Linking to Files in Cloud Storage

Files held in Google Drive, Dropbox, Box, or OneDrive can be linked to Insightly records rather than uploaded twice. Evernote notes can be linked the same way, through the Notes section.

On this page:

• How linking works
• Google Drive
• Dropbox
• Box
• Microsoft OneDrive
• Evernote

How linking works

The Files section on a record’s Related subtab carries an icon per provider. It is available on contacts, organizations, opportunities, and projects.

The first click on a provider icon prompts you to sign in and authorize the connection.

⚠️ Linked files are not copied into Insightly. Access is governed by the storage provider’s own permissions, so an Insightly user who lacks permission on the file in Drive, Dropbox, or Box cannot open it from Insightly either.

Removing a link deletes it from Insightly only. Click the three dots to the right of the file name and select Delete This File; the file in cloud storage is untouched.

⚠️ Confirm which account you are authorizing. Check the account shown in the upper right of the provider’s consent screen before clicking Allow. A connection made to the wrong account can be removed later from that provider’s own security or application-permissions settings.

Google Drive

Covers Google Docs and Google Sheets as well as files.

1. Open a record, select the Related subtab, and scroll to Files.
2. Click the Google Drive icon to open the file picker.
3. Search or select the files and folders to link, then click Select. Double-click a folder name to open it.
4. Click Upload instead to upload to Drive and link to Insightly in one step.

Links appear in the record’s Files section. Click a filename to open it in Google Drive.

Dropbox

1. Open a record, select the Related subtab, and click the Dropbox icon to open the Dropbox Chooser.
2. Search for and select the files.
3. Click Upload to upload to Dropbox and link without leaving the page.
4. Click Choose.

Sign out at any time by clicking your username in the Dropbox Chooser window and selecting Sign Out.

Box

1. Open a record, select the Related subtab, and scroll to Files.
2. Click the Box icon to open the Box File Picker.
3. Click the sort icon to sort, or click a folder to open it.
4. Check the files or folders to link and click Select.

Microsoft OneDrive

1. Open a record, select the Related subtab, and scroll to Files.
2. Click the OneDrive icon to open the file picker.
3. Click a folder name to open it; the backspace key returns to the previous view.
4. Tick the circles beside the files and click Open.

⚠️ The OneDrive picker needs pop-ups allowed in your browser, or it will not appear.

ℹ️ OneDrive for Business accounts require signing in each time rather than staying connected.

Evernote

Evernote works through the Notes subtab rather than Files, and notes are copied into Insightly as Evernote records rather than linked in place.

⚠️ Sharing Evernote notes requires an Evernote Enterprise Plan. Without one, notes cannot be shared with other Insightly users.

The first click prompts you to sign in to Evernote and authorize the connection. Insightly uses that connection only when you initiate an action.

Clicking the Evernote icon shows the Notebook list for filtering, a Search Evernote field matching note titles and tags, and your notes newest first, ten per page with navigation at the bottom. Evernote tags display beside each title and clicking one filters the list.

Check the notes you want and click Add Evernote. They are copied in and listed in the Notes subtab.

Opening a note’s details makes Insightly check Evernote for changes and update its copy.

Like other new records, an Evernote item is visible to everyone with access to the record it sits on. Use Change view permissions above the details to restrict it. The Actions menu offers:

• Create new opportunities, projects, and tasks, linked automatically to the note.
• Delete Evernote from Insightly, which removes the Insightly copy and leaves the Evernote original untouched.
• View Note in Evernote, which is how you edit it.

⚠️ Evernote items cannot be edited from Insightly. Editing has to happen in Evernote.

Evernotes are searchable from the global search bar by title and plain text, and new ones appear on the Home page as they are added.

To turn the integration on or off, go to Profile icon > User Settings > User Settings and scroll to Connected Applications Settings. Disabling it retains notes already stored, but no new ones can be added.