Files & Uploads

Work with uploaded files, generated files, and background import/export jobs.

Files can come from respondents, admins, imports, or workflow steps. FormWork keeps file handling tied to entries so uploaded documents, generated PDFs, and related workflow outputs stay with the record they belong to.

File Upload Fields

Use a file upload field when respondents need to attach documents or media.

Common examples:

• Proof of identity
• Receipts
• Product photos
• Signed documents
• Supporting evidence for an application

In the field settings, configure accepted file types, maximum file size, and whether multiple files are allowed.

Uploaded Files on Entries

Files submitted through a form are available from the entry detail page.

Admins can usually:

• See file names, sizes, and types
• Download files
• Preview supported files, such as images
• Review files alongside the rest of the entry

Use file fields together with metafields when files need internal review, approval, or follow-up.

Generated Files

Workflows can create files, such as PDFs generated from templates.

Generated files are useful for:

• Quote documents
• Invoices
• Approval letters
• Order summaries
• Internal fulfilment sheets

Generated files can be stored on the entry and used by later workflow steps, such as email attachments.

Import and Export Jobs

Large imports and exports may run as background jobs. This lets the admin interface keep responding while FormWork processes the file.

Use job progress to check:

• Whether the job is waiting, running, complete, or failed
• How much work has been processed
• Whether an error needs attention
• Whether an export file is ready to download

Practical Workflows

Application Review

A respondent uploads supporting documents. An admin checks the files, sets metafields for review status, and clicks an approval button. A workflow sends the decision email and stores the final PDF letter.

Order Fulfilment

A customer uploads artwork or delivery instructions. A workflow generates an internal fulfilment sheet and attaches it to the entry for the operations team.

Bulk Update

An admin imports a CSV of entry updates. FormWork processes the import as a job, then the admin reviews progress and any failed rows.

Best Practices

• Limit accepted file types to what the process actually needs.
• Use clear field labels, such as Upload proof of address rather than File.
• Keep generated PDFs named with useful details, such as customer name or order number.
• Check job progress after large imports before assuming all rows were processed.