# How to Use the Client Portal File Uploaded Workflow Trigger > Set up GHL Customer Care’s Client Portal File Uploaded workflow trigger to automate follow-up, alert your team, and manage client document submissions efficiently. - Source: https://docs.ghlcustomercare.com/docs/workflows/workflow-triggers/how-to-use-the-client-portal-file-uploaded-workflow-trigger - Section: Workflows / Workflow Triggers - Reading time: 5 min - Images: 10, each explained below --- GHL Customer Care’s **Client Portal File Uploaded** workflow trigger helps businesses respond automatically when a contact submits a document through the Client Portal. Use it to acknowledge uploads, notify team members, create review tasks, or begin the next stage of an onboarding or approval process. This removes the need to monitor contact records manually and helps document-based processes move forward without unnecessary delays. --- **TABLE OF CONTENTS** - [What is the Client Portal File Uploaded Workflow Trigger?](#what-is-the-client-portal-file-uploaded-workflow-trigger) - [Key Benefits of the Client Portal File Uploaded Workflow Trigger](#key-benefits-of-the-client-portal-file-uploaded-workflow-trigger) - [How Client Portal File Uploads Work](#how-client-portal-file-uploads-work) - [Supported File Types](#supported-file-types) - [Share a File with a Client Through the Client Portal](#share-a-file-with-a-client-through-the-client-portal) - [Upload a File as a Client Portal User](#upload-a-file-as-a-client-portal-user) - [How to Set Up the Client Portal File Uploaded Workflow Trigger](#how-to-set-up-the-client-portal-file-uploaded-workflow-trigger) - [Frequently Asked Questions](#frequently-asked-questions) - [Related Articles](#related-articles) --- ## **What is the Client Portal File Uploaded Workflow Trigger?** The Client Portal File Uploaded workflow trigger starts a workflow when a contact uploads a file through the Shared Documents experience in the Client Portal. The uploaded file is connected to the contact’s CRM record, allowing teams to manage the document and coordinate follow-up from one location. After a client completes an upload, the workflow can run actions such as sending a confirmation, notifying an internal user, creating a task, updating a contact, or moving an opportunity forward. Uploaded files remain accessible under **Contacts → Documents → Received → Client Portal**. --- ## **Key Benefits of the Client Portal File Uploaded Workflow Trigger** - **Eliminate manual monitoring:** Start the appropriate workflow as soon as a contact submits a file instead of repeatedly checking the contact record. - **Reduce processing delays:** Notify reviewers or create internal tasks immediately after documents arrive. - **Improve client communication:** Send an automatic acknowledgment or next-step message after an upload. - **Support faster onboarding:** Begin the next onboarding or approval stage without waiting for a team member to identify the new document. - **Prevent missed submissions:** Use workflow actions to make uploaded documents visible to the appropriate team members. - **Create consistent processes:** Apply the same review and follow-up steps to every qualifying Client Portal upload. --- ## **How Client Portal File Uploads Work** Understanding the upload flow helps you identify the event that starts the workflow and locate the file after the automation begins. ![How Client Portal File Uploads Work (image 1 of 10)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155076273038/original/ZV5PphxelSm2kbVPd3sbo4TcPYDhCNl7KQ.png) **How Client Portal File Uploads Work (image 1 of 10)** This screenshot appears in the "How Client Portal File Uploads Work" section of "How to Use the Client Portal File Uploaded Workflow Trigger". The text alongside this image reads: Understanding the upload flow helps you identify the event that starts the workflow and locate the file after the automation begins. Immediately after, the guide continues: Using a supported format helps ensure the client’s document uploads successfully and can be stored on the contact record. - What this covers: Understanding the upload flow helps you identify the event that starts the workflow and locate the file after the automation begins. - Next: Using a supported format helps ensure the client’s document uploads successfully and can be stored on the contact record. --- ## **Supported File Types** Using a supported format helps ensure the client’s document uploads successfully and can be stored on the contact record. The Client Portal supports the following document and image formats: **Documents** - PDF: `.pdf` - Microsoft Word: `.doc`, `.docx` - Microsoft Excel: `.xls`, `.xlsx` - Microsoft PowerPoint: `.ppt`, `.pptx` - Plain Text: `.txt` - Rich Text Format: `.rtf` **Images** - JPEG: `.jpg`, `.jpeg` - PNG: `.png` - GIF: `.gif` Video formats such as MP4, MOV, AVI, MKV, and WMV are not supported for Client Portal document uploads. --- ## **Share a File with a Client Through the Client Portal** Sharing a document from the contact record can provide the client with instructions, a checklist, or a reference file before they submit their own documents. This creates a centralized exchange instead of relying on email attachments or separate file-sharing tools. **To share a new file with a client: ** 1. Go to **Contacts**. Select the particular contact. ![Step 1 of 5: Go to Contacts. Select the particular