In Document management, you can add a file from your computer, such as a user manual, maintenance document or photo, to an existing asset folder, a Spot or directly to a Spot's file folder. These instructions apply to the browser interface.
Select the location and check permissions
From the browser's main menu, open Assets and content → Document management. Find the location you want in the folder tree on the left and expand the structure using the arrows next to its rows. If needed, see the instructions for finding a file.
Select the correct row as the destination:
- Asset folder: the file is attached to this folder. It is not also saved as a separate attachment to every Spot in the folder.
- Spot: the file is attached to that device without a file folder.
- Spot's file folder: the file is attached to that Spot and grouped in the file folder you select.
An asset folder contains assets and Spots. A Spot's file folder groups attachments belonging to a single Spot, such as user manuals and photos. Also check the parent folders and the Spot's name if the structure contains locations with the same name. If the required file folder does not yet exist, create a file folder for the Spot before adding the file.
Adding a file to a Spot or its file folder requires permission to edit the Spot. Adding a file to an asset folder requires permission to edit that folder's file attachments; permission to edit the asset folder itself is not necessarily required. Being able to see a location or having viewing permission does not guarantee permission to add files. If the location is missing or a permissions error prevents you from adding the file, ask your organisation's administrator to check your permissions.
Add a file
- Select an asset folder, a Spot or a Spot's file folder in the folder tree on the left. This selection determines where the file will be added.
- Open the Add New button in the left-hand folder panel and select Upload file.
- Select the file to add in your computer's file picker and confirm your selection.
- Wait for the upload to finish. Do not close the view during the upload.
- Reload the Document management page in your browser and open the same location. Make sure the file appears in the list, then open it to check that you added the correct file.
The upload starts as soon as you select the file. The file is saved separately and does not wait for the Save button on the Spot's basic information form. Closing the view does not undo an upload that has already finished. Upload progress alone does not confirm that the completed attachment has been saved: check the result in the reloaded location. If you add several files, check each one separately.
Upload file adds a file to Spotilla. Download in a file's action menu saves an existing file to your own device.
File types, size and failed uploads
Accepted file types include PDF, DOCX, XLSX, JPEG, PNG and ZIP. The file's actual type must be accepted; simply changing the file extension does not make its contents acceptable.
The server's size check requires each file to be smaller than 1025 MiB. This does not guarantee that all files below this size will upload successfully: the connection and the entire upload process must also work.
If adding the file fails, check the error message, file type, size, network connection and permissions for the destination. Reload the page and check the destination before trying again. The file may have been saved even if the connection was lost before you received a success response. In that case, trying again may add a second attachment.
Add an updated file
Adding a file with the same name creates a new, separate attachment. It does not replace the contents of the old file. Give the updated file a recognisable name, such as User-manual-2026-10.pdf, and check the new attachment's contents and location before dealing with the old one. Separate attachments do not form an automatic chain of file versions, and the old attachment link does not switch to pointing to the new file.
To change the name shown in the list, open the file card's three-dot menu and select Rename. This changes the attachment's displayed name, or description, rather than its contents. For more detailed instructions on naming and moving files, see the instructions for editing files.
After checking the new file, decide whether to keep the old attachment. Before deleting it, save a copy of any old file you need using Download in the action menu. Deleting is a separate action: select Delete from the old file card's three-dot menu, check the confirmation and confirm deletion. You need permission to delete, so you may be able to add the new file even if you cannot delete the old one.
If you delete an attachment that is the Spot's default image, its selection as the default image is also removed. Adding a new image with the same name does not make it the default image. Select the new image separately by following the default image instructions.
Check the Spot's attachment in other views too
A file added to a Spot is also included in that Spot's saved attachments on its own browser form. An attachment added to a file folder is found in that folder, rather than in the list of files without folders. See the instructions for viewing a Spot's files.
On Android and iOS, open the Spot and select Files in its information view. An attachment added without a file folder appears under Files not in folders; an attachment added to a folder can be found by opening the named file folder. Reopen the files view if the new attachment is not yet visible. The mobile file list requires the Spot to be active and you to have permission to view it. Adding a file to an asset folder does not, by itself, make it appear in the Spot's own attachments.
Adding a file from your phone is a separate workflow. See adding images and files in the mobile app.