Using the Egnyte Integration

Overview

The Egnyte integration brings file storage and collaboration directly into Practifi. Instead of hunting through email attachments, shared drives, or external cloud services, you can store, organize, and access all client documents right on the client’s record in Practifi. Files are automatically organized by client, accessible from multiple devices, and shareable with team members and external partners who don’t need Practifi licenses.

This article covers how to work with files through the Egnyte integration in your daily workflow, including uploading, navigating, and sharing documents. For details on setting up the integration, see our article on Enabling the Egnyte Integration.

• Understanding How the Integration Works
• Viewing and Uploading Files
• Navigating the Folder Structure
• Sharing Files
• Accessing Files Outside Practifi
• Frequently Asked Questions

Understanding How the Integration Works

Egnyte integrates with Practifi through a managed package that embeds a file browser directly into client records. When your administrator installs and configures the package, an Egnyte section appears on Client, Prospect, and Opportunity records, providing direct access to each record’s file folder.

The integration automatically organizes files into a folder hierarchy that mirrors your Practifi record structure. At the top level is the Egnyte Shared Directory, which contains folders for each object type (Prospects, Clients, Opportunities) with subfolders for individual records. Your administrator may have configured folder templates that create standard subfolders (Documents, Agreements, Compliance) whenever new records are created.

Practifi provides the organizational context. Record names and types from Practifi determine how Egnyte organizes its folders. When you upload a file while viewing a specific client record, that file automatically lands in the correct client folder. File content itself lives entirely in Egnyte. No file data flows back into Practifi fields.

Practifi

→ OUTBOUND  Record Names, Object Types, Folder Organization

Egnyte

Practifi record structure determines Egnyte folder organization. File content stays in Egnyte.

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Viewing and Uploading Files

The Egnyte section on a client record displays a file browser for that specific client’s folder. You can see all files and subfolders associated with the client without leaving Practifi.

To view files:

1. Open any Client, Prospect, or Opportunity record in Practifi.
2. Scroll to the Egnyte section on the record page.
3. The file browser displays the folder structure and files for that record.

To upload files, drag them directly into the Egnyte browser window or use the Upload Files button if available. Files are automatically stored in the correct client folder based on the record you’re viewing. Uploaded files appear immediately in the Egnyte browser and sync to the Egnyte Web UI, mobile app, and desktop app within moments.

Please note: If you don’t see the Egnyte section on a record, your administrator may not have enabled Egnyte for your user profile or record type. Contact your administrator to verify your permission set assignments.

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Navigating the Folder Structure

The Egnyte file browser works like any standard folder browser. Click a folder name to open it and see its contents. The breadcrumb path at the top shows your current location (for example, Client Name → Documents → 2025 Files). Click any item in the breadcrumb to navigate back up the hierarchy.

If your administrator configured folder templates, you may see standard subfolders already created for each client (Documents, Agreements, Compliance, Insurance Policies). You can also create custom folders to organize files by year, document type, or any structure that fits your workflow. Use clear, descriptive folder names so teammates can find files quickly, and avoid nesting more than three or four levels deep.

When a Prospect converts to a Client, all files automatically copy from the Prospect folder to the new Client folder. You don’t need to move or re-upload anything manually.

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Sharing Files

Egnyte allows you to share files with people who don’t have Practifi licenses, which is especially useful for collaborating with operations staff, external advisors, clients, accountants, and attorneys. Instead of emailing attachments, you share an Egnyte folder or file, and everyone accesses the same master copy.

To share from Practifi, right-click the file or folder in the Egnyte browser section, click Share, enter the recipient’s email address, choose a permission level, and click Get share link or Email link. Recipients receive an email with an access link. No Egnyte account is required.

Two permission levels are available:

• Viewer: Recipients can view and download files, but cannot edit, upload, or delete them. Use this for clients, auditors, and attorneys who need to see documents without modifying them.
• Editor: Recipients can view, download, edit, and upload files. Use this for team members and partners who actively collaborate on documents.

For advanced sharing options (managing existing permissions, generating public links, sharing with multiple recipients), use the Egnyte Web UI directly in your browser.

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Accessing Files Outside Practifi

Beyond a Practifi record page, your files are accessible from several additional locations, all kept in sync:

• Egnyte Web UI: Access your full file library from any browser at your firm’s Egnyte domain (typically yourcompany.egnyte.com). The Web UI provides advanced features, such as version history, search, and collaboration comments.
• Mobile app: The Egnyte app for iOS and Android lets you browse, download, upload, and share files from your phone or tablet. Files you upload from your mobile device sync to Practifi and the Web UI within minutes.
• Desktop sync app: Synchronizes your Egnyte folders to your computer, so you can work with files using native applications (Word, Excel, PDF readers) and have changes automatically sync back to Egnyte. This is useful for offline access.

All versions stay synchronized, so changes made in any location appear everywhere. If you upload a file from your phone, it appears in the Practifi menu and the Web UI. If you edit a file via the desktop app, that change syncs back to Egnyte and is visible to your team.

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Frequently Asked Questions

How Much Storage Space Do I Have?

Egnyte provides unlimited storage as part of the integration. There is no quota to manage.

Can I Access Files Offline?

The Practifi Egnyte menu and Web UI require an internet connection. However, the mobile app supports downloading files for offline viewing, and the desktop sync app synchronizes files to your computer for offline access. Changes made offline sync back to Egnyte when you reconnect.

What Happens When a Prospect Converts to a Client?

All files from the prospect folder are automatically copied to the new client folder. The copy happens in the background and typically completes within a few minutes. After conversion, you can access the prospect’s historical documents from the new client record.

Can My Team Members See the Same Files?

Yes. If you and a team member both have Egnyte access and can view the same client record in Practifi, you both see the same files. Everyone works with a single master copy, which eliminates version control problems.

What If I Upload a File With the Same Name as an Existing File?

Egnyte typically creates a new version of the file or renames the new upload with a number (for example, “Document (2).pdf”). Check whether a file already exists before uploading to avoid duplicates.

The Egnyte File Browser Shows an Error or a Blank Screen. What Should I Do?

Refresh the page and wait for the connection to re-establish. If the issue persists, try clearing your browser cache or opening an Incognito/Private window. If none of these steps resolve it, contact your administrator to check the Egnyte connection settings.

I Accidentally Deleted a File. Can It Be Recovered?

Contact your Egnyte administrator or Egnyte support at [e-mail] as soon as possible. Egnyte maintains backup copies of deleted files and may be able to restore the file if requested promptly.