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Find, edit, or delete reusable files

View, filter, preview, edit, and delete files in the Files library.

On this page

Managing Files

Viewing Files

The Files page displays all your uploaded files in a table with the following columns:

  • Label: The friendly name you gave the file
  • File: The actual filename (click to preview or download)
  • Category: The assigned category (if any)
  • Uploaded by: The name of the user who uploaded the file
  • Uploaded date: When the file was uploaded
  • Actions: Menu with available actions (Edit and Delete)

Filtering by Category

If you have file categories set up, you’ll see a Filter by category dropdown at the top of the page. Use this to:

  • View all files (default)
  • Show only files in a specific category

This is particularly useful when you have many files and want to quickly find specific types of documents.

Previewing Files

Click on any filename to:

  • PDFs: Preview the PDF in a drawer that opens on the right side of the screen
  • Images: Preview images directly in the app
  • Other files: Download the file to your computer

The preview drawer allows you to view documents without leaving Neptune.

Editing File Details

To edit a file’s label or category:

  1. Click the three dots (⋯) in the Actions column for the file you want to edit
  2. Select Edit from the dropdown menu (pencil icon)
  3. A modal will appear showing:
    • Name: The original filename (cannot be changed)
    • Label: The friendly name (editable)
    • Category: The assigned category (editable)
  4. Make your changes
  5. Click OK to save

Note: You cannot change the actual file itself through editing. To replace a file, you must delete the old one and upload a new one.

Deleting Files

To permanently delete a file:

  1. Click the three dots (⋯) in the Actions column
  2. Select Delete from the dropdown menu (trash bin icon)
  3. Confirm the deletion in the popup

⚠️ Important:

  • Deletion is permanent and irreversible
  • If any email templates reference this file, they will fail to attach it when used
  • Update any email templates that include the deleted file before deleting it

Best Practices

Organizing Your Files

  1. Use descriptive labels: Make labels clear and specific (e.g., “Pool Installation Guide 2024” instead of “guide.pdf”)
  2. Leverage categories: Set up logical categories that match your business workflow
  3. Keep it current: Regularly review and remove outdated files
  4. Version control: Include dates or version numbers in labels for files that update regularly

File Naming Conventions

  • Use consistent naming patterns across your team
  • Include key information in the label (product name, document type, version)
  • Avoid generic names like “Document 1” or “File”

Storage Considerations

  • Files are stored securely in the cloud
  • There’s no hard limit on the number of files, but keep your library organized
  • Very large files may take longer to upload and attach to emails
  • Consider file size when attaching multiple files to emails

Team Collaboration

  • Files uploaded by one team member are available to everyone in your organization
  • Use categories to help team members find the right files quickly
  • Communicate with your team when adding or removing important files
  • Admin users can manage file categories for the whole organization

Troubleshooting

File Won’t Upload

Check:

  • File size - very large files may time out
  • File type - while most types are supported, some may be restricted
  • Internet connection - ensure you have a stable connection
  • Browser - try refreshing the page or using a different browser

File Not Appearing in Email Dropdown

Check:

  • Has the file finished uploading? Check the Files page to confirm it’s there
  • Try refreshing the email compose window
  • Ensure the file wasn’t deleted by another team member

Email Template Not Including File

Check:

  • Was the file deleted after the template was created?
  • Edit the template and verify the file is still selected in the Brochures field
  • Update the template to select the correct replacement file

Categories Not Showing

Check:

  • Have file categories been set up? (Admin > Workflow)
  • Try refreshing the page
  • Only Admin users can create categories - contact your administrator

Questions? Contact support at support@neptunecrm.com