Attach document in email sent from contacts timeline

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Regular Contributor

Hi, 

 

i am trying to send an email directly from my contacts timeline. When I try to attach a document which I already uploaded to HubSpot it always generates a link within the mail body (depending where the cursor is at the time I push the "attach" button). 

 

Deleting that (cryptic) link, it will also delete the attachment. 

 

Any suggestions on how to attach a pdf document directly to an email without having that link?

BR

Christian

1 Accepted solution

Accepted Solutions
HubSpot Employee

Hello @ChristianRieck,

 

Thank you for your question.

 

This is currently the expected behavior when adding an attachment to an email written on the contact record in the CRM.  Once the link is generated, you can click on the link and change the link text that is displayed in the email so that the recipient knows what it is.  You could even make the link text something like "example.pdf" 

 

 You could also upload your PDFs into the "Documents" tool and insert the document into the email.  It still will generate a link, but you would then have the tracking/reporting functionality in the Documents tool.  

 

Another workaround, which may or may not be feasible would be to save your PDF as a JPEG image, and insert it into the email as the image file.  I know this probably isn't the best option, but since the tool doesn't allow PDFs to be directly inserted into the email, I figured it was worth mentioning.

 

I hope this helps clear things up.  

Brett

 

 

9 Replies 9
HubSpot Employee

Hello @ChristianRieck,

 

Thank you for your question.

 

This is currently the expected behavior when adding an attachment to an email written on the contact record in the CRM.  Once the link is generated, you can click on the link and change the link text that is displayed in the email so that the recipient knows what it is.  You could even make the link text something like "example.pdf" 

 

 You could also upload your PDFs into the "Documents" tool and insert the document into the email.  It still will generate a link, but you would then have the tracking/reporting functionality in the Documents tool.  

 

Another workaround, which may or may not be feasible would be to save your PDF as a JPEG image, and insert it into the email as the image file.  I know this probably isn't the best option, but since the tool doesn't allow PDFs to be directly inserted into the email, I figured it was worth mentioning.

 

I hope this helps clear things up.  

Brett

 

 

New Contributor

Hi Brett, 

 

I'm wondering why we are experiencing 2 odd things.  One, is that if I send the email with an attachment by using the little clip icon at the email area, I cannot see it in my history but the receiver can.  Conversely, if I try using the attachment area at the bottom left corner, the receiver does not see it but it is in my history.

 

Also, to try to use the "Documents" feature, there are 4 documents loaded (we are not sure how) but no place to add more - wondering how those got there. 

 

Thank you so much!

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New Member

This is completely unpractical! Why isn't there a possibility to just use attachments in a normal way? This is technically much easier and often a desired behaviour. Especially when I first approach somebody, who will click on a link in an email instead of just opening a PDF File?

 

This is a very bad feature.

Community Manager

Hey @AlexanderSc - creating documents as a link is the only way we have to track these documents and to provide you valueable insights into who's viewing them. If it's just a standard attchment, we lose that functionality. I can understand why this might be a bit different than the format that you currently use, but will help you get better data about the performance of the documents that you share with your contacts! 

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New Member

@nicolebrenner 

Attaching a PDF as a link is fine, especially if it provides greater tracking capabilities. However, when the PDF is clicked from a mobile device, it's blurry. The PDF is a tutorial and is most likely going to be opened via mobile, so readability is key. The pixelated display is not the case when it's attached like a traditional attachment. Do you have any suggestions?

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Community Manager

Hi @myndinextier, could you share a screenshot of what your document's look like in a mobile view? If there's something altering that functionality I'd love to see what you're experiencing 

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New Contributor

Hi @nicolebrenner

If a traditionnal attachment is not currently available, is there any way we can modify the link which appears in the URL which prospect click on the link and avoid them to see "app.hubspot.com"?

Thank you in advance for your answer. 

Bastien

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Community Manager

Hi @BastienRifflart, the app.hubspot url is crucial for tracking, so the only way to remove that would be to cease tracking that link. 

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0 Upvotes
New Contributor

I have come across a nice workflow and a document management tool, it is called Ultra Documents. It is very simple and easy to use; you can get setup and start a workflow in minutes. Ultra Documents comes with Document Management, document merging, Workflow process, Custom Forms, Electronic signature & various applications, the nice thing is it has a free version with all features available to you. Give it a try.

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