contact](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155076271046/original/RRSODHNr7g25MIabJLVKMImKlc5YiHjE7A.png) **Step 1 of 5: Go to Contacts. Select the particular contact** This screenshot accompanies step 1 of 5 in the "Share a File with a Client Through the Client Portal" section of "How to Use the Client Portal File Uploaded Workflow Trigger". At this point in the walkthrough you go to Contacts. Select the particular contact. The next step is to open the contact’s Documents area. - Where to go: Go to Contacts. Select the particular contact. - Controls: Contacts, Documents, Shared Documents on Client Portal, Share to Client Portal - Next: Open the contact’s Documents area. Full procedure: 1. Go to Contacts. Select the particular contact. <- this image 2. Open the contact’s Documents area. 3. Click the option to add or upload a new file. 4. Select the file from your device. 5. Enable Shared Documents on Client Portal or the available Client Portal sharing option. Save the file. 2. Open the contact’s **Documents** area. 3. Click the option to add or upload a new file. 4. Select the file from your device. 5. Enable **Shared Documents on Client Portal** or the available Client Portal sharing option. Save the file. ![Step 5 of 5: Enable Shared Documents on Client Portal or the available Client…](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155076271108/original/bNxGiNDAlGw9xPL6i28e3Fi2ZiaM4AGaiA.gif) **Step 5 of 5: Enable Shared Documents on Client Portal or the available Client…** This animation accompanies step 5 of 5 in the "Share a File with a Client Through the Client Portal" section of "How to Use the Client Portal File Uploaded Workflow Trigger". At this point in the walkthrough you enable Shared Documents on Client Portal or the available Client Portal sharing option. Save the file. - How to confirm: Enable Shared Documents on Client Portal or the available Client Portal sharing option. Save the file. - Controls: Shared Documents on Client Portal, Contacts, Documents, Share to Client Portal Full procedure: 1. Go to Contacts. Select the particular contact. 2. Open the contact’s Documents area. 3. Click the option to add or upload a new file. 4. Select the file from your device. 5. Enable Shared Documents on Client Portal or the available Client Portal sharing option. Save the file. <- this image **To share an existing file:** 1. Locate the file in the contact’s Documents area. 2. Click the three-dot menu. Select **Share to Client Portal**. ![Step 2 of 3: Click the three-dot menu. Select Share to Client Portal](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155076271638/original/9Th6Zx3pGTkdOI9i-dF-oHs_JZ0izuOhyw.png) **Step 2 of 3: Click the three-dot menu. Select Share to Client Portal** This screenshot accompanies step 2 of 3 in the "Share a File with a Client Through the Client Portal" section of "How to Use the Client Portal File Uploaded Workflow Trigger". At this point in the walkthrough you click the three-dot menu. Select Share to Client Portal. The next step is to confirm the sharing action. - What to choose: Click the three-dot menu. Select Share to Client Portal. - Controls: Share to Client Portal, Contacts, Documents, Shared Documents on Client Portal - Next: Confirm the sharing action. Full procedure: 1. Locate the file in the contact’s Documents area. 2. Click the three-dot menu. Select Share to Client Portal. <- this image 3. Confirm the sharing action. 3. Confirm the sharing action. ![Step 3 of 3: Confirm the sharing action](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155076271664/original/mo6swdgW6bkVthbOGMu8zt8HA98A-ME2Pg.png) **Step 3 of 3: Confirm the sharing action** This screenshot accompanies step 3 of 3 in the "Share a File with a Client Through the Client Portal" section of "How to Use the Client Portal File Uploaded Workflow Trigger". At this point in the walkthrough you confirm the sharing action. For context, this section explains: Sharing a document from the contact record can provide the client with instructions, a checklist, or a reference file before they submit their own documents. This creates a centralized exchange instead of relying on email attachments or separate file-sharing tools. - How to confirm: Confirm the sharing action. - Controls: Contacts, Documents, Shared Documents on Client Portal, Share to Client Portal Full procedure: 1. Locate the file in the contact’s Documents area. 2. Click the three-dot menu. Select Share to Client Portal. 3. Confirm the sharing action. <- this image The shared file becomes available to the contact in the Client Portal’s Shared Documents area. For additional file-sharing and management instructions, see [How to Share and Manage Documents via Client Portal and CRM](https://docs.ghlcustomercare.com/docs/contacts/contacts-and-other-modules/how-to-share-and-manage-documents-via-client-portal-and-crm). --- ## **Upload a File as a Client Portal User** The client must upload the file from the Client Portal for the action to match the Client Portal File Uploaded event. Reviewing the client experience also helps you provide accurate instructions when requesting documents. 1. Log in to the Client Portal. 