Uploading attachments

What you'll learn#

• The two kinds of attachments in VAT Portal — and when you'd use each
• How to add, download, and delete document attachments
• How to attach files when approving, rejecting, or delegating a task
• What limits apply

Two kinds of attachments#

VAT Portal has two separate attachment systems, and the right one depends on where the file belongs:

1. Document attachments — supporting files on the document#

Files that belong to the document itself, added by the creator. Examples: a scan of the original contract, a related spreadsheet, a photograph of an expense receipt. These live on the document permanently and are visible to every approver.

Available on request forms only. File-based documents don't have document attachments — they have a main uploaded file with a Replace option instead.

2. Task attachments — files attached to an action#

Files an approver adds when they approve, reject, or delegate a task. Examples: a signed PDF when approving, a marked-up version when rejecting, a relevant policy document explaining a decision. These are tied to the specific approval step, not to the document as a whole.

Available on every task, whether the document is a request form or a file-based one.

Document attachments (request forms)#

Adding attachments#

1. Open the document: Document Flow → Documents → click the document.
2. Scroll to the Attachments card. It's collapsed if empty; click the header to expand.
3. Click the Upload button at the right of the header.
4. Pick one or more files from your file manager. You can select multiple at once — each becomes a separate attachment.
5. The files appear as new rows in the attachments table with their filename, upload date, and who uploaded them.

Downloading an attachment#

Click the download icon (arrow pointing down) on the right side of the attachment's row. The file downloads with its original filename to your browser's default download location.

Deleting an attachment#

1. Click the trash icon on the right side of the attachment's row.
2. A confirmation dialog appears — click Delete to confirm.
3. The attachment disappears from the list.

When can I add or delete attachments?#

At any time — Active, Approving, Approved, or Rejected. The main document's fields and content are locked during approval, but attachments stay editable. This is deliberate so you can hand in late supporting paperwork without restarting the whole approval.

That said, adding attachments during approval doesn't notify anyone automatically. If an approver needs to see something you just added, post a message on the Discussion Board so they know to look.

Task attachments (approving / rejecting / delegating)#

When you're acting on a task, you can attach files alongside your action. The files get stored with the task and are visible on that task afterward (in the Existing Attachments card on the task page).

Adding files to your action#

1. Open the task from My Tasks.
2. Click Approve, Reject, or Delegate in the right-column Action Panel — the form expands below.
3. In the form, scroll to the New Attachments section.
4. Click Upload and pick one or more files.
5. Each file appears in a small list with a ✕ button to remove it before submitting.
6. Fill in the rest of the form (comment, delegate target, etc.) and click the colored submit button at the bottom — files are sent with the action.

Seeing attachments from earlier actions#

If someone on an earlier step attached files, those appear in the Existing Attachments card on the task page. You can see them but you can't modify them — they belong to that other person's action.

Common questions#