Upload files

Upload price lists, product spreadsheets, invoices and other files from the Inbox or from Configure → Sources → Connections → Files. Biosphere checks each file, keeps the original and reads it so you can map and review it.

Upload a file

1. Open Inbox, or open Configure, select Sources, then Connections and Files.
2. In Source, choose the business or system the file comes from, or type a new name to add it. Choose Your own records when the records belong to your business. Leave Decide during review to choose later.
3. Drag files onto Drop files here or choose files, or select it to pick files.
4. Follow each file’s line: Uploading…, then queued or scanning, then its processing status. Reading continues even if you leave the page.
5. Select Open in Inbox to review it. A single file opens automatically.

Choosing the source before upload lets Biosphere remember that issuer’s record IDs and keep its files in order. If you leave Decide during review, choose the source in the file’s review instead.

Replace a file with a newer copy

When you upload to a source that already has a file, choose how the new file relates to it:

• Replaces the current file is the default. The new file becomes the newest version, and changed values follow that source’s update settings instead of waiting for review one by one.
• Older snapshot keeps an earlier copy as history. It never replaces values the source already sent; it only fills values nothing from that source covers.

Uploading the same file again changes nothing. Files you upload to one source at the same time keep the order you chose them in. Files left to Decide during review have no order, so their changed values always wait for review.

Connections and API clients can retain trusted source attribution with the arrival. Upload similarity only suggests a source; it never silently assigns it. See Choose who issued records.

Check which files Biosphere can read

• Read as rows: CSV, TSV, XLSX, XLS, JSON and XML. See Import a CSV or spreadsheet.
• Read page by page: PDF, PNG, JPEG, DOCX, DOC, PPTX, PPT, RTF and plain text. Extraction uses the available or selected record types. See Import PDFs, images and documents.
• Saved emails (EML): the message text and each attachment become their own sources in Inbox.
• Anything else: kept as Unsupported. You can download it, but Biosphere doesn’t read it.

Know which files are refused

For safety, Biosphere refuses these files before keeping anything:

• programs and scripts, such as .exe, .sh or .js files
• documents, spreadsheets or presentations that contain macros or are password-protected
• files with external links or embedded objects, including spreadsheet formulas that link to other files or websites
• PDFs that are locked, contain scripts or have embedded files
• compressed archives, such as ZIP files
• XML files with entity declarations, and RTF files with active content
• files whose contents don’t match their file type, and files that can’t be read

The upload line shows the reason. In Inbox the source shows Failed and “Rejected before retention”. Fix the file and upload it again.

Temporary scanning failures retry automatically. The source shows when the next attempt is scheduled. Configure → Background jobs lists progress, attempts and failures for file reading and other processing.

Find recent uploads

On the Files page, Upload history fills the available space and shows each upload’s status, record count and time. Search or filter the history, then select a file to open the same arrival in Inbox. Processing and review continue after you leave or reload.

What to know

• Each file can be up to 100 MiB. CSV/TSV and email text are limited to 25 MiB; split larger text datasets.
• Each file can have up to 100 pages, slides or sheets.
• A CSV or structured file can have up to 10,000 rows or records. A spreadsheet can have up to 100,000 cells.
• Images can be up to 25 megapixels.
• File names can be up to 200 characters.
• An email file can have up to 10 attachments, with attached emails up to five levels deep. You can choose the original issuer in each part’s review.
• Every upload is a new source in Inbox, even when the same file was uploaded before.
• Files are scanned for malware before they become available. If scanning is unavailable, the file waits safely and its job retries. Open Configure, then Background jobs for progress and failed attempts.
• An original can’t be replaced. To correct a file, upload the corrected file as a new arrival.