How to Manage Documents in GoHighLevel
If you currently organize project files in ClickUp or similar tools and want a client-facing hub, the GoHighLevel client portal lets you centralize document sharing, requests, and approvals directly inside your CRM. This guide walks you through each step so you can manage client files in one secure workspace.
Using the client portal, your team can request documents, upload files on behalf of clients, and keep everything connected to contacts, opportunities, and projects inside your account.
Overview of GoHighLevel Document Management
The document management features in GoHighLevel are built around three key components:
- Client portal access for each contact
- Document requests tied to a specific contact record
- File uploads and approvals to keep information organized
Everything is handled within the CRM, so you no longer need long email chains or external links to gather and track client assets.
How the GoHighLevel Client Portal Works
The client portal provides a secure, client-facing view of documents, tasks, and requests connected to their account. Once you enable portal access, your contact can log in, see the documents you requested, upload files, and review any assets you have shared with them.
On the backend, you manage all portal-related settings from the contact record. This ensures each client only sees content related to their own account.
Enable Client Portal Access in GoHighLevel
Follow these steps to turn on portal access and start using document features with a contact:
- Open the contact record
In your CRM, navigate to Contacts and select the specific contact you want to enroll in the portal.
- Locate the client portal section
Within the contact panel, find the portal or client access area where you can manage login and permissions.
- Activate portal access
Enable the toggle or setting that allows this contact to access the GoHighLevel client portal.
- Confirm email and login details
Ensure the contact has a valid email address to receive portal invitations or login instructions.
Once access is enabled, you can begin sending document requests and sharing files with this contact via the portal.
Create a Document Request in GoHighLevel
Document requests guide clients through exactly what they need to send you. Use them for onboarding, compliance, or ongoing project work.
Step-by-Step: Set Up a New Document Request
- Open the contact in your CRM
From the contacts list, click on the contact that needs to upload documents.
- Go to the documents or requests tab
Inside the contact record, navigate to the section that lists existing document requests or files.
- Create a new request
Click the button to add or request new documents from this client.
- Specify the required documents
Add each item you need, such as IDs, contracts, proof of payment, or project assets.
- Set deadlines or notes
If available, include due dates or instructions to help the client understand requirements.
- Save and send the request
Once configured, send the request so it appears in the client portal and triggers any associated notifications.
The client will now see a clear list of required documents when they log into the portal.
Upload and Share Documents via GoHighLevel
You can upload documents yourself or let clients upload files directly into the portal. Both methods help keep everything under the same contact record.
Uploading Documents as an Admin
- Open the correct contact
Navigate to Contacts and select the contact you want to attach files to.
- Access the documents area
Within the contact record, go to the documents or files tab.
- Click to upload a file
Select the option to upload a document from your computer or cloud storage.
- Assign the document to a request (if needed)
Optionally link the file to an existing request so it is clearly associated with a specific requirement.
- Save and confirm visibility
Confirm whether the file should be visible in the client portal or for internal use only.
Allowing Clients to Upload Files in the Portal
When a client logs into their GoHighLevel portal, they can view open document requests and upload the requested files directly.
This typically involves:
- Logging into the portal with their email and password
- Opening the Documents or Requests section
- Selecting the relevant request
- Uploading the file from their device
Once uploaded, the document is stored under their contact record in your CRM, making review and approval simple.
Review, Approve, and Manage Documents
After documents are uploaded, you can manage their status to keep your workflows moving smoothly.
Managing Document Status in GoHighLevel
- Open the contact and go to documents
Find all files associated with that client.
- Review each uploaded file
Open documents to verify completeness, accuracy, and compliance.
- Update the status
Mark documents as approved, pending, or rejected based on your internal standards.
- Leave notes or comments
If applicable, add internal notes so your team understands the history or issues with a file.
These statuses help your team see at a glance which items are still outstanding and which have been fully processed.
Best Practices for Organizing Documents in GoHighLevel
To get the most from your document workflow, structure your system with clear standards.
- Use consistent naming conventions
Name files by client, date, and type (for example: clientname-contract-2025-01.pdf).
- Group documents by process
Create document requests for onboarding, renewals, and special projects instead of mixing everything together.
- Keep sensitive files secure
Limit visibility of internal documents that clients should not see in the portal.
- Regularly audit older files
Archive or remove outdated items to keep each contact’s document list clean and simple.
Connecting GoHighLevel to Broader Systems
If you use other tools for operations or marketing, you can align them strategically with your document workflows.
For advanced CRM design, automation strategy, and funnel optimization around client portals, you can work with specialists such as Consultevo to map document handling into your larger system architecture.
Learn More About GoHighLevel Document Features
For the most detailed and current technical instructions, refer to the official help documentation. The original tutorial on document sharing and client portal features is available here: How to Share and Manage Documents via Client Portal and CRM.
By enabling the client portal, creating structured document requests, and keeping files organized in your CRM, you can use GoHighLevel as a central hub for secure client collaboration and streamlined onboarding.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your GHL , work with ConsultEvo — trusted GoHighLevel Partners.
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