Files

Manage and store files on the Respond.io Platform.

Getting Here

This module is accessible by Owner and Manager only!

This module can be accessed from the side navigation menu under the menu item, Files.

The Files Module

The Files Module allows you to upload documents to our platform that you can later send out to specific contacts from the Messages Module or broadcasted out from the Broadcasts Module.

Files Overview

From this table, you can browse through the list of existing files that have been uploaded onto the platform.

Tips: Use the 🔍 function to search for the file you are looking for.

File Name and ID

The File Name displays the human friendly name of each file on the system. Meanwhile, File ID is the unique identifier used to label the files stored on the platform

The File ID will be used to send files from our system through integrations.

Description and File Type

The description shows a short description of the content for each of the files. The File Type column displays what kind of files they are.

Date Added

This is the date on which the file was added to the system.

Actions

More Actions Menu

You can perform the following with files:

Uploading a New File

Step 1: Navigate to Files Module From the side navigation menu, select Files from the menu

Step 2: Press ADD FILE At the top bar, press the blue ADD FILE button and the Upload File dialog should open up.

Uploading File

Step 3: Name the file and describe it Enter a name for the new file along with a short description. These fields will help you identify the file to be sent and the file content

Tips: Try to pick short and meaningful names and descriptions to make identifying files easier. This becomes increasingly useful when the number of files grows.

Step 4: Select the file

To attach a local file, simply drag and drop the file from your computer onto the dropzone. Alternatively, you can also click on the dropzone and select the file from your computer that you wish to upload.

Supported file type: JPG, JPEG, GIF, BMP, PNG, TXT, XLS, XLSX, DOC, DOCX, CSV, PPT, PPTX, MP3, MP4, MOV, WAV, MPG, MPEG, ZIP, TAR, TGZ, GZ, PDF, LOG, XML

Maximum file size: 20MB

If your file size is larger than 20 MB, it is suggested that you compress it into a ZIP folder before uploading.

Sending Files

Before sending a file to your contact, make sure the contact's channel is capable of receiving the file to prevent undelivered messages. Check compatibility here.

Step 1: Navigate to the contact you You can send a file to your contact by pressing the clip icon, 📎 on the messaging bar.

Step 2: Select a method Select your preferred method to select the file to be sent

Upload New File If the file is not present on the platform yet, you can upload a new file directly from the messaging console.

Sending a New File

Select existing file You can send an existing file on the platform to the contact. Choose the file from the dropdown.

Send Existing File

Once you have uploaded or selected a file, press SEND to send the file to your contact.

Channel Compatibility

While Respond.io Platform accepts uploads up to 20MB in size, different channels have their own guidelines and specifications for the files that they accept. For example, some don't accept attachments of certain file types while others may limit the attachment size to 1 MB.

Channel

Maximum File Size

Facebook Messenger

25 MB

WhatsApp

1 MB

WeChat

Image: 1 MB

Other: 25 MB

Twitter

Image: 5 MB

Other: 50 MB

LINE

Image: 1 MB

Other: 10 MB

Telegram

50 MB

Skype

300 MB

Viber

Image: 1 MB

Other: 50 MB

Twilio (SMS)

5 MB

Twilio (WhatsApp)

5 MB

Fallback Sending Method

When you attempt to send a file that is incompatible or does not meet the requirements on the messaging channel, the respond.io platform will automatically replace your attachment with a URL link to your file instead.

This way, the file can be reached to the customer even if the channel does not support receiving such type of attachment.

Downloading a File

If you are unsure of what is the content of the file, you can download the file and check the contents before sending it to your contact. You can do so by pressing Download from the actions menu and the file will be downloaded to your computer

Updating an Existing File

Over time, the files may need to be updated with the latest content. You can do by pressing the Edit button under the actions menu,

From here, you can change the name and update the description of the file.

Updating File

If you need to replace the file, simply click on the dropzone and select a file from your computer. Alternatively, you can drag the new file to the dropzone.

Important: The File ID is conserved during an update as it is useful for any integrations that you may have in place.

Copying the File ID

During integration, you may need the File ID of a file to facilitate a process. The File ID can be obtained by selecting Copy File ID from actions menu and the File ID will be copied into your clipboard.

Deleting a File

If a file is no longer relevant or not used anymore, it can be deleted from the space by choosing Delete from the actions menu.

Be careful when you delete a file as it may be used by other users in the space. Bear in mind that the deletion cannot be undone.