Attach reusable files to emails and templates

Attaching Files to Emails

One of the primary uses of the Files page is to make documents available for attaching to customer emails. Files stored here can be quickly attached when composing emails throughout Neptune.

Where You Can Attach Files

Files can be attached to emails sent from:

• Customer email tab (when viewing a customer)
• Proposal emails (when sending proposals)
• Contract emails
• Marketing campaigns
• Email templates

How to Attach Files to an Email

When composing an email anywhere in Neptune:

1. Complete the standard email fields (Recipient, Subject, Body, etc.)
2. Look for the Brochures field (this is the field for attaching files from the Files page)
3. Click the Brochures dropdown
4. If you have file categories set up, files will be grouped by category
5. Select one or more files to attach
6. Selected files will appear as tags in the field
7. When you send the email, these files will be attached automatically

How it works:

• Files are referenced by their label in the dropdown
• Multiple files can be attached to a single email
• Files are organized by category in the dropdown (if categories exist)
• The system automatically generates download URLs for attached files
• Recipients receive the files as standard email attachments

Attaching Files vs. Uploads vs. Documents

When composing emails, you may see different attachment options:

1. Brochures (Files from the Files page)

   • Shared across your organization
   • Pre-organized by category
   • Best for: Marketing materials, product information, standard documents

2. Uploads (Customer-specific uploads)

   • Files uploaded directly to a specific customer record
   • Only available when emailing that customer
   • Best for: Photos, site-specific documents, customer-provided files

3. Documents (Proposals, contracts, variations)

   • System-generated documents like proposals and contracts
   • Include secure access links
   • Best for: Formal business documents that need to be tracked

Using Files in Email Templates

Files can be pre-attached to email templates, making it easy to send consistent communications with the right documents automatically attached.

To include files in an email template:

1. Navigate to Templates > Email
2. Create a new template or edit an existing one
3. In the template form, find the Brochures field
4. Select the files you want to automatically attach when this template is used
5. Save the template

When using a template:

• When you select the template in an email compose window, the associated files are automatically selected in the Brochures field
• You can add or remove files before sending if needed
• The template saves you time by pre-selecting commonly used files

Example use cases:

• “Initial Contact” template might include company brochure and service guide
• “Product Information” template might include relevant product specifications
• “Proposal Follow-up” template might include FAQ document and warranty information

Related guides

• Files