There are several ways to use materials you already have in Excel, Word, PowerPoint, PDF, and other formats within Dive. This article will help you decide which method is right for you based on the file format and how you plan to use it.

Start by checking the file format

AI can read content and break it down into steps for the following file 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 to create a single SOP.

For these formats, use Create from file. AI will build the title, summary, and steps, which you can then edit and share on the same screen as video SOPs.

For other formats (compressed files like zip, CAD files, internal portal URLs, etc.), AI cannot break them down into steps. You can register them as file-based SOPs instead, which lets you use the file as-is in Dive as an SOP.

Create from file (for supported formats)

When you upload a file, AI automatically generates the title, summary, and steps. Because the content is organized into steps, you can later add videos or images to each step, include questions, or export in different formats. This method is best if you want to grow your SOP from your existing materials.

Path: Sidebar [+] → [Create from file] → Select a file and choose an import method (As-is (1 step) / 1 step per slide / Select slides)

For the body text, you can choose between "Format (summary)" and "Transcribe (original text)". Use "Transcribe" if you want to keep your internal terminology exactly as is.

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

Register as a file-based SOP (for unsupported formats)

This is a type of SOP that does not break down into steps—it simply opens and displays the file as registered. Folder organization, access permissions, search, view history, and completion reports work the same way as regular SOPs.

Path: Sidebar [+] → [Create from file] → Select a file and choose [File-based] as the import method (for PDF, Excel, Word, PowerPoint). Or: SOP edit screen [Basic information] tab → [File-based SOP settings]

PDFs and URLs display directly in the screen, as do Excel, Word, and PowerPoint files that have been processed by AI (displayed as PDF, with the original file available for download). Office files and files like zip that have not been processed by AI will require download before opening.

For details, see Register existing files as-is as an SOP (file-based SOP).

When to choose file-based even for supported formats

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

• You want to distribute the material as-is without changing the layout or appearance of forms
• You want to first consolidate your existing materials in Dive for distribution, then convert the most important ones to SOPs later
• You want to manage reference materials (regulations, drawing sets, etc.) that don't need to be broken into steps in the same place as your SOPs

However, file-based SOPs do not support SOP output (PDF, Excel, Word, PowerPoint, MP4), questions per step, subtitles, text-to-speech, or auto-translation. If you need these features, choose Create from file instead.

Using materials without creating an SOP

You can also use existing materials to support your SOPs rather than turning them into SOPs themselves.

Attach as related files to an SOP

You can attach work standards, drawings, checklists, and other materials to an SOP. AI can extract "Work tips," "Quality Warning," and "Important safety information" from attached materials and apply them to the relevant steps.

Extract from related files with AI and apply to an SOP

Automatically add links to steps in existing files

Keep your current Excel, Word, PowerPoint, and PDF files as they are and embed links to Dive steps within them. This method is useful when you want to keep your existing format unchanged but need to direct users to video steps when needed.

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

Specify as a reference SOP when analyzing video (beta)

When creating an SOP from video, you can designate an existing material as a reference and have the analysis follow its breaks and wording.

Specify a reference SOP when analyzing video (beta)

Using files on the cloud (Microsoft 365 and Google Drive)

Files on 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. On the material add screen, select your import source from "Bring in from the cloud." How you work with imported files is the same as with any of the methods above.

You can also add links to steps in the original location of imported files (Pro and Enterprise plans).

Import cloud files (Microsoft 365 and Google Drive)

Quick guide when in doubt

• You want to show material as steps and may add video later → Create from file
• Format that AI cannot read (zip, CAD, URL, etc.) → Register as file-based SOP
• You want to distribute the material exactly as formatted → Register as file-based SOP
• You want to keep the material on hand and direct from there to Dive → Automatically add step links to existing files
• Your material is on the cloud in Microsoft 365 or Google Drive → Import from cloud using one of the methods above
• You want to use the material as supporting documentation for your SOP → Attach as related files

Frequently asked questions

Q. Can I change methods later?
A. Yes, you can. Files uploaded to [Materials] remain on file, so after registering as a file-based SOP, you can use the same file to [Create from file] and build a new SOP.

Q. Can I use one material in multiple ways?
A. Yes. For example, you can create an SOP by creating from a work standard file, while also attaching the same file as a related file to a different SOP.

Related pages

• Create an SOP from a file (Excel / Word / PowerPoint supported)
• Register existing files as-is as an SOP (file-based SOP)
• Create an SOP from PDF
• Extract from related files with AI and apply to an SOP
• Automatically add step links to existing Excel, Word, PowerPoint, and PDF files
• Import cloud files (Microsoft 365 and Google Drive)