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Best Practices for Uploading Images in systemHUB

When documenting your business systems, adding images and screenshots makes your processes much easier for your team to follow. However, how you add those images determines whether they stay visible permanently or turn into broken links down the road. Here is everything you need to know to ensure your images never disappear.

👥 The Core Issue: Copy/Paste vs. Direct Upload

When you copy and paste an image directly from another website or app into systemHUB, you are often pasting a temporary web link rather than the actual file. If that external website deletes the image, updates their URL, or requires a login, the image inside your systemHUB documentation will instantly break.

To guarantee your assets are safe, you must use Direct Uploads. When you upload a file directly from your computer, systemHUB copies that file permanently into our secure Amazon S3 storage buckets, meaning it will never expire or break.

💰 Direct Comparison

Method How It Works Link Stability Recommended?
❌ Copy & Paste References a volatile, third-party web address. Low (Breaks if the source site changes or deletes the file). No
✅ Direct Upload Saves a permanent copy directly into systemHUB's Amazon S3 bucket. 100% Stable (Protected forever). Yes


📝 Recommended Workflow: How to Correctly Add Images

To ensure your images remain safe and permanent, always use the save-and-upload workflow:

1. Save the image to your computer:

Right-click the image you want to use from the web, your email, or your chat tools, and select "Save Image As..." to download it locally.

2. Open your systemHUB editor:

Navigate to the specific document or system page where you want the image to live and enter editing mode.

3. Use the image upload button:

Click the Image icon in the formatting toolbar, select your saved file, and click upload.


🔍 Troubleshooting: Check If Your Images Are Safe

If you suspect an older document might contain volatile, copy-pasted links, you can easily verify where the images are hosted using this quick method:

  1. Right-click the image inside your systemHUB page.
  2. Select "Open Image in New Tab" (or inspect the image properties).
  3. Look closely at the URL bar in your browser:
    • Secure & Internal: If the web address begins with an AWS path (e.g., [systemhub-assets.s3.amazonaws.com/](https://systemhub-assets.s3.amazonaws.com/)...), your image is hosted internally and is completely safe.
    • Vulnerable & External: If the web address points to an outside site (like Google Drive, Dropbox, Slack, or an external blog), it is vulnerable and should be replaced using the workflow above.