Attachments

Attachments are files that have been added to a supported content type instead of a folder channel.

Attachments on a post appear below the post.

Sections in this article:

Considerations and caveats

What supports attachments

You can add attachments to the following types of content:

  • Blog posts
  • Calendar events
  • Comments (excluding Comments on Tasks)
  • Forum topics/replies
  • Microblog posts
  • Wiki articles

Access rules

Attachments have the same access rules as the content that they are attached to.

Limitations

Keep in mind the following when adding attachments to content:

  • Content (blog post, comment, etc.) can have a maximum of 20 attachments.
  • Attachments have the same size limit as the rest of your workplace, typically 2GB.

Search indexing

Attachments have their metadata indexed (e.g., title, description, comments, and file name). In addition to this information, files of the following types that are smaller than 10MB also have their text indexed:

  • pdf,
  • doc
  • docx
  • ppt
  • pptx
  • msg
  • txt
  • xls
  • xlsx

For more information about search, see Search.

Uploading the file to a Folder Channel instead

If the file is something that many people will need to access directly, or it is going to be embedded elsewhere in the digital workplace, consider uploading it to a Folder Channel instead. You can then take advantage of versioning and don't need to worry about losing the file if its parent content is deleted.

Managing attachments

Adding attachments

You can add attachments when creating or editing:

You can only add attachments when creating:

When attaching files, a security scan will automatically run to ensure the safety of your content. After the scan is complete, you will see a color-coded text indicating the file's status:

  • Green: "The file is safe to upload."
  • Yellow: "Scan Failed. File is Encrypted." You can still publish encrypted files.
  • Red: "Malicious Content detected." A pop-up will alert you that unscannable files will be removed. Select OK to clear the file.

Please ensure your files are safe and readable before uploading to avoid any issues.

When emailing content into these content types, any file attachments in the email will be added as attachments in the resulting content after a security scan.  

Deleting attachments

See Deleting attachments.

Updating attachments

To update, you must edit the content and remove the old attachment, and then add the new attachment.

Interacting with attachments

Attachments appear below the content they attached to. Members of a digital workplace can either click the download arrow next to the attachment to download it or click the file name to open a preview of the file.

A document preview of an attached file.

A preview of a document attachment.

When previewing a file, additional tools are found below it depending on the type of file. These include:

Tool Documents Images Videos Audio Description
Download ✔ ✔ ✔ ✔ Click to download the document to your system.
Link ✔ ✔ ✔ ✔ Click to generate a link that results in downloading the file.
Embed ✖ ✖ ✔ ✔ Click to generate an embed code to use in inserting the file into content.
Attachment tools

Note that Documents have a toolbar that provides additional functionality.