When Northwoods Outfitters documented their kayak pre-launch safety check, written descriptions of strap placement weren't enough. Diego, their lead guide, attached reference photos to each step so operators could compare what they were looking at against a known-good example — no ambiguity, no callbacks to the training manual.
This guide covers attaching reference images to a process step (admin-uploaded photos that appear on the step card for anyone running the procedure). This is different from photo fields, which are operator-captured images collected as evidence during a run.
Before you start
- You need admin-level access to attach images to steps. Non-admins can view images on steps but cannot add or remove them.
- Accepted formats: PNG, JPEG, and WebP. Maximum file size: 25 MB per image.
- The process does not need to be in Draft status — you can add reference images to steps on an active process without changing its status or version.
Step 1: Open the process detail page
Navigate to Process → Library and click the process you want to update. You'll land on the Steps tab by default.
Step 2: Find the step you want to annotate
Step cards are listed in order. Each card shows the step title, description, and any metadata (estimated time, assignee role, required fields).
Reference images appear below the step's main content — a small thumbnail gallery with an Add image button visible to admins.
Step 3: Upload an image
Click Add image on the step card. A file picker opens. Select a PNG, JPEG, or WebP file.
The image uploads immediately (not inside the Edit steps editor — this is a direct save). A "Image uploaded" toast confirms success. The thumbnail appears in the gallery.
You can attach multiple images to a single step. Each one uploads individually.
Step 4: Review the image
Click a thumbnail to open a full-size lightbox. Use this to verify the image is oriented correctly and clearly shows what operators need to see.
To remove an image, hover over the thumbnail and click the trash icon that appears in the top-right corner.
What operators see
When a team member runs the process, every step card shows the reference images below the step description. Images are read-only during a run — operators cannot add or remove reference images. Clicking a thumbnail opens the same lightbox view.
Reference images are stored permanently on the step definition, not the run snapshot. If you update or delete a reference image after a run has started, the change appears in new runs. Completed run history is not affected (runs snapshot steps at start time, not the image gallery).
Collecting operator-captured images during a run
Reference images (covered in this guide) are different from photo required fields, which prompt operators to upload evidence at run time.
To collect operator photos:
- Open the process and click Edit steps.
- On the step, click Add field.
- Set the kind to Photo.
- Optionally check Required to block step completion until at least one photo is uploaded.
- Click Done to save.
During a run, operators uploading a photo field see an Add photo button and can attach multiple images. Completed field photos are stored as run attachments, separate from the step's reference gallery.
What comes next
To see how your documented processes are being followed over time, see How to track adherence reporting.