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Adding Files from the File Library to an Email or Task

Release: 16.2

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Overview

The File Library is used to store and maintain all global files that are referenced, linked, or displayed in many areas of the Platform or Portals. Once files have been stored in the File Library, users across the Platform can use them to keep branding and messaging consistent in emails, tasks, and elsewhere.

The following steps describe adding images from the File Library into an email or task, adding attachments from the File Library into an email, and adding links to files in the File Library to a task. (For information about uploading documents to the File Library, please refer to the Adding Files to the File Library article.)

Adding Images from the File Library into an Email or Task

Example: The following steps will illustrate inserting an image from the File Library into an email. To add an image to a new Task, launch the Create Task item within the Communicate section of the menu bar, then follow the equivalent of steps 2-4 below.
  1. Select Communicate from the menu bar, then select Compose Email.
  2. Write a message or use an existing email template. Place the text cursor where the image should display once inserted, then click the triangle to the right of the Add from File Library icon, then click Insert Image (File Library).
An image that displays the Insert Image path on the Compose Email screen.
  1. Check the box for the image you would like to insert and click the Add Image(s) button to add the image to the email.
    • Tip: If your desired file is not yet in the File Library, click the Browse button to browse for an image on your computer’s hard drive. Click the Upload to Library button to have it available in your File Library moving forward.
  2. Review the image that you have added to the email, positioning and resizing it as desired. When the message is complete, click the Send button.

Adding Attachments from the File Library to an Email

The following steps demonstrate how to add an image or other attachment to an email using the Show Attachments feature. This section will illustrate filtering the attachment list using the Attachment Name field and Filter by Category dropdown on the Email Attachment window.
  1. Select Communicate from the menu bar, then select Compose Email.
  2. Write a message or use an existing email template. Click the Add from File Library icon to add a new attachment to the email.
An image of the Compose Email window with the paperclip icon highlighted. 
  1. On the right side of the Attachments window, select File Library from the Filter by Category dropdown to view files from the File Library only. (This step is optional.)
  2. On the left side of the Attachments window, enter all or part of the name of the file you are looking for, if desired, in the Attachment Name field. The list of attachments will then filter the list to include only those files with that word in its title (and that match the category selected in step 3, if applicable). (This step is optional.)
    • Tip: If the user removes the text from the Attachment Name field, the popup will refresh and display the full list of matching attachments again. This allows the user to easily navigate and select multiple attachments efficiently.
  3. Check the box for the desired file and click the Add Attachment(s) button to add the file as an attachment to the email.
Tip: Email templates can include attachments that are stored in the File Library, such as driving directions or a company manual.

Adding Links to Files in the File Library to a Task

Example: The following steps will illustrate inserting a link to a file from the File Library into a Non-Library Task. The steps are similar when inserting a link into a library task or an email.
  1. Select Communicate from the menu bar, then select Create Task.
  2. Complete all appropriate fields in the Create Non-Library Task window. Highlight the text that you would like to link to a file in the library and click the Insert Link to File from File Library icon.
An image of the Create Non-Library Task window with the Insert Link to File from File Library icon highlighted.
  • Tip: When creating an email, the Insert Link to File (File Library) option is available via the triangle to the right of the Add from File Library icon.
  1. Check the box next to the file you would like to link to and click the Add button to hyperlink the text.
    • Tip: If your desired file is not yet in the File Library, click the Browse button to browse for an image on your computer’s hard drive. Click the Upload to Library button to have it available in your File Library moving forward.
  2. Review the link that you have added to the task and make any desired edits. When the task is prepared, click the Save button.