Edit, Archive, and Delete Practice Documents

Practice Administrators can edit, archive, or delete existing documents in the Library to ensure that users always have easy access to the most up-to-date practice documents. 

Each time a Library document is edited, archived, or deleted, the activity is recorded in your practice's activity log, offering a powerful audit trail.

Edit a Library Document

• Click Library > Document name
• Click the Edit  icon in the upper right corner.
• Edit the document Name, Description, Date, Portal eligibility, Requirements, and/or Access, or click the Replace File button to replace the current file with a newer version. If the document has been shared with clients on TherapyPortal, making any changes to the document will not affect any previous or existing document requests. Any edits to the document will be logged in the document's revision history.
• Click the Save Changes button.

Archive a Library Document

Note: Archiving a Library document will make the document inaccessible for all practice users except Practice Administrators. Archived documents will no longer be eligible for sharing with clients on the portal. To view previously archived documents, click the Show Archived Documents link above the list of documents.

• Click Library > Document name

• Click the Edit  icon in the upper right corner.
• Click the Archive File button.
• A warning dialog will appear to alert you that the document will no longer be visible to practice users who are not Practice Administrators. Click the Archive Document button.

Delete a Library Document

Note: Deleting a Library document will make the document inaccessible for all practice users.

• Click Library > Document name

• Click the Edit  icon in the upper right corner.
• Click the Delete File link.
• A warning dialog will appear to alert you that the document will be permanently deleted. Click the Delete Document button.

Please note that a document cannot be deleted if it has been sent to a client in a portal document request. In order to delete a Library document that has been shared with one or more clients, you must first delete the document from each client's chart. For further instructions, read Edit and Delete Client Documents. If you want to simply remove access to the document from other practice users, follow the instructions to archive the document above.

Document Revisions

To view the list of document revisions:

• Click Library > Document name

• Click the Revisions link at the bottom right corner.

• The Document Revisions will display in a dialog.

In a document's revision history, Practice Administrators can view changes made to the document over time and which user initiated those changes. Revisions are created each time a user uploads a document, replaces the file for a document, or edits the Document Name or Date.

If you need to delete a revision (for example, if you mistakenly replaced the existing document with the wrong file), click the grey  X next to the revision you wish to delete. Deleting a revision prevents future access to that revision. However, just like attempting to delete an entire Library document, a revision of a Library document cannot be deleted if it has been shared with a client.