want to share the document directly on the client portal, you can share it             later on as well.

![How To Share and Manage Documents? (image 3 of 15)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155046128379/original/Moal9O_gEfEBqD7P9xwHxe5jM6PK05snsA.png)

**How To Share and Manage Documents? (image 3 of 15)**

This screenshot appears in the "How To Share and Manage Documents?" section of "How to Share and Manage Documents via Client Portal and CRM?". The text alongside this image reads: Click on the toggle if you also want to share the document directly on the client portal, you can share it later on as well. This part of the guide covers 8 fields, listed below. Immediately after, the guide continues: The shared document has a shared chip attached to it, means it was shared with the contact on the client portal.
- What to choose: Click on the toggle if you also want to share the document directly on the client portal, you can share it later on as well.
- Fields: Accessing Document Tools, Sharing Documents from CRM, Adding a new document, Sharing an existing document, Client Uploads to CRM, In the Client Portal, the contact clicks Upload Document, Previewing & Downloading, Deleting & Revoking Access
- Next: The shared document has a shared chip attached to it, means it was shared with the contact on the client portal.

The shared document has a shared chip attached to it, means it was shared with the contact on the client portal.

![How To Share and Manage Documents? (image 4 of 15)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155046128997/original/LSxaw5z6NQs4wACuhWI9qr3HG_5aGrB5QA.png)

**How To Share and Manage Documents? (image 4 of 15)**

This screenshot appears in the "How To Share and Manage Documents?" section of "How to Share and Manage Documents via Client Portal and CRM?". The text alongside this image reads: The shared document has a shared chip attached to it, means it was shared with the contact on the client portal. This part of the guide covers 8 fields, listed below. Immediately after, the guide continues: Click on the 3 Dots > Share to Client Portal > Share.
- What this covers: The shared document has a shared chip attached to it, means it was shared with the contact on the client portal.
- Fields: Accessing Document Tools, Sharing Documents from CRM, Adding a new document, Sharing an existing document, Client Uploads to CRM, In the Client Portal, the contact clicks Upload Document, Previewing & Downloading, Deleting & Revoking Access
- Next: Click on the 3 Dots > Share to Client Portal > Share.

2.  Sharing an existing document
    

            Click on the 3 Dots > Share to Client Portal > Share. 

            Now the document is shared with the contact on the client Portal.

![How To Share and Manage Documents? (image 5 of 15)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155046128383/original/_sXd3soMjDTx2eZDDhlqu64m89KJduZxYA.png)

**How To Share and Manage Documents? (image 5 of 15)**

This screenshot appears in the "How To Share and Manage Documents?" section of "How to Share and Manage Documents via Client Portal and CRM?". The text alongside this image reads: Now the document is shared with the contact on the client Portal. This part of the guide covers 8 fields, listed below. Immediately after, the guide continues: Use the Share toggle to On (grant access) or Off (revoke access).
- What this covers: Now the document is shared with the contact on the client Portal.
- Fields: Accessing Document Tools, Sharing Documents from CRM, Adding a new document, Sharing an existing document, Client Uploads to CRM, In the Client Portal, the contact clicks Upload Document, Previewing & Downloading, Deleting & Revoking Access
- Next: Use the Share toggle to On (grant access) or Off (revoke access).

![How To Share and Manage Documents? (image 6 of 15)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155046128385/original/Os0G0tv-6zMUbFiuKHmhHz6CLGuShbevig.png)

**How To Share and Manage Documents? (image 6 of 15)**

This screenshot appears in the "How To Share and Manage Documents?" section of "How to Share and Manage Documents via Client Portal and CRM?". The text alongside this image reads: Now the document is shared with the contact on the client Portal. This part of the guide covers 8 fields, listed below. Immediately after, the guide continues: Use the Share toggle to On (grant access) or Off (revoke access).
- What this covers: Now the document is shared with the contact on the client Portal.
- Fields: Accessing Document Tools, Sharing Documents from CRM, Adding a new document, Sharing an existing document, Client Uploads to CRM, In the Client Portal, the contact clicks Upload Document, Previewing & Downloading, Deleting & Revoking Access
- Next: Use the Share toggle to On (grant access) or Off (revoke access).

           Use the Share toggle to On (grant access) or Off (revoke access).

![How To Share and Manage Documents? (image 7 of 15)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155046129018/original/gvQwqhFrAd3fkuFVT5wXZ20PwcNn2Z-aPg.png)

**How To Share and Manage Documents? (image 7 of 15)**

This screenshot appears in the "How To Share and Manage Documents?" section of "How to Share and Manage Documents via Client Portal and CRM?". The text alongside this image reads: Use the Share toggle to On (grant access) or Off (revoke access). This part of the guide covers 8 fields, listed below. Immediately after, the guide continues: Shared files appear instantly in the contact’s portal under Shared Documents.
- What to choose: Use the Share toggle to On (grant access) or Off (revoke access).
- Fields: Accessing Document Tools, Sharing Documents from CRM, Adding a new document, Sharing an existing document, Client Uploads to CRM, In the Client Portal, the contact clicks Upload Document, Previewing & Downloading, Deleting & Revoking Access
- Next: Shared files appear instantly in the contact’s portal under Shared Documents.

