Files & Attachments
Uploading files directly to Insightly, downloading them in bulk, and managing them per record or across the account. For files held in cloud storage, see Linking to Files in Cloud Storage.
On this page:
- Upload size limits
- Uploading a file
- Downloading files
- Managing files on a record
- Managing files across the account
Upload size limits
Limits depend on how the file arrives:
| Route | Limit |
|---|---|
| Uploaded via a record’s Related tab | Under 20 MB |
| Workflow Automation sending an email with a file | Under 10 MB |
| Email attachment in CRM | Under 20 MB |
⚠️ Executable and script attachments are blocked when an email record is created from an email: .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
Uploading a file
- Open the record and click the Related tab.
- Find the Files section and click Add Files.
- In the popup, click Choose File or Browse and navigate to your files. Select several at once by holding Ctrl, Shift, or Command.
- Optionally enter a description and select a category. Categories are set up by administrators at System Settings > Categories.
- Click Add Files.
Uploaded files appear in the Files section of that record’s Related tab.
Downloading files
⚠️ Two caps apply to any single download: a maximum of 50 files, and a maximum combined size of 1 GB.
Exceeding either produces a message: “A maximum of 50 files can be downloaded at one time,” or “A maximum size of 1 gigabyte can be downloaded at one time.”
From a record
- Open the object and the record holding the attachments.
- Go to the Related tab and scroll to Files.
- Click the open-in-new icon to see the complete file list.
- Select the files and click the download button in the toolbar.
A confirmation reads “Your file download was queued successfully. You will receive the download link via email shortly.” The files arrive zipped, by email, as a link.
⚠️ Read permission on the record is required to download its files.
From the File Attachments list
Select the files, click the download button in the toolbar, and the same queued-and-emailed process applies.
Managing files on a record
Open the record’s Related tab, find the Files section, and click the Files hyperlink. Every attachment for that record appears in a list view, filterable with Add a Filter Row.
Click the three-dot menu at the far right of a file for its actions, which vary by file type:
| File type | Available actions |
|---|---|
| Uploaded to Insightly | Upload a new version, edit the file, delete the file |
| Hosted files | Delete the file |
| Google Drive files | Delete or print the file |
Managing files across the account
Account-wide file management exists mainly for bulk deletion when storage becomes a problem. It is reached at the /list/files path on your Insightly URL.
Three standard list views are provided: My Files, Recently Viewed, and All Files. Custom list views can be added from the gear icon in the upper right, Add New List View.
Per-file actions from the three-dot menu:
- Upload New Version. The original version stays intact and the new one is added alongside it.
- Edit This File Attachment
- Delete This File Attachment
- Download This File Attachment
A file’s own record has a Related tab showing which records the attachment is linked to.
To delete in bulk, check the files and click the trashcan icon at the top left of the list view.