Attach Files to a Task

In LadVen OS, task files store working materials and evidence of the result: requirements documents, contracts, spreadsheets, screenshots, layouts, final document versions, and other artifacts without which the task is difficult to perform or accept.

The flow keeps general material, step evidence, discussion, and source documents separate.

Use files as part of the working context, not as a general storage area. A participant should open the task and quickly understand which materials are needed for work, which files confirm individual steps, and where the final result is stored.

When to attach files

Attach a file if the task cannot be performed, checked, or reconstructed without it.

A file is useful when it:

• is source material: requirements document, contract, export, spreadsheet, technical specification;
• is needed to verify the result: screenshot, report, approved version, final document;
• belongs to this task, not to a general project archive;
• has a clear name or explanation in the description, comment, or checklist item;
• is available to participants who must work with it;
• does not contain unnecessary private, personal, or commercial data.

Do not attach a file only because it “may be useful.” Extra attachments complicate acceptance: participants must figure out which file is current, which is reference material, and which is outdated.

For a manager, a task file should answer a simple question: does it help perform the work, check the result, or reconstruct the decision later? If it does not help any of these actions, it is better not to add it to the task.

A good file saves time:

• the assignee does not search for source materials in correspondence;
• the reviewer immediately sees the final result;
• the manager understands what the decision was based on;
• a new participant can enter the task without a separate retelling.

Where files can appear

Tasks have several related file workflows.

File location	When to use
Task files	General materials needed to perform or review the whole task.
Checklist item files	Evidence or material related to a specific step.
Comment files	Material for discussion, an interim version, an answer to a question, or a clarification.
Related documents and external links	Documents that live in a separate storage, CRM, drive, or another work context.

Store general documents in task files. Attach focused screenshots, interim results, and evidence for a separate action to the checklist item. If a file is needed only for discussion, add it to a comment and briefly explain what to do with it.

Choose the location by the file’s purpose, not by where the button is easier to click:

• everyone needs it throughout the task - attach it to the task;
• it confirms one step - attach it to the checklist item;
• it is needed for a question or discussion - attach it to a comment;
• it lives in another system as the main document - add a link or related document if that scenario is available.

Where the final result should live

The final result should be stored where the reviewer and manager expect to find it during acceptance.

Result	Best location
Final file for the whole task	Task files, plus a short comment that this is the final version.
Evidence for one step	The file area of that checklist item.
Material for a question or approval discussion	A comment explaining what needs to be decided.
Document maintained in another system	A linked document or link, with a task comment that states the current status.

If the result affects task closure, do not leave it only in the middle of a discussion. Add a clear link, task file, or final comment so acceptance does not depend on searching through messages.

Files when creating a task

When creating a task, files help the assignee start work without extra searches. Add only materials that are truly needed at the start.

Before saving, check that:

• selected files relate to the expected result;
• the file is not outdated and does not duplicate a newer version;
• the description makes clear what to do with each important attachment;
• the assignee, co-executors, and reviewers will have access to the materials;
• upload is complete or the file is visible as selected for attachment.

If the browser restores a new-task draft after closing the form or refreshing the page, do not treat local files as already attached. LadVen OS can bring back text, checklist items, and other fields, but the browser cannot reselect the file from your device. Open the selected-materials list, choose again any file marked as unavailable, and save the task only after that.

If the task is created with a checklist, separate general context from step evidence. For example, attach the client requirements document to the task, and attach a screenshot proving a specific check to that checklist item.

Do not overload a new task with an archive “just in case.” At the start, source materials, criteria, and required templates are enough. Add other materials during work when their purpose is clear.

Files in view and edit modes

In the task card, the files block shows attached materials and, if the user has permissions, allows adding new files or deleting unnecessary ones. In view mode, file cards, source filters, and download actions are usually visible. In edit mode or with edit permissions, adding and deleting are available.

Filters help separate task materials from checklist files:

• All shows the full file set;
• Task shows attachments added to the task as a whole;
• Checklist shows files added to checklist items.

An empty block is not always an error. Materials may not have been added yet, you may not have permission to edit, or the selected filter may have no files.

Read the files block in one order: first check the selected filter (All, Task, Checklist), then the file source, available actions, and upload state. If no files are visible, do not draw a conclusion immediately: switch the filter, check permissions, and make sure the material should be in task files rather than in a comment, checklist item, or linked document.

