You can register existing files such as PDFs or URLs as SOPs in Dive without breaking them down into steps, keeping their original layout intact. You can use all the SOP management features such as organizing by folder, setting access permissions, searching, and recording view history, so you can distribute files that are already in use at the site without changing their appearance.
Settings are configured from the SOP editing screen. A user who can edit the SOP makes the changes from a PC browser.
What is a File-Based SOP
A standard SOP is created by assigning videos, images, and text to steps. A File-Based SOP has no steps and is a format that displays a single registered file.
If you want to break down the file contents into steps using AI, please see Create SOPs from files (Excel, Word, PowerPoint support). For how to choose between the two, see "Choosing between File-Based SOPs and Creating from File" in this article.
Acceptable File Formats
When you click "Select file", three tabs appear: "PDF", "URL", and "Excel, etc., Others". Select from materials that have already been uploaded, or upload on the spot. There are almost no restrictions on file formats, but how the file appears when viewed depends on the format.
PDFs are displayed as-is on the Dive screen. PDF is the most suitable format for viewing at the site.
URL
You can register pages from internal portals and similar sources. If the other site allows embedding, the page will be displayed within the screen; if not, it will be displayed with "Open in new window".
Excel, etc., Others
In addition to Excel, Word, and PowerPoint, you can register compressed files such as zip, CAD files, and text files (txt, csv, md, etc.).
However, videos, images, PDFs, and 3D models (fbx) cannot be uploaded to "Others" because they are handled in their own dedicated tabs (you will see the message "This file type cannot be uploaded as 'Others'"). If you want to make a video or image into an SOP, please create it as a standard SOP.
Since "Others" files cannot be displayed in a browser, a "Download" button is displayed when viewed, and users download and open the file (text files such as txt and csv may be displayed within the screen in some cases).
However, for Excel, Word, and PowerPoint files that have completed AI processing, a PDF-converted version is displayed within the screen. When you download, you get the original file (.xlsx, etc.). Files that have not been processed by AI will be downloaded and opened.
Whether download is available depends on the role-based permissions. For more details, see Permitted user roles per feature (Download, export, and sharing role restrictions).
How to Register
There are two ways to register. If you are creating a new SOP from a file, use "Register from Create from file". If you are switching an existing SOP to file-based format, use "Register from the Basic information tab".
Register by Creating from file
- From the sidebar, select [+] → [Create from file]
- Select the file to register (PDF, Excel, Word, PowerPoint. Only files with AI processing completed can be selected)
- In "How do you want to import the file?", select "File-based" below the dividing line
- In "Step conversion settings", click "Confirm with this content"
- The editing screen opens, and the SOP is created as a file-based SOP. The title, overview, and thumbnail contain the AI-read content and the file's cover. Review and publish
Register from the Basic information tab
- Create a new SOP. In the creation method selection, select "Create from scratch"
- When the SOP editing screen opens, open the "Basic information" tab
- Open "File-based SOP settings" and switch to "Enabled"
- Click "Select file"
- Select from the "PDF", "URL", or "Excel, etc., Others" tabs. If you do not have materials, you can upload from this screen
- Enter the title, overview, thumbnail, etc., save, and publish
When you set it to "Enabled", the "Step details" tab becomes read-only, and a message displays saying "This SOP is configured as a 'file-based SOP'". If you want to switch back to the step creation format, switch the same "File-based SOP settings" back to "Disabled".
Replace or remove a registered file
From the "Basic information" tab's "File-based SOP settings", you can replace the file from "Change file". You can remove a registered file with the trash icon on the right.
When you select a file, "Apply the file's content to the SOP as well?" appears. The items you check will be replaced with the contents of the selected file (initially all items are checked).
- Thumbnail Image
- Title
- Overview
- Materials used (added to the current materials used)
- Related files (the original file is added)
Items that cannot be read from the file are not displayed. Click "Apply" to replace, or click "As-is" to replace only the file.
How It Appears at the Site
When you open an SOP from a folder or search, the registered file is displayed in full screen. The top of the screen has the following operations.
- Attached files: Opens a list of related files linked to this SOP (only displayed when there are related files)
- Download / Open in new window: Gets the file. When Excel, Word, or PowerPoint has been converted to PDF for display, you get the original file (.xlsx, etc.) (when offline, you get the PDF being displayed). If a URL is registered, it opens in a new window
- Completion report: Records that work is complete, with a comment
The record of opening remains the same as with a standard SOP, so you can check who opened it and when. You can also view it from smart glasses or mobile devices (on smart glasses, the attached files and download buttons are not displayed).
How to Distinguish in Folders and Search
File-based SOPs have a "File-based" label in the folder list. On the search screen, there is a "File-based" filter condition, so you can extract and list only file-based SOPs.
Differences in Features Between File-Based and Standard SOPs
Because there are no steps, the following features are not available.
- SOP export (PDF, Excel, Word, PowerPoint, MP4)
- Questions and checks per step
- Subtitles, text-to-speech, automatic translation (the contents of the registered file are displayed as-is)
- Search within SOP, step-level jump URL
The following features work the same as with standard SOPs.
- Organization and access restrictions by folder
- Sharing outside the company via share URL and guest invitations
- View records and completion reports
- Attachment of related files
Choosing Between File-Based SOPs and Creating from File
- I want to distribute and manage the current file as-is without changing its appearance → Register as a file-based SOP
- I want to break down the file contents into steps and add videos or questions later → Create SOPs from files
- I want to keep the current file on hand and jump from it to Dive steps → Automatically add links to SOPs in existing Excel, Word, PowerPoint, and PDF files
Frequently Asked Questions
Q. I registered an Excel file, but it is not displayed on the screen and is instead downloaded.
A. Excel, Word, and PowerPoint files that have not been processed by AI cannot be displayed in a browser, so they are provided as downloads. If you want to display it on the screen, run "Run AI processing" on the file in [Materials], then select it again with [Change file]. A PDF-converted version will be displayed, and downloads will get the original file.
Q. Can I convert it to a standard SOP later?
A. You can switch the "File-based SOP settings" back to "Disabled", and the "Step details" tab becomes editable. However, the steps are not automatically created, so you will need to create the steps yourself or use Create SOPs from files to recreate it.
Q. Can I replace a registered file with a newer version?
A. You can replace it from "Change file" in the "Basic information" tab. The SOP URL does not change.
Q. Can I register a zip file?
A. Yes, you can register it. Upload it from the "Excel, etc., Others" tab of [Select file]. When viewed, it is not displayed within the screen and must be downloaded and opened. Note that zip is not a target in Create SOPs from files.
Q. Can I register a page from an internal portal?
A. You can register it from the "URL" tab of [Select file]. Depending on the settings on the other side, the page may not be able to be embedded within the screen, in which case it will be displayed with [Open in new window].
Related Pages
- Create SOPs from files (Excel, Word, PowerPoint support)
- Create SOPs from PDF
- Automatically add links to SOPs in existing Excel, Word, PowerPoint, and PDF files
- Permitted user roles per feature (Download, export, and sharing role restrictions)
- Change the reference range of uploaded materials (self-only, group sharing, team sharing)