Attaching a document or video to a request
Some requests only make sense next to something you hand over first: the policy before someone ticks that they have read it, the PPE photo before they confirm they have the gear, the safety induction video before they confirm they watched it. Any request can carry one document, link or YouTube video, and it shows on the person's portal right where they answer.
The document belongs to that one request. For files everyone on a portal should have that are not tied to a question, use Portal files instead.
Attaching one
Open a portal from Portals and expand its Requests panel. On the request's row, click the paperclip (Attach a document, link or YouTube video). The same option sits on the form when you add a new request, so you can attach it in one go.
There are three ways to attach:
- Upload a file. A PDF, PNG, JPEG or WebP, up to 10 MB.
- Add from Files. Pick a document already in your Files library. It is attached, not copied, so replacing it in Files updates every request that uses it. This is the one for the site rules or induction handbook that go on every portal.
- Paste a link. A YouTube video, or a document you keep elsewhere, such as Google Drive or Dropbox. The link has to start with http:// or https://.
Each can have an optional label, which people see instead of the file name or the raw link.
A request holds one document at a time. To show several things, combine them into one PDF or split them across requests.
A Sign PDF request is the exception: its document is the PDF being signed, so it only takes a PDF you upload, not a link or a file from Files.
What people see
The document sits under the request's name and description, above where they answer. A PDF, or any link that is not a YouTube video, is a button that opens it in a new tab.
Uploaded files open from the person's own private link, with no login. A link goes wherever it points, so make sure it is shared so anyone with the link can view it. An uploaded file also shows the date it was uploaded, so both sides can tell which version is attached.
Showing an image in place
For an image, tick Show image inline and people see the picture itself instead of a button. The tick box appears when you pick an image to upload. Once an image is attached, the same choice sits next to a thumbnail of it on the request row.
Use it for a PPE photo, a site map or a uniform reference, anything that does its job at a glance. Leave it off for a document that needs reading in full: a PDF always opens in its own tab.
Playing a YouTube video on the page
Paste a YouTube link and the video plays on the person's portal. On a phone, a plain YouTube link usually opens the YouTube app, and people lose their place in your list. Playing it on the page keeps the rest of their requests right underneath. This is on by default for any YouTube link.
People see the video's thumbnail with a Play button, and the player loads only when they press it. An Open on YouTube link sits underneath, for a video whose owner does not allow it to play on other sites.
Most YouTube addresses work: a watch link, a youtu.be share link, a Shorts link or a live link. If the link has a start time, the video starts there. A playlist or channel page is not a single video, so it stays a plain link. For a video you do not want public, set it to Unlisted on YouTube. Private videos only play on YouTube itself.
To send people to YouTube instead, untick Play the video on every person's portal, instead of linking to YouTube next to the thumbnail on the request row. (The word "person" follows what you call your people.)
In a request pack, the same choice is a tick box under the link: If it's a YouTube link, play the video on the page instead of linking to YouTube. It starts ticked, and the choice comes with the request onto every portal you add the pack to.
Seeing who started the video
While the video plays on the page, the request row shows Started the video with a count. Click it for each person's name and when they first pressed Play. Until someone does, it reads "No one has started the video yet."
This records a press of Play and nothing more. It does not tell you how much of the video they watched, and it never completes the request. When the account owner opens someone's link to preview it, pressing Play is not recorded.
To have people confirm they watched it to the end, put the video on a Tasks request ("Watch the safety video") or a Choice request with a single option ("I have watched the safety video"), so they tick it themselves. See Creating requests for documents and info.
Removing or replacing it
Click the ✕ on the document on the request row and confirm. A document from your Files library stays in the library. To swap in a different one, remove the current one and attach the new file, link or video.
To update a library document everywhere at once, open Files and click Replace file on its row. Every request showing it picks up the new file straight away.
Which version they answered against
Click View on the request to see each answer. Where the request has an uploaded document or a Files document, each answer shows the one it was given against, for example "Answered against induction.pdf, uploaded 3 Aug 2026".
If the document is replaced after someone answers, their answer is marked Answered before the document was replaced, so you know who to ask to look again. A link or video has no upload date, so answers to those requests carry no document line.
Getting help
If something here does not match what you see on screen, email [email protected] and we will take a look.