Attach files

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How to attach files to a Deal record

Introduction

Attaching files to a deal in ActiveCampaign is a crucial feature that enhances how you manage your sales processes. With ActiveCampaign, you can directly upload important documents related to a deal, such as contracts, proposals, pricing sheets, or even images. This ability to keep related files accessible within each deal record allows for more organized and efficient workflows. Depending on your active subscription plan, you will have different storage limits for these files, making it essential to understand how to use this feature effectively.

How to Access This Feature

To access the file attachment feature within your deal records, you must first create a deal. After that, you can easily attach files by navigating to the deal you want to edit. This feature can be accessed through two pathways within the deal record view.

Step-by-Step Instructions

Here’s a detailed guide on how to attach files to a deal record:

1. **Create a Deal**: If you haven't already created a deal, please do so first.

2. **Select the Deal**: Navigate to the specific deal record where you want to attach files.

3. **Attachment Options**:

  - **Using the Action Button**:
    - Click the Action button dropdown located at the top right corner of the deal record.
    - From the dropdown menu, select Add a file. This will open a dialog box for you to choose files from your computer.
  
  - **Using the Files Tab**:
    - Locate and click on the Files tab located at the bottom left of the deal record.
    - From this tab, you are provided with two options for uploading files:
      1. **Drag and Drop**: Select files from your computer and drag them directly into the designated area within the page.
      2. **Add a File Button**: Click the Add a file button to open your file explorer and choose the files you want to upload.

4. **Uploading Files**: Once the files are selected, they will begin to upload. You can continue working within ActiveCampaign or leave the upload process running in the background.

5. **Completion Notification**: When the upload is complete, a modal will appear in the top right corner of the screen indicating how much storage you have used. This modal is your only source to monitor storage usage.

6. **File Management**: Uploaded files will be listed under the Files tab of the deal record. Each entry includes:

  - File Name
  - Date Added
  - File Size
  - Updated By

  To download, rename, or delete a file, click the three dots (⋮) to the right of the file listing to access these options.

Configuration Options and Settings

ActiveCampaign's file attachment feature comes with specific configurations and limitations that users should be aware of:

• **File Storage Limits**:

  * Plus Plan: 1GB
  * Professional Plan: 5GB
  * Enterprise Plan: 10GB
  * Trial Account: 250MB

• **File Size Limit**: Each file upload is capped at 75MB per file.

• **Supported File Types**: The following file formats can be uploaded:

  * .pdf
  * .doc / .docx
  * .xls / .xlsx
  * .pptx
  * .csv
  * .tif / .tiff
  * .txt
  * .jpg / .jpeg
  * .png
  * .gif
  * .svg

• **User Permissions**: Any user with permission to view a deal can attach, rename, and download files. However, only admins or users with Delete Deals permissions are able to delete files from a deal.

Best Practices and Tips

To get the most out of the file attachment feature in ActiveCampaign, consider the following best practices:

• Regularly monitor your storage usage to avoid reaching your plan limit.
• Use clear and descriptive file names for easy identification.
• Upload only the essential files to keep the deal record organized.
• Always review uploaded files to confirm that the correct documents are linked.
• Explore the use of file notes or comments, if available, to provide context for uploaded files.

Common Use Cases with Examples

Understanding how to effectively use the file attachment feature can enhance your sales strategies. Here are a few common use cases:

• **Contract Management**: Attach signed contracts to specific deals to ensure all documentation is in one place. For example, when closing a deal, upload the final version of the contract for quick access by your team.

• **Proposal Sharing**: If you send a proposal to a client, attaching it to the deal allows all team members to review it. This keeps everyone aligned on the client's needs and expectations.

• **Image Presentations**: If your business involves visual presentations (e.g., real estate, design), upload images directly related to the deal, making it easy to reference during discussions.

Troubleshooting

If you experience issues while trying to attach files, consider the following troubleshooting steps:

• **File Size Error**: If you receive an error about file size, ensure that the file you are attempting to upload does not exceed 75MB.
• **Unsupported File Type**: Check the file format and ensure it aligns with the list of supported file types.
• **Storage Limit Reached**: Verify your account's file storage limits. If you are close to the limit, consider deleting old or unnecessary files to make space.

FAQ

1. What types of files can I attach to a deal?

You can attach various file types, including .pdf, .doc / .docx, .xls / .xlsx, .pptx, .csv, and images such as .jpg, .png, and .gif.

2. Is there a limit on file size?

Yes, the maximum file size for each upload is capped at 75MB.

3. How can I see my used storage?

After uploading files, a modal will appear in the top right corner indicating how much storage has been used. This modal is your only tool for monitoring storage amounts.

4. Who has the permission to delete files?

Only admins or users with Delete Deals permissions can delete files from deal records.

5. What do I do if I can't upload a file?

Ensure that the file meets the size and file type limitations set by ActiveCampaign. If issues persist, you may need to contact support.

6. Can I attach multiple files at once?

Yes, you can use the drag and drop method to upload multiple files simultaneously.

7. What happens if I reach my file storage limit?

If you reach your storage limit, you will need to delete some existing files to make room for new uploads.

This comprehensive guide on attaching files to a deal record aims to enhance your understanding and usage of this essential feature within ActiveCampaign. For further information and features, consider visiting the Deals category. ```