Create a Post

Availability: Creating Posts is available to all packages.

What is a Post and when should you use one?

In your intranet, “Post” is an umbrella term that covers two formats you can publish: Channel Posts (short-form updates that appear in a Channel feed) and Articles (long-form, rich pages for deeper reads). Think of Posts as the overall concept; the format you choose depends on your goal.

• Channel Posts are quick, shareable updates in channels. They support text, images & video (from your computer or via Google Drive, SharePoint, or OneDrive), GIFs, files, and select apps. Use them for timely updates, shout-outs, launch check-ins, or short briefs that benefit from feed visibility and notifications.
• Articles are better for long-form content, such as news, blogs, or policy updates—where you want a structured, rich reading experience. (You can absolutely add files, select apps, and link articles inside a channel post to drive awareness.)

Before you start

• Post creation permission: Admins, channel owners, and editors can create channel posts.
• Post editing permission: Only channel authors, owners, and editors can edit a channel’s posts. Admins must be channel editors before they can edit a channel post.
• Visibility: Posts live in channels. Who sees your post depends on channel membership and its privacy settings.
• On behalf & announcements: You can post on behalf of someone and you can mark a post as an Announcement for extra prominence.
• Drafts & review: You can save as draft or move to review to keep quality high before going live.

Create your Post

1. Navigate to a channel and open the post field

Navigate to a channel → Click the New Post field at the top of a channel feed → Start typing. As soon as you begin, the full rich-text toolbar appears.

2. Write and format clearly

You can organize and style text with:

• Headers
• Bold, Italic, Underline, Strikethrough
• Text color and highlight
• Bulleted and numbered lists
• Tables
• Links (turn any text into a hyperlink)
• Inline code and horizontal lines
• Emojis
• Images and videos
• Clear formatting (reset styling when needed)

💡 Tip: Keep one idea per paragraph and use headers to make scanning easier.

3. Mention people to notify and add context

Use @User’s name, @Editors, or @Channel to notify the right audience, attribute contributions, or request input. Mentions improve accountability and reduce back-and-forth.

4. Add attachments (files, media, and integrations)

• Click Add file… and choose:
  • Upload from your computer.
  • Integrations: Google Drive, Microsoft SharePoint, or OneDrive.
• When you share the post, the system checks Google/Microsoft file permissions and prompts you if access needs to be adjusted for channel members—so the right people can open the content immediately.
• File size limits for uploads to posts.
  • Images: up to 10 MB.
  • Files: up to 32 MB.
• Need to share something larger? Add it from Drive/SharePoint/OneDrive instead:
  • Click Add file…
  • Choose Integrations.
  • Search and select the file.

5. Use smart links (Link Chips)

When you paste URLs from your intranet, Google Drive, SharePoint, or OneDrive, they automatically convert into Link Chips—clean, recognizable cards that improve clarity and click-throughs.

🔎 Read more about Link Chips in our dedicated article.

6. (Optional): Add a contact email that opens Gmail 

If you want a clickable “email us” link that opens a Gmail compose window (instead of relying on the browser’s default mail client), use the following (replace the sample email and text):

• https://mail.google.com/mail/u/0/fs=1&tf=cm&source=mailto&to=firstname.lastname@yourorg.com

7. (Optional) Add quick feedback with a Poll

Need a fast read on sentiment or priorities? Insert a Poll to gather input right in the channel feed—perfect for gauging interest, aligning on options, or making lightweight decisions without leaving the conversation.

🔎 Learn how: Create a Poll.

8. (Optional) Embed apps for richer interactions

Click Apps to attach or embed (availability depends on the channel apps installed and enabled in the Admin Settings → App Marketplace):

• YouTube (live and non-live)
• Google Forms.
• Typeform.

💡 For YouTube, to play inside your intranet, ensure the video has Allow embedding enabled in the YouTube video’s settings. To do so:

1. Sign in to YouTube Studio.
2. From the left menu, select Content.
3. Next to the video you’d like to manage, select Details.
4. From the bottom, click Show more.
5. Check the box next to “Allow embedding” and Save.

💡 For Typeform, paste the Typeform URL and choose:

• Attachment (opens on click), or
• Embedded view (renders inside the Post)

You can change or delete the embedded Typeform, or refresh it if the survey was updated. The survey is visible to all channel users; only the post’s author or anyone who posted on their behalf (i.e. users with permission to modify the post) can update the embedded survey.

9. Share confidently

• Decide whether to post as yourself or on behalf of someone.
• Consider marking it as an Announcement for time-sensitive updates.
• If you’re not ready, Save as draft or Move to review to collect feedback.
• Publish when it’s ready—your post appears instantly in the channel feed.