Before you accept the files block as ready, check that the screen shows:

• a clear file name or a short enough name to distinguish the file from others;
• file type or extension, size, and added time help verify the material, but they do not replace a meaningful file name;
• the file source: the full set, the task as a whole, or a checklist item;
• an available view, download, or delete action where permissions allow it;
• a clear upload error state with a way to retry or remove the file;
• an empty or read-only block that explains why there are no files or why they cannot be changed.

How to Recognize File States

The files block can look slightly different by theme, screen size, or permissions. The working meaning stays the same: a file is selected, attached, read-only, failed to upload, or linked to a checklist item.

State	How to recognize it	What to do
Selected but not attached yet	The file is visible before the new task is saved or before upload finishes.	Check the name, remove accidental files, and wait for save/upload to finish.
Attached to the task	The file remains in the task card after refresh and is available to participants by permissions.	Use it as working material or the final result.
Read-only or empty block	There is no change action, or the block explains that no materials exist.	Do not treat it as an error: check permissions, filter, and whether a file is needed.
Upload error	The file clearly did not enter the task or needs a retry.	Retry upload, choose the file again, or remove it from the list.
Checklist item file	The material is tied to a specific verifiable step, not the whole task.	Review it together with the checklist item it proves.

How to keep files organized

Order in files matters for tasks reviewed by managers, adjacent departments, or clients. The more attachments there are, the more clearly current versions and the purpose of each material should be marked.

Keep files organized:

• name files so their role is clear without opening them;
• separate source materials from the final result;
• delete accidental duplicates if they are not needed for decision history;
• leave an explanation in a comment when replacing an important file;
• attach evidence to checklist items instead of mixing it with general materials;
• before closing the task, check that the final version is easy to find.

If a task has many files, use filters and explanations. A participant should not have to guess which document is latest, which is only for reference, and which confirms completion.

Responsibility for Files

Task files need an owner. Otherwise the attachment block quickly becomes a set of random documents, and a manager cannot tell what should be accepted as the result.

Use a simple responsibility split:

Role	Responsible for
Requester (Reporter role)	Adds source materials, templates, criteria, and constraints.
Assignee	Adds working results and confirms that the final version is visible to the reviewer.
Co-executors	Attach materials only to their step or comment unless the whole task needs the file.
Observer or manager	Checks that the work can be accepted from the files without searching chats and mail.
Reviewer	Compares final files with the definition of done and checklist.

For LadVen OS, this is an operating habit: a task should store not only discussion, but a managed set of working materials. If someone joins the task later, they should understand the history from the description, checklist, comments, and files instead of asking for a separate retelling.

Complete File Package

Before sending a task for review or closing it, collect a clear material package. A good task shows three layers:

1. Sources: what the work was based on.
2. Step evidence: what proves separate checklist items were completed.
3. Outcome: which file or file set should be accepted as the result.

The minimum package depends on the task type:

Task type	What to attach
Prepare a document	Source requirements document, template, final version, and a change list if needed.
Check a configuration	Before/after screenshots, settings export, and a file with the check result.
Approve a contract	Current contract version, comments on disputed points, and final approved version.
Deliver a report	Source data, final report, and a note on method or limitations.
Fix an error	Problem screenshot, sample file, and proof of the fix if it is checked visually.

If the task is large, do not replace checklist structure with a folder of files. In LadVen OS, it is better to connect evidence to checklist items: the reviewer then sees which file proves each action.

Pre-acceptance Checklist

Use this checklist before moving a task to review, closing it, or handing it to a manager.

• The task has all source materials needed to reconstruct the context.
• The final file or file set is easy to distinguish from drafts.
• Evidence for separate steps is attached to checklist items, not lost among general attachments.
• The comment or description says which version should be checked.
• Files open or download for the people accepting the result.
• Outdated duplicates are removed or clearly kept as decision history.
• The task does not contain private data that participants do not need.
• After refreshing the page, attachments remain in place and are not uploading or in error.
• If the task was restored from a draft, all local files were selected again.
• The files block does not show File not attached; if it does, that file is not part of the result yet.

If any item is missing, it is better not to close the task. Otherwise the result may be formally completed but operationally unusable: the next participant will not know which file is current or what the decision was based on.

How to do it in LadVen OS

1. Open the task or start creating a new task.
2. Go to the files block.
3. Add a file through the attach button or drag it into the upload area.
4. If several files are selected, check the selected materials before attaching.
5. Remove accidentally selected or outdated files.
6. Click the attach action if LadVen OS expects explicit upload confirmation.
7. Wait for the upload to finish and check that the file appeared in the task card.
8. Open preview or download the file if you need to make sure the attachment is correct.
9. Add an explanation in the description, checklist, or comment if the filename does not make its purpose clear.

