Add a File Upload field to any Aesthetix CRM form so patients can attach photos and documents when they submit.
The File Upload field lets patients attach files directly to a form. This is useful when you need patients to send in intake photos, referral letters, insurance cards, or treatment-area images before their appointment. Once you build the field as a custom field, you can drag it onto any form, set it as required, and share the form link with your patients.
Note: Uploaded files often contain protected health information (PHI), such as ID photos, referral documents, and treatment-area photos. Store and access these files in line with your practice's HIPAA policies, and request only the files you genuinely need for care or scheduling.
The File Upload field is a custom field, so you build it once and reuse it across your forms. You can create it while editing a form or ahead of time under Settings > Custom Fields.
From the left menu, click Marketing.
Click Forms.
Click Add Form.
Click Start from Scratch, or select one of your existing forms from the list.
Click Add Form Element.
Click Custom Fields. Custom fields are fields you design to meet your practice's specific needs. You can also create them ahead of time by going to Settings and selecting Custom Fields.
Click Add Custom Fields.
Choose File Upload from the list of field options.
Click Next.
Give the field a name, such as "Upload File."
Select a Group for the field so it is organized with your other custom fields.
Select the allowed file type(s). You can select more than one type.
Click Save.
Note: Choose only the file types you actually need. Limiting accepted types keeps submissions clean and reduces the risk of patients uploading files you cannot use.
Locate the Upload File field, then drag it onto your form and drop it where you want it to appear.
To adjust the field, click it in your form. The editor opens in the right sidebar, where you can change the Title and Placeholder text, and set the field as required so patients cannot submit without attaching a file.
Click Save.
Click Integrate.
Click the option to copy the form link.
Paste the link into a browser, an email, a text message, or anywhere else you want patients to access the form.
Once patients open the form and submit their files, the uploads are attached to the submission so your team can review them.
Where do I create the File Upload field? You can create it directly inside the Forms Builder while adding a form element, or ahead of time under Settings > Custom Fields. Either way, it becomes a reusable custom field.
Can patients upload more than one file type? Yes. When you configure the field, you can select multiple allowed file types so patients can upload the different formats your practice accepts.
Can I make the File Upload field required? Yes. Click the field in your form to open the editor in the right sidebar, then set the field as required. Patients will not be able to submit the form without attaching a file.
Can I change the field's title and placeholder text? Yes. Click the field in your form to open the editor, then update the Title and Placeholder text so patients understand what to upload.
How do patients access the form? Click Integrate, copy the form link, and share it by email, text message, or on your website. You can paste the link anywhere you want patients to open and complete the form.
Where do the uploaded files go? Uploaded files are attached to the patient's form submission so your team can review them alongside the rest of the patient's responses.
Is it safe to collect patient files this way? Uploaded files frequently contain PHI, such as ID photos, referral documents, and treatment-area photos. Handle, store, and access them according to your practice's HIPAA policies, and only ask for files that are necessary.
Can I reuse the same File Upload field on other forms? Yes. Because it is a custom field, once you create it you can drag the same field onto any other form without rebuilding it.
