Collecting Files Online: The Easy Way


by 123FormBuilder

Besides the go-to fields that make up a classic form, there are other easy options you can use to eliminate the tiresome steps and benefit your organization. I’m talking here about Upload Fields: receiving audiovisual content or any kind of document through your forms.

Whether if you need to receive your candidates’ applications for a job position, collect the pictures of your photography contest or pick up the audios and videos your design team needs to Edit, an online form with an Upload Field if your solution not only to get those files, but also to store them safely and filter them easily in the same place.

Receiving paper files is a tedious process, not only because of the handling and sorting, but storing them eventually becomes an issue as well. Even if your company accepts files sent by your users through emails, this can still prove to be a chaotic process. Special email inboxes have to be set up, or filtering a busy inbox risks mixing important applications or documents sent by clients and candidates with spam or the daily menu of the restaurant which you order lunch from.

So why stress with different platforms when collecting and analysing files, when you can implement it directly into your forms? Combine both the collection of information with the required files all in one place. In this guide I’ll show you every step of the way towards setting up file uploads on your contact form, as well as managing the files that are sent to you.

How to Enable File Uploads

Step 1: Adding the field

The first thing you need in order to set up a file-collecting method is adding the Upload Field to your form. Once in your form Editor, locate the field named File Upload, and add it to your form by clicking it, or dragging and dropping it into your form.

File Upload

Step 2: Configuring the Field

Great! Next I’d recommend adjusting it a bit. To start configuring it, click on the field and a new tab will appear on the left.

Add fields in 123FormBuilder editor

There are a few options present here:

Label = Here you can set the name of the upload field.

Maximum Upload Size =. This is useful if you want to keep each file within a specific size.

Minimum Upload Size = Similar to the previous setting, you can set a minimum size for the file that you wish to receive if you want to make sure only certain high-quality files are included.

Allow Multiple Files = Check this option to enable users to upload more than one file through the form.

Required = This makes it mandatory for users to upload files in order to submit the form.

Hidden = Checking this option hides the field definitively. If you want the field to only be shown if certain action from the user’s side is done, then you need to enable Rules.

Instructions = You can write a general indication/advice for your users here (e.g. “Resumes must be submitted in PDF format). These instructions will appear under the field name.

Great! Your upload field is ready for action. Users who complete the form can start sending you the files you need to process.

Before going further, there are a few things to keep in mind regarding uploads:

  • The maximum size of the files uploaded can’t be higher than 150MB per upload field.
  • If the total size of files uploaded is higher than 5MB, instead of being sent as attachments in your email notification, the files will be sent as direct download links.
  • File upload field cannot be embedded with Inline HTML, this being the reason why the option will not be available in the Get Code & Publish section. We recommend using Javascript or iFrame

Managing the downloads

So your form is ready to receive files, now let’s see where the files are found.

By going to the account section (the button on the top right) and choosing My Account you can see a bar which represents how much storage space you have available.

In order to visualize the actual uploads, click on the button named Uploads Manager

My account information

Which will take you to this next page:

Uploads Manger

From here, you can see all the files that have been sent to you. Each form that has upload fields added will have it’s own section with files, so you don’t get them mixed up.

Downloading them is easy – just click on the file!

Easy, huh? We hope that it helped you understand how uploading files through your forms works. Use this information to help you simplify the process of receiving files and streamline your workflow! What do you think about it? Are you already using upload fields? Leave your comments below!

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