Upload a paper to its row

Where to find it

Open the file → row → "Upload here" (or drop the file on the row)

1. Open the file and find the row. Press "Upload here" or drop the file on it.
2. When you press "Accept" or "Discard" on a paper in the mosaic, the paper leaves at once and the header says "Filing…" or "Discarding…" while the server answers; it only comes back into view if the server rejects it or asks you something. The file checks the paper behind the scenes and only asks you two things: "Is this paper the one that goes here?" when what it reads contradicts the row, and "Is this paper this person's?" when the name on the paper does not match the file. A paper it already learned from you (same form, confirmed once in this clinic) is recognized on its own, even if the reading was hesitant; if it could not read whose it is, it asks you to confirm the person and with your "yes" it enters directly. "Yes, it is the correct one" answers at once; the full recheck of the file runs behind and the screen refreshes by itself. While the server is still checking, the row in the index keeps spinning and says "Checking…"; it stops on its own with the verdict.
3. The packet row is a drawer and works apart: all its sheets fit at once and it does not check what each one is. It only checks whose it is (by the name printed on it) and recognizes the sheet the law requires; if it cannot, the row lets you "Link" it. If it could not read whose it is, it asks "Is this paper this person's?" and with your "yes" it enters directly. The drawer never asks for a date.
4. When the system reads a date on the paper, the row shows it already filled in and says which date it is: the expiration, the date of the paper, or whatever that row requires. If the reading is clear (printed and sure, or handwritten and confirmed by a second reading), the date enters by itself when the paper enters its row, and the row does not ask. A paper that only prints month and year (a CPR card with "Renew By 09/2028") enters as that month: if it is an expiration, it is valid through the last day; if it is the date something was done (signed, examined, completed), it counts from the 1st of that month, which is all the paper proves. It only asks when it cannot be sure: then confirm or correct it with the paper in view. If you type a date that differs from what the system read on the paper, the field turns yellow, it says "We don't think this is the date", and for two seconds it highlights on the paper where it saw the date. Nothing is saved yet: check it, change it or confirm it again, and your date is the one that counts. Once you have confirmed a date on a form, the next identical form enters its date by itself, without asking. If you correct a date that entered by itself, the bell tells you which paper and both dates; if it happens twice in 30 days with the same form, the system stops entering it by itself and asks again. A handwritten date on a form it already knows can also enter by itself: the system reads it two separate ways and only accepts it when both agree; otherwise it asks you.
5. A date already accepted for this paper does not need another confirmation. If a required date remains unresolved, review it in the row or its document viewer: expiration, verification, examination or signature. Compare it with the paper and correct it if necessary (MM/DD/YYYY). And if a date already saved is wrong (it came in on its own or someone typed it), click the "Updated · …" date on the paper's bar: the row shows you the saved date with the paper in front of you, you change it and confirm; "Leave it as it is" closes without touching anything. And the "Ctrl + wheel: zoom in or out" hint always stays in the corner of the paper. Correcting a date that came in on its own rings the bell as always.
6. Some deadlines depend on two papers, such as a physician notice and its fax confirmation. Both dates must be resolved. Correcting either date recalculates the deadline; a date already accepted on one paper does not need to be confirmed again because the other paper is pending.
7. When automatic date reading is enabled, a processing retry reuses a reading that was already saved for the same paper and version. If the reading could not be saved, it may need to run again. An interrupted process does not mean its dates have been accepted.
8. A custom row can read its expiration when its document type defines that field. It keeps the name and type chosen by your office. If the date cannot be resolved, review it in the row; it stays pending until the required date is accepted. Custom rows without that field definition keep manual date entry. Archive-only rows do not acquire an expiration requirement.
9. The paper is archived, the row turns green and the history records who uploaded it.
10. When reviewing an individual date, use "Leave pending" if the paper does not show the required date clearly. If another session changed the paper, review the refreshed date before saving again.
11. When pages are joined, the new paper must be rebuilt. Dates and deadlines from the earlier composition stay pending until the new paper is checked; the previous PDF is not the joined paper.
12. With automatic date handling enabled, a field already confirmed for those same pages keeps its confirmation when the finished PDF arrives. A later correction or an explicit pending decision is preserved. A different set of pages does not inherit that confirmation.
13. The next time, "Re-upload" replaces it with the new version; the previous one stays in "Previous versions".

If a row does not take the paper

The row tells you the reason and what to do: the file is over 50 MB, the format is not a PDF or a photo, the row needs the expiration date first, the record is not active, or that same paper is already filed somewhere (it tells you where). If it says the box is not in this record’s list, that one is on us: refresh the page and, if it shows again, tell us.

Related instructions

• Papers to place: a whole folder in one go →
• Fixing a scanned sheet: rotate, split, move, discard →