Attach Files to a Task

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

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: brief, 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complicate acceptance: participants must figure out which file is current, which is reference material, and which is outdated.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.

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-assignees, and reviewers will have access to the materials;
• upload is complete or the file is visible as selected for attachment.

If the task is created with a checklist, separate general context from step evidence. For example, attach the client brief 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.

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.

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.

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 entity, 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.

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 brief 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:

• dogovor-client-approved-2026-05-19.pdf;
• brief-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. Retry upload if a retry button is available.
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. 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.

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;
• after refreshing the page, files remain in place.

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.

Which screenshots are needed for documentation

Public documentation for task files needs screenshots that show the main user scenarios and help the business owner understand the workflow.

Needed states:

• empty files block when creating or viewing a task;
• adding a file through the attach button;
• drag and drop with selected files before confirmation;
• task file cards with clear names and actions;
• All, Task, and Checklist filters;
• file attached to a checklist item;
• image or document preview;
• single-file download and bulk download if available;
• upload error or retry;
• mobile view of the files block;
• dark theme for the main file viewing scenario.

Use demo materials in screenshots: contract template, brief, settings screenshot, final report. Do not show real contracts, personal data, client details, internal prices, private links, or employee names without approval.

Related scenarios

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