          Shared files appear instantly in the contact’s portal under Shared Documents.

![How To Share and Manage Documents? (image 8 of 15)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155046129056/original/8Hau3fphhadJHJtz11laHz7i_js4nc4pcg.png)

**How To Share and Manage Documents? (image 8 of 15)**

This screenshot appears in the "How To Share and Manage Documents?" section of "How to Share and Manage Documents via Client Portal and CRM?". The text alongside this image reads: Shared files appear instantly in the contact’s portal under Shared Documents. This part of the guide covers 8 fields, listed below. Immediately after, the guide continues: After upload, the file appears in CRM under Documents > Received > Client Portal.
- What this covers: Shared files appear instantly in the contact’s portal under Shared Documents.
- Fields: Accessing Document Tools, Sharing Documents from CRM, Adding a new document, Sharing an existing document, Client Uploads to CRM, In the Client Portal, the contact clicks Upload Document, Previewing & Downloading, Deleting & Revoking Access
- Next: After upload, the file appears in CRM under Documents > Received > Client Portal.

3.  Client Uploads to CRM
    
    -   In the Client Portal, the contact clicks Upload Document 
        

![How To Share and Manage Documents? (image 9 of 15)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155046128797/original/lKPMGQEWQQQBk1Qn-OBsRd-_KAV-s35ZXQ.png)

**How To Share and Manage Documents? (image 9 of 15)**

This screenshot appears in the "How To Share and Manage Documents?" section of "How to Share and Manage Documents via Client Portal and CRM?". The text alongside this image reads: Shared files appear instantly in the contact’s portal under Shared Documents. This part of the guide covers 8 fields, listed below. Immediately after, the guide continues: After upload, the file appears in CRM under Documents > Received > Client Portal.
- What this covers: Shared files appear instantly in the contact’s portal under Shared Documents.
- Fields: Accessing Document Tools, Sharing Documents from CRM, Adding a new document, Sharing an existing document, Client Uploads to CRM, In the Client Portal, the contact clicks Upload Document, Previewing & Downloading, Deleting & Revoking Access
- Next: After upload, the file appears in CRM under Documents > Received > Client Portal.

            After upload, the file appears in CRM under Documents > Received > Client Portal.

![How To Share and Manage Documents? (image 10 of 15)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155046129125/original/44g5VHni-UeozuWLu2O0LDkypexx3hmiag.png)

**How To Share and Manage Documents? (image 10 of 15)**

This screenshot appears in the "How To Share and Manage Documents?" section of "How to Share and Manage Documents via Client Portal and CRM?". The text alongside this image reads: After upload, the file appears in CRM under Documents > Received > Client Portal. The navigation path used here is Documents > Received > Client Portal. This part of the guide covers 8 fields, listed below. Immediately after, the guide continues: Previewing and Downloading in CRM.

- Path: Documents > Received > Client Portal
- What this covers: After upload, the file appears in CRM under Documents > Received > Client Portal.
- Fields: Accessing Document Tools, Sharing Documents from CRM, Adding a new document, Sharing an existing document, Client Uploads to CRM, In the Client Portal, the contact clicks Upload Document, Previewing & Downloading, Deleting & Revoking Access
- Next: Previewing and Downloading in CRM.

![How To Share and Manage Documents? (image 11 of 15)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155046128382/original/cA6wCAg-fKiMFVwLPJ1IclTTEUVIi6GKGA.png)

**How To Share and Manage Documents? (image 11 of 15)**

This screenshot appears in the "How To Share and Manage Documents?" section of "How to Share and Manage Documents via Client Portal and CRM?". The text alongside this image reads: After upload, the file appears in CRM under Documents > Received > Client Portal. The navigation path used here is Documents > Received > Client Portal. This part of the guide covers 8 fields, listed below. Immediately after, the guide continues: Previewing and Downloading in CRM.

- Path: Documents > Received > Client Portal
- What this covers: After upload, the file appears in CRM under Documents > Received > Client Portal.
- Fields: Accessing Document Tools, Sharing Documents from CRM, Adding a new document, Sharing an existing document, Client Uploads to CRM, In the Client Portal, the contact clicks Upload Document, Previewing & Downloading, Deleting & Revoking Access
- Next: Previewing and Downloading in CRM.

4.  Previewing & Downloading
    
    -   Both CRM users and contacts can click Preview to view files in-browser.
        

            Previewing and Downloading in CRM.