Do not close the task or send it for review while required files are still uploading or in an error state.

Drag and drop

Drag and drop is convenient when you need to quickly add one or more files from a folder. Drag files into the task or checklist item upload area and wait until LadVen OS shows the selected materials.

After dragging, check that:

• the correct files were added, not the whole folder or an extra draft;
• the selected file count matches expectations;
• images and documents have understandable names;
• there is no upload error indicator;
• the file appeared in the correct place: task, comment, or checklist item.

If drag and drop does not work, use the attach button. This is especially useful on mobile devices, in restricted browsers, or when working with files from cloud storage.

Attach button

The attach button opens file selection on the device. Use it when drag and drop is inconvenient or unavailable.

The button is better for:

• a mobile device;
• choosing a file through the system dialog;
• carefully adding one important document;
• retrying after a drag and drop error;
• a scenario where the file should be explicitly selected rather than dragged.

If LadVen OS shows selected files before final attachment, check the list and only then confirm upload.

If a File Was Not Attached

The file stays in the task context: the user reads the reason, retries or removes the selected file, then returns to the original action.

A file attachment error is not a reason to move the result to a private chat or unmanaged storage without a trace. If the file is needed for work or acceptance, it should remain in the LadVen OS work context: task files, a comment, or a checklist item.

When attachment does not finish, LadVen OS shows a message near the files block: File not attached, the filename, and the reason. Check:

• which file was not attached;
• why the action did not finish: network, format, size, access, or another reason;
• whether it makes sense to retry without changing the file;
• whether the file should first be replaced, renamed, compressed, or unlocked;
• whether selected materials are still waiting in the queue.

If the error is temporary, use Retry: LadVen OS will try to attach the same selected files again. If the wrong file was selected or it cannot be attached in its current form, choose Remove: this clears the failed selected file from the queue, but does not delete files already attached to the task. Do not leave a task in a "nearly attached" state: to a reviewer, that looks like a missing result.

Before retrying, make a quick check:

What to check	What to do
File is too large	Compress it, split the archive, or attach a link to managed storage if your process allows it.
Format is unsuitable	Replace it with a supported format or explain how to open it.
Connection was interrupted	Retry after the connection is restored.
Access is missing	Request access to the source file or ask the owner to attach the material.
File was selected by mistake	Remove it from the list so it is not attached during the next attempt.

For a manager, this error is also a process signal. If employees often cannot attach final files, check not only technical limits, but also how the team stores results, who owns the final version, and which format is acceptable for review.

If the error appeared because a guard check stopped task closing, restore the material first and then repeat the original action in the task card. There is no need to create a duplicate task or move the file to a private chat: the reviewer should see in LadVen OS which artifact became final and why the task is ready for acceptance again.

For acceptance, agree on a simple rule: every task with a required result has one clear place for the final material. It may be the files block, a result comment, or a checklist item. If the team uses all three places without a rule, the manager cannot easily tell which file to accept, and the assignee can attach the material in the wrong place.

Preview

Preview helps quickly check an image or supported document without downloading it. It is especially useful for screenshots, layouts, photos, PDFs, and other files where the content matters visually.

Open preview if:

• you need to make sure the file was not mixed up;
• the reviewer must quickly see evidence of completion;
• the task has several similar images;
• the file was attached through drag and drop and the result must be checked.

If preview is unavailable, download the file or open it in an external application. Unavailable preview does not by itself mean the file was not attached: some formats may be shown only as a card or placeholder.

Downloading

Download one file from the file card. This is convenient when you need to open a document locally, pass it to another application, or check the final version.

If “download all” or ZIP is available in the block, use it for several files. ZIP is suitable when you need to transfer a full set of materials: source files, screenshots, contracts, final documents, or checklist item attachments.

Before bulk download, check the selected filter. If the Checklist filter is open, ZIP may include checklist item files rather than all task materials. If you need the complete set, use All or a separate download-all action if it is available in the UI.

Deleting files

Delete a file when it was attached by mistake, is outdated, contains unnecessary data, or no longer belongs to the task. Deleting a file from a task can affect participants who use it for execution or review, so first make sure the material is really not needed.

Before deleting, check that:

• the file is not the only evidence of a completed step;
• it is not listed in the description, comments, or definition of done as required;
• a current version is already attached if the result must remain available;
• participants understand why the file is disappearing if it has already been discussed.

