When a freelancer can't upload a document themselves, you can upload it to their profile for them, so their onboarding or compliance checks don't stall. This article also covers the upload limits your talent works with, so you can help them fix a failed upload.

Who can do this: Admins, and team members whose role includes Can access and manage non-confidential Documents.

Availability: Available in every account.

Your workspace may use a different name for Partners, such as Freelancers or Contractors.

TABLE OF CONTENTS

Before you start

  • Get the file from your freelancer, for example by email or a shared link.
  • Check that the file is 40 MB or smaller and in an accepted format: PDF, Word, Excel, PowerPoint, CSV, TXT, common image formats, or a ZIP, RAR, TAR, GZ or 7Z archive. The full list is in Uploading Files and Photos: Size Limits, Formats and Upload Errors.
  • You can't upload files to an archived profile. Restore the profile first if you need to.

Upload a requested document for a freelancer

Use this when the document is one you've asked for, such as a passport or certificate, and the freelancer hasn't uploaded it yet.

  1. Open the freelancer's talent profile and select the Documents tab.
  2. In Requested Documents, find the document and click Upload.
  3. Choose the file in Upload document.
  4. Enter the Issue date and Expiry date if the form asks for them.
  5. Click Add document.

The file shows against the requested document on the profile. To review it, check its status, or handle renewals, see How to Manage Requested Documents for Your Talent.

Upload any other file to a freelancer's profile

  1. Open the freelancer's talent profile and select the Documents tab.
  2. In Files, click Upload new file. The Add new file window opens.
  3. Click Upload file and choose the file.
  4. Choose a Document type.
  5. (Optional) Add an Issue date, an Expiry date and a Message.
  6. Choose who sees it. Visible to partner is ticked by default. Untick it to keep the file to your team. If the file is visible, you can also tick Notify partner via email.
  7. Click Save changes.

The file appears in the Files list on their profile. To see files across all your talent, go to Workflows → Files.

Upload limits for your talent

What's being uploadedLargest file
Profile photo1 MB
Requested documents, files and onboarding uploads40 MB
Portfolio items32 MB
Files on a task500 MB

Formats differ by place. For example, onboarding stages and tasks also accept video (MP4 and MOV only) and audio files, and profile photos must be image files. Share Uploading Files and Photos: Size Limits, Formats and Upload Errors with your freelancer for the full list and fixes, written for them.

Troubleshooting

A freelancer's upload fails with no message, or the profile photo won't save

The file is usually too large or in a format that step doesn't accept. Phone photos of IDs are often over the limit. Ask your freelancer to:

  1. Resize or compress the file.
  2. Save it as JPG or PNG (photos) or PDF (documents).
  3. Try again in Chrome, or in a private or incognito window.

If it still fails, upload the file for them using the steps above.

A freelancer can't open or send a password-protected file

Ask your freelancer for a copy without a password, so your team can open it.

A freelancer needs to deliver hundreds of files

Upload windows aren't built for hundreds of separate files. Ask them to put the files in one or more ZIP files and upload those on the task's Files tab, up to 500 MB each. They can also share a link to their own cloud storage in Messages.

A freelancer has nowhere to upload a file you need

Talent upload files where you've asked for them, such as a requested document in their workflow, or in Documents → Files and on a task's Files tab. If you need a specific document from everyone, add a requested document to their workflow, or upload the file for them.

You can't tell whether your freelancer got an email

Contact Worksuite Support with the freelancer's email address and the date the email was sent, and we'll look into it.

Support/Resources

Still have questions about uploading files for your talent? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Including a link to the page you're on and a screenshot helps us answer faster.