There are several ways to use the Excel, Word, PowerPoint, PDF, and other files you already have in Dive. This article explains which method to choose based on the file format and how to use each method.

Start with the file format

AI can read the content and break it down into steps for the following formats:

• PDF
• Excel (.xlsx / .xlsm / .xls)
• Word (.docx / .doc)
• PowerPoint (.pptx / .ppt)
• OpenDocument (.odt / .ods / .odp)
• Images (JPEG / PNG / WebP / HEIC). Each image becomes one step. You can also arrange work photos into a single SOP.

If you want to split the content of these formats into steps and make it a Dive SOP, use How to split into steps with AI ([Register existing SOPs] → [Choose from materials]). AI auto-generates the title, overview, and steps, and you can then edit and share them on the same screen as video SOPs.

If you want to distribute a file in its original layout without splitting it into steps, or if the file is in a format not listed above (such as a zip archive, a CAD file, or an internal portal URL), register it as a file-based SOP. This lets you handle the file as a Dive SOP in its original form.

Splitting into steps with AI (supported formats)

When you upload a file, AI auto-generates the title, overview, and steps. Because the content is split into steps, you can later add videos or images to each step, add questions, or export the SOP in another format. Choose this option if you want to start from your existing materials and grow them into an SOP.

How to get there: In the sidebar, click [+] → [Register existing SOPs] → [Choose from materials] → select a file, then choose the import method under “View as a Dive SOP”: Whole file as 1 step / 1 step per slide / Select slides. These three options are available for files whose AI processing is complete.

For the body text, you can choose between “Reformat (summarize)” and “Transcribe (exactly as written).” If you want to keep your company's wording as it is, use “Transcribe.”

For details, see Creating an SOP from a file (Excel / Word / PowerPoint supported). For details on importing only a PDF, see Creating an SOP from a PDF.

Registering as a file-based SOP (using the file as-is)

This type of SOP does not split the file into steps. It opens and displays the registered file as it is. Folder organization, viewing permission settings, search (including file text), approval and revision, viewing records, and completion reports all work the same way as with regular SOPs.

How to get there: In the sidebar, click [+] → [Register existing SOPs] → select files by dragging them in (PDF, Word, Excel, PowerPoint. You can select several at once. You can also select from [Teams / SharePoint] or [Google Drive].). For URLs, zip files, and similar items, register them from the [Step details] tab on the SOP editing screen → [File-based SOP settings] → [Choose from materials].

On screen, PDFs and URLs are displayed as they are, and so are Excel, Word, and PowerPoint files (when registered, a PDF for display is created and shown; downloading gets the original file). Zip files and similar items are downloaded and opened when viewed.

For details, see Registering an existing SOP as a file as-is (file-based SOP).

When a file-based SOP is a better fit, even for supported formats

Even if the format is supported, a file-based SOP is a better fit in cases like these:

• You want to distribute forms or layouts to the floor in their original form, without changing their appearance
• You want to first gather your existing materials in Dive and share them, then turn the important ones into SOPs one by one, starting with the most important
• You want to manage reference materials that do not need to be split into steps (such as regulations or drawing collections) in the same place as your SOPs

However, the following are not available for file-based SOPs: SOP exports (PDF, Excel, Word, PowerPoint, MP4), questions for each step, and subtitles and read-aloud audio. (Translation is available by machine-translating the file on the Pro and Enterprise plans.) If you need these, choose the AI-based method for splitting into steps.

Using files as reference material instead of SOPs

You can also use existing files as materials that support an SOP, rather than turning the files themselves into SOPs.

Attaching files to an SOP as related files

You can attach work standards, drawings, checklists, and similar files to an SOP. AI can also extract “Work tips,” “Quality Warning,” and “Important safety information” from the attached files and apply them to the matching steps.

Using AI Extract on related files and applying the results to an SOP

Automatically adding SOP step links to existing files

You can keep using your existing Excel, Word, PowerPoint, and PDF files as they are, and embed links to Dive SOP steps in them. This is a good fit if you want people to jump to a video step only when they need it, without changing your existing forms.

Automatically adding SOP step links to existing Excel, Word, PowerPoint, and PDF files

Specifying a reference SOP for video analysis (beta)

When creating an SOP from a video, you can specify materials you have already prepared as a reference. The analysis will then follow their step breaks and wording.

Specifying a reference SOP for video analysis (beta)

Using files in the cloud (Microsoft 365, Google Drive)

Files in the cloud, such as Microsoft 365 (Teams, SharePoint, OneDrive) and Google Drive (including shared drives), can be imported directly into Dive without downloading and re-uploading them. Choose the source under “Bring in from the cloud” on the add-materials screen. After import, the files are handled the same way regardless of which method above you use. If you register a file as a file-based SOP, you can also select it directly from [Teams / SharePoint] or [Google Drive] on the [Register existing SOPs] screen.

For imported files, you can also add links to SOP steps directly in the original file at its original location (Pro and Enterprise plans).

Importing files from the cloud (Microsoft 365, Google Drive)

A quick guide when you're not sure

• You want to show the file's content as steps and add videos later → Split into steps with AI ([Register existing SOPs] → [Choose from materials])
• Formats the AI cannot read (zip, CAD, URLs, etc.) → Register as a file-based SOP
• You want to distribute the form exactly as it is → Register as a file-based SOP
• You want to keep the file where it is and guide people to Dive from there → Automatically add SOP step links to existing files
• The file is in the cloud, such as Microsoft 365 or Google Drive → Import it from the cloud, then use one of the methods above
• You want to use the file as support for an SOP → Attach it as a related file

Frequently asked questions

Q. Can I change the method later?
A. Yes. Even after registering a file as a file-based SOP, you can upload the same file to [Materials] and run AI processing. Then you can create an SOP split into steps from [Register existing SOPs] → [Choose from materials]. (Files registered directly from [Register existing SOPs] do not appear under [Materials].)

Q. Can one file be used in more than one way?
A. Yes. For example, you can split a work standard into steps with AI to create an SOP, and at the same time attach the same file to a different SOP as a related file.

Related pages

• Creating an SOP from a file (Excel / Word / PowerPoint supported)
• Registering an existing SOP as a file as-is (file-based SOP)
• Creating an SOP from a PDF
• Using AI Extract on related files and applying the results to an SOP
• Automatically adding SOP step links to existing Excel, Word, PowerPoint, and PDF files
• Importing files from the cloud (Microsoft 365, Google Drive)