Overview
Several rich text fields across Redlist support embedding images directly inline, alongside formatted text: a task's Special Instructions, a Task Type's Special Instructions, a Route's Notes, a Work Order's Notes, and an Asset's Notes. Anyone documenting equipment or work instructions can insert a manufacturer's product photo, a reference diagram, or their own photo right into the text.
Accessing Rich Text Fields with Inline Images
Task Special Instructions can be edited from either of two places, depending on how the task is set up:
From a standalone task (Maintenance):
From the navigation, click Maintenance, then click Work Boards
Open a work order, then click the Tasks tab
Click a task to open it
Scroll to the Special Instructions field
From a Component Task (an asset's component):
From the navigation, click Assets
Open the asset, then click the Components tab
Click an existing task under a component (or create a new one) to open the Component Task modal
On the Details tab, scroll to the Special Instructions field
Task Type Special Instructions:
From the navigation, click Settings, then click Maintenance Tasks
Click Task Types, then open a Task Type
Scroll to the Special Instructions field
Route Notes:
From the navigation, click Maintenance, then click PM Programs, then click Work Order Templates
Select a route
On the General tab, scroll to the Notes field
Work Order Notes:
From the navigation, click Maintenance, then click Work Boards
Open a work order
On the General tab, scroll to the Notes field
Asset Notes:
From the navigation, click Assets
Open the asset, then click Edit
Scroll to the Asset Note field
All of these fields behave identically for image embedding.
How to Insert an Image from the Toolbar
Click into the rich text field
Click the image icon in the toolbar (next to the link icon)
Choose a .png, .jpg, or .jpeg file from the file picker
A spinner appears at the cursor while the image uploads; once it finishes, the image embeds inline at that position
NOTE: Only PNG and JPEG/JPG files can be selected — other image types (GIF, SVG, etc.) are not offered by the picker.
How to Paste an Image from the Clipboard
Copy an image (for example, from a manufacturer's website or a screenshot tool)
Click into the rich text field where the image should appear
Paste (Ctrl+V / Cmd+V) or right click the field and select Paste
The image uploads and embeds inline the same way as using the toolbar button.
How to Drag and Drop an Image
Locate an image file (for example, a photo saved from your phone or computer)
Drag the file over the rich text field and drop it
The image uploads and embeds at the drop location.
How to Resize the Special Instructions Field
Because embedded images can make the instructions taller than plain text, the Special Instructions field on a task can be resized vertically.
Steps:
Click and hold the small drag handle at the bottom-right corner of the Special Instructions field
Drag down to make the field taller (or up to make it shorter)
NOTE: The field starts at its normal height and only grows when you drag it — nothing changes automatically. This resize handle isn't available in every rich text field in Redlist (for example, quick inline-edit popovers stay a fixed size), but it is available on the full Special Instructions field on tasks.
Understanding Image Limits and File Types
Up to 20 images can be embedded in a single rich text field
Only PNG and JPG/JPEG files can be embedded
Attempting to add a 21st image shows an error: "You can embed at most 20 images."
If an upload fails (for example, due to a network issue), an error appears: "Failed to upload image. Please try again." and the image is not inserted
These limits and file-type rules are the same across every field listed above
Where Embedded Images Appear
Once saved, embedded images show up everywhere the field's content is displayed:
Task Special Instructions — the task list and board views, the Work Order Ticket modal's task table, generated Work Order and Work Order Ticket PDFs (automatically scaled to fit the page), and the mobile app
Asset Notes — the asset's profile, and in generated Form Submission PDFs for forms that embed the asset's notes
Task Type Special Instructions and Route Notes — displayed wherever those fields are shown in the app, but are not currently included in any generated PDF
Use Cases / Examples
Referencing manufacturer documentation: A maintenance technician copies a lubrication diagram from a manufacturer's PDF and pastes it directly into a component task's instructions, so anyone completing the task sees the diagram without leaving Redlist.
Documenting a specific part: A planner drags in a photo of the correct replacement part into a task's instructions to eliminate ambiguity about which part to use.
Standardizing task type instructions: A reliability lead embeds a reference diagram directly into a Task Type's Special Instructions so every task created from that type carries the same visual reference.
Capturing route context: A route planner adds a photo of an access point or hazard into a route's Notes so technicians see it before starting the route.
Recording an asset's condition: A technician embeds a photo directly into an asset's Notes to document something worth remembering the next time anyone opens the asset.
Best Practices
Keep Images Focused: Crop or select images that clearly show only what's relevant to the field's content.
Use PNG or JPEG: Convert other image formats before embedding, since only PNG and JPG/JPEG are supported.
Mind the 20-Image Limit: For content that needs extensive visual documentation, consider linking to a shared document instead of embedding every image.
Know What Appears in PDFs: Images embedded in Task Special Instructions and Asset Notes can appear in generated PDFs; images in Task Type Special Instructions and Route Notes do not — keep that in mind when deciding where to put PDF-relevant visuals.
Resize the Field When Needed: On tasks, drag the Special Instructions field taller while authoring instructions with several images so the full layout can be reviewed before saving.
Troubleshooting
Issue: The image picker doesn't show the file I want to upload.
Solution:
Confirm the file is a PNG, JPG, or JPEG — other formats are filtered out by the picker.
Convert the file to PNG or JPEG and try again.
Issue: An error toast says "You can embed at most 20 images."
Solution:
Remove an existing embedded image from the field to make room.
Alternatively, split the content across a linked document and reference it instead.
Issue: An image upload fails with "Failed to upload image. Please try again."
Solution:
Check your internet connection and try the upload again.
If the issue persists, try a smaller image file.
Issue: An embedded image looks like it's missing or shows a spinner indefinitely.
Solution:
Refresh the page — the image reloads from its stored file reference.
If it still doesn't appear, re-upload the image.
Issue: An embedded image doesn't show up in a generated PDF.
Solution:
Confirm the field is one that appears in PDFs — Task Special Instructions and Asset Notes do; Task Type Special Instructions and Route Notes currently don't.
Summary
Task Special Instructions, Task Type Special Instructions, Route Notes, Work Order Notes, and Asset Notes all support inline images, added via the toolbar, clipboard paste, or drag-and-drop, alongside formatted text — up to 20 PNG or JPEG images per field. Embedded images carry through to wherever each field is displayed, including generated Work Order and Work Order Ticket PDFs for task instructions, and Form Submission PDFs for asset notes; Task Type instructions and Route notes display in the app but aren't included in any PDF.