Use case

Let the maintained document be the one people open

A plan pasted in, a deck attached for reference, a budget sheet that quietly becomes the version people work from. Set those formats to blocked in your delivery spaces and the board points at the document instead.

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Screenshots, logs and exports pass through

Recorded in a live Jira Cloud site. 2 minutes, no sound.

Where it goes wrong

Nobody attached a copy meaning to fork it.

It happens one convenient upload at a time, and the cost shows up a quarter later.

The copy becomes the version

A sheet goes on the work item for reference. Three weeks later it is the sheet people plan against, and it has not moved since.

Four revisions, four work items

The same plan sits on several tickets in several states. Opening all of them is the only way to find out which one is current.

Handover turns into archaeology

A new lead opens the project and finds attachments instead of documents. Finding the maintained one takes longer than writing a new one.

The rule

Office formats do not stay on the board.

Set the document types to blocked for your delivery spaces. Blocked means the attachment does not stay and no copy is kept, so nobody can quietly work from it later.

Blocked is final. The attachment is taken off the work item and there is no stored copy, even with storage connected. That is the point of the category.
Needs approval is the softer setting. If a document should sometimes stay, use Needs approval instead. With storage connected, a space admin decides file by file.
The rest passes through. Screenshots, logs, exports and everything else you left as allowed arrive exactly as before.

What the app does the moment a file lands

The file type settings, with a category set per type — The File types tab, one category per type.

What the team sees

The comment says which rule it was.

Nothing disappears quietly. The person who attached the file reads the reason on the work item, and the removal goes into the log.

Named, not vague. The comment names the file and the rule that removed it, on the work item where it happened.
Only new uploads. A rule applies from the moment you save it. Documents already sitting on work items stay where they are.
Every removal is a row. The log records the file, the file type, the rule, the person and the time.

The Regulit log, one row per change — One row per removal, with person and time.

The three categories

Blocked and held are not the same thing.

Every file type carries one of three categories, set for the site and overridable per space. Choosing the wrong one is the mistake worth avoiding here.

Allowed
The file arrives on the work item and stays.
Needs approval
The file leaves the work item and waits in your storage until someone approves or rejects it.
Blocked
The file leaves the work item and no copy is kept. There is nothing to restore afterwards.

The default category

A file type nobody has configured follows Setting for undefined file types, which ships as Needs approval. Without connected storage that means removed, so set the default before you switch Regulit on.

Questions about documents on work items

Can one space block documents while another keeps them?

Yes. Set the global rule, then override it in the spaces that need something else.

Is a blocked file recoverable?

No. Blocked keeps no copy. Use Needs approval with connected storage if the file should be held.

What about files that are already attached?

They stay. A rule applies to new uploads.

What about a macro file renamed to .xlsx?

It follows the .xlsx rule. If macros must never reach a work item, give .xlsx, .docx and .pptx the same category as the macro formats.

Do screenshots and exports still work?

Yes. Only types set to Blocked or Needs approval are taken off.

Read on

Two pages carry the rest.

This page argues the case for keeping documents off the board. What the app does with a blocked file, and what it takes to switch it on, each have a page of their own.