2. Click **\+ Add Files** in **Shared Files** section. ![Step 2 of 3: Click + Add Files in Shared Files section](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155076271784/original/xP4mRYyjl8WuficptF3ZQ_Q4P9FbNeqi4A.png) **Step 2 of 3: Click + Add Files in Shared Files section** This screenshot accompanies step 2 of 3 in the "Upload a File as a Client Portal User" section of "How to Use the Client Portal File Uploaded Workflow Trigger". At this point in the walkthrough you click + Add Files in Shared Files section. The next step is to select one or more supported files from the device. Click Upload. - What to click: Click + Add Files in Shared Files section. - Controls: + Add Files, Shared Files, Upload - Next: Select one or more supported files from the device. Click Upload. Full procedure: 1. Log in to the Client Portal. 2. Click + Add Files in Shared Files section. <- this image 3. Select one or more supported files from the device. Click Upload. 3. Select one or more supported files from the device. Click **Upload**. ![Step 3 of 3: Select one or more supported files from the device. Click Upload](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155076271854/original/XazaHEFX8fIPNcjR0Czp3g3LQuAitroEPQ.png) **Step 3 of 3: Select one or more supported files from the device. Click Upload** This screenshot accompanies step 3 of 3 in the "Upload a File as a Client Portal User" section of "How to Use the Client Portal File Uploaded Workflow Trigger". At this point in the walkthrough you select one or more supported files from the device. Click Upload. - What to choose: Select one or more supported files from the device. Click Upload. - Controls: Upload, + Add Files, Shared Files Full procedure: 1. Log in to the Client Portal. 2. Click + Add Files in Shared Files section. 3. Select one or more supported files from the device. Click Upload. <- this image **Note:** The client can select up to 10 files in one upload. After the upload completes, the file becomes available under the contact’s received Client Portal documents and the workflow trigger fires automatically. --- ## **How to Set Up the Client Portal File Uploaded Workflow Trigger** A published workflow is required to respond to live Client Portal uploads. Configure the trigger and follow-up actions, then complete a live test using a contact who has access to the Client Portal. 1. Confirm that the contact you plan to use has access to the Client Portal and can open the **Documents** or **Shared Documents** area. 2. Navigate to **Automation → Workflows**. Click **Create Workflow**, or open an existing workflow. ![Step 2 of 7: Navigate to Automation → Workflows. Click Create Workflow, or open an…](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155076272156/original/_ZFk0nu60dLe0_To7S8yHwT09Fl1JtJHXw.png) **Step 2 of 7: Navigate to Automation → Workflows. Click Create Workflow, or open an…** This screenshot accompanies step 2 of 7 in the "How to Set Up the Client Portal File Uploaded Workflow Trigger" section of "How to Use the Client Portal File Uploaded Workflow Trigger". At this point in the walkthrough you navigate to Automation → Workflows. Click Create Workflow, or open an existing workflow. The next step is to at the beginning of the workflow, click Add New Trigger. Search for and select Client Portal File Uploaded. - Where to go: Navigate to Automation → Workflows. Click Create Workflow, or open an existing workflow. - Controls: Automation → Workflows, Create Workflow, Documents, Shared Documents, Add New Trigger, Client Portal File Uploaded, Documents Received - Next: At the beginning of the workflow, click Add New Trigger. Search for and select Client Portal File Uploaded. Full procedure: 1. Confirm that the contact you plan to use has access to the Client Portal and can open the Documents or Shared Documents area. 2. Navigate to Automation → Workflows. Click Create Workflow, or open an existing workflow. <- this image 3. At the beginning of the workflow, click Add New Trigger. Search for and select Client Portal File Uploaded. 4. Complete any trigger settings / filters needed 5. Click the plus button beneath the trigger to add the action that should occur after the upload. Common options include: 6. Add any additional actions, waits, or conditions required by your process. For example: 7. Save the workflow. 3. At the beginning of the workflow, click **Add New Trigger**. Search for and select **Client Portal File Uploaded**. ![Step 3 of 7: At the beginning of the workflow, click Add New Trigger. Search for…](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155076272212/original/td8ViNZ9tbyYk7yPSQLJYCbt3UU1nXmudw.png) **Step 3 of 7: At the beginning of the workflow, click Add New Trigger. Search for…** This screenshot accompanies step 3 of 7 in the "How to Set Up the Client Portal File Uploaded Workflow Trigger" section of "How to Use the Client Portal File Uploaded Workflow Trigger". At this point in the walkthrough you at the beginning of the workflow, click Add New Trigger. Search for and select Client Portal File Uploaded. The next step is to complete any trigger settings / filters needed. - What to choose: At the beginning of the workflow, click Add New Trigger. Search for and select Client Portal File Uploaded. - Controls: Add New Trigger, Client Portal File Uploaded, Documents, Shared Documents, Automation → Workflows, Create Workflow, Documents Received - Next: Complete any trigger settings / filters needed Full procedure: 1. Confirm that the contact you plan to use has access to the Client Portal and can open the Documents or Shared Documents area. 2. Navigate to Automation → Workflows. Click Create Workflow, or open an existing workflow. 