From the Com Portal, it's easy to send an attachment to any lead—regardless of whether you are communicating by text message, email, website chat, or Facebook business chat. Any time you see the paperclip icon we discuss below, you can send an attachment!
Follow the instructions below.
1. Go to the Com Portal
After logging into PSAI, click "Com Portal" from the left-hand toolbar to enter the Com Portal. (If you're brand-new to this tool, we recommend starting with our comprehensive Com Portal guide!)
If you don't see the Com Portal, then you likely do not have the correct user permissions in PSAI. Speak with your company's PSAI administrator to get access.
2. Find the Lead You Want to Send an Attachment To
Within the Com Portal, use the search bar, filters, and buckets to find the lead you'd like to send an attachment to. (More detailed Com Portal search tips are here.)
When you locate the lead, clicking on their name will bring up their engagement page, as shown below.
Please make note of the current type of lead engagement, as by default, this is how your attachment will be sent.
You can find out which type of lead engagement this is by looking at the small icon to the left or at the top center, where (in this case) it says "Last message via Email."
If you prefer to send your attachment via a different type of engagement than what is currently in use, you can click the email or SMS icon at the top center. This will open a new engagement of the type you've selected.
You can even send an attachment to a brand-new lead if you want! To do so, follow our instructions on manually adding a contact to the Com Portal.
3. Click the Paperclip Icon
To send an attachment to this lead, click the paperclip icon at the bottom of the center panel.
Is the paperclip not working? If clicking the paperclip does nothing and the "Send" button is gray, then this lead has most likely been closed. You cannot directly send attachment to a closed lead, but you can open a new engagement instead. Follow these instructions on messaging a closed lead.
Clicking the paperclip will open your computer's native file finder, as shown below. (Your system may look slightly different depending on the operating system you use; below is shown on a Mac.)
4. Find the File You Want to Send
Navigate and/or search through your computer's files to find the attachment that you want to send.
No matter how you're currently communicating with the lead, you will be able to send the following types of files (each under 25MB in size):
- Images, including PNG and JPG
- Videos, such as MP4
- Documents and spreadsheets, such as .doc or .xls
If you send an attachment via SMS, then the lead will receive a text message with a link to view or download your attachment.
Once you have found the document on your computer and have clicked it, click "Open" (or whatever your native operating system's button says) to send the attachment.
Important! As soon as you click this button, the selected document will be sent right away. There is no additional confirmation screen, so please doublecheck BEFORE clicking the button that this is the correct attachment you want to send.
5. Continue Communicating in the Com Portal
You can continue communicating with the lead, immediately or any time in the future, by typing into the message box in the center panel and clicking "Send."
Wondering about the other icons in the message box at the bottom? The star lets you request a review and the lightning cloud lets you send an instant weather report.
All responses from the lead will show up directly in the Com Portal, and you can continue the conversation for as long as you want.
Customers will be replying directly from their email (or perhaps phone in the case of SMS or chat), so they will be able to send back any documents that they'd normally be able to send by computer or phone.
5. Keep Track of Attachments in "Contact Files"
In addition to a running record of your email or SMS conversation, all attachments you send will be saved to that lead's Contact Files panel.
For easy access, simply click into the Contact Files section in the right-hand column.
Note that there are two tabs available: one for images and one for other types of files.
Clicking into any individual attachment in the Contact Files panel will open it up as a pop-up for a larger view, as shown below.
These files will be saved to PSAI and will be accessible as long as you have an active subscription. However, these files are not pushed to the Spectrum platform (if you use our CMS system), nor any CRM.
Learn more about using the Com Portal and its many features through our comprehensive beginners' guide to the Com Portal.