Adding files as attachments

Dive into the specifics of the Attachments component.

Files are attached to by using the Attachments component. Preferably the file should be in pdf format, and we recommend to reduce the file size if possible. If a document is meant to be an internal tool within a unit, it should not be stored in Drupal.

When you have selected your file, Drupal will prompt you to consider the file you are uploading, so that it does not contain any protected personal data or other sensitive information.

A screen shot from editing system Drupal, a warning that pops up when files are uploaded with the text: Please review carefully the file you are uploading: it cannot contain any protected personal data nor should it contain any other sensitive information.
A pop-up for uploading files.

If you click on "No", the file you uploaded will not appear and you can either leave and delete the attachment component, or review your file, and click "Yes" after uploading the file again, if it meets the requirements. After you have confirmed that you understand the restrictions concerning the files that can be uploaded by clicking "Yes", you need to select the visibility of your file.

The visibility of your file means that it can either be viewed by all users of, thus it is public, or it is visible only to the Aalto community, i.e. to those who have logged in with an Aalto username. Public files are found and indexed by search engines such as Google. Files restricted to the Aalto community can be found with's own search engine, but not using a search engine outside the website, nor will search engines such as Google index them either.

A screen shot from's editing system Drupal showing how files are uploaded to the website
Visibility of the file needs to be selected.

If you fail to select the visibility, an error message will appear on the page and you cannot continue with the upload.

If you select "Visible only to Aalto community", you can finish the upload of your file.

If you select that your file is "Public for everyone", you will receive a prompt from Drupal making sure you understand what this means. If this is clear to you, and the file does not contain any protected personal data or other sensitive information, you can click "Yes"; otherwise you can cancel your selection of public by clicking "No".

When you add a new attachment, the file "Name" field is shown, so make sure, that the name is such that the reader gets an idea of the attachments' content without having to open it first.

A screen shot of a prompt editors get from's editing system Drupal when they select that their file is public.
Drupal shows a prompt if the uploaded file is selected to be public.

After the above steps, your file is now ready and uploaded. You can see examples of attachments below.

More instructions on files and Drupal

This service is provided by:

Communications Services

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