Photos and files: everything on the customer's record

What is the Files module in stipt?

Files is the block on a record where you keep the documents of that job: photos of the site, PDFs, completed work orders and accepted quotes. Everything hangs on the record, and through it on the customer.

The module is on by default, like Location, Products and Quotes. There is nothing to install and there are no separate settings: in the Module center, Files only has a guide. You do switch the block on per record type, under Settings > CRM > Structure, on the Modules tab of the builder.

Files is not an add‑on. It is part of the regular price per member.

How do I add photos and documents to a record?

Drag one or more files onto the Files block, or click the upload area or the plus in the block header to pick them. A file can be up to 20 MB.

Every file shows up right away as a row at the top of the list, with a bar underneath. First you see “Sending 43%”, then “Shrinking and saving” while the server works on it. A heavy PDF can take half a minute. Multiple files go one by one; the rest show “Waiting”.

Photos are shrunk in your browser before they are sent, and the server shrinks photos and PDFs once more after that. If that fails, the original is simply kept.

If an upload fails, the row stays with the reason and a button to try again or remove the row. Wait until the bar is gone before you close the tab: the upload runs in your own browser, and the browser warns you if you leave while something is still running.

Which files land on the record by themselves?

A submitted form, such as a work order or survey report, becomes a PDF on the record, with the photos and signature in it. The PDF only contains the questions and pages the person filling in saw. When one appointment serves several records, the PDF goes into Files on each of them.

When a customer accepts a quote, the PDF from exactly that moment is stored with the record's files, with its version number. OFF‑2026‑000057.3, for example, is the third issue of that quote. So when a customer has a question, you know straight away which version they mean.

An integration can deliver files too. Through the API a system sends a file as bytes up to 20 MB, as a link to its own storage that stipt fetches itself up to 100 MB, or as a reference without the file itself.

How does a technician take photos on site, and see the documents?

The technician works in the portal. They take photos in a form with the Photo field, and send other files with the File upload field. Per field you can cap the number of files and the maximum size. Photos are shrunk automatically when picked and uploaded in the background straight away, while the technician keeps filling in.

After submitting, the form is on the record as a PDF, photos included. That puts the photos right on the correct job, instead of loose in a chat message to the office.

The other way round, the technician sees the documents of the records they are linked to in the portal. A record opens with tabs for the customer, documents, products and related records. Files and PDFs open inside the portal itself; a PDF shows every page in one scroll, with buttons to zoom in and out.

How do I attach a file from the record to an email?

On the record, click the Send email envelope and pick a template. Under Attachments, choose Upload file for a new file, or From this record for a file that is already in Files. You can add up to 10 attachments, 20 MB in total, on top of the template's fixed attachments.

Fixed attachments, such as your general terms, are added to an email template in Studio. They go along automatically with every email sent through that template, including when a rule sends it.

The sent email then appears on the record's timeline, with its delivery status.

Who can add and delete files?

Even a member with the Field worker work profile, who can change little else on a record, uploads files and adds notes. They can only delete their own uploads. Members with the Back office work profile handle the rest of the record.

Which records someone sees depends on their CRM visibility: full access, team lead, solo or lead origin. A Mobile only member only sees the records they are linked to in the portal.

The record's timeline shows files as well, next to notes, status changes, tasks and emails. That gives you one overview of everything that happened on a record.

Can I share files with a partner?

Yes, in two ways. When you create a record at a partner through a partner connection, you choose per placement which data is copied once, including Location (the address) and Files, with the PDFs of completed forms. It is a copy at the moment of creation, not a sync.

A partner can also open up their record to you in the read‑only view. If they share Files, you can view and download those files. The view is read‑only: nothing can be edited there.

Where is the address of a record?

The address belongs to the Location module, which is on by default just like Files. At the top of the right‑hand side of the record, the location shows as a map with the address next to it. Click the map to open the address in Google Maps; the pencil edits the address.

The address also sits under the record's name, next to the record type and the stipt ID. When the location block only lives on the umbrella project, the records underneath show that address too. Global search finds records by street and house number, postcode or town; a postcode works with or without the space.

In the CRM list filters and in Lists you work with town, street and postcode, and also with province and postcode area: the first two digits of the postcode. stipt derives the province from the postcode, for Dutch addresses only. Form fields can fill in the location's address automatically.