Files
Attach, preview, edit, and manage files of any type directly within a record, with support for versioning, antivirus scanning, and mobile image capture
Specs
Version
1.0.0 (updated on 2024-01-01)
Developer
Labii Inc.
Type
Section
Support Configuration
Yes
Overview
The Files widget is a comprehensive file management tool that allows users to attach, preview, edit, and organize files of any type directly within a Labii record. It supports uploading new files via drag-and-drop or file picker, as well as linking previously uploaded files to a record. For supported formats — including images, Office documents, PDFs, scientific structure files, and plasmid maps — files can be previewed and edited inline without leaving the platform. Additional capabilities include file versioning, real-time antivirus scanning, mobile image cropping, and sign-and-lock behavior to protect attachments after a record is signed.
Use Cases
Experiment Documentation: Attach raw data files, analysis reports, gel images, or instrument output files directly to an experiment record for centralized documentation.
Contract and Agreement Management: Link signed agreements or supporting documents to contract entries for easy reference and audit.
Scientific Data Attachment: Upload chemical structure files, plasmid maps, or sequence files and preview or edit them inline without external software.
Regulated Workflows: Use sign-and-lock behavior to freeze file versions after record signing, supporting data integrity requirements in GLP or GMP environments.
Collaborative File Review: Share uploaded files with team members who can preview content directly in the record without downloading.
Configuration
The Files widget works out of the box without required configuration. Optional settings allow customization of which fields are displayed and how the interface behaves.
Click the Configure (settings) button in the widget header.
Adjust the desired settings (see Configuration Options below).
Click Save to apply. Changes take effect immediately for all records using this widget.
Configuration Options
Fields — Fields to display alongside each file entry.
Should Hide Column Data — Hides column data for the default uploaded files view.
Should Hide Preview — Hides the inline preview for the default uploaded files view.
View — Choose between Preview (default, shows file preview and metadata) or List (tabular format with file name, size, type, and upload date).
Column Referenced — A ForeignKey or ForeignKeys column referencing this record. When set, newly uploaded files are automatically assigned to that column.
Fields to Copy — Fields to copy when linking files. Defaults to projects.
Interface
Preview View
The default view displays each attached file with its column data and an inline file preview. Action buttons allow users to toggle column data and preview visibility, download the original file, or delete the file entry. A drag-and-drop upload area and an Add Existing File button are available at the bottom of the widget.
List View
The List view presents files in a structured table format showing key details such as file name, size, type, and upload date. This layout is more efficient when working with large numbers of attachments or when inline previews are not needed.
Additional Functions
Upload New Files
Drag and drop one or more files onto the upload area, or click the cloud icon to open a file picker.
Files are uploaded sequentially. The maximum supported file size per upload is 5 GB.
Once uploaded, each file appears in the widget with its preview and metadata.
Add Existing Files
Click the Add Existing File button.
A modal opens. Select one or more previously uploaded files. Optionally specify a version to link.
Confirm the selection. The file is linked to the record without re-uploading.
Image Cropping on Mobile Devices
On mobile, tapping the upload area gives the option to select an image from the gallery or take a new photo. A built-in cropping tool lets you trim the image before uploading, ensuring clean, focused attachments.
Tap the upload area on your mobile device.
Choose Select from Gallery or Take Photo.
Use the cropping tool to adjust the image boundaries for clarity and precision.
Confirm the crop and upload. The trimmed image is attached to the record.
Versioning
Whenever the content of an uploaded file is changed, a new version is automatically created. All previous versions remain accessible, providing a complete history of file modifications.
Antivirus Scan
Labii can perform real-time antivirus scanning on all uploaded files. This feature is disabled by default.
To enable: navigate to Settings → Organization Detail and set enable_antivirus_scan to true.
All files carry one of three statuses:
Pending — Awaiting antivirus scan
Clean — Scanned and safe
Infected — Malware detected; file is locked and quarantined (preview and download disabled)
The system sends a notification when malware is detected.
Enabling real-time antivirus scanning adds approximately 20 seconds to the file upload process.
Sign and Lock
Any file uploaded after a record is signed is locked to its most recent version at the time of signing. If the file is modified later, the signed version remains visible for reference, supporting data integrity in regulated workflows.
Supported File Types
Picture
*.jpg, *.jpeg, *.png, *.gif, *.bmp
Yes
Yes
Picture
*.tiff
Safari
Yes
Video
*.mp4
Yes
No
Audio
*.mp3
Yes
No
Text
*.txt
Yes
Yes
Tabular Data
*.tsv, *.csv
Yes
Yes
HTML
*.html
Yes
Yes
Yes
No
Word
*.docx
Yes
Yes
Excel
*.xlsx
Yes
Yes
Presentation
*.pptx
Yes
No
Office 2013
*.doc, *.xls, *.ppt
Yes
No
Chemical Structure
*.cml, *.inchi, *.mol, *.sdf, *.smi, *.cdx, *.kcj, *.mrv, *.sd
Yes
Yes
Genome Browser
*.fas, *.fasta, *.fa, *.fna, *.2bit, *.bam, *.cram, *.sam, *.vcf, *.vcf.gz, *.bed, *.bed.gz, *.gff, *.gff.gz, *.gtf, *.gtf.gz, *.bw, *.bigwig, *.wig, *.bedgraph, *.seg, *.cn, *.maf, *.bedpe, *.interact, *.hic, *.cool
Yes
No
Best Practices
File Organization
Use descriptive file names before uploading so attachments are easily identifiable in the list view without opening each file.
Use Add Existing File to link shared reference files (e.g., standard protocols, template documents) to multiple records rather than uploading duplicate copies.
View Selection
Use Preview view when working with a small number of files where inline rendering adds value (images, PDFs, structures).
Switch to List view for records with many attachments where scanning file names and metadata is more efficient than rendering previews.
Security and Compliance
Enable antivirus scanning for organizations that accept files from external parties or untrusted sources.
Rely on sign-and-lock behavior to freeze file versions at the point of record signing in regulated (GLP, GMP) workflows — do not upload replacement files after signing unless a new version trail is acceptable.
Performance
Keep individual uploads under 5 GB. For very large datasets, consider splitting into multiple files or using a linked storage reference.
Be aware that antivirus scanning adds ~20 seconds per upload — communicate this to users when the feature is enabled.
Common Pitfalls to Avoid
Avoid deleting files that are referenced by signed records — this breaks the audit trail.
Avoid uploading files without filling in relevant metadata fields (configured via Fields) — incomplete metadata reduces searchability and traceability.
Related Widgets
File Preview: A lightweight alternative when only a single file preview is needed without full list management.
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