Working with Lead Attachments

Overview

The Attachments tab in your CRM makes it easy to manage documents associated with your leads. You can generate pre-filled PDF applications, upload files, search for attachments, and rename, email, download, or delete documents—all from one place.

You can also preview PDF files and images directly in your browser, without downloading them or opening a separate application. This makes it easier to review documents, share information, and keep your lead records organized.

This article explains how to manage lead attachments, perform actions on multiple files, and preview or download PDF files and images.

Managing Lead Attachments

The Attachments tab on a lead allows you to generate PDF applications that are automatically populated with the lead's information and upload additional files.

You can also email, delete, or download multiple attachments as needed.

If a lead has many attachments, use the Search box to quickly find a specific file.

Generating a PDF Application

You can generate a PDF application using information already saved on the lead.

1. Open the lead's Attachments tab.
2. Select the application you want to generate from the application dropdown.
3. Click Generate.

The generated application is automatically downloaded to your computer and added to the lead's attachments.

Uploading Lead Documents

You can upload one or more documents to a lead and optionally notify other CRM users about the new files.

1. Open the lead's Attachments tab.
2. Click Upload New File(s).

3. Drag and drop files into the upload area, or click Browse to select files from your computer.

4. To notify other users about the uploaded documents, select the appropriate users in the Notify Users field.
5. Click Upload to save the files to the lead.

Once uploaded, the files appear on the Attachments tab. You can use the action icons to the right of each file to rename, email, or delete it.

Renaming an Attachment

You can rename an attachment or update its label without uploading the file again.

1. Find the attachment on the Attachments tab.
2. Click the pencil icon next to the file.
3. In the pop-up window, enter the new attachment name.
4. If needed, select a different label for the attachment.
5. Save your changes.

Managing Multiple Attachments

The Attachments tab includes mass actions that allow you to email, delete, or download several files at once. This saves time when working with multiple documents.

Emailing Multiple Files

To send several lead attachments in a single email:

1. Open the lead's Attachments tab.
2. Select Email Files from the mass action options.
3. Select the files you want to email.
4. Click Apply For x Files, where x represents the number of selected files.

A new email window opens with the selected files automatically attached.

Before sending the email, you can add more attachments from the lead or your computer, or remove files you no longer want to include.

Deleting Multiple Files

To remove several attachments from a lead:

1. Open the lead's Attachments tab.
2. Select Delete Files from the mass action options.
3. Select the files you want to delete.
4. Click Apply For x Files.

A confirmation message appears before the files are deleted. Review your selection, then click Delete to confirm.

Downloading Multiple Files

You can download several lead attachments at once.

1. Open the lead's Attachments tab.
2. Select Download Files from the mass action options.
3. Select the files you want to download.
4. Click Apply For x Files.

How the files are downloaded depends on the number selected:

• Four or more files: The files are automatically compressed into a single ZIP file and downloaded together.
• Three or fewer files: Each file is downloaded individually.

Note: If you're using Google Chrome and downloading multiple individual files, your browser may ask for permission to download more than one file. Click Allow to continue.

Previewing PDF and Image Files

Your CRM lets you preview PDF files and images directly in your browser, so you don't need to download files and open them in a separate application.

File previews are available on most CRM pages that contain links to uploaded documents, including CRM chat windows.

Opening a File Preview

To preview a PDF or image:

1. Find the file you want to view.
2. Click the document link as you normally would.

The file opens in a preview window within your browser.

Using the File Preview Controls

The preview window provides tools for viewing and working with your document.

The toolbar at the top of the preview window lets you:

• Jump directly to a specific page.
• Rotate the document view.
• Download the document.
• Print the document.
• View PDF bookmarks, if available.

You can zoom in or out using the controls in the lower-right corner of the preview window.

An additional download link is available in the lower-left corner of the preview window.

Downloading Files Without Opening the Preview

You can also download a document directly without opening the preview window.

In Google Chrome:

1. Find the document link.
2. Right-click the link.
3. Select Save link as... from the context menu.
4. Choose the folder where you want to save the file.
5. Save the file to your computer.

Other browsers offer similar options for saving linked files through their right-click context menus.