a Files tab for exactly this, plus dedicated file fields for when a specific document belongs to a specific field, like an attached invoice or a signed agreement.

1. How Files Work in Kinabase

There are two ways files attach to a record:

The Files tab

A general-purpose attachment area for the record - a catch-all for any document related to it.

File fields

A File or Files field on the record form, for attaching a specific document (e.g. a receipt) as part of the record's data.

File fields work with either storage provider. The Files tab is available on both too, but it's read-only on Kinabase (built-in) storage - see below.

2. Choosing Your File Storage

Kinabase stores files with one of two providers, set organisation-wide under Settings → Integrations → File Storage:

Kinabase (built-in)

Files are stored directly in Kinabase, up to around 5 MB per file. Works with File/Files fields on records. The general Files tab is read-only, showing only a Set up file storage prompt.

SharePoint

Connects to your Microsoft 365 tenant. Unlocks the Files tab on records, larger files, two-way sync with SharePoint, and creating Word, PowerPoint and Excel files directly from Kinabase.

Read our SharePoint guide for full setup steps.

1. Open File Storage settings

Go to Settings → Integrations → File Storage.

2. Select a provider

Under Storage Provider, select Kinabase (built-in) or SharePoint. Switching to SharePoint requires connecting your organisation to Microsoft 365 first.

3. Enabling the Files Tab for a Collection

You'll need Configure permission for this collection. If you're unsure, ask your System admin.

You can turn the Files tab on for a collection regardless of your storage provider. On Kinabase (built-in) storage it's read-only, showing only a Set up file storage prompt - connect SharePoint to upload, browse and create files from the tab.

1. Open collection configuration

In the sidebar, right-click a collection, or open it and click the options menu (⋯), then select Configure.

2. Turn on Files

Under the Features heading, select Files, then turn on Enable files for this collection. Every record in the collection now has a Files tab for uploading and reviewing files.

3. Check permissions

Go to Permissions and verify which roles

Role

A named set of Permissions you assign to colleagues to control what they can see and do in Kinabase; every organisation also has a built-in Everyone role.

can view or edit files for this collection. Without View access the Files tab is hidden; without Edit access, a colleague can see files but not upload or delete them.

For a file that belongs to a specific field on the record, see Adding File Fields below.

4. Adding File Fields

While the Files tab is a general catch-all, you can also add specific file fields to a record form - useful when a document is part of the record's data, not just an attachment.

1. Add the field

In collection configuration, under Fields, click Add Field.

2. Select a field type

Select File for a single upload (one PDF, one image), or Files for multiple uploads on the same field (e.g. several supporting documents for an invoice).

3. Save and use

When creating or editing a record, colleagues can upload directly into the field. These files work with either storage provider, and also appear in the record's Files tab if it's enabled.

Combine a file field with field validation to require an attachment, e.g. forcing an expense record to include a receipt image.

5. Uploading and Managing Files

Once the Files tab or a file field is available on a record:

1. Drag and drop

Drag a file from your desktop directly onto the Files tab, or onto a file field. Kinabase shows a short upload spinner; on SharePoint, the file syncs to the matching folder automatically.

2. Browse for a file

Click Add, then From your device, browse to the file, and confirm.

3. Create an Office document (SharePoint only)

In the Files tab, click Add and select Word, PowerPoint or Excel to create a blank document. It's added to the record's SharePoint folder immediately, ready to open and edit.

To manage an existing file, click the ⋯ menu next to it:

Preview the file inside Kinabase
Open in your browser or desktop app (SharePoint only)
Rename the file (not possible while it's open in an Office desktop app)
Download a local copy
Delete the file

Deleting a file on Kinabase (built-in) storage is permanent; on SharePoint it moves to your site's Deleted items.

6. Previewing Files

Select a file in a File or Files field, click on its ⋯ menu to open a Preview without leaving the record. This also works for images shown in a carousel and for file fields shared through a portal.

Kinabase displays supported images and PDFs up to 20 MB. If the file type is not supported or the file is too large, the preview shows the file name and actions you can use instead.

In a record's Files tab:

Click on a file and press Space, or open its ⋯ menu and choose Preview.
Use < (Previous file) and > (Next file), or the arrow keys, to move between files.
Press Space again to close the preview.

From the preview, choose Download, Open in new tab, or an available provider action such as Open in SharePoint.

Existing record, field and portal access controls determine which files a person can preview.

7. Structuring and Finding Files

Folder structure: with SharePoint, each collection gets its own document library folder, and each record gets a subfolder inside it. With Kinabase (built-in) storage, files live directly against the record, with no folder hierarchy.
Naming: encourage your team to use informative file names, e.g. "Proposal - ClientName - 2025.docx".
Finding files: use Global Search
Global Search
The site-wide search tool, opened with Command + K or Ctrl + K, or by using the search bar in the navigation bar, used to jump straight to records, collections and settings, or run quick actions such as nudging a colleague.
(via the search bar or Command + K / Ctrl + K) or your collection's search to find the record, then open its Files tab to see everything attached.

8. Real-World Uses

Files in Kinabase are useful for anything a record needs to carry alongside its data:

Using Kinabase files for...

Invoices or Contracts

Add a multi-file field to attach supporting documents alongside a purchase or agreement.

Expense Receipts

Require a receipt image on an expense record using a required file field.

Maintenance Logs

Capture equipment photos on-site and drag them into the Files tab, synced to SharePoint for easy reference.

9. Troubleshooting Tips

Setting up files should be straightforward, but here are a few tips from our team:

Tips from the team

File Size Limits

Kinabase (built-in) storage defaults to around 5 MB per file. SharePoint typically allows much larger files. Images and PDFs must be no larger than 20 MB to display in the in-app preview.

Rename Errors

If renaming a SharePoint-hosted file fails, make sure it isn't currently open in the Office desktop app.

Permissions

If you can't see or upload files, check your role's Files permission for the collection with your System admin.

Files Tab Read-Only

On Kinabase (built-in) storage, the Files tab only shows a Set up file storage prompt. Connect SharePoint to upload and manage files from the tab - see our SharePoint guide.

Where next:

SharePoint - connect Microsoft 365 for the Files tab, larger files and desktop editing
Document Templates - generate PDFs and printable documents from your records
Page Layouts - reusable layouts for your document templates

Need more help? Ask your System admin, or contact our support team via Help & Support.

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