Documents overview

Assure Pro keeps every document scoped to one client. There’s no firm-wide file dump — documents live inside a client’s folders. The cross-client AI Review Queue and the firm-only Internal Documents view are the only places you’ll work across clients.

[Screenshot: Documents browser with the clients sidebar and a folder open]

Where to find documents

Surface	What you’ll do there
Documents in the sidebar	The firm-wide entry point. A clients sidebar on the left, the selected client’s folders on the right. The Internal Documents entry sits in this sidebar for firm-only files across clients.
Client → Documents tab	Same view scoped to one client. No Internal Documents entry here.
Engagement → Documents	Documents linked to a specific engagement. A subset of the client’s documents, filtered to that engagement.
Documents → AI Review Queue	The classification and extraction queue. Covered in the Intake module.

The two zones of the browser


┌──────────────────────────────────────────────────────────────┐
│                                                              │
│  Clients (sidebar)         │  Folders + files                │
│  ─ Search clients          │  ─ Breadcrumb                   │
│  ─ j/k to nav, / to search │  ─ Search files                 │
│                            │  ─ List or grid                 │
│  ▾ Rivera, Jane            │  ─ Upload / Request documents   │
│  ▾ Patel, Sandeep          │                                 │
│  ▾ Singh, Baldeep          │  ┌────────────────────────────┐ │
│                            │  │ 📁 2024 Tax Year           │ │
│  Internal Documents (12)   │  │ 📁 Client Documents        │ │
│                            │  │ 📄 W-2 — Acme Inc          │ │
│                            │  │ 📄 1099-NEC — Stripe       │ │
│                            │  └────────────────────────────┘ │
└──────────────────────────────────────────────────────────────┘

Keyboard shortcuts in the clients sidebar

j or ↓ — next client
k or ↑ — previous client
/ — focus the search

Keyboard shortcuts in the file area

Cmd+A — select every file in view
Esc — clear selection
Delete or Backspace — open the bulk-trash confirm (when one or more files are selected)

Where documents come from

Firm-side upload — drag onto the browser, click Upload, or pick from the file picker. Goes into the currently-selected folder, or to Unsorted if you’re at the root.
Client portal upload — clients upload through their portal. Files land in the same per-client folder tree, in Unsorted unless they were requested through a document request.
Intake organizer uploads — when an organizer asks for “W-2”, the client’s upload attaches to that organizer item. The file also appears in the client’s documents.
E-sign output — when a signing package completes, the rendered PDF lands in the client’s documents.

Shared vs internal documents

Every document has a visibility:

Visibility	Who sees it
Shared	Firm and the client’s portal contacts (owners, editors, viewers).
Internal	Firm users only. The client never sees these.

Use Internal for:

Workpapers and analysis
Internal review notes
The signed PDF before it’s been delivered to the client
Drafts of correspondence

The Internal Documents entry in the firm-wide Documents page lets you see every internal file across every client in one list. Handy for “where’s that workpaper I dragged in last week?” without remembering which client.

To change visibility for a single file, click the visibility icon on its row. To change many at once, select them and use the bulk-action bar at the bottom — Make internal or Share.

Unsorted vs folders

Every client has an Unsorted bucket — documents that haven’t been moved into a folder. The root listing shows them (when no folder is selected). Pick a folder from the sidebar to see only that folder’s files.

Apply a folder template to set up a client’s tree quickly — 2024 Tax Year > Source Documents > W-2s and so on.

What you can do today

Upload (drag-drop or file picker)
View as a list or a grid (your choice is remembered)
Search by filename and sort by name, type, date, or size
Move files between folders (drag, kebab menu, or bulk move)
Rename, trash, or restore
Toggle visibility (shared or internal)
Create, rename, or delete folders
Apply a folder template
Request documents from clients (a chase list with a portal notification)
Use the AI Review Queue for classification and extraction
Preview PDFs and images in the in-app drawer

What’s not in the current version: e-sign without an engagement letter (use E-sign packages), document versioning, lock-on-edit. Trash is soft-delete with restore — no time-bound retention.

File-type and size limits

Limit	Value
Max file size	25 MB per file
Max folder depth	5 levels
Max folders per client	100
Accepted file types	PDF, JPEG, PNG, TIFF, DOCX, XLSX, CSV

Files larger than 25 MB are refused at upload. To deliver a large PDF, split it first or use a secure link in a conversation.

Permissions

Action	Who can do it
View documents	Anyone with permission to view documents
Upload	Anyone with permission to upload documents
Move, rename, or change visibility	Anyone with permission to edit documents
Trash or restore	Anyone with permission to delete documents
Apply or manage folder templates	Anyone with permission to edit firm settings

Non-admin users see only files for clients they’re assigned to. The Internal Documents view follows the same scoping.

Browsing & uploading — the two-pane browser in detail.
Folders & templates — folder structures and folder template setup.
Requesting documents — the chase-list dialog.
Document types & categories — the document type catalog that drives extraction.