๐ Attachment Management ยท Upload Once, Reuse in Many Emails
Files you send repeatedly โ product catalogs, quote sheets, company brochures โ Laifaxin lets you upload them once to the attachment library and select them directly in Mass Email, Compose, or follow-up plans. No need to re-upload each time.
- Upload once โ stored permanently
- Reuse many times โ pick an uploaded file in any sending scenario
- Central management โ rename / delete in one place
- Save time โ no need to re-upload the files you use most
โ Perfect for product catalogs / company brochures / standard quote templates / industry solutions and other repeatedly sent files.
1. Three Upload Entriesโ
You can upload attachments in 3 common scenarios โ no matter where you upload, everything goes into the attachment library automatically and is reusable everywhere else.
Entry โ ยท Upload While Sending Mass Email ๐โ
When creating a ๐ Mass Email task, attach a file to the entire batch.
4 steps:
Step 1 ยท Click Add โ In the ใEmail Contentใ section of the mass email task, click ใAdd Attachmentใ:
Step 2 ยท Select Local File โ A file selection dialog appears. Pick the local file you want to upload, and it goes straight into the attachment library:
Step 3 ยท Upload Success Notification โ A green "Attachment added successfully" toast appears:
Step 4 ยท Select Uploaded Attachment โ In the ใSelect Attachmentใ dropdown, check the file you just uploaded (you can also see the history list):
Entry โก ยท Upload While Composing a New Email โ๏ธโ
You can also attach files when sending a single email via ๐ Compose Email.
How:
- In the email editor toolbar, find the ๐ attachment icon (paperclip shape)
- Click it โ choose ใLocal Uploadใ (upload a new file) or ใExisting Attachmentใ (pick one from the library)
For more attachment tips, see ๐ Email Editing ยท Add Attachments.
Entry โข ยท Upload Directly to the Attachment Library ๐โ
Upload commonly used files in advance so you can just pick them when writing emails.
How:
- Go to Settings โ Attachment Management (exact path depends on your account tier)
- Click ใUpload Attachmentใ โ select a local file โ it enters the library automatically
On day 1 of onboarding, upload these to your attachment library:
- Company brochure (English + Chinese, 1 each)
- Product catalogs (separate PDFs per product line)
- Standard quote sheet (Excel with variables)
- Industry solutions (customized for core customer groups)
โ From then on, just pick them in any email โ no more hunting for files.
2. Attachment Library Management ยท View / Edit / Delete ๐๏ธโ
All uploaded attachments live in one place for centralized management.
3 common operations:
| Operation | Description |
|---|---|
| ๐๏ธ View | See name / size / upload time / usage count |
| โ๏ธ Edit | Change filename / notes (varies by version) |
| ๐๏ธ Delete | Remove files you no longer need, free up storage |
- Deleted attachments still open normally in already-sent emails (they're embedded)
- But drafts / scheduled-but-unsent emails that reference the deleted file will break
- Clean up regularly, but confirm the file isn't used by any pending task before deleting
๐ Pitfall Summaryโ
| Pitfall | Consequence | How to Avoid |
|---|---|---|
| ๐ด Attachment > 5 MB | Recipient mailbox blocks it / delivery delayed / lands in spam | Put large files on cloud drive / Drive links in the body, keep attachments < 5 MB |
| ๐ด Mass-emailing sensitive attachments | Customer lists / financial data sent to wrong recipients | Double-check attachments before mass send; don't mass-send sensitive files |
| ๐ก Re-uploading the same file every time | Wasted time + duplicate clutter in library | Upload common files once and reuse, don't upload locally each time |
๐ก Messy filenames (e.g. xxx.pdf, New Document.docx) | Customers receive it confused | Standard naming: Company-Product-Catalog-2026.pdf |
| ๐ก Deleting an attachment that's still in use | Drafts / scheduled emails break | Confirm no pending task references it before deleting |
๐ก Obscure file formats (e.g. .numbers / .pages) | Recipient can't open it | Use universal formats: PDF (most universal) / Excel / Word / JPG / PNG |
โ Frequently Asked Questions (FAQ)โ
Q1 ยท Is there a file size limit?โ
| Dimension | Recommended Value |
|---|---|
| Single attachment | โค 5 MB (safest) |
| Total email size | โค 10 MB (body + all attachments) |
Anything larger and many mailbox providers will block / delay / spam-bin it. For large files, use cloud links (Google Drive / Alibaba Cloud / WeTransfer) in the body.
Q2 ยท Are uploaded attachments secure?โ
Laifaxin uses standard security practices to protect uploaded files. But we still don't recommend sending these via email attachment:
- ID / bank card photos
- Customer privacy lists
- Core business secrets without NDA
For those, use end-to-end encrypted tools (ProtonMail / 1Password).
Q3 ยท Can I track customer attachment downloads?โ
โ Yes. With Email Tracking enabled, attachment download events are recorded (varies by plan). See ๐ Email Tracking ยท Attachment Tracking.
Q4 ยท How many customers can I send the same attachment to?โ
No hard limit. A single product catalog can be sent to tens of thousands of customers (selected from the library each time), and the system doesn't duplicate storage.
Q5 ยท Can I rename an attachment?โ
Yes (in some versions). Go to attachment library โ find the file โ click ใEditใ โ rename. Filenames in already-sent emails don't change, only future sends are affected.
Q6 ยท How long after uploading can I see it in the selection list?โ
Within seconds. Once the green success toast appears, refresh the page or reopen the dropdown to see it. If it's still not appearing after a few minutes, check:
| Check | What to do |
|---|---|
| Network | Upload interrupted by network drop โ re-upload |
| File type | Some types restricted (e.g. .exe blocked for safety) |
| File size | Over 10 MB may be rejected by server |
๐ก Learning Tipsโ
| Scenario | Recommendation |
|---|---|
| ๐ฆ Build a standard attachment library | Upload core files on day 1 (catalog / brochure / quote / solution); pick directly after |
| ๐ Standardize naming | Company-Product-Type-Version.ext, e.g. ABC-Drone-Catalog-2026Q2.pdf |
| ๐ Multi-language ready | Prepare 1 file per major customer language (English / Spanish / German etc.) and send the right version per segment |
| ๐ Regular cleanup | Clean quarterly / semi-annually: delete old versions, merge duplicates; keep โค 30 files for best efficiency |
| โ๏ธ Large files via link | > 5 MB โ use Google Drive / cloud drive links in body; only keep small files in library |
๐ Related Featuresโ
| Topic | Link | Description |
|---|---|---|
| ๐ Mass Email | email-mass-sending | Batch-attach to mass email tasks |
| ๐ก Compose Email | compose-new-email | Attach to a single email |
| ๐จ Email Editing | email-editing | Editor attachment options (local + cloud) |
| ๐ Email Templates | email-templates | Preset attachments in templates |
| ๐ Email Tracking | email-tracking | Track whether customers download your attachments |
๐ Permalink: https://laifa.xin/zhinan/attachment-management