Emails send via internal notification without attachment

[RRaja3]

 We have created a workflow where an email is triggered when a deal is moved from one state to another. Conditional state properties have been set for a file to be attached when moved from one state to another. The attachment is reflected as a number and not as a link in the email notification. I appreciate your help with this issue. 

Note: email is sent to internal team members. 

[KQuinn89]

Hi 
@Jigar_Thakker! I have a clarifying question - "Ensure the file property used in the workflow is configured to store the file's URL rather than an identifier or number, as this ensures the correct format for email use."

I have the same issue as OP. I'm trying to use a file uploaded by a sales rep to a deal record in an internal email sent out to the rest of the sales team. When I drop the file personalization token in the internal email editor, it looks just like @karstenkoehler's screenshot above. When I receive the email, it's the unique ID number of the file and not a link like @KKarkar's second screenshot.

How are you able to configure the file property to ensure it stores the URL rather than the ID? I've tried looking in property settings and there doesn't seem to be anything there aside from private/public (which I've tried both). 

Thanks!

[Jigar_Thakker]

Hi @KQuinn89,

Thanks for your question! Just to clarify, I mentioned that the process would need to be configured manually. Unfortunately, HubSpot’s default file property stores the file’s unique ID rather than the URL.

To resolve this, you would need to manually upload the file to HubSpot’s File Manager, copy the public URL, and store it in a custom single-line text property on the deal. Then, you can use this URL in your email template as this cannot be automated currently.

I hope this helps, feel free to mark it as the solution ✔️ and give it an upvote 👍 !  Let me know if you have further questions!

[karstenkoehler · Accepted solution]

Hi @RRaja3,

Internal email notifications do not support attachments per, even if the user interface may suggest that something like this may possible.

If you want the product team to introduce this functionality (attachments to internal email notifications), you could request this in the HubSpot Ideas section of the community: https://community.hubspot.com/t5/HubSpot-Ideas/idb-p/HubSpot_Ideas

If you do have a file property however...

https://knowledge.hubspot.com/properties/property-field-types-in-hubspot

... and you place the token for that file in an internal email notification body...

... then HubSpot will automatically generate a link for that file in the notification:

Please try the above and let me know how it goes.

Alternatively, the same would work if you store the URL of a file (e.g. from the file manager) in a single-line text property.

Attachments from a record cannot be added to a notification.

Best regards!

[Jigar_Thakker]

Hi @RRaja3, 

Thank you for bringing this up! The issue occurs because the email notification is referencing a file property that displays an identifier or number instead of the actual file URL.

Ensure the file property used in the workflow is configured to store the file's URL rather than an identifier or number, as this ensures the correct format for email use.

Check the workflow settings to confirm it is referencing the correct file property containing the URL, ensuring the appropriate data is included in the email.

Edit the email template to adjust the merge token or placeholder so that the file property displays as a clickable link in the email body.

For your reference:
https://knowledge.hubspot.com/workflows/contact-company-deal-ticket-or-quote-not-enrolled-in-workflo...

If this helps, feel free to mark it as the solution ✔️ and give it an upvote 👍  ! Let me know if you have further questions!