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File Size Upload Limits

Learn about direct upload limits for images, avatars, and files, and how to resolve "File Too Large" errors.

At Haystack, we want your intranet to be a visual and engaging hub for your team. However, to ensure that pages load quickly for everyone—whether they are in the office or on a mobile device—we have established specific file size limits for direct uploads.

This guide will help you understand those limits and provide quick workarounds if your content exceeds them. 

Understanding the Limits

Regardless of where you are in the Haystack platform, the general rule of thumb for a direct upload is 5MB.

Upload Type Size Limit
Profile Avatars 5MB
Group Avatars 5MB
General Images (Articles, Events, etc.) 5MB
Editor File Uploads 5MB

Note: If you are embedding content from an external source using an embed link or an embed code (like a video from YouTube or a document from Google Drive), these limits do not apply, as the file is hosted elsewhere.

Step-by-Step: Resolving "File Too Large" Errors

If you receive an error message stating your file is too large to upload, follow these steps to get your content live:

1. For Images and Avatars (Compressing)

High-resolution photos from modern smartphones are often larger than 5MB. You can reduce the size without losing visible quality:

  • Use a Compression Tool: Use free online tools (like TinyPNG or ILoveIMG) to shrink the file size.

  • Export as "Web Safe": If you are using Photoshop or Canva, choose the "Export for Web" option and select JPG or PNG.

  • Resize Dimensions: Often, an image is unnecessarily large (e.g., 5000px wide). Scaling the width down to 1200px–2000px will drastically reduce the file size.

2. For Documents and Inline Files (Embedding)

If you need to share a large PDF, PowerPoint, or video that exceeds 5MB:

  • Use an Integration: Upload the file to your company’s cloud storage (Google Drive, SharePoint, or OneDrive).

  • Copy the Link: Ensure the sharing permissions are set correctly so your colleagues can view it.

  • Embed in Haystack: Use the Embed tool in the Haystack Editor to paste the link. This allows users to view or download the file without it taking up "local" space on the page.

Best Practices

  • JPG vs. PNG: Use JPG for photographs to keep file sizes low. Use PNG only if you need a transparent background.

  • Check Before You Upload: Hover over your file on your computer to check its size. If it's over 5MB, compress it first to save time.

  • External Hosting for Video: We always recommend hosting videos on platforms like YouTube, Vimeo, or Loom and embedding them to ensure the best playback experience for your team.

Still Need Help?

If you've compressed your file and are still having trouble uploading, our team is here to help!

  • Support Chat: Click the chat bubble in the bottom right corner of this Help Desk page.

  • Email Us: Reach out to support@haystackteam.com and attach the file you are trying to upload so we can take a look.

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