File Upload


Why would you add a file upload field in your FORM?

A file upload field allows an end user to upload documents as part of the Assessment.

Example use cases include (but not limited to):

  • An employee onboarding App that allows an employee to upload all their required documents
  • An incident recording App that allows users to upload photos/evidence while logging information for a claim

A triaging tool for legal review, where marketing/content teams can upload documents that are automatically assigned for review to the correct party using workflow.

 

 

How to insert a file upload field

Follow the steps below to add a File Upload into a form in your application:

  1. In the relevant Form page, drag in or click onto “File Upload” on the left panel

    Data_Capture_Section_-_FORM_-_Google_Docs_2020-09-04_12-57-38.png


  2. Edit the text box (i.e. rich text editor) on the right panel to add instructions to the File Upload area

    Data_Capture_Section_-_FORM_-_Google_Docs_2020-09-04_12-59-04.png


  3. Select the file type validation:

    • All File Types
    • Document Files Only (PDF, DOCX, DOC)
    • Image Files Only (JPEG, PNG, SVG)
    • Spreadsheet Files Only (XLSX, XLS, CSV)

    Note:
  • “All File Types” is selected by default. File types supported by Checkbox for upload include: .doc, .docx, .pdf, .xlsx, .jpg, .png, .jpeg, .xls, .ppt, .pptx, .svg, .csv, .msg with a maximum file size of 20MB
  • If other file type validations are chosen, it is best practice to update the user prompt in step 2 to include clear instructions that only a certain file type can be uploaded. For example, if “Document Files Only” was set, the step 2 dialogue can be arranged to (but not limited to):
    “Please upload any relevant documents here:
    (Only PDF, DOCX, DOC files can be uploaded)”

    Data_Capture_Section_-_FORM_-_Google_Docs_2020-09-04_13-00-36.png


How to download uploaded files from the transcript

 

Single file download:

An end-user can individually download uploaded files from the Transcript page with the following steps:

  1. Find the question on the Transcript page for which a file was uploaded
  2. Click the file icon. This will initiate a download

Learn more about Transcripts

Data_Capture_Section_-_FORM_-_Google_Docs_2020-09-04_13-01-21.png


Bulk file download:

An end-user can also download all the uploaded files in a .zip file from the Transcript with the following steps:

  1. In the Transcript page, click onto the “DOWNLOAD” drop down menu
  2. Select the option “UPLOADED FILES (.ZIP)”. This will initiate a download

    Data_Capture_Section_-_FORM_-_Google_Docs_2020-09-04_13-01-54.png

    Note: The below pop up window will appear once download has initiated:

    Data_Capture_Section_-_FORM_-_Google_Docs_2020-09-04_13-02-33.png

 


How to reference FILE variables to view uploaded files


FORM block:

FILE variables (e.g. FILE15) are the variables for file upload fields. It allows you to generate links that can be used to download and view the file(s) uploaded in an Assessment.

  1. Click onto a FORM block and click “OPEN FORM BUILDER” 
  2. Drag in or click onto a Paragraph field and reference a file upload field from another FORM block (e.g. {{FILE15}})

Note: Any variable including FILE variables cannot be referenced in the same FORM block with the file upload field and must always be referenced after file upload fields.

Data_Capture_Section_-_FORM_-_Google_Docs_2020-09-04_13-03-33.png

If you do this, all files uploaded in the file upload field (FILE15) will be referenced and appear as a list of individual download links in the middle of an Assessment. See below screenshot.

Note: A bullet point is automatically created with the generated link - this is especially useful when multiple files are uploaded.

Data_Capture_Section_-_FORM_-_Google_Docs_2020-09-04_13-04-10.png


Automated emails:

You can also reference FILE variables (e.g. {{FILE15}}) in the email bodies of EMAIL blocks or workflow emails.

Data_Capture_Section_-_FORM_-_Google_Docs_2020-09-04_13-05-11.png

 

 

Limitations

You CAN reference FILE variables in: You CANNOT reference FILE variables in:
  • YN blocks
  • LIST blocks
  • Paragraph fields in FORM blocks
  • EMAIL blocks or workflow emails
  • Block headers or descriptions
  • TABLE block cells
  • Rich Style Document Templates**
  • Document Builder documents

**Unless a Javascript Block is used.