You can attach a photo, video or user manual, for example, to a device, known as a Spot. First open the correct Spot and check its name. These instructions explain how to add a file directly to a Spot; attachments for tasks and service requests are added in their respective views.

Before you start

You need access to the Spot, permission to add attachments and a working network connection while saving. Permission to add attachments depends on the access rights for the folder containing the Spot and its parent folders. This folder tree is separate from the file folders used to organise the Spot's attachments.

Creating a new file folder also requires permission to edit the Spot. Permission to add attachments alone is not enough. If the action produces a permission error, ask your administrator to check your access rights.

If your phone prompts you, grant the app the permissions it needs to use the camera and access the material you want to select. The file you select must be accessible on your phone; a file stored in a cloud service may need to be downloaded first.

Add files on Android

  1. Open Files in the Spot view. In the file view, select Add items, then Add File from the menu that opens.
  2. First select a file folder. To attach the file directly to the Spot without a file folder, select Skip when choosing a folder. Use this option also if there is no suitable folder and you do not need one.
  3. In the source selection menu that opens, select Camera, Gallery or Document. In the next camera menu, Camera takes a photo and Video starts recording a video. You can select up to three items at a time from the gallery. The document picker limits your selection to PDF, DOCX and XLSX files.
  4. Give each selected item a descriptive, non-empty title. Enter the title of a single document in the Attachment title field; enter titles for photos and videos alongside their previews.
  5. Select Save in the title dialog and wait for the upload to finish.

Add files on an iPhone or iPad

  1. Open Files in the Spot view. Select the ADD button in the file view, then ADD FILE from the menu that opens.
  2. First select an existing file folder, or SKIP if you are saving without a file folder.
  3. In the source selection menu, select Camera to take a new photo or video, or Gallery to select photos and videos on your phone. You can select up to three items at a time from the gallery. This gallery selection requires iOS 14 or later.
  4. Check the preview of each item and replace the suggested title with a descriptive name.
  5. Start the upload using the green confirmation button on the right of the title dialog and wait for it to finish. The button is labelled APPLY in English; its Finnish label is TALLENNA, and Käytä also appears in the translations for the same button.

Limitation of the Document option on iOS: this action allows you to select one document, but the app also attempts to open the gallery at the same time. A reliable process for adding a document therefore cannot be confirmed in this version. If necessary, use the browser to add a file.

iOS uploads photos in JPEG format. The attachment may therefore not retain the original image file format.

Create a new file folder if needed

From the add menu in the file view, select Add folder for files on Android or ADD FOLDER on iOS. Enter a name in the folder creation dialog and confirm using Add on Android or ADD on iOS. A name is required, and a Spot cannot have two file folders with the same name.

Creating a folder saves it separately and closes the creation dialog. Wait until the new folder appears in the file view. Then start adding the file again and select the new folder before opening the photo or file picker. Creating a folder does not automatically add a file to it.

The folder remains even if you cancel the subsequent file addition. This is a file folder for the Spot's attachments, rather than a folder in the folder tree containing devices.

What happens when I save, and how do I check the result?

Confirming in the title dialog starts uploading the files to the service. Each successful upload creates a separate attachment on the Spot and places it in your selected file folder or leaves it without a folder. You do not need to save the Spot's basic information form afterwards. Closing the view does not undo attachments that have already been saved.

Multiple items are uploaded separately. If an upload fails, attachments uploaded successfully earlier may still be saved. The upload dialog closing alone is not enough to confirm that all items were uploaded successfully.

Open the Spot's Files view again. Check attachments added without a folder in the Files not in folders list, and check attachments added to a folder by opening that file folder. Open each attachment to check its title, location and contents.

If you cannot add a file

Check the error message, network connection, access rights, and the file's type and size. The service accepts specified file types, such as PDF, Word and Excel documents and common image and video formats. You cannot add every type of file on your phone, and the phone's picker may offer a narrower selection than the service accepts.

The server's size limit for a single attachment is less than 1025 MiB, or slightly over one gibibyte. This does not guarantee that a file this large can be uploaded from a mobile device: the phone's resources and connection may limit the transfer.

Before trying again, check the file list to see which attachments have already been saved. Upload only the missing items again, as another upload may create a second attachment from the same file.

If you want to reorganise attachments that have already been saved, see moving files into a Spot's file folders in the browser.