If a file is attached to a checklist item, delete it where it was added. The task file filter may show such attachments for easier viewing, but the file source remains the checklist item.

Versions and file replacement

If file replacement is available in the file card or menu, use it to correct the same document: for example, when updating a contract, spreadsheet, or final report without creating confusion from several similar attachments.

If there is no separate replacement action or version history, attach the new current version and clearly mark it in a comment or description. Delete the old version only when it is no longer needed for decision history.

Good version practice:

• include date, version number, or status in the filename: final, approved, draft;
• write in a comment what changed compared with the previous version;
• do not delete an old file if a decision was made or notes were left on it;
• mark the final version in the definition of done or final comment.

Access rights

A file must be available to those responsible for execution, review, and approval. Do not bypass access restrictions by forwarding the file outside LadVen OS: then discussion, history, and permissions diverge.

Check access if:

• a participant sees the task but cannot open the file;
• the file is connected with a project, workgroup, CRM record, or drive with separate permissions;
• a participant was added to the task after materials were attached;
• the task contains private, personal, or commercial data;
• the file is needed by an external reviewer or adjacent team.

If access is missing, configure permissions in the original file context or ask the administrator or space owner for help. Do not add unnecessary observers only to grant access to one document: first check why the file is unavailable.

Sending the result outside

If the final file must be sent to a customer, contractor, or another external party, first record the final version in the task. The task should make it clear which file was accepted, who checked it, and where it is stored after the work is complete.

For files with amounts, invoices, personal data, or client terms, additionally check currency, period, recipient, and hidden data: spreadsheet sheets, document comments, metadata, and old versions. If some data is only needed by the internal team, prepare a separate external version of the file.

For external delivery, use a managed context: a task file, related document, Disk, or a public link with expiration, password, and access-mode limits. Do not send the only copy of the result through a private chat or unmanaged link: the manager will not be able to reconstruct what was sent and why the task was closed.

Before sending externally, check that:

• the final file is distinguishable from drafts by name, version, or final comment;
• the public link points only to a test or work file that may actually be shown to the recipient;
• a shared folder does not expose future internal materials;
• the file has no hidden sheets, extra pages, personal data, or service notes;
• after delivery, the link will be revoked or remain active only for the agreed period.

If the result is delivered through Disk, leave a task link or comment that shows exactly where the final material is stored. The task remains the working source of truth, and Disk remains the managed storage for the result.

Useful files

A useful file reduces the number of clarifications. It should answer one of these questions: what to use as a basis, what to check, what was produced, or what confirms completion.

Examples:

Situation	Where to attach	What to add
A proposal must be prepared	Task files	Client requirements document and proposal template.
A contract must be checked	Task files	Current contract version and a list of disputed points in the description.
A setting must be confirmed	Checklist item	Screenshot of the completed setting.
A draft must be discussed	Comment	Draft file and a question about what exactly to check.
A result must be handed over	Task files	Final version and final comment.

If a file does not answer any working question, it probably should not be attached to the task.

Names and explanations

The file name should help distinguish materials from each other. This is especially important when a task has several similar contracts, layouts, exports, or screenshots.

Good names:

• client-contract-approved-2026-05-19.pdf;
• requirements-launch-campaign.xlsx;
• screenshot-payment-settings-done.png;
• report-q2-final.pdf.

Bad names:

• document.pdf;
• new final final.pdf;
• image.png;
• scan 1.jpg.

If renaming before upload is impossible or inconvenient, add an explanation in a comment, description, or checklist item. The explanation should say what the file is and what should be done with it.

Upload errors

Upload errors can happen because of file size, format, network, access rights, or a temporary service error. LadVen OS should show a clear message in the files block, selected file card, notification, or near the upload action.

What to do:

1. Check whether the file is still in an uploading state.
2. Click Retry if the file is correct and the error looks temporary.
3. Check file size, format, and name.
4. Make sure you have permission to edit the task or checklist item.
5. Refresh the task and check whether the file attached after a delay.
6. Click Remove if the file was selected by mistake, has the wrong format, or must be replaced.
7. If the error repeats, record which file did not upload, where you attached it, and which message LadVen OS showed.

Do not consider a file attached until it appears in the task card, comment, or checklist item after refresh.

If upload is required to close the task, return to the task card after successful attachment and repeat the original action. A successful upload by itself does not always change the status: it only removes the reason why the guard check stopped acceptance.

