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, outlines the supported file types, and provides best practices for managing attachments in your topics, subtopics, and tasks.

How to Upload Files to the Knowledge Portal

Adding files to your Knowledge Portal is straightforward once you're in Edit Mode. Here's the complete workflow:

Step-by-Step Upload Process

1. Click Knowledge from the left navigation.
2. Toggle Edit Mode on (the Edit toggle appears in the upper right for users with Manager or higher permissions).
3. Navigate to the collection, topic, subtopic, or task where you want to add the file.
4. Click to open that specific item so you can edit its content area.
5. Drag and drop your file directly onto the content editor, or click the attachment icon in the editor toolbar.
6. The file will be uploaded and appear in your content as either an embedded attachment or a downloadable link.
7. (IMPORTANT) Click Save to preserve your changes.

Your file is now attached and accessible to anyone viewing that content in the Knowledge Portal.

Where You Can Add Files

You can attach files to any of these Knowledge Portal elements:

• Topics: Add supporting documents that apply to the entire process.
• Subtopics: Attach step-specific files like forms, templates, or reference sheets.
• Tasks: Include checklists, examples, or completion criteria documents.

Files appear inline within the content, making them easy for your team to find and download when needed

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Supported File Types

The Knowledge Portal accepts most common file types to support your documentation needs:

Documents and Spreadsheets

• PDFs (.pdf)
• Microsoft Word documents (.doc, .docx)
• Microsoft Excel spreadsheets (.xls, .xlsx)
• Plain text files (.txt)

Images

• JPEG/JPG (.jpg, .jpeg)
• PNG (.png)
• GIF (.gif)

Other Files

• Most other standard business file formats

Video Content

The Knowledge Portal is not designed as a video hosting platform. For video training or process demonstrations, we recommend linking to videos hosted on platforms like:

• Loom
• YouTube
• Vimeo
• Your company's SharePoint, Google Drive, or Teams

To add a video link, simply paste the URL into your content or use the link tool in the editor. This keeps your Knowledge Portal fast and focused on process documentation while still giving your team access to rich media training.

File Size and Storage Considerations

Individual File Size Limits

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.

When to Link Externally Instead of Uploading

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.

Storage Capacity

Your Knowledge Portal storage capacity depends on your Ninety subscription tier. If you're approaching your storage limit or have questions about capacity, contact our Support team at helpful@ninety.io.

Best Practices for Managing Attachments

Keep Files Relevant and Current

Only attach files that directly support the process or task at hand. Too many attachments can overwhelm users and make it harder to find what they need.

Use Clear File Names

Name your files descriptively before uploading. Instead of "Form_v3_final_FINAL.pdf," use "Customer_Onboarding_Checklist_2025.pdf." Clear names help your team identify the right document quickly.

Assign a Process Owner

Every Topic with attached files should have a clear Process Owner responsible for keeping attachments current. When the process changes, the Process Owner updates or replaces outdated files.

Organize Attachments by Process Stage

Attach files at the most specific level possible:

• If a form applies to one step, attach it to that Subtopic or Task.
• If a reference document applies to the entire process, attach it at the Topic level.

This structure helps users find exactly what they need without scrolling through unnecessary files.

Consider Embedding Images Directly

For images like screenshots, diagrams, or flowcharts that illustrate a step, consider embedding them directly in the content rather than attaching them as separate files. Embedded images display inline, making your process easier to follow.

Review Attachments Regularly

During your quarterly or monthly process reviews, verify that:

• All attached files are still current and accurate.
• File names remain clear and descriptive.
• Outdated versions have been removed or replaced.
• Files still open correctly and are accessible to your team.

Frequently Asked Questions