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.
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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.
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)What this shows Understanding the upload flow helps you identify the event that starts the workflow and locate the file after the automation begins.What this showsIllustrates the "How Client Portal File Uploads Work" section of "How to Use the Client Portal File Uploaded Workflow Trigger".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.Image 1 of 10What this coversUnderstanding the upload flow helps you identify the event that starts the workflow and locate the file after the automation begins.Next stepUsing 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:
Go to Contacts. Select the particular contact.
Step 1 of 5: Go to Contacts. Select the particular contactWhat this shows Step 1 of 5: Go to Contacts.What this showsShows where to go for 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".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.Step 1 of 5Image 2 of 10Where to goGo to Contacts. Select the particular contact.
Buttons and menus referencedContactsDocumentsShared Documents on Client PortalShare to Client Portal
Next stepOpen the contact’s Documents area.All 5 steps in this procedure
Go to Contacts. Select the particular contact. this image
Open the contact’s Documents area.
Click the option to add or upload a new file.
Select the file from your device.
Enable Shared Documents on Client Portal or the available Client Portal sharing option. Save the file.
Open the contact’s Documents area.
Click the option to add or upload a new file.
Select the file from your device.
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…What this shows Step 5 of 5: Enable Shared Documents on Client Portal or the available Client Portal sharing option.What this showsShows how to confirm for 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".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.Step 5 of 5Image 3 of 10How to confirmEnable Shared Documents on Client Portal or the available Client Portal sharing option. Save the file.
Buttons and menus referencedShared Documents on Client PortalContactsDocumentsShare to Client Portal
All 5 steps in this procedure
Go to Contacts. Select the particular contact.
Open the contact’s Documents area.
Click the option to add or upload a new file.
Select the file from your device.
Enable Shared Documents on Client Portal or the available Client Portal sharing option. Save the file. this image
To share an existing file:
Locate the file in the contact’s Documents area.
Click the three-dot menu. Select Share to Client Portal.
Step 2 of 3: Click the three-dot menu. Select Share to Client PortalWhat this shows Step 2 of 3: Click the three-dot menu.What this showsShows what to choose for 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".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.Step 2 of 3Image 4 of 10What to chooseClick the three-dot menu. Select Share to Client Portal.
Buttons and menus referencedShare to Client PortalContactsDocumentsShared Documents on Client Portal
Next stepConfirm the sharing action.All 3 steps in this procedure
Locate the file in the contact’s Documents area.
Click the three-dot menu. Select Share to Client Portal. this image
Confirm the sharing action.
Confirm the sharing action.
Step 3 of 3: Confirm the sharing actionWhat this shows Step 3 of 3: Confirm the sharing action.What this showsShows how to confirm for 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".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.Step 3 of 3Image 5 of 10How to confirmConfirm the sharing action.
Buttons and menus referencedContactsDocumentsShared Documents on Client PortalShare to Client Portal
All 3 steps in this procedure
Locate the file in the contact’s Documents area.
Click the three-dot menu. Select Share to Client Portal.
Confirm the sharing action. this image
The shared file becomes available to the contact in the Client Portal’s Shared Documents area.
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.
Log in to the Client Portal.
Click + Add Files in Shared Files section.
Step 2 of 3: Click + Add Files in Shared Files sectionWhat this shows Step 2 of 3: Click + Add Files in Shared Files section.What this showsShows what to click for 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".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.Step 2 of 3Image 6 of 10What to clickClick + Add Files in Shared Files section.
Buttons and menus referenced+ Add FilesShared FilesUpload
Next stepSelect one or more supported files from the device. Click Upload.All 3 steps in this procedure
Log in to the Client Portal.
Click + Add Files in Shared Files section. this image
Select one or more supported files from the device. Click Upload.
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 UploadWhat this shows Step 3 of 3: Select one or more supported files from the device.What this showsShows what to choose for 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".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.Step 3 of 3Image 7 of 10What to chooseSelect one or more supported files from the device. Click Upload.
Buttons and menus referencedUpload+ Add FilesShared Files
All 3 steps in this procedure
Log in to the Client Portal.
Click + Add Files in Shared Files section.
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.
Confirm that the contact you plan to use has access to the Client Portal and can open the Documents or Shared Documents area.
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…What this shows Step 2 of 7: Navigate to Automation → Workflows.What this showsShows where to go for 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".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.Step 2 of 7Image 8 of 10Where to goNavigate to Automation → Workflows. Click Create Workflow, or open an existing workflow.
Buttons and menus referencedAutomation → WorkflowsCreate WorkflowDocumentsShared DocumentsAdd New TriggerClient Portal File UploadedDocuments Received
Next stepAt the beginning of the workflow, click Add New Trigger. Search for and select Client Portal File Uploaded.All 7 steps in this procedure
Confirm that the contact you plan to use has access to the Client Portal and can open the Documents or Shared Documents area.
Navigate to Automation → Workflows. Click Create Workflow, or open an existing workflow. this image
At the beginning of the workflow, click Add New Trigger. Search for and select Client Portal File Uploaded.
Complete any trigger settings / filters needed
Click the plus button beneath the trigger to add the action that should occur after the upload. Common options include:
Add any additional actions, waits, or conditions required by your process. For example:
Save the workflow.
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…What this shows Step 3 of 7: At the beginning of the workflow, click Add New Trigger.What this showsShows what to choose for 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".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.Step 3 of 7Image 9 of 10What to chooseAt the beginning of the workflow, click Add New Trigger. Search for and select Client Portal File Uploaded.
Buttons and menus referencedAdd New TriggerClient Portal File UploadedDocumentsShared DocumentsAutomation → WorkflowsCreate WorkflowDocuments Received
Next stepComplete any trigger settings / filters neededAll 7 steps in this procedure
Confirm that the contact you plan to use has access to the Client Portal and can open the Documents or Shared Documents area.
Navigate to Automation → Workflows. Click Create Workflow, or open an existing workflow.
At the beginning of the workflow, click Add New Trigger. Search for and select Client Portal File Uploaded. this image
Complete any trigger settings / filters needed
Click the plus button beneath the trigger to add the action that should occur after the upload. Common options include:
Add any additional actions, waits, or conditions required by your process. For example:
Save the workflow.
Complete any trigger settings / filters needed
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…What this shows Step 5 of 7: Click the plus button beneath the trigger to add the action that should occur after the upload.What this showsShows what to click for 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".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.Step 5 of 7Image 10 of 10What to clickClick the plus button beneath the trigger to add the action that should occur after the upload. Common options include:
Buttons and menus referencedDocuments ReceivedDocumentsShared DocumentsAutomation → WorkflowsCreate WorkflowAdd New TriggerClient Portal File Uploaded
Next stepAdd any additional actions, waits, or conditions required by your process. For example:All 7 steps in this procedure
Confirm that the contact you plan to use has access to the Client Portal and can open the Documents or Shared Documents area.
Navigate to Automation → Workflows. Click Create Workflow, or open an existing workflow.
At the beginning of the workflow, click Add New Trigger. Search for and select Client Portal File Uploaded.
Complete any trigger settings / filters needed
Click the plus button beneath the trigger to add the action that should occur after the upload. Common options include: this image
Add any additional actions, waits, or conditions required by your process. For example:
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.
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.
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.
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 .
