Files
The Files screen in the Messaging area lists the files uploaded to your account for messaging, such as the Word templates used to generate letters. It is where you upload a file ahead of time, download a copy, and remove files you no longer need.
Files here are separate from the files held against a client record. For those, see Client files.
Why this matters
Letter templates are the wording your clients actually read. Keeping them in one place, with who uploaded each one and when, makes it clear which version is in use and stops a template that a reminder setting depends on from being deleted by mistake.
Steps
- Open the Messaging area and select Files.
The list shows each file’s Name, when it was Uploaded, the User who uploaded it, its Type, whether it is Pinned, when it Expires, and whether it is In Use.
Uploading a file
- Select Upload File on the toolbar.
- Drag and drop a file onto the window, or choose one or more files. Each file can be up to 5MB.
- Select Close when the upload has finished.
Files uploaded from this screen are pinned, so they do not expire.
Downloading files
- Tick the files you want.
- Select Download.
Deleting files
- Tick the files you want to remove.
- Select Delete, then confirm. This can’t be undone.
What to watch for
Delete Not Possible
A file used by a reminder setting is marked In Use and can’t be deleted. Hover over the In Use marker to see which reminder settings use it. Remove the letter from those reminder settings first, then delete the file.
A file has disappeared
Files that are not pinned are removed after their Expires date. Pinned files have no expiry.
The upload is refused
The limit is 5MB per file, and a file name can be no longer than 120 characters.