File types
Look up upload formats, file size rules, document type behavior, expiry handling, and common file troubleshooting steps.
Use this reference when a user needs to know whether a file can be uploaded, why an upload was rejected, or which document type rule controls the upload.
File rules can come from two places:
| Rule source | What it controls | Admin guide |
|---|---|---|
| Document type | The label, accepted formats, size rules, upload mode, expiry tracking, versioning, and approval behavior for one kind of document. | Document types |
| Storage settings | The workspace storage provider, broad upload limits, allowed MIME types, retention, compression, and versioning defaults. | Storage settings |
When both rules apply, the upload must fit the document type and the workspace storage settings.
Accepted File Categories
Edmissa document types can be configured to accept common file categories. Your workspace may allow a smaller set, depending on document type and storage settings.
| Category | Common formats | Use it for | Notes |
|---|---|---|---|
| Documents | PDF, Word, text, rich text, OpenDocument text | Passports, transcripts, offer letters, visa letters, consent forms, and written supporting records. | PDF is often easiest to review and share. |
| Images | JPG, JPEG, PNG, GIF, BMP, WebP, SVG, HEIC, HEIF | Passport scans, ID photos, profile photos, receipts, and image-based evidence. | Use clear, readable images. Avoid screenshots when a PDF is available. |
| Spreadsheets | Excel, CSV, OpenDocument spreadsheet | Structured lists, financial schedules, or exported supporting data. | Use only when the review really needs spreadsheet data. |
| Archives | ZIP, RAR, 7z, TAR, GZIP | Bundles of related files. | Use only when your team has agreed to accept bundles. Individual documents are easier to search and review. |
Do not rename a file extension to force an upload. If the file content does not match the extension, the upload may still fail or become difficult to preview.
Document Type Rules
Choose the document type before uploading whenever the upload flow asks for one. The document type tells Edmissa what the file is and which rules to use.
| Rule | What to check | Example |
|---|---|---|
| Accepted file formats | The file extension must be allowed for that document type. | Passport may allow PDF, JPG, JPEG, and PNG. |
| File size | The file must be within the maximum size and any minimum size. | A 120 MB scan fails when the document type allows up to 25 MB. |
| Upload mode | The number of files must match the upload mode. | Front and Back expects both sides of an ID card. |
| Document scope | The type must be available where the user is uploading. | A profile photo may be available on the student profile, while an offer letter belongs to an application. |
| Usage context | The type must be available for the upload route being used. | Some types appear on forms, independent uploads, or both. |
| Expiry tracking | An expiry date may be required before the upload can be completed. | Passport, police certificate, medical certificate, or bank statement. |
| Approval | The file may need review before the team treats it as ready. | Financial or visa documents often require approval. |
If a document type is missing from the picker, check its scope, usage context, status, and the user's permissions before creating another type.
Size and Format Troubleshooting
Use this table when an upload fails or the file is accepted but hard to review.
| Issue | Likely cause | What to do |
|---|---|---|
| The file type is blocked | The document type or storage settings do not allow that format. | Convert the file to an accepted format, or ask an admin to review the rule. |
| The file is too large | The document type limit or workspace maximum file size is lower than the file size. | Compress the file, export a smaller PDF, scan at a lower resolution, or ask an admin whether the limit should change. |
| The file is too small | A minimum size rule may be rejecting empty or unreadable files. | Open the file and confirm it is not blank, corrupted, or only a thumbnail. |
| Several files are rejected | The upload mode may allow only one file, or the maximum file count may be lower than the selection. | Upload the required file only, or ask an admin whether Multiple Files should be enabled for that document type. |
| The preview is unreadable | The scan is blurry, rotated, password protected, or saved in a format the browser cannot preview well. | Upload a clearer copy. PDF, JPG, and PNG are usually easiest to review. |
| The upload starts but does not finish | The storage provider, network, or workspace storage limit may need attention. | Try again with a smaller test file. If it still fails, ask an admin to check Storage settings. |
| The file appears under the wrong requirement | The wrong document type or upload location was selected. | Replace the file under the correct student profile or application using the correct document type. |
For day-to-day upload steps, see Documents. For document-specific problems, see Document issues or the Troubleshooting section.
Naming Habits
Good filenames help users review files before opening them. They also make downloads easier to understand.
| Habit | Better example | Avoid |
|---|---|---|
| Use the document name | Passport.pdf | scan.pdf |
| Add the student name or short identifier when helpful | Amina Khan - Passport.pdf | document final final.pdf |
| Add a date for time-sensitive files | Bank Statement - 2026-06.pdf | new statement.pdf |
| Keep names readable | Visa Decision Letter.pdf | IMG_3849.JPG |
| Keep private notes out of filenames | Academic Transcript.pdf | Transcript - weak grades.pdf |
Use names that describe the document, not the internal discussion around it. Comments, review notes, and decisions belong in Edmissa, not in the filename.
Expiry and Replacement
Some documents stop being valid. When a document type tracks expiry, users may need to add an expiry date during upload.
| Situation | Recommended handling |
|---|---|
| A document has an expiry date | Enter the real expiry date from the document. |
| A document must be recent but has no printed expiry date | Follow the agency rule for how long it should be treated as current. |
| A document is expired | Request or upload the renewed file. Do not keep relying on the expired file. |
| A file was uploaded with the wrong expiry date | Correct the document details if allowed, or replace the upload with the right information. |
| A student sends a newer version | Replace the old file using the same document type when it is the same requirement. |
| The new file belongs to different work | Upload it to the correct application or student profile instead of replacing an unrelated file. |
If versioning is enabled, Edmissa can keep older versions when a file is replaced. Treat the newest accepted version as the working file. Older versions are useful for history, but they should not be used for current requirements unless your agency policy says otherwise.
Quick Decision Table
| Question | Check first | Guide |
|---|---|---|
| Which formats should users upload for Passport, Bank Statement, or Visa Copy? | The document type's accepted file formats. | Document types |
| Why are all uploads failing, even for simple files? | Storage provider status, allowed MIME types, and workspace size limits. | Storage settings |
| Where should users upload a file? | Whether the file belongs to the student profile, an application, or a form. | Documents |
| Why can a user not see Upload Documents? | Role permissions, upload location, document type scope, or feature availability. | Document issues |
| Should a file be replaced or uploaded as a new file? | Whether it satisfies the same document requirement for the same work. | Documents |
Related Guides
| Guide | Use it for |
|---|---|
| Document types | Configure document categories, format rules, size rules, expiry tracking, versioning, and approval. |
| Storage settings | Configure broad storage provider and upload settings for the workspace. |
| Documents | Upload, review, and track files in daily work. |
| Document issues | Troubleshoot missing documents, upload failures, and status confusion. |
| Troubleshooting | Find other troubleshooting guides. |