Organising Files

Adding and organising files in Kinabase helps ensure your data, documents and media remain easily accessible to the right people.

1. Choosing Your File Storage

1. Built-In (Kinabase) Storage
   • By default, Kinabase lets you store files (up to 5 MB each) directly in the system.
   • Perfect for smaller or moderate amounts of data where you don’t need advanced co-editing or large capacity.
2. SharePoint Integration
   • For larger files or robust collaboration, integrate your Microsoft 365 tenant.
   • This links each record
     Record

     An individual entry within a Collection, like a row in a database table, representing one item or entity.
     ’s Files tab to a corresponding SharePoint folder.
   • See our SharePoint guide for details on enabling and configuring SharePoint storage.

You can switch to SharePoint at any time by going to Settings → File Storage

File Storage

Where Kinabase stores files and attachments you upload to Records, such as images or documents.

.

2. Enabling the Files Tab for a Collection

Please note: This requires SharePoint to be setup. Please see our SharePoint guide for details on enabling and configuring SharePoint storage.

1. Open Collection
   Collection

   A list of records in Kinabase, similar to a table in a spreadsheet or database.
   configuration
   • In the sidebar, right-click a collection (or open the collection and use the three dots ⋯) and select Configure.
2. Features → Files
   • Navigate to the features section and click on Files.
   • Toggle Enable Files on.
   • This ensures each record in this collection has a 'Files' tab for uploading and reviewing files.
3. Check Permissions
   Permission

   A specific right to view, edit, delete, or administer parts of Kinabase, granted via Roles.
   • Go to Permissions and verify which roles
     Role

     A grouping of permissions you assign to Colleagues to control their access in Kinabase.
     can view
     View

     A customised display of Records in a Collection, defined by filters, sorting, grouping, and visible Fields.
     or modify files.
   • If a user lacks read access to 'files,' the Files tab is hidden; if they lack write access, they can see files but not upload or delete them.

For multi-file or single-file fields

Field

A column in a Collection that stores a specific type of information for each Record, such as text, number, or date.

, see below to add them as part of the record form.

3. Adding File Fields

While the Files tab is a quick catch-all for attachments, you can also include specific file fields in your record forms:

1. In the Collection Configuration
   • Under Fields, click + Add Field.
2. Choose a Field Type
   • File: A single file upload (like one PDF or one image).
   • Files: Multiple file uploads (e.g., multiple attachments for an invoice record).
3. Save & Use
   • When creating or editing a record, users can upload files directly into this field.
   • These files also appear in the main Files tab if it’s enabled.

Combine with field Validation to require certain attachments - e.g., forcing users to upload a receipt image for an expense record.

4. Uploading & Organising Files

4.1 Drag-and-Drop

1. Open a Record
   • Select the record in your collection where you want to store files.
2. Go to 'Files'
   • Either in the Files tab or in a file field, drag your file directly from your desktop.
3. Progress Spinner
   • Kinabase shows a short upload spinner. If using SharePoint, the file syncs automatically to the corresponding folder.

4.2 Via File Explorer

1. Click 'Add File'
   • In the Files tab or file field, click Add File.
2. Select File
   • Browse your computer, pick the file, and confirm.

4.3 Creating Office Documents

• If using SharePoint: In the Files tab, you may see an option to create a new Word, Excel, or PowerPoint document.
• Open & Edit: The new file is instantly added to the record’s folder; open it in your browser or desktop app for advanced edits.

5. Managing Existing Files

1. Menu or Right-Click
   • In the Files tab, each file has an '⋯' or right-click option with a dropdown of actions:
     • Open in browser or desktop app (if SharePoint is enabled).
     • Rename (not possible if currently opened in SharePoint).
     • Delete: Moves the file to your provider’s Deleted folder (irreversible from Kinabase).
     • Download: Saves a copy locally.
2. Double-Click
   • Quickly view or open the file in a web preview, depending on file type and storage provider.

If a user deletes a record, associated files move to a 'Deleted' folder if you’re on SharePoint. For built-in storage, they’re irretrievably removed.

6. Structuring & Finding Files

1. File Nesting
   • In built-in storage, files are linked to a single record.
   • With SharePoint, each collection has its own folder, and each record has subfolders inside.
2. Naming Conventions
   • Encourage your team to rename files with informative titles (e.g., 'Proposal - ClientName - 2025.docx').
3. Search
   • Use Kinabase’s main search bar or advanced search features to find a record by name or details. Then open the Files tab to see all attachments.

Real-World Use Cases

Using Kinabase's files feature is very userful for managing files such as;

Troubleshooting Tips

Setting up files should be straightfoward, but here are some tips from the experts;

Kinabase keeps your records and documents in one place - secure, consistent, and easy to manage. When used effectively, you can unify your entire file workflow within Kinabase, from uploading and validating to advanced co-editing and versioning.

If you need more guidance, contact your System Admin or our Support Team.