Files in comments

Files in comments are suitable for discussion: showing an interim option, attaching a client answer, sending a problem screenshot, or asking for an opinion on a draft.

Use a comment when the file requires a reaction or explanation. Do not hide the final result only in the middle of a long discussion: if the file is the task outcome, attach it to task files or clearly state in the final comment where the final version is stored.

Good comment with a file:

I attached the updated contract. Please check section 4 and the new wording about payment deadlines.

Bad comment:

File.

Files in checklists

Checklist item files are needed for focused evidence. They help the reviewer understand which material belongs to which step without scanning the whole task file list.

Attach a file to a checklist item if it confirms exactly that item:

• review screenshot;
• interim stage result;
• approved document version for a specific step;
• image, export, or report needed only for one item.

If the file is needed by the whole task, attach it to the task. If it is needed for discussion, add it to a comment.

The “step evidence” practice helps avoid mixing materials:

• a checklist item file confirms a specific action;
• a final file in task files shows the result the manager accepts;
• a comment explains what changed, which version to check, and what is outside the current task.

For example, it is better to attach a settings screenshot to the “Check settings” item, and the final report to task files. In the final comment, write: “Final version is report-final.pdf, review screenshot is attached to item 3.” Then the reviewer does not need to search for evidence among all attachments.

Errors to avoid

Do not turn the files block into a general project archive. A task should contain only materials related to its execution or acceptance.

Do not store the final result only among interim comments. If a task is closed by a file, the reviewer must quickly find it in task files or in a clearly referenced final comment.

Do not attach a screenshot without context. Specify what it shows and which item it confirms. A screenshot “just in case” rarely helps acceptance.

Do not delete an important file silently. If decisions, notes, or approvals were made on the old version, leave an explanation of what changed and which version is current now.

Do not use files to bypass access. If a participant cannot open a document because of permissions, fix access in the original location instead of creating unmanaged copies.

Result check

After attaching files, check that:

• the file appeared in the correct place: task, checklist item, or comment;
• file name, size, and type look expected;
• preview opens for supported formats;
• single-file download works;
• ZIP or bulk download works if that action is available;
• All, Task, and Checklist filters show the expected set;
• unnecessary or outdated files are removed;
• required participants have access;
• there are no unfinished uploads, errors, or duplicate retries;
• there is no File not attached warning for materials needed for acceptance;
• after refreshing the page, files remain in place;
• if the task was restored from a draft, all local files were selected again and are not only visible by name.

For tasks under acceptance, additionally check that the final file is connected with the definition of done: a participant should understand exactly which file to review.

Good practices

• Attach only materials that help perform or check the task.
• Store general documents in task files, and step evidence in checklist items.
• Add an explanation if the filename does not make the file’s role clear.
• Check version relevance before attaching.
• Use ZIP or bulk download for a full material set if the UI supports it.
• Do not delete a file that was used for a decision without an explanation in a comment.
• Check participant access after changing roles, project, client, or workgroup.
• Do not store unnecessary private data in the task.
• Before closing the task, open or download the final file and make sure it is the correct version.

Common mistakes

Attaching everything. Too many unnecessary files make the task less clear and slow down acceptance.

Not explaining the file purpose. If the filename is unclear, add an explanation in the description, checklist, or comment.

Keeping the final result only in a comment. An important outcome should be easy to find in task files or clearly referenced in the final comment.

Confusing task files and checklist item files. General materials belong to the task; evidence of a specific step belongs to the item.

Closing a task before upload finishes. The file may not be saved, and the reviewer will not see the result.

Deleting an old version without history. If the file was discussed, preserve context or explain the replacement.

Not checking access rights. A participant may see the task but not have access to the document, drive, project, or CRM context.

Downloading ZIP with the wrong filter. Before bulk download, check which files are included in the current set.

How to tell that a file set is ready

A file set helps with task acceptance only when the reviewer can see what is attached, why it is needed, and which material is final. The task should have clear names, the right attachment place, access for participants, and a working path to preview or download.

Check: the empty block does not hide required materials; the new file was added through the button or drag and drop and saved; file cards have clear names and actions; All, Task, and Checklist filters separate general materials from item evidence; a checklist file is attached to the right item; preview and download open; an upload error is resolved with retry; the final report, template, requirements document, or settings proof does not contain real contracts, personal data, internal prices, private links, or customer details.

Related sections

• Create a task
• Add a checklist
• Assign participants
• Review and close a task