> ## Documentation Index > Fetch the complete documentation index at: https://visaflo.ca/knowledge-base/llms.txt > Use this file to discover all available pages before exploring further. # How file upload, folders, merging, compression, and storage work > Keep case evidence, generated outputs, and client-ready documents organized so the right version is easy to find and review. ## Files are part of the case record Use the case file manager for source evidence, client uploads, generated documents, and final outputs that belong to a specific matter. A clear file structure makes drafting, review, sharing, and submission preparation faster because every staff member can see which documents are source material and which are outputs. ## Use a small, repeatable folder structure Begin with a structure your whole team can follow, such as: * **Client evidence:** identity, financial, relationship, employment, or other source documents. * **Forms and drafts:** working questionnaires, generated forms, and draft letters. * **Agreements and signed outputs:** approved agreements and signed copies. * **Submission or correspondence:** filed copies, receipts, and external communication. Do not create a new folder for every one-off document. Add a folder only when it helps a reviewer find a group of files repeatedly. Case file manager with an organized document folder ## Choose the right action | Need | Use | Before you continue | | -------------------------------------- | ---------------------------------------------------------------- | -------------------------------------------------------------------------------- | | Add a document to the case | [Upload Files](/knowledge-base/files/upload-files) | Check the active folder and use a clear name. | | Give staff a local copy | [Download Files](/knowledge-base/files/download-files) | Select only the allowed files; use a restricted shared link for external access. | | Create one PDF from several PDFs | [Merge Files](/knowledge-base/files/merge-files) | Confirm file order and review the merged output. | | Reduce an image or PDF size | [Compress a file](/knowledge-base/files/compress-file) | Keep the original until the compressed copy is readable and accepted. | | Send a limited document set externally | [Document shares](/knowledge-base/collaboration/document-shares) | Check exactly what a recipient can access and for how long. | ## Request documents from clients Use questionnaire upload requests when you need the client to provide a specific document as part of information collection. Use the case file manager for staff organization after the file is received. This separation keeps a client request tied to the questionnaire while keeping the final case record usable by the team. ## Keep versions reviewable Do not overwrite a meaningful source document just because a revised copy arrived. Use names that show the document purpose and version, then open the file before relying on it for drafting, signing, or submission. When you merge or compress a document, treat the result as a new output and check every page. ## IMM PDF note Some IMM PDFs use XFA formatting and can behave differently from regular PDFs. If a file action is unavailable or the result does not behave as expected, retain the original and use the product workflow only after checking the output. Do not submit a modified form without reviewing it in the destination system. ## Troubleshooting If an expected client upload is missing, check the questionnaire request and the case folder before asking the client to upload again. If a file will not open, generated documents do not appear in the case, or an upload limit blocks progress, keep the case ID and file name for support.