Manage or delete a Post

• Find the post in the channel feed.
• Click the ⋯ (three dots) in the upper-right corner of the post.
• Choose Delete post and confirm OK.

🗒️ Note: Deletion is permanent and cannot be undone. If the post contains important context or links, consider updating it or unpublishing first, rather than deleting outright.

🔎 More details in: Manage Posts.

FAQ

Basics & behavior

If I edit an older post, does it jump to the top of the channel feed?

No. Editing does not change the original publish date, so the post stays in place and won’t move to the top.

Can I convert a channel post into an article (or vice versa)?

There’s no one-click convert. Copy the content and create a new item in the desired format, then link between them if needed.

Files, attachments & access

What happens to attachments in posts?

When you attach a file, the source file stays in its original system (Google Drive, SharePoint, or OneDrive). The attachment in your intranet is a reference, so the document itself is not re-uploaded to your intranet and won’t be deleted by removing the post.

Where do files get stored when I add them to a post in a channel with an attached folder?

If the channel has a linked Google Drive/SharePoint/OneDrive folder, files added to posts in that channel are uploaded/moved to the channel’s attached folder—unless you explicitly choose to ignore file moving during attach. If you ignore moving, the file stays in your own Drive and won’t inherit the channel’s sharing.

What if the channel has no attached folder?

If the channel has no attached folder, files you add are stored in your personal Drive, so they may not be visible to others (depending on channel sharing and the file’s own permissions).

Troubleshooting

Email links & notifications

Clicking a mailto: link opens my inbox instead of a new draft. Why?

mailto: links rely on your browser’s default handler. In Chrome, set Gmail as the handler so mailto: opens a compose window.

Fix in Chrome:

1. Go to Settings → Privacy and security → Site settings → Additional permissions → Protocol handlers.
2. Set “Sites can ask to handle protocols.”
3. Remove any existing handler for mail.google.com under “Not allowed” or “Default behavior.”
4. Open Gmail in a new tab. Click the double-diamond icon in the address bar → choose Allow for “mail.google.com to open all email links.”
5. Try a mailto: link again.

Still inconsistent across devices/browsers? – Use the Gmail compose link in your post instead of mailto: for consistent behavior:

• https://mail.google.com/mail/u/0/fs=1&tf=cm&source=mailto&to=firstname.lastname@yourorg.com

Mentions (@Channel/@Editors/@User) didn’t notify someone.

Delivery depends on channel access and user notification settings. Confirm the user is a member of the channel and has notifications enabled; re-mention if needed.

Files, attachments & access

Channel members can’t open attached files.

Most often this is permissions or storage location:

• If the channel has an attached folder, make sure the file moved to that folder (unless you chose to ignore moving).
• If there’s no attached folder, the file might be in your personal Drive; update sharing so channel members can access.
• Re-share the post: You’ll receive a prompt to fix permissions on publish.

Link Chips didn’t appear for a pasted URL.

Link Chips auto-generate links from your intranet, Google Drive, SharePoint, and OneDrive. If you pasted a different source or a truncated/redirect URL, use the full link or insert as a normal hyperlink.

Media, embeds & external sign-in

I get a sign-in prompt or blocked screen on videos or forms.

• These embeds often require you to be signed into the right Google/Microsoft account.
• Check third-party cookies and cross-site tracking aren’t blocked for the embed’s domain.
• Temporarily disable extensions (ad blockers, privacy tools) that may block sign-in overlays; then re-test.
• If it’s a tenant-restricted file/form, the owner must allow access to the audience or place it in the channel’s attached folder.

Typeform or Google Form isn’t rendering.

• Verify the URL is correct and publicly/organizationally accessible as intended.
• Click the three dots at the top-right corner of the post → Edit → Apps: re-insert it.
• Test in an incognito window with the intended account.

Compose, formatting & publishing

My post formatting looks off (fonts, spacing, lists).

• Use Clear formatting in the editor on pasted text (especially from Docs/Word/Slack).
• Reapply headers/lists using the post editor toolbar.
• Keep one idea per paragraph to avoid nested list issues.

I can’t post “on behalf of” someone.

You’ll need the appropriate permission. Contact a channel Editor, Owner, or Admin to grant or confirm rights.

Browser & environment checks (catch-alls)

Things still don’t work as expected? Try:

• Hard refresh (Ctrl/Cmd + Shift + R).
• Incognito/private window to rule out cache and extensions.
• Disable extensions temporarily (ad/privacy blockers, script managers).
• Update browser to the latest version.
• Sign out and back in with the correct org account.

If the issue is file/permission-related, open the file directly in Drive/SharePoint/OneDrive to confirm access from the affected account.