The Files and Images field allows you to attach and upload various types of files and images to your SmartSuite table. This feature, also known as the "attachment field," supports seamless collaboration by enabling easy access to necessary resources.
Plan Availability | All plan types |
Permissions | Members of any permission level can view and download attachments within their accessible solutions. |
Related Reading |
Adding a Files and Images Field
From Grid View:
Open your table in Grid View.
Click on the "+" icon to add a new field.
Select "Files and Images" as the field type.
Name your field and save the changes.
(Add GIF)
From Record View:
Open a record in your table.
Add a new field by selecting "Files and Images" from the available options.
Save the field to begin using it.
(Add GIF)
Uploading Attachments
Steps to Upload:
Click the plus sign (
+) in the cell of the record you wish to upload files to.Alternatively, click the expanded cell option and upload from there.
Choose your upload source:
Your device
A link
Box, Dropbox, Google Drive, OneDrive/OneDrive Business
Facebook, Instagram
(Add GIF)
Drag and drop files directly onto the cell, the expanded display, or the upload window.
(Add GIF)
Important Notes:
Maximum file size: 5GB per file.
For larger files, create a zip file or link them via Google Drive or Dropbox.
All file types are accepted, though SmartSuite optimizes display for recognized formats.
Managing Attachments
Downloading Files & Images:
From the expanded record view, use the three-dot menu to:
Download individual files.
Download all files in the record.
(Add GIF)
Permissions: Any member with access to the record can download the files.
Renaming Attachments:
Open the expanded cell view or the record view.
(add GIF)Use the three-dot menu and select "Rename."
Enter the new name and save.
Removing Attachments:
Open the expanded cell or record view.
Use the three-dot menu to select "Remove [File type]" and confirm.
Alternatively, remove the file directly from the Grid View cell.
Printing a File:
Open the file you wish to print.
Access the three-dot menu and select "Print."
(Add GIF)
Reordering Files
Drag and drop files to rearrange their order within the expanded cell view or open record view.
Files upload in the order they are added by default.
(Add GIF)
Customizing the Layout
Use Card View or List View in the top-right corner of the expanded cell or record view.
Adjust file size in Card View by dragging the toggle dot.
(add GIF)
Viewing File Details and Additional Features
Accessing File Details:
Click into a file and select the arrow in the top-right corner of the window.
(add GIF)View details like:
Date uploaded
Last modified date
File type, size, and dimensions
Background Options:
Toggle between light and dark backgrounds for better visibility.
(Add GIF)
Enabling Slideshow:
Select "Enable Slideshow" in the bottom-right corner to view files sequentially.
(add gif)
Uploading Images via Mobile
When uploading an image to the "Files and Images" field using a mobile device, you can choose from three options:
Camera: Captures a new photo and uploads it in JPEG format.
Photo Library: Uploads the selected image in its original format.
Choose File: Uploads a file in its original format.
How to Upload:
Tap the "Files and Images" field in the relevant table.
Select one of the three options:
Camera: Use your device's camera to take a photo and upload it.
Photo Library: Browse and select an image from your device’s gallery.
Choose File: Upload an image or file stored elsewhere on your device.
The selected image or file will be added directly to the field.
This ensures flexibility for uploading and sharing images, whether capturing a quick shot or selecting from your stored files.
Practical Scenarios and Use Cases
1. Departmental Collaboration
Scenario: The Marketing team needs access to shared resources for campaigns.
Solution: Add a Files and Images field to the "Marketing Projects" table, allowing seamless collaboration on campaign assets.
2. Project Documentation
Scenario: The Engineering team must share technical specifications and drawings for a new product.
Solution: Use the Files and Images field to store and access updated documents within the project records.
3. Client Approvals
Scenario: A client-facing team needs to store signed contracts for easy reference.
Solution: Upload and organize contracts in the Files and Images field, ensuring accessibility for team members.
4. Field Technician Images & Analysis
Scenario: A field technician uses the SmartSuite mobile app on an iOS device to capture images via the "Camera" option and uploads them to the "Files and Images" field. These images need to be shared with external tools, such as ChatGPT via Relay, for further processing and analysis.
Solution: Using the "Camera" option ensures that images are captured and uploaded in a universally compatible format, allowing seamless integration with external tools. This simplifies workflows for field technicians and ensures that all uploaded images are ready for immediate use without additional file conversions or compatibility concerns.