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	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

Check out universal checklist settings that you can use in addition to the existing field settings.

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