Documents & Notes

📄 Documents

Each case has a Documents tab where you can manage all the files attached to the case or its clients.

⬆️ Uploading Documents

1. Open the case
2. Go to the Documents tab
3. Click Upload or just drag and drop your files
4. Files are stored safely and linked to the case 🔒

⬇️ Downloading Documents

You can download one file at a time by clicking the download icon next to it.

To download everything at once, click Download All. The file bundle is created in the background — you can keep working while it's being prepared! Once it's ready, the download starts on its own and you get an email with a link that works for 24 hours. 📧

INFO

If there are lots of files, it might take a few minutes to bundle them up. You don't need to stay on the page — the email will have the download link.

🔐 Secure Document Sharing

Staff can share a case document with contacts linked to the case by email, SMS, or both.

1. Open the case
2. Go to the Documents tab
3. Open the document menu
4. Click Share
5. Choose the contact and delivery method
6. Click Share

Recipients get a secure link. They verify with a one-time code before they can download the document. Kayse records share, verification, and access activity in the audit log.

TIP

Email sharing requires an email address. SMS sharing requires an active mobile phone that has not opted out.

📂 Client Documents vs. Case Documents

The Documents tab has two sub-tabs:

Tab	What's Inside
Case Documents	Files attached directly to the case
Client Documents	Files attached to the case's clients

Both support downloading one at a time or all at once! 📥

🔔 Document Upload Notifications

When a client uploads a document to a case, the staff members assigned to that case get notified:

• In-app notification — Shows up in the notification bell 🔔. It tells you the document type (like Task, Link, App, or Document) and the case name.
• Email notification — Sent to each assigned team member with a direct link to the uploaded file. 📧

Clicking an in-app notification takes you straight to the Client Documents tab and highlights the specific document so you can find it easily. ✨

TIP

Notifications are only sent when clients upload documents (or use secure links) — not when staff members upload them.

📝 Case Notes

Add notes inside a case to keep track of important info:

Note Features

Feature	Description
Rich Text	Style your notes with formatting ✏️
Attachments	Add files to your notes 📎
Mentions	Tag team members so they know 👋
Timestamps	Date and time are tracked automatically 🕐
Author	Shows who wrote the note

🏥 Condition Notes

Track specific conditions or special situations:

1. Open the case
2. Go to the Notes tab
3. Click Add Condition Note
4. Type in the details
5. Set how important it is if needed

📜 Case Activity Log

See everything that's happened on a case:

Tracked Events

Event Type	Description
Status Changes	When the case moved to a new status
Field Updates	When any info was changed
Assignments	When staff were added or removed
Communications	Calls, texts, and emails 💬
Tasks	When tasks were created or finished ✅
Notes	When notes were added or edited 📝
Documents	When files were uploaded or removed 📄
Compliance	Call preference changes, DNC checks, and data access audits 🔒

🕐 Activity History

See the full timeline of everything:

1. Open the case
2. Go to the Activity tab
3. See a list of all events in order
4. Filter by event type to find what you need
5. Click on any event for more details