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Adding and Tracking Email Attachments and Media Center Assets

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Justin Garrett
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Email attachments allow you send out media with an email to provide additional information regarding your company. This article will detail information on appropriate attachment types, how to attach files to emails, and how to track Media Center assets.

The following user roles have access to add attachments to emails:

  • Administrators
  • Marketing Managers


Article Contents


Permitted File Types

Attachments can be a great supplement to an email. However, they should only be a supplement. Large attachments can intimidate potential leads, so send one or two small attachments. However, you should never send an email with just an attachment and no content in the body. Those emails will most likely enter the recipient's spam folder. 

SharpSpring allows you to upload several different file types as attachments. SharpSpring supports the following file types:

  • .CSV
  • .DOC
  • .DOCX
  • .GIF
  • .ICS
  • .JPG
  • .JPEG
  • .PDF
  • .PNG
  • .TXT
  • .XLS
  • .XLSX
  • .ZIP
  

The safest file types to send are .GIF, .JPG, .PDF, and .PNG. While SharpSpring supports their attachment, .ZIP files should never be included as attachments in an email.

There are times when an attachment may be unwarranted. If you would rather not attach files to an email, you can instead use Media Center links in the email's body.


Attaching Files

When attaching files to emails, the attachment feature functions differently from uploading a file to a content distribution network (CDN). The file attachment feature revolves around attaching one or more documents to one email send.

To add attachments to an email, do the following:

  1. In the top toolbar in SharpSpring, click
    Content > Emails.
  2. Create an email, or edit an existing one.
  3. In the left-side menu, click the  
    attachment.png  Attachment icon.
  4. Click the Add button.
  5. Attach the desired files.
  6. Click Save.
  7. Optionally, to delete attached files, click the X button next to each email.
  



Click to enlarge.

Once the email is saved, you can preview, send, or delete the email.


Tracking Media Center Assets

SharpSpring allows you to create a trackable link for any media uploaded in the Media Center. 

Important: When attaching files to emails, be aware that attached files are not tracked in SharpSpring. When possible, image and video media should be uploaded and attached to the email as a Media Center asset.

To add trackable links to uploaded Media Center assets in an email to track visitors and traffic, do the following:

  1. In SharpSpring's top toolbar, click
    Content > Media.
  2. Upload a new media asset, or open an existing asset.
  3. Add a trackable link to the media asset.
  4. In SharpSpring's top toolbar, click
    Content > Email.
  5. Create a new email, or open an existing email.
  6. In the email designer, click into a content block.
  7. In the email designer toolbar, click
    + Insert > Media.
  8. Select the desired tracked media asset to insert into the email.
  9. In the Link Text box, enter the text to display for the tracked media asset.
  10. Click Insert Media.
  11. Click Save.
  


Click to enlarge.
Note: When adding a trackable link, ensure that the Available in Emails checkbox is checked.
Note: When inserting trackable text, the text may appear as white. To fix this, highlight the text and set it to a different text color.

Trackable links will not establish new tracking. As they are a more generic link that is connected to your SharpSpring environment, the interaction with that media will only display in the Life of the Lead for leads that are already tracked.


Adding Tracking Links to Email Images

To add tracking links to images, do the following:

  1. In SharpSpring's top toolbar, click
    Content > Media.
  2. Upload a new media asset, or open an existing asset.
  3. Add a trackable link to the media asset.
  4. Click Trackable Link > Copy.
  5. In SharpSpring's top toolbar, click
    Content > Email.
  6. Open an existing email, or create a new email.
  7. Add an image to the email.
  8. Within the email designer, click the image to be linked.
  9. In the email designer toolbar, click 
    + Plus > Link.
  10. In the pop-up window that appears, paste the tracking link for the image to link to.
  11. For Target, select New Window. 
  12. Click Ok.
  13. Click Save. 
  


Click to enlarge.
Note: When linking to images, make a point to add in appropriate image descriptions and titles when prompted. Though this is optional, these pieces of information will make a clickable image appear more credible.


Adding Tracking Links to Email Videos

To add tracking links to videos, do the following:

  1. In SharpSpring's top toolbar, click
    Content > Media.
  2. Upload a new media asset, or open an existing asset.
  3. Add a trackable link to the media asset.
  4. In SharpSpring's top toolbar, click
    Content > Email.
  5. Create a new email, or open an existing email.
  6. In the email designer, click into a content block.
  7. In the email designer toolbar, click
    + Insert > Media.
  8. Click the Use Preview Image checkbox.
  9. In the Link Text box, enter the text to display for the tracked video.
  10. Select the desired tracked video to insert into the email.
  11. Click Insert Media.
  12. Click Save.
  


Click to enlarge.
Note: When checked, Use Preview Image will display the video as a static image, and not the video itself. Clicking on the image in an email will redirect to the target website and open the video. As such, videos added through the Media Center will not have normal video player functionality in an email.


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