How to Add Files and Attachments to the Knowledge Portal in Ninety
You can attach files directly to your Knowledge Portal content to support your team's processes and training. This article explains how to add files, the supported file types, and best practices for managing attachments in your topics, subtopics, and tasks. File attachment features are available on Ninety's Thrive plan.
How to upload files to the Knowledge Portal
Adding files is straightforward once you're in Edit Mode (available to users with Manager or higher permissions on the Thrive plan).
Click Knowledge from the left navigation.
Toggle Edit Mode on (the Edit toggle appears in the upper right).
Navigate to the collection, topic, subtopic, or task where you want to add the file.
Click to open that specific item so you can edit its content area.
Drag and drop your file directly onto the content editor, or click the attachment icon in the editor toolbar.
The file uploads and appears in your content as either an embedded attachment or a downloadable link.
Click Save to preserve your changes.
Your file is now attached and accessible to anyone viewing that content.
Where you can add files
You can attach files to any of these Knowledge Portal elements:
Topics: Supporting documents that apply to the entire process.
Subtopics: Step-specific files like forms, templates, or reference sheets.
Tasks: Checklists, examples, or completion criteria documents.
Files appear inline within the content, making them easy for your team to find and download.
Supported file types
The Knowledge Portal accepts most common file types:
Documents and spreadsheets: PDF, Microsoft Word (.doc, .docx), Microsoft Excel (.xls, .xlsx), and plain text (.txt).
Images: JPEG/JPG, PNG, and GIF.
Other files: Most other standard business file formats.
The Knowledge Portal is not designed as a video hosting platform. For video training, link to videos hosted on platforms like Loom, YouTube, Vimeo, or your company's SharePoint, Google Drive, or Teams by pasting the URL into your content. This keeps your Knowledge Portal fast and focused on process documentation.
File size and storage considerations
Each file you upload should be under 5 MB for optimal performance. Larger files may take longer to upload and could slow down page loading for your team. Consider linking to external storage rather than uploading directly when:
Your file is larger than 5 MB.
You need to update the file frequently (easier to maintain in one location).
Multiple processes reference the same document (linking prevents duplication).
You're working with large video files or extensive training libraries.
Best practices for managing attachments
Keep files relevant and current. Only attach files that directly support the process or task at hand.
Use clear file names. Instead of "Form_v3_final_FINAL.pdf," use "Customer_Onboarding_Checklist_2025.pdf."
Assign a process owner. Every topic with attached files should have a clear owner responsible for keeping attachments current.
Organize attachments by process stage. Attach files at the most specific level possible: a form for one step goes on that subtopic or task; a reference document for the whole process goes at the topic level.
Consider embedding images directly. For screenshots, diagrams, or flowcharts that illustrate a step, embed them inline rather than attaching them as separate files.
Review attachments regularly. During quarterly or monthly process reviews, verify that files are current, names are clear, outdated versions are removed, and files still open correctly.
Frequently asked questions
Can I replace an existing file?
Yes. To replace a file, remove the old attachment and upload the new version following the same steps above. Use a clear file name that indicates it's the current version.
Can team members download these files?
Yes. Any team member with access to view the content can download attached files. The files open in their browser or download to their device, depending on the file type and browser settings.
What happens to files if I move a Topic to a different Collection?
Files attached to a topic, subtopic, or task move with that content. If you reorganize your Knowledge Portal structure, your attachments stay with their original content.
Why can't I upload files?
Check these common causes: only users with Manager or higher permissions can edit content and upload files; you must toggle Edit Mode on first; files larger than 5 MB may not upload successfully; and file attachment features require Ninety's Thrive plan. If you've checked these and still can't upload, contact support.