File Management provides a centralized location for storing, organizing, and distributing documents throughout Aaniie. Unlike Client Files or Staff Files, which are tied to a specific individual, File Management is designed for agency-wide resources, policies, manuals, forms, and other shared documents.
Understanding the difference between Client Files and File Management is important because each serves a different purpose.
Client Files are intended for documents related to a specific client, such as:
Care Plans
Service Instructions
Client-Specific Documentation
Individual Reference Materials
File Management is intended for documents that are shared across groups of users, such as:
Employee Handbooks
PTO Policies
Training Materials
Agency Forms
General Reference Documents
Navigate to:
Menu → Resources → File Management
Within File Management, you will see various directories that can be used to organize and distribute documents throughout the system.
The My Aaniie directory is the primary distribution area used to provide documents to specific user roles.
Within this directory are subfolders for different roles, such as:
Caregivers
Client Managers
Staff Managers
Accountants
Administrators
Documents uploaded into these folders become available to users assigned to those roles.
The Manuals directory serves as a storage location for agency documentation and reference materials.
Examples include:
Employee Manuals
Procedure Guides
Internal Documentation
Training Resources
Access to Manuals is generally limited to Staff Manager level users and above.
The Paper Forms directory provides a location for storing blank forms and printable agency documents.
Examples include:
Intake Forms
Assessment Forms
Agency Templates
Printable Documents
Access to Paper Forms is generally limited to Staff Manager level users and above.
Client Files are accessed through an individual client's profile and are intended only for documents related to that specific client.
When caregivers are clocked into a client's shift, they can access Client Files associated with that client.
Examples include:
Care Plans
Client Instructions
Client-Specific Reference Documents
Client Files should only contain information directly related to that individual client.
File Management should contain general documents intended for groups of users.
Examples include:
Employee Handbook
PTO Policy
Orientation Materials
Agency Procedures
These documents should not contain client-specific information.
Documents uploaded to the Caregiver folder within My Aaniie become available to caregivers through the mobile app.
Caregivers access these documents through:
Resources
within the mobile application.
Employee Handbook
Agency Policies
Training Materials
Users can select documents and choose to download them for viewing.
Downloading a document does not save the file directly onto the caregiver's device.
Instead, the document is made viewable within the application itself.
This provides access to documents while maintaining greater control over distribution.
To upload a document:
Navigate to the desired folder.
Click Add Files.
Select the file from your computer.
Optionally rename the document.
Click File Up to complete the upload.
Uploading is a two-step process:
Add Files
File Up
The document will not appear until both steps are completed.
The folder where a document is uploaded determines who can view it.
If a document is uploaded to:
My Aaniie → Caregivers
Only caregivers will see the document in their Resources section.
If a document is uploaded to:
My Aaniie → Client Managers
Only Client Managers will have access to that document.
Currently, documents are tied to the folder in which they are uploaded.
If a document should be available to multiple groups:
Caregivers
Client Managers
Staff Managers
the document must be uploaded separately into each folder.
Uploading a file does not generate automatic notifications to users.
After uploading a document:
Use Message Center.
Notify the intended audience that a new document is available.
Provide instructions on where to locate the document.
File Management and Required Materials are separate features.
While a Required Material can instruct users to review a document, there is currently no direct link between a Required Material and a File Management document.
Required Material:
"Review New Employee Handbook"
The handbook would still need to be uploaded to File Management, and users would need to navigate there separately to view it.
Some agencies use Certifications or Credentials to track annual reviews of policies and procedures.
Examples include:
Employee Handbook Review
HIPAA Review
Annual Compliance Training
This allows managers to monitor completion and expiration dates through certification tracking and reporting.
Additional directories can be created within File Management.
HR Documents
Orientation Materials
Compliance Documents
Operations Procedures
Custom directories function similarly to Manuals and Paper Forms unless otherwise configured.
Administrators can access:
Resources
Manuals
Paper Forms
Additional File Management directories
through the mobile application.
Most non-administrator users only see documents that have been specifically distributed to their assigned folders within My Aaniie.
Store in:
Client Files
Store in:
My Aaniie → Caregivers
Store in:
My Aaniie → Caregivers
Store in:
My Aaniie → Client Managers
Store in:
My Aaniie → Staff Managers
Store in:
Paper Forms
Store client-specific documents in Client Files.
Store agency-wide documents in File Management.
Upload documents to the appropriate role folders.
Use Message Center to notify users about new documents.
Keep employee handbooks and policies in Caregiver Resources.
Use Certifications for annual policy acknowledgments.
Organize documents into logical directories.
| Document Type | Recommended Location |
|---|---|
| Care Plan | Client Files |
| Client Instructions | Client Files |
| Employee Handbook | My Aaniie → Caregivers |
| PTO Policy | My Aaniie → Caregivers |
| Assessment Procedures | My Aaniie → Client Managers |
| Internal Management Documents | My Aaniie → Staff Managers |
| Blank Forms | Paper Forms |
| Agency Manuals | Manuals |
File Management provides a centralized document repository for agency-wide resources, while Client Files are intended for client-specific documentation. By uploading documents into the appropriate My Aaniie role folders, agencies can distribute resources to caregivers, managers, and office staff while maintaining appropriate visibility and organization.