Organising files
Store, upload, and manage files on your records
Most collections need somewhere to keep supporting paperwork - contracts, photos, spreadsheets, certificates. Kinabase gives every record
1. How files work in Kinabase
There are two ways files attach to a record:
A general-purpose attachment area for the record - a catch-all for any document related to it.
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:
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.
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
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 the file in a new tab, browser, or desktop app when available
- 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. Choosing a view and previewing files
The Files tab offers two views. List keeps file names and modified dates compact, while Icons arranges files in a grid and shows SharePoint thumbnails when available. Kinabase remembers your choice for each collection on your device.
1. Choose a view
Click View in the Files toolbar, then select List or Icons.
2. Open a preview
Select a file, open its menu, and choose Preview. You can also focus a file and press Space. Kinabase previews supported images and PDFs up to 20 MB directly. SharePoint can provide previews for additional formats, including Microsoft Office documents, when available. Previewing also works for files shown in a File or Files field, including images in a carousel, and for files shared through a portal.
3. Move between files
Use the arrow controls or arrow keys to move through the files in the preview. Press Space to close it.
4. Open or download the file
Use Download, Open in new tab, or an available SharePoint or desktop action in the preview. You can also double-click a file to open it. In Icons view, press Enter to open the focused file.
Thumbnails and previews use the collection’s Files permission. If the Files tab is hidden, ask an admin to set your role’s Files permission to View Only or View & Edit.
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(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.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.
8. Real-world uses
Files in Kinabase are useful for anything a record needs to carry alongside its data:
Add a multi-file field to attach supporting documents alongside a purchase or agreement.
Require a receipt image on an expense record using a required file field.
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:
Kinabase (built-in) storage defaults to around 5 MB per file. SharePoint typically allows much larger files.
If renaming a SharePoint-hosted file fails, make sure it isn't currently open in the Office desktop app.
If you can't see or upload files, check your role's Files permission for the collection with your System admin.
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.