# File Upload ### Introduction The file upload field in Unifize checklists allows admins to configure how users attach and access documents within workflows. You can control upload sources, preview behaviors, file limits, and integrations such as Microsoft 365 SharePoint. This setup ensures that file management is aligned with organizational policies for collaboration, security, and compliance.
### Capabilities Admins can configure the file upload field to: * Enable one or multiple file uploads * Define upload sources (computer, Unifize file store, SharePoint/OneDrive) * Set a default file or placeholder * Decide preview behavior and manage view settings * Enable file creation from Microsoft 365 (Word, Excel, PowerPoint) * Grant edit access to chatroom members (if using SharePoint integration) * Control sorting of uploaded files ### Configuration steps To configure a file upload field: 1. Go to **Process Builder > Checklist Fields** 2. Add or edit a field with type **File upload** 3. Under **File Field Settings**, configure: * **Placeholder text** (e.g., Upload spec sheet) * **Consumption options**: Allow single or multiple file uploads * **Preview options**: Choose whether to show full previews * **Manage view behavior**: Set default action to preview or download * **Sort by**: Date or Name * **Default file** (optional) * **Upload options**: Choose from Computer, Unifize file store, and Office 365 SharePoint/OneDrive * If using Microsoft 365: * Configure the SharePoint folder path * Choose whether created files can be edited by chatroom members Once configured, click **Update Field Settings**. ### Roles and permissions | Role | Capabilities | | ------------- | ----------------------------------------------------------------------------- | | Admin | Create/edit file fields, define upload types, configure Microsoft 365 options | | Org member | Upload files, create new files, or link from cloud storage if permitted | | Viewer | Can only view files if they have access permissions | | External user | No file access unless granted SharePoint-level permissions explicitly | > SharePoint file access is governed by Microsoft 365 permissions, not Unifize roles. ### Technical workflow Here’s how the setup and usage flow works: 1. Admin adds a file upload field in a checklist 2. Admin configures allowed upload types and permissions 3. User clicks **+ Attach File** during checklist use 4. A “Pick source” menu appears with available options 5. User selects or creates a file 6. File is displayed in the checklist field with preview or download enabled 7. Access to files is managed via Unifize (for internal files) or Microsoft 365 (for SharePoint) ### File upload settings | Setting name | Description | Use case | | ---------------------------------------- | -------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------- | | Placeholder | Text shown inside the field before a file is uploaded | Use it to guide users on what kind of file to upload (e.g., "Upload test report") | | Allow single | Limits the field to only one uploaded file | Use in processes where only a single document is expected (e.g., signed contract) | | Allow multiple | Allows users to upload multiple files in the same field | Useful for collecting supporting documents or grouped evidence in one step | | Show full preview | Displays an inline preview of files directly in the checklist | Helps reviewers quickly view PDFs, Word docs, etc., without downloading | | Preview (manage view) | Sets default behavior to open files in preview mode | Best for documents like drawings or SOPs that are referenced but not downloaded | | Download (manage view) | Sets default behavior to trigger file download | Preferred when files need to be saved offline or printed | | Sort by: Date | Sorts uploaded files by date (most recent first) | Use when file recency is critical (e.g., inspection photos or test data) | | Sort by: Name | Sorts uploaded files alphabetically | Useful when files are consistently named or follow naming conventions | | Default file | Allows a file to be pre-set for the field | Useful when the same base template or reference file is used every time | | Suppress notifications on default values | Prevents system notifications when a default file is used | Helps avoid notification fatigue in high-volume workflows | | Upload from computer | Enables uploading files directly from a user's device | Default option for most users who store files locally | | Unifize file store | Allows reuse of files already uploaded to Unifize | Useful for referencing shared documents or templates already stored in the platform | | Office 365 OneDrive / SharePoint | Allows linking or creating files via Microsoft 365 (not stored in Unifize) | Ideal for teams using SharePoint for document control, with co-authoring or versioning needs | ### File upload options | Upload type | How it works | | -------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------- | | Upload from computer | Lets the user select and upload a local file directly from their device | | Unifize file store | Allows selecting a previously uploaded file from the organization’s Unifize storage | | [Office 365 OneDrive / SharePoint](https://docs.unifize.com/manage/processes/checklist/file-upload/sharepoint) | Lets the user pick or create a file using the Microsoft 365 file picker. Files are stored in SharePoint and remain linked, not uploaded to Unifize | ### Conditions field | Setting name | Description | Use case | | --------------------------- | ------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------- | | **Condition (Field)** | Defines which form or checklist field triggers the logic. | Use a checkbox like “Is External Approval Required?” to control if a document upload field should be shown. | | **Qualifier (Value)** | The specific value of the condition field that triggers the action. | Trigger condition when dropdown field “Approval Type” is equal to “Regulatory.” | | **+ Add condition (AND)** | Combine two or more conditions to control file field logic. | Only show “Upload Root Cause Analysis” if Status = “Investigation Complete” **AND** Severity = “High.” | | **Mandatory if not hidden** | File becomes mandatory only when visible due to a condition. | Ensure that “Upload Signature Sheet” is required **only if** it becomes visible after selecting “Needs Sign-off.” | Check out [universal checklist settings](https://docs.unifize.com/manage/processes/checklist/universal-checklist-settings) that you can use in addition to the existing field settings. 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