# Files and uploads

Canonical: https://useformwork.com/docs/entries/files-uploads

Updated: 2026-10-09

Where uploaded and generated files are kept, how to download them, who can open them and what happens when entries are deleted.

Files in FormWork belong to an entry or a form. People upload files through a **File upload** question, automations generate PDFs, and imports and exports create CSV files. None of them have permanent public links.

## Where files appear

| Place | What it holds |
| --- | --- |
| The entry's **Answers** tab | The files given in answer to each **File upload** question |
| The entry's **Files** tab | Every file uploaded to the entry and every file generated for it |
| The form's **Files** tab | Exports, imports and import error reports. See [Import and export](/docs/entries/import-export#the-files-tab). |

## File upload questions

A **File upload** question lets people attach documents or photos. In its settings you choose:

- **Maximum file size**, per file, up to 100 MB. The default is 10 MB.
- **Allowed file types**, as extensions such as `.pdf` or types such as `image/*`. Leave it empty to accept any type.
- **Allow multiple files**, with **Min files** and **Max files**, up to 20.

Files that are too large or of the wrong type are refused as they are uploaded, with a message naming the file and the limit. See [Field settings](/docs/forms/field-settings).

Tell people what you need in the question's description, for example "A PDF of your latest payslip".

## Entry files

Open an entry and select **Files**. The table shows each file's name and type, its source, status, when it was created and its size.

| Source | Meaning |
| --- | --- |
| **Uploaded** | Attached by the respondent, or by your team when editing answers |
| **Generated** | Created by an automation, such as a **Generate PDF** step |

Select **Download** to open a file. Only files whose upload finished (status **Completed**) can be downloaded. A file that is still uploading or that failed can't be used.

## Generated files

The **Generate PDF** automation step saves the PDF on the entry. Its **Generated file access** setting decides who can open it:

| Setting | Who can open the file |
| --- | --- |
| **Admin only** | Your team, from the entry |
| **Admin and entry key** | Your team, and anyone holding the entry's key, such as the respondent's browser |

See [Steps](/docs/automations/steps).

## Downloading and sharing

When you select **Download**, FormWork checks you can open the file and gives your browser a short-lived link. Don't copy that link into other systems; it stops working.

File links in an exported CSV are different: they point to FormWork and open the file for anyone signed in to your FormWork account, so they keep working in a spreadsheet. Someone who can't open the file sees "File not found".

## Deleting

Deleting an entry deletes its uploaded and generated files, including files in its team fields. Deleting a form deletes its entries and their files. Deleted files no longer count towards your storage. The app has no way to restore deleted files, so download anything you need first.

## Storage

Files count towards your plan's file storage. See [Plans and billing](/docs/platform/billing).