Skip to main content

Control - File

The file control allows you to upload multiple files (documents, images, etc.) directly to a record. You can customize both the display style and upload restrictions.

1. Image Display Modes​

Supports four display modes: Thumbnail, Card, List, and Poster.

Comparison:

In Poster mode, images are displayed in a large format, occupying more space. This mode is only available for image uploads.

If Display the file name in the cell is enabled, attachments in the table view will display as thumbnail + file name, as shown below:

2. File Type Restrictions​

  • Platform-restricted file types:

    The following file types are not allowed to be uploaded by the system (case-insensitive):
    .exe, .vbs, .bat, .com, .cmd, .url

  • Custom allowed file types:

    You can define allowed file types. File extensions are case-insensitive.

3. Attachment Sorting​

Supports three sorting methods:

  • Newest first (most recently uploaded first)
  • Oldest first (earliest uploaded first)
  • Custom order (drag and drop to reorder attachments)

Note: After manually reordering attachments using custom sorting, switching back to time-based sorting will not change the existing order. Existing attachments are treated as a group, and only newly uploaded files follow the new sorting rule.

4. Upload Limits​

  • Up to 100 files can be uploaded at a time (either from local files or selected from knowledge sources)
  • Each file control supports 1 to 100 files; no additional uploads are allowed once the limit is reached
  • You can restrict the size of individual files, ranging from 0.01 MB to 4 GB

5. File Name Validation​

You can enforce file naming rules using regular expressions. Files that do not meet the criteria cannot be uploaded.

Extract File Names from Attachments​

When setting a default value for a text field and selecting a file control, newly uploaded file names will be automatically written into the text field.

6. Upload from Mobile Devices​

Enable Scan to Upload to support cross-device collaboration.

Use case:
When editing a record on a PC while files or photos are stored on a mobile device, click Scan to Upload and scan the QR code to upload files directly from your phone to the PC.

Note: Do not close the QR code popup during upload.

Supported fields:
File field, signature field, and attachments in record discussions all support this feature.

After disabling this option, the Scan to Upload button will be hidden.

7. File Control Permissions​

You can configure granular permissions for file control operations in edit mode based on business requirements:

  • Allow Upload

    • When disabled, uploading new attachments is not allowed
    • When Take Photo on PC is selected, users can use the system camera to capture and upload photos directly from a desktop device

  • Allow Delete

    • When disabled, existing saved attachments cannot be deleted
    • Newly added attachments (not yet saved) can still be removed

  • Allow Download

    • When disabled, attachments cannot be downloaded

    • Download restrictions can be configured in multiple places. Priority:
      Field settings > Function switch > User permissions

    • When Download All is enabled, all files in the file control can be downloaded at once
      (Total size must not exceed 200 MB)

Editing attachments:

8. Image Watermark​

You can add custom watermarks when previewing or downloading images to meet compliance requirements. Watermarks are not supported for document files.

  • Enable and configure watermark content and style

    Watermark content supports combining fixed text and field values, with a maximum of 100 characters.

    • Field values (supported: text, email, telephone fields)
    • Current user (displays the username)
    • Current date of preview/download (format: yyyyMMdd, e.g., 20231014)

  • Watermark display locations

    • Image preview
    • Image download and export

  • Supported image formats

    jpeg, png, tiff, bmp, heic

  • File size limit

    • Maximum size for watermark processing: 20 MB per file
    • Files exceeding this size cannot have watermarks applied

9. Online Document Editing​

Powered by WPS online document services, files in the file control support collaborative online editing.

Editing​

When previewing a file, editable files display an Edit button. Click it to start online editing.

Save Version​

After editing, click Actions > Save Version. This updates the file control, logs changes, and may trigger related workflow.

You can also save using Ctrl (Command) + S or by closing the editor.

No WPS account is required. Edits are associated with your HAP account, and logs will display your username.

Supported File Formats​

The online preview and editing service supports major document types, covering approximately 95% of common formats.

TypeExtensionsNotes
Documentdoc, dot, wps, wpt, docx, dotx, docm, dotm, rtf, txtrtf and txt support preview only
Spreadsheetxls, xlt, et, xlsx, xltx, csv, xlsm, xltm, ettcsv supports preview only
Presentationppt, pptx, pptm, ppsx, ppsm, pps, potx, potm, dpt, dps, pot
PDFpdf, ofd

Editing Requirements​

  1. Enable Online Document Editing in the file control settings

    • If Only edit self-uploaded attachments is enabled, only the file owner can edit

  2. The file control must be editable

    • If set to read-only via roles and permissions, field properties, business rules, or control events, editing is not allowed

  3. File size must not exceed 100 MB

  4. File access scope

    • Only files accessed within the application (including external portals) support editing
    • Files accessed via other entry points (e.g., record discussions, post, knowledge base, or public sharing) are not editable

  5. Supports up to 10 concurrent users

    • Additional users cannot preview or edit via WPS after the limit is reached

Device Compatibility​

WPS online editing works best in the following browsers:

PlatformSupported BrowsersVersion
WindowsChrome, IE11Chrome ≥ 80; IE11 (preview only, editing not fully supported)
Mac OSChrome, SafariChrome ≥ 80
iOSSafari, QQ browser, QQ mini program, WeChat browser, WeChat mini programiOS ≥ 11
AndroidQQ browser, QQ mini program, WeChat browser, WeChat mini programAndroid ≥ 7

10. Mobile App Features​

  • Auto Compression
    Files uploaded via mobile app or mobile web (H5) are automatically compressed before upload

  • Disable Input from Desktop
    When enabled, uploading from desktop browsers is disabled. Uploads are only allowed via mobile app or mobile web

  • Disable Album
    When enabled, only camera capture is allowed in the mobile app

  • Add Watermark to Photos
    Supported only when uploading via camera in mobile app or mobile web. Watermark content can include field values, username, location, capture time, and GPS coordinates

  • Act before Input
    When creating a record in the mobile app, the camera opens first for photo capture before filling other fields

  • Submit After Capture
    When enabled, the record is automatically submitted after capturing and uploading a photo

To restrict uploads to mobile devices only (no desktop uploads), enable Disable Input from Desktop as shown below: