A record's files

Every record has a Files tab: the documents you drop there, the attachments of emails exchanged with the contact, documents created from a template and signed PDFs.

All plans A record › Files tab Every member; a private file is only visible to the person who added it

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1. 1Drop a file
2. 2Filter the files
3. 3Share your attachments with the team
4. 4An attachment received by email
5. 5Send for signature
6. 6More actions

Hover a number to find the area. Click the screenshot to enlarge it.

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Add a file

Drag one or more files onto Drop files here, or click browse. Each file is 25 MB at most.

• The line under the zone says whether new files are private or visible to the team by default.
• When the record has several Files fields, Add to picks the one that receives the file. A field’s Add button adds straight to that field.
• The upload shows in the record’s history.

Contacts, companies and deals have an Attachments field by default. An administrator, or a member with the “Data model” right, can add more in Data model (type “Files”), choosing whether they take one or several files, which types, their default visibility and whether they receive email attachments.

Email attachments

When the option is on for your mailbox (see Connect your mailbox), the real files received or sent (PDFs, documents, no logos or signature images) join the field that receives attachments. They carry the Email badge and the message subject.

• An attachment is private: only the person whose mailbox received it sees it.
• Click Private to share a single attachment, or turn on Share my attachments from … with the team for all of the record’s attachments. On a contact, this sharing covers their whole company.
• A company record gathers the attachments of all its contacts.
• File in a record… (row menu) files a copy in another field or record. The copy is yours and follows the chosen field’s default visibility.

The class shown on each file

Verdict, Atlas’ verifier, reads files that contain text and gives them a class (Invoice, Quote, Contract…). For an attachment, Correct the class in the row menu changes it. The filters above the list reuse these classes.

Filter the list

The buttons above the list filter on All, Added and Received by email (when a field receives attachments), Out for signature and Signed (when there are any), then on each class found. Each filter shows its number of files.

Private or team

The Private / Team button on each row sets who sees the file.

• Private: only you.
• Team: the members who can access the record. The file is not published on the internet, but automations can then email it outside the organization.
• A signed PDF and its audit trail always stay visible to the team.

Actions on a file

Close

• Preview opens the file in the page, Download saves it.
• Rename changes the name shown on the record and in the history.
• Make visible to the team / Make private: see above.
• Send for signature: see Send for signature. Only PDFs added to the record (not a signed PDF or an audit trail), without a signature already in progress, can go; a colleague’s private document must be shared first.
• Send to my attorney: see below.
• Delete removes the file from storage and from the record. It cannot be undone.

Renaming, changing visibility and deleting are only offered on your own files.

Have your attorney review a contract

1. In a PDF’s menu, choose Send to my attorney.
2. The composer opens with the contract attached. Choose the recipient, check, then send from your mailbox.
3. The deal carries the Awaiting attorney badge until the attorney replies in the same thread.
4. Once they reply, Analyze reply summarizes their opinion (approved, changes requested, questions) and offers Send for signature, which you confirm.

If the attorney sends back an edited version, Attach new version sets which PDF of the record will go for signature. The CRM warns you if you send a different PDF than the reviewed one for signature.