File Upload

Introduction

The file upload field in Unifize checklists allows you to attach relevant documents directly within a workflow step. Whether it's a spec sheet, test report, drawing, or any other supporting file, this field keeps everything organized and accessible in one place. Depending on how your admin has configured the checklist, you can pick files from your computer, Unifize file store, or linked cloud services like Microsoft 365 SharePoint and OneDrive.

What end users can do with file upload

When interacting with a file upload field, you can:

• Upload or attach files from available sources such as your computer or Unifize file store.

• Link existing files from Microsoft SharePoint or OneDrive (if enabled).

• Create new files like Word, Excel, or PowerPoint documents directly from Unifize (if the admin has enabled this).

• Preview or open files directly in your browser, especially for Microsoft 365 formats.

• Download files to your local system if you have view access.

Note: What you see in the checklist’s “Pick source” menu (e.g., computer, SharePoint, create new file) depends on your organization's configuration.

How file upload helps you

This field simplifies collaboration by:

• Centralizing documents within the process record, ensuring team members always refer to the correct file version.

• Eliminating manual handoffs of documents via email or chats.

• Supporting compliance and traceability, as all uploads are recorded against the checklist activity.

• Improving collaboration, especially with shared document types that can be co-authored using Microsoft 365.

Technical workflow

Here’s what your experience typically looks like:

1. Open the checklist for a record.

2. Locate the field labeled something like “Attach file” or as configured.

3. Click + Attach File to open the “Pick source” menu.

4. Choose one of the following options:

   • Unifize file store – files previously uploaded in Unifize

   • Computer – upload a local file

   • Add from SharePoint / OneDrive – browse and link a cloud document

   • Create new Word / Excel / PowerPoint file (365) – create and attach a new Microsoft file

5. Once selected, the file appears inline in the checklist.

6. You can click the file to view it or open it in the appropriate app (e.g., Microsoft Word Online).

Roles and permissions

Role	Capabilities
Org member	Upload, link, create, and view files (based on field permissions and M365 access)
Viewer	View only the attached files (if they have file-level permissions)
External user	Cannot access files unless granted explicit permission through Microsoft 365

If you do not see certain options (e.g., SharePoint upload or create new file), your admin may not have enabled them for your process.

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