![How To Share and Manage Documents? (image 12 of 15)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155046128389/original/2eNlILl7Q4-RrPq9WrFOarVjLh4uTp6m9w.png)

**How To Share and Manage Documents? (image 12 of 15)**

This screenshot appears in the "How To Share and Manage Documents?" section of "How to Share and Manage Documents via Client Portal and CRM?". The text alongside this image reads: Previewing and Downloading in CRM. For context, this section explains: In the Documents tab, find the file you want to share or add a new file. This part of the guide covers 8 fields, listed below. Immediately after, the guide continues: Previewing and Downloading in Client Portal.
- What this covers: Previewing and Downloading in CRM.
- Fields: Accessing Document Tools, Sharing Documents from CRM, Adding a new document, Sharing an existing document, Client Uploads to CRM, In the Client Portal, the contact clicks Upload Document, Previewing & Downloading, Deleting & Revoking Access
- Next: Previewing and Downloading in Client Portal.

            Previewing and Downloading in Client Portal.

![How To Share and Manage Documents? (image 13 of 15)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155046128380/original/MI_8FtPTeJkEtTGHiAE79pwKhYbHY0kZqQ.png)

**How To Share and Manage Documents? (image 13 of 15)**

This screenshot appears in the "How To Share and Manage Documents?" section of "How to Share and Manage Documents via Client Portal and CRM?". The text alongside this image reads: Previewing and Downloading in Client Portal. This part of the guide covers 8 fields, listed below. Immediately after, the guide continues: CRM Users: Toggle Share to Off or click the delete icon in CRM Documents to revoke or remove files permanently.
- What this covers: Previewing and Downloading in Client Portal.
- Fields: Accessing Document Tools, Sharing Documents from CRM, Adding a new document, Sharing an existing document, Client Uploads to CRM, In the Client Portal, the contact clicks Upload Document, Previewing & Downloading, Deleting & Revoking Access
- Next: CRM Users: Toggle Share to Off or click the delete icon in CRM Documents to revoke or remove files permanently.

5.  Deleting & Revoking Access
    
    -   Contacts: Click the trash icon next to any upload in the Client Portal to remove it, it will be removed from the CRM’s received files from the client portal.
        

![How To Share and Manage Documents? (image 14 of 15)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155046128388/original/TWvhlB-BZF334chhnGbyEVZ2iZ5GiU5XiA.png)

**How To Share and Manage Documents? (image 14 of 15)**

This screenshot appears in the "How To Share and Manage Documents?" section of "How to Share and Manage Documents via Client Portal and CRM?". The text alongside this image reads: Previewing and Downloading in Client Portal. This part of the guide covers 8 fields, listed below. Immediately after, the guide continues: CRM Users: Toggle Share to Off or click the delete icon in CRM Documents to revoke or remove files permanently.
- What this covers: Previewing and Downloading in Client Portal.
- Fields: Accessing Document Tools, Sharing Documents from CRM, Adding a new document, Sharing an existing document, Client Uploads to CRM, In the Client Portal, the contact clicks Upload Document, Previewing & Downloading, Deleting & Revoking Access
- Next: CRM Users: Toggle Share to Off or click the delete icon in CRM Documents to revoke or remove files permanently.

-   CRM Users: Toggle Share to Off or click the delete icon in CRM Documents to revoke or remove files permanently.
    

![How To Share and Manage Documents? (image 15 of 15)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155046128386/original/XQfj7S9lNbrxFXGuvQAqn6UoUVYak066Hg.png)

**How To Share and Manage Documents? (image 15 of 15)**

This screenshot appears in the "How To Share and Manage Documents?" section of "How to Share and Manage Documents via Client Portal and CRM?". The text alongside this image reads: CRM Users: Toggle Share to Off or click the delete icon in CRM Documents to revoke or remove files permanently. This part of the guide covers 8 fields, listed below. Immediately after, the guide continues: How can my customers use client Portal? Documents Overview in CRM.
- What to choose: CRM Users: Toggle Share to Off or click the delete icon in CRM Documents to revoke or remove files permanently.
- Fields: Accessing Document Tools, Sharing Documents from CRM, Adding a new document, Sharing an existing document, Client Uploads to CRM, In the Client Portal, the contact clicks Upload Document, Previewing & Downloading, Deleting & Revoking Access
- Next: How can my customers use client Portal? Documents Overview in CRM

## **Related Resources**

-   [How can my customers use client Portal?](https://docs.ghlcustomercare.com/docs/client-portal/client-portal-2/how-can-my-customers-use-the-client-portal)[](https://docs.ghlcustomercare.com/docs/contacts/documents/overview-documents)[](https://docs.ghlcustomercare.com/docs/contacts/documents/overview-documents)
-   [Documents Overview in CRM](https://docs.ghlcustomercare.com/docs/contacts/documents/overview-documents)

---

Documentation for GHL Customer Care. Support: support@ghlcustomercare.com