FormWork documentation
Files & Uploads
Understand respondent uploads, generated files, job files, access, and lifecycle.
FormWork keeps uploaded and generated files attached to the relevant entry. Downloads require appropriate access and may use links that expire.
Three places you meet files
| Place | Contains |
|---|---|
| File field | Respondent uploads attached to an entry answer |
| Entry → Files | Uploaded and workflow-generated files for that entry |
| Form → Files | Import/export jobs, generated CSV exports, and import error reports |
File fields
Configure a File field with:
- Maximum size for each file: 0.1–100 MB, default 10 MB
- Allowed MIME types and/or extensions
- Single or multiple mode
- Minimum and maximum count, up to 20
Respondents can upload files while completing a form when billing is active or trialling. The form shows upload progress and saves completed files with the entry.
Entry files
Open an entry and choose Files. The table shows original name, MIME type, source (Uploaded or Generated), status, created time, size, and download action.
Downloads are enabled only for completed files. File lifecycle statuses include pending, uploading, completed, failed, and deleted.
Generated files
The Generate PDF workflow step can store a PDF against the entry. Its configuration determines whether the file is admin-only or also accessible with the entry key. Generated and uploaded files appear together, but the source badge distinguishes them.
Import and export files
Form-level Files combines:
- Pending, processing, completed, and failed import/export jobs
- Progress and success/failure counts
- Completed CSV downloads
- Import error reports
This is different from an entry’s Files tab. See Import & Export.
Access levels
Respondent uploads and admin import files are not exposed through permanent public links. FormWork checks access before providing a download.
Do not copy temporary download URLs into durable records. Save the FormWork file ID or use a workflow/API operation that requests a fresh URL.
Deletion and storage usage
Deleting an entry also removes its attached files, including files added through metafields, from active use. Those files no longer count towards storage usage. Deleting a form likewise removes its associated files from active use.
There is no general file-restore UI. Download or export important artefacts before destructive changes.
Good practice
- Allow only the types a process genuinely needs.
- Keep per-file limits below the account’s practical storage budget.
- Explain upload requirements in the field description.
- Use entry-key access only when respondents need a generated artefact.
- Review failed/incomplete uploads before assuming a file answer is usable.