Nova makes it easy to bring files and documents into your maintenance workflows. Upload files directly in chat, or connect cloud storage like Google Drive so Nova can access your documents without re-uploading. Nova reads PDFs, CSVs, images, and more — including visual content like diagrams and floor plans inside PDFs.
📋 Overview
File uploads let you turn static documents into actionable CMMS data. Whether you're importing an equipment manual, a parts spreadsheet, or an inspection photo, Nova extracts the information and helps you create or update records — no manual data entry required.
What's new:
Google Drive & cloud storage access — Nova can now pull files directly from connected storage (Google Drive, Box, etc.), so you don't have to re-upload documents manually
Upload limit raised to 45 MB — Real-world maintenance docs (equipment manuals, floor plans, compliance reports) are often large. The previous 5 MB limit is gone
Visual content in PDFs — Nova now processes images, wiring diagrams, P&IDs, and photos embedded inside PDFs, not just the text
🔧 Supported File Types & Sources
You can bring files into Nova two ways:
Direct Upload in Chat
Attach files directly using the paperclip icon (📎) in the chat bar. Supported types:
PDFs — Manuals, compliance reports, floor plans, P&IDs, safety documents (up to 45 MB)
CSVs — Parts lists, asset inventories, work order imports
Images — Inspection photos, equipment labels, QR codes
Documents — Word docs, spreadsheets, and other common file formats
Connected Cloud Storage
If your team stores documents in Google Drive, Box, or other connected storage, Nova can access those files directly. No downloading and re-uploading — just reference the file or ask Nova to pull it in.
📝 Step-by-Step: Uploading a File
Select the Ask Nova button from any page in UpKeep
Click the paperclip icon (📎) in the chat bar
Select your file (PDF, CSV, image, or document) — or drag and drop it into the chat
Type your prompt so Nova knows what to do with the file
Review Nova's plan in the sidebar (in Ask Mode) or let it execute immediately (in Agent Mode)
For cloud storage files: Simply ask Nova to access the file by name or description. For example: "Pull the HVAC maintenance manual from Google Drive and create assets from it."
🖼 Visual Content in PDFs
Nova no longer treats PDFs as text-only. If your PDF contains:
Wiring diagrams
P&IDs (Piping & Instrumentation Diagrams)
Equipment photos
Floor plans
Inspection images
Nova can see and interpret that visual content. This means you can ask questions about what's in the document — not just what's written.
Example: Upload a PDF with a wiring diagram and ask "What components are shown in this diagram?" — Nova will analyze the visual content and respond.
⚙️ How Modes Affect File Processing
Playground Mode — Nova shows a simulated plan based on the file, but nothing is saved. Great for previewing how Nova interprets your document
Ask Mode — Nova creates a plan and shows it in the chat. You confirm each step before changes are applied
Agent Mode — Nova processes the file and makes changes immediately
You'll always see a summary of actions taken in the chat.
🎯 Example Prompts
📄 PDFs
Upload this equipment manual and create all assets listed inside
Extract the preventive maintenance schedule from this PDF and add it to my account
Summarize this safety manual into three key maintenance guidelines
What does the wiring diagram in this PDF show?
Pull the compliance report from Google Drive and list all findings
📊 CSVs
Upload this CSV of parts and add them to my inventory
Here's a CSV of assets — map the columns and create them under the Main Facility
Import this CSV of PMs and show me the mapping before saving
🖼 Images
Attach this image to the open work order #123
Add this photo to the asset record for Boiler A
Upload this image and note it as part of the safety inspection
☁️ Cloud Storage
Pull the HVAC maintenance manual from Google Drive
Access the latest inspection report from our shared drive and summarize it
Find the floor plan PDF in Drive and create locations from it
💡 Best Practices
Start in Playground Mode if you want to preview how Nova interprets a file before making real changes
Use cloud storage for files your team accesses regularly — no need to re-upload every time
Be specific with prompts — tell Nova exactly what to do with the file (e.g., "Create assets from Section 2" vs. just "Read this file")
For CSVs, make sure column headers are clear and match UpKeep field names where possible
Large PDFs are fine now — the 45 MB limit handles equipment manuals, floor plans, and compliance reports without needing to split files
✅ Verifying File Upload Actions
After Nova processes your file, confirm results in your CMMS:
Assets, Parts, and PMs → Check for new records or updates
Requests or Work Orders → Look for added attachments or extracted details
❓ FAQ
What's the maximum file size I can upload?
The upload limit is now 45 MB, up from the previous 5 MB limit. This supports large equipment manuals, floor plans, and compliance documents.
Can Nova read images inside a PDF?
Yes. Nova now processes visual content embedded in PDFs — including wiring diagrams, P&IDs, equipment photos, and floor plans. It's no longer text-only.
How do I connect Google Drive or other cloud storage?
If your organization has connected a cloud storage provider (Google Drive, Box, etc.) to UpKeep, Nova can access files from it automatically. Ask your admin if cloud storage integration is available for your account.
Do I still need to re-upload files from Google Drive?
No. If Drive is connected, Nova pulls files directly — no downloading and re-uploading required.
What file types are supported?
PDFs, CSVs, images (JPG, PNG), Word documents, and spreadsheets. Nova handles all common file formats used in maintenance workflows.