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Uploading and Managing Files

About

Users can use their Google Drive, Dropbox, Box, or OneDrive to store files, and can link them to Insightly records for easy access; files can also be uploaded directly to Insightly. 

In this Article

Uploading Files

When uploading files to Insightly, the following file limitations apply based on how the file upload is occurring:

  • Files uploaded via the Related tab of a record: < 20 MB
  • Workflow Automation (WFA) sending an email with a file: < 10 MB
  • Email attachment in CRM: < 20 MB
  • When an email record is created from an email, the following file attachment types will be blocked for security reasons:
    .ade, .adp, .apk, .appx, .appxbundle, .bat, .cab, .chm, .cmd, .com, .cpl, .diagcab, .diagcfg, .diagpack, .dll, .dmg, .ex, .ex_, .exe, .hta, .img, .ins, .iso, .isp, .jar, .jnlp, .js, .jse, .lib, .lnk, .mde, .msc, .msi, .msix, .msixbundle, .msp, .mst, .nsh, .pif, .ps1, .scr, .sct, .shb, .sys, .vb, .vbe, .vbs, .vhd, .vxd, .wsc, .wsf, .wsh, .xll

How to Upload a File

  1. Within Insightly CRM, open an object and within the object open the record that requires a file to be added to it. 
  2. Click into the Related tab of the record and locate the Files section. 
  3. Within the Files section, click the Add Files button.
    1. The Add Files popup will display where Choose File can be clicked to locate a file for upload (multiple files can be selected for upload at one time).
    2. Once a file has been chosen, users can optionally enter a description and a category for the file; categories are setup by System Administrators via System Settings > Categories.
    3. Once Add Files has been clicked, the file(s) will display in the Files section of the Related tab for the specific record that the files were uploaded for.

Downloading Files

Users have the capability to choose and download files, with a maximum file size of 1 GB and a limit of 50 files from the File Attachments list.

If the number of selected files exceeds 50, a message will be shown after the user clicks the download button in the toolbar: "A maximum of 50 files can be downloaded at one time."

Similarly, if the combined file size surpasses the 1 GB limit, a message will be displayed: "A maximum size of 1 gigabyte can be downloaded at one time."

How to Bulk Download files in File Attachments list

  1. Within Insightly CRM, navigate to https://crm.na1.insightly.com/list/files
  2. Select the files to download.
  3. Click the download button in the toolbar. 
    1. A success message is displayed: “Your file download was queued successfully. You will receive the download link via email shortly at name@email.com”.

    2. These downloaded files will be zipped and emailed to the users with a link to the zipped file.

File Management

Management of existing files that have been uploaded to Insightly CRM can occur via two different routes depending on the type of file management that needs to occur:

  • Record Specific File Management: Management of files via an object record (Object > Record > Related Tab > Files) will display a list of files for the specific record being viewed. 
  • Account Wide File Management: Management of files for an entire account can be performed if bulk deletions need to be made due to account storage issues.

Managing via a Record

  1. To manage files for a specific record within Insightly CRM, open an object and within the object open the record that requires file management. Click into the Related tab of the record and locate the Files section. 
    1. Within in the Files section, click the Files hyperlink. All files attachments for the record will be displayed in the list view that can be filtered by clicking Add a Filter Row. For each file type, there are different actions that can be taken against the file. To select an action for a file, click the three dot menu to the far right of each file:
      1. Insightly Uploaded Files: For files uploaded to Insightly, users can upload a new version, edit a file, or delete file. 
      2. Hosted Files: For hosted files, users have the option to delete a file. 
      3. Google Drive Files: For Google Drive Files, users have the options to delete or print a file.

Managing via an Account

  1. To manage files for an entire Insightly CRM account, use this URL:  https://crm.na1.insightly.com/list/files. 
    1. This files view provides the following three standard list views (custom list views can be created by clicking the gear icon in the upper right and selecting Add New List View):
      1. My Files
      2. Recently Viewed
      3. All Files: Displays all files for the Insightly CRM account.
    2. Each file can have the following actions taken against it by clicking the vertical three dot menu on the far right of each file row:
      1. Upload New Version: When using this option, the original version will remain intact and the new version will be uploaded.
      2. Edit This File Attachment
      3. Delete This File Attachment
      4. Download This File Attachment
    3. When viewing a file's record, the Related tab will display with record(s) the file attachment is linked to. 
    4. To delete files in bulk, check the checkboxes of each file that requires deletion and then click the trashcan icon at the top left of the list view to delete the selected files. 
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