2026-08-25

Notion, Trello, and Asana file upload limits in 2026 (and how to fit a screen-recording demo under each)

A screen recording is the fastest way to show a bug, a feature, or a workflow — and sooner or later it has to live where your team actually works: pasted into a Notion doc, attached to a Trello card, dropped on an Asana task. That's where the file hits three very different walls. Notion's Free plan caps every uploaded file at 5MB. Trello's free boards allow 10MB per attachment. Asana allows 100MB per file on every plan. A twenty-times spread, three different failure messages, and — in Notion's case — a format catch that has nothing to do with size at all. Here are the sourced numbers, what each budget actually holds at NearVid's real export presets, and the trim-first workflow that gets one recording under all three caps without uploading it to anything except the tool it's headed for.

The numbers, from each vendor's own documentation

Notion's help center is blunt about the Free plan: all files you upload must be under 5MB — images, PDFs, and videos alike. The same page's FAQ puts paid plans at up to 5GB per file, which is why the 5MB wall surprises people who've seen big files in other workspaces. For Trello, Atlassian's own support doc sets a 10MB file upload limit per attachment for free users and 250MB for paid members — a limit on files uploaded from your computer, not on attachments added as links. Asana is the roomy one: its help guide states a 100MB-per-file limit, quoted verbatim in Asana's own community forum, and Asana's developer documentation confirms the same 100MB limit is enforced at the API level. One Asana footnote worth knowing: files submitted through Asana forms are capped separately at 25MB each, per the same forum thread — so a clip that attaches fine to a task can still bounce off a form.

The Notion catch that isn't about size: its video list says MP4

Before any byte math, Notion has a second gate. The same help page lists the upload formats Notion supports, and for video that list names MP4 — WebM appears nowhere on the page. That matters because free browser screen recorders overwhelmingly hand you a WebM file; that's what the browser's own MediaRecorder API produces, as covered in our post on WebM recordings that won't play on iPhone or in PowerPoint. So a WebM screen capture aimed at a Notion page has two strikes coming: the format isn't on Notion's supported list, and on a Free plan the file has to come in under 5MB anyway. The same list does include GIF as a supported image format — which is the other honest route into a Notion page for a short, silent loop. Trello and Asana don't share the video gate: their attachment docs limit by size, and Atlassian's page only calls out WEBP, HEIC, and TIFF as unsupported.

What 5MB, 10MB, and 100MB hold at NearVid's real presets

File size for encoded video is, to a first approximation, bitrate × duration — the same arithmetic behind the "≈" size estimate NearVid's export screen shows before you encode. The browser-native MP4 path uses 4Mbps video for High, 2Mbps for Medium, 800kbps for Low; WebM uses 2Mbps/1Mbps/500kbps; both carry roughly 128kbps of audio. Run those against each budget. Notion's 5MB, using the MP4 path its format list asks for: roughly 10 seconds at High, 19 at Medium, 43 at Low — genuinely tight, which is why the trim step below matters most here. Trello's 10MB in WebM: roughly 38 seconds at High, 1m 10s at Medium, 2m 05s at Low. Asana's 100MB is a different regime — nearly 12 minutes of Medium WebM — so for a typical demo clip the honest advice is that a lossless trim alone usually clears it with the original quality untouched. Treat every figure the way the UI treats its own estimate: a labeled approximation. The encoder spends bits on what's in the frame, so a mostly-static screen recording routinely lands under these numbers, and a busy one can land over.

The workflow: trim first, then match the destination

Duration is the biggest input to file size, so the first move is the same for all three tools: NearVid's Trim is a lossless stream copy — no re-encode, no quality loss, done in well under a second for most files — and cutting a three-minute recording down to the fifteen seconds where the bug actually reproduces is usually the whole job for Asana, and most of it for Trello. Then match the destination. For Notion, convert the trimmed clip with the Convert to MP4 card — feature-detected on Chrome and other Chromium-based browsers — picking the quality preset whose "≈" estimate lands under 5MB before you sit through the encode; for a couple-of-seconds silent loop, a GIF export also fits Notion's supported-image list, with the caveats from our GIF vs. WebM post about how fast GIF bytes add up. For Trello, either format attaches fine under 10MB — and there's a sourced bonus: per Atlassian's own doc, an animated GIF under 300 pixels wide and under 5MB plays as an animation on the card cover. NearVid's GIF export has exactly the controls to land that: a 240px width option and 5/10/15fps — trim to a few seconds, pick 240px, and the demo loops right on the board. For Asana, attach the trimmed original to the task — and only reach for a re-encode if you're pushing a long recording toward 100MB, or submitting through a form's 25MB gate. Every step runs in your browser tab, on your device; the recording never uploads anywhere until you attach the finished file yourself.

What NearVid doesn't do here

Same honesty as always: NearVid doesn't know Notion's, Trello's, or Asana's rules, and has no "fit to 5MB" button — no auto-bitrate targeting, no byte-count slider. You trim, pick a preset, read the "≈" estimate, and check the finished file's actual size before attaching it. The Convert to MP4 card only appears where the browser's WebCodecs H.264+AAC support is detected — on a browser without it, GIF is the export that still fits Notion's supported list, since the GIF path runs everywhere on the built-in ffmpeg.wasm engine. And if what you're sharing is a full half-hour usability session rather than a clip, no preset math squeezes that into 5MB at watchable quality — that's what a paid plan's bigger cap, or uploading to a video platform and pasting the link, is for.

The honest summary

Per each vendor's own documentation: a free Notion workspace caps every uploaded file at 5MB (paid: up to 5GB) and its supported-upload list names MP4, not WebM, for video; a free Trello board caps computer uploads at 10MB per attachment (paid: 250MB), and animates a sub-300px, sub-5MB GIF right on the card cover; Asana allows 100MB per file everywhere except forms' 25MB. At NearVid's real presets those budgets hold roughly 43 seconds of Low-preset MP4, two minutes of Low-preset WebM, and nearly twelve minutes of Medium WebM respectively — estimates, not guarantees. The reliable path is the same one every post in this series lands on: trim losslessly to the seconds that matter, convert only when the destination demands it, and let the "≈" estimate tell you which preset fits before you spend time encoding — all of it on your own device.