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How do I add a photo or file that's already on my phone?

Updated 5 Oct 2026 · 3 min read

If a document is already on your phone, as a photo, a PDF you downloaded, or an attachment in another app, you can add it to your vault without scanning it again. There are three ways: pick photos from your gallery, pick files, or share straight from another app.

Add photos from your gallery

  1. Open the ViamOne app and tap Vault.
  2. Tap the round + button near the bottom of the screen. The Add to Vault menu opens.
  3. Tap Upload from Gallery.
  4. Select one or more photos, up to 20 at a time, and confirm.

Each photo becomes its own document. A card at the bottom of the screen shows the upload, then tells you the files were added to the vault.

Add files from your phone

  1. In the Add to Vault menu, tap Upload file.
  2. Your phone's file browser opens. Find the file, such as a PDF in your downloads, and select it. You can select several.
  3. Confirm, and the files start uploading.

You can also open these options from Home: tap the + at the top, then Upload file or Upload from Gallery under Add to Vault.

Share from another app

You can send a file to ViamOne from your email app, your messages, your files app or anywhere else that has a Share button.

  1. Open the file or photo in the other app and tap its Share button.
  2. Tap ViamOne in the row of apps. If you don't see it, swipe to the end of the row and tap More.
  3. ViamOne opens on the Add to Vault screen, listing what you shared. Tap Add to Vault (or Add 3 to Vault if you shared three files).

If you're signed out, sign in first. The files you shared are still waiting when you get back.

Security: If other people use your phone, turn on App Lock under More › Security, so ViamOne asks for your PIN or Face ID each time it opens.

What you can add

PDFs, Word and Excel files, JPG, PNG, WebP and TIFF images, and text files. Each file can be up to 10 MB. Anything larger is skipped, and the app tells you which files were left out.

Tip: Photos taken in the app or picked from the gallery are often read on your phone as they upload, so ViamOne can finish with them sooner. See When will my document be read?.

Didn't work?

It says HEIC photos aren't supported

Some phones save photos as HEIC, which ViamOne doesn't accept yet. On iPhone, open Settings, then Camera, then Formats, and choose Most Compatible. Or take the picture again with Scan Document or Take Photo in the ViamOne app.

A file was skipped for being over 10 MB

Each file can be up to 10 MB. For a long PDF, split it into smaller parts. For a photo, try one taken at a lower resolution, or scan the page with Scan Document instead.

I don't see ViamOne when I tap Share

Make sure the ViamOne app is up to date. On iPhone, tap More at the end of the row of apps and turn ViamOne on. If it still isn't there, open ViamOne and use Upload file instead.

A shared file failed to upload

The file may be a type ViamOne doesn't accept. The upload card shows the reason next to the file's name. Save it as a PDF or JPG and try again.

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Related articles

How do I scan a document with my phone?How do I upload documents from my computer?When will my document be read?What does ViamOne pick out of a document?

Your vault stays yours

ViamOne will never ask for your password or a sign-in code: not by email, phone or message, and not in a ticket.

Something look suspicious? Tell us or read how we protect your vault.