3. At the beginning of the workflow, click Add New Trigger. Search for and select Client Portal File Uploaded. <- this image 4. Complete any trigger settings / filters needed 5. Click the plus button beneath the trigger to add the action that should occur after the upload. Common options include: 6. Add any additional actions, waits, or conditions required by your process. For example: 7. Save the workflow. 4. Complete any trigger settings / filters needed 5. Click the plus button beneath the trigger to add the action that should occur after the upload. ![Step 5 of 7: Click the plus button beneath the trigger to add the action that…](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155076272413/original/25H4Fbk1NIw7FstmQwTC7N9-LinDQEEqwQ.png) **Step 5 of 7: Click the plus button beneath the trigger to add the action that…** This screenshot accompanies step 5 of 7 in the "How to Set Up the Client Portal File Uploaded Workflow Trigger" section of "How to Use the Client Portal File Uploaded Workflow Trigger". At this point in the walkthrough you click the plus button beneath the trigger to add the action that should occur after the upload. Common options include. The next step is to add any additional actions, waits, or conditions required by your process. For example. - What to click: Click the plus button beneath the trigger to add the action that should occur after the upload. Common options include: - Controls: Documents Received, Documents, Shared Documents, Automation → Workflows, Create Workflow, Add New Trigger, Client Portal File Uploaded - Next: Add any additional actions, waits, or conditions required by your process. For example: Full procedure: 1. Confirm that the contact you plan to use has access to the Client Portal and can open the Documents or Shared Documents area. 2. Navigate to Automation → Workflows. Click Create Workflow, or open an existing workflow. 3. At the beginning of the workflow, click Add New Trigger. Search for and select Client Portal File Uploaded. 4. Complete any trigger settings / filters needed 5. Click the plus button beneath the trigger to add the action that should occur after the upload. Common options include: <- this image 6. Add any additional actions, waits, or conditions required by your process. For example: 7. Save the workflow. Common options include: - Send an email or SMS confirming that the file was received. - Send an internal notification to the appropriate team member. - Create a task for document review. - Add a tag such as **Documents Received**. - Update a contact field used to track document status. - Update an opportunity or move it to the appropriate pipeline stage. - Send information to another system through a webhook. 6. Add any additional actions, waits, or conditions required by your process. For example: - Notify an onboarding specialist when intake documents arrive. - Create a review task for an application or approval process. - Update a project or opportunity after a client submits requested assets. - Begin a renewal process when updated documents are uploaded. 7. Save the workflow. A live Client Portal upload is the most reliable way to test the complete process because it validates the trigger, document storage, and follow-up actions together. --- ## **Frequently Asked Questions** **Q: How is Client Portal File Uploaded different from the Documents & Contracts trigger?** Client Portal File Uploaded responds to a file submitted by a contact through the Client Portal’s document-upload experience. The Documents & Contracts trigger responds to lifecycle events for GHL Customer Care documents and contracts, such as when a document is sent, viewed, signed, completed, or declined. **Q: Does sharing a file from the CRM start this workflow?** The trigger is designed for files uploaded by contacts through the Client Portal Shared Documents experience. Sharing a file from the CRM makes it available to the client but is a separate document-sharing action. **Q: Should I use Test Workflow or perform a live upload?** A live upload from a test contact is recommended because it verifies the Client Portal event, document storage, and workflow actions together. **Q: Where can I troubleshoot a workflow that did not run?** Open the workflow and review **Execution Logs** and **Enrollment History**. Also confirm that the workflow is published, the contact has Client Portal access, the file type is supported, and the upload completed successfully. --- ## **Related Articles** - [Upload Documents Through the Client Portal](https://docs.ghlcustomercare.com/docs/client-portal/client-portal-2/upload-documents-through-the-client-portal) - [How to Share and Manage Documents via Client Portal and CRM](https://docs.ghlcustomercare.com/docs/contacts/contacts-and-other-modules/how-to-share-and-manage-documents-via-client-portal-and-crm) - [How to Set Up the Client Portal](https://docs.ghlcustomercare.com/docs/client-portal/client-portal-2/how-to-set-up-the-client-portal) - [Getting Started with Workflows](https://docs.ghlcustomercare.com/docs/workflows/workflow-builder/getting-started-with-workflows) - [Workflow Builder Walkthrough](https://docs.ghlcustomercare.com/docs/workflows/workflow-builder/workflow-builder-walkthrough) - [Workflow Trigger – Documents & Contracts](https://docs.ghlcustomercare.com/docs/documents-and-contracts/documents-and-contracts-2/workflow-trigger-documents-contracts) --- Documentation for GHL Customer Care. Support: support@ghlcustomercare.com