Managing Contact Files with Custom Fields

Storing files directly in your CRM contact profiles helps keep important documents organized and accessible. This guide explains how to create a custom field for file uploads and how to use it to manage documents for your contacts.

Before You Begin: Understanding File Upload Custom Fields

When creating a custom field for file uploads, you can configure several options to control its behavior and appearance.

• File Type: Specify which file formats are allowed. Supported types include PDF, DOC, DOCX, JPG, JPEG, PNG, GIF, XLS, and CSV files.
• File Restriction: Set a maximum file size for uploads. The limit is 250MB per file.
• Allow Multiple Files: Choose if the field accepts a single file or multiple files. If allowing multiple files, you can set a maximum count.
• Object Type: Select where the field will be used, such as on Contact, Opportunity, or Company profiles.
• Group Tab: Organize the field into a specific section, like "Contact Information" or "General Info," for better layout in the contact profile.

Step 1: Create a File Upload Custom Field

File upload fields are not available by default. You must create one first.

1. Navigate to Settings from the main menu.
2. Select Custom Fields.
3. Click the Add Custom Field button.
4. Choose File Upload as the field type.
5. Give the field a descriptive name (e.g., "Client Contract").
6. Configure the options mentioned above as needed.
7. Save the custom field.

Once saved, the field will appear in the Custom Fields section of the object you selected, such as a contact profile.

Step 2: Upload a File to a Contact

After creating the custom field, you can add files to individual contacts.

1. Go to the Contacts section and open the profile of the contact you want to update.
2. Scroll to the Custom Fields section of the contact's profile.
3. Locate the file upload field you created. If you have many custom fields, you may need to find it within its designated Group Tab.
4. Click Upload File.
5. Select the desired file from your computer and confirm the upload.

Managing Uploaded Files

After a file is uploaded, you can manage it directly from the contact's profile.

• View a File: Click the file's link in the custom field to open it.
• Delete or Replace a File: To remove a file, you can delete it from the field. Uploading a new file to the same field will replace the existing one. If you delete a file accidentally, an undo option may appear briefly to restore it.

Frequently Asked Questions

What file types can I upload?
You can upload PDF, DOC, DOCX, JPG, JPEG, PNG, GIF, XLS, CSV, PPTX, and XLSX files. Video files are not supported.

What is the maximum file size?
The maximum file size for upload is 250MB.

Can I upload multiple files at once?
You cannot upload multiple files simultaneously in a single action. However, you can create multiple custom file upload fields to accommodate several files.

What should I do if a file fails to upload?
First, ensure the file type and size are within the allowed limits. Then, check your internet connection. If the problem persists, try refreshing the page and uploading again.