FILES: File Transfer

What is File Transfer?

File Transfer lets you send a file or set of files to someone through a secure download link. You can protect the files with a password, a limited number of downloads, and an expiry after a set number of days.

Since the transfer takes place outside of the platform, the recipient does not need an account. This is ideal for sending large or sensitive documents, especially to customers who are not comfortable with technology.

The file or collection of files is sent as a Package, which acts as a container. You can send documents, images, videos, or any other type of file within a Package.

You can also save a Reusable Transfer: a Package you set up once (files, security, email and follow-up automations) that your automations then send to each new person for you. This is perfect for lead magnets, welcome packs and onboarding documents.

File Transfers can be sent by the Super Admin, Admin, Project Manager, and Office Manager Roles.

Where do I find File Transfer?

Navigate to the Files menu item and click the Transfer Files button at the top of the screen.

The Transfer Files window has two tabs, each showing how many items it holds:

• Sent Packages: every Package already sent, newest first.
• Reusable Transfers: the Packages you have saved for your automations to send.

Each sent Package shows its name, how many recipients it has, the date it was sent, and a progress bar such as 1/1 downloaded or Not downloaded yet. When a Package went to one person, their name appears beside the Package name. A Package sent by an automation carries an Automation badge with the automation's name.

Type in Search Sent Packages to find a Package by its name, or by a recipient's name, email or company. The list shows 25 Packages at a time; click Show More to load the next 25.

TIP: Staff who are not allowed to manage every File Transfer only see the Packages they sent themselves.

How do I send a Package?

On the Sent Packages tab, click Create New Package. The window walks you through four numbered steps: Details, Files, Security and Send. The header always names the step you are on, and you can click a finished step's number to go back to it.

1. Details

• Package Title: choose a name for the Package. The recipient sees this name.
• Select Users: choose any user in the platform (Contact or Staff), or type an email address for someone who is not registered in your account.

2. Files

Choose Upload Files to add files from your computer, or Choose from Portal Files to pick files already in your Portal. You can mix both in one Package.

When you upload, first pick the folder the files should be saved in (the folder picker can go full screen for large folder trees), then drag and drop files onto the upload zone or click Select Files. Each file shows its own progress bar, and each finished upload is added to the Package automatically. Uploaded files are permanent Portal files and stay in the folder you chose.

TIP: Uploads follow the same size, file type and storage rules as any other Portal upload.

3. Security

When your recipient receives their email link, they also receive a unique 6-digit code to open their Package. You can add more protection here:

• Limit to ... download(s) / User: how many times each recipient may download the Package.
• Expire After ... Day(s): how many days the link stays valid.
• Secure with Password: the recipient must also enter this password.

You can combine these settings as you like. Once a limit is reached or the link has expired, the recipient sees a message that the Package is no longer available. If you would like to be notified when the Package is downloaded, choose a Staff Member or Team in the notification setting on this step.

4. Send

You can leave the message as the default text or change it in the editor. You can change the default message in Email Templates.

CLICK HERE to learn about Email Templates

IMPORTANT: Be sure to include the {{fileDeliveryLink}} and {{sixCode}} Placeholders in the message, as these are required to generate the download link and required ID Code.

Click Send. The button shows that it is working and sends only once, however many times it is clicked. The window then shows a Sent screen listing each recipient marked Email Sent; click Done to return to Sent Packages. If something on an earlier step needs fixing, the window takes you back to that step instead.

I prefer to send the link myself: if you choose this option, no email is sent. Instead, the Package is saved and you are shown its share links.

Transfer Option #1 is a unique link generated specifically for that user that does not require an ID Code.

Transfer Option #2 is a generic link that can be sent to anyone (including a recipient outside of the platform), and requires the displayed ID Code to access.

How do I manage sent Packages?

Click any card on the Sent Packages tab to open its Delivery History. It shows, for each recipient, how many times they viewed and downloaded the Package, when they last opened and downloaded it, and their last download attempt. From here you can send the Package again or revoke it.

For more options, click the three dots on the right of a card:

Delivery History: see each recipient's activity, as described above.

Resend Email: opens the Package on its Send step, where you can change the message. Resend Transfer then emails every recipient again and shows who was sent it (Email Sent) and who was not (Not Sent). A revoked or expired Package is not emailed again.

Share Options: view the direct links to the Package, the same ones shown when you send the link yourself.

Delete: remove the Package after a confirmation. Recipients can no longer open it from their link.

Resend Email and Share Options are hidden once a Package has expired.

What is a Reusable Transfer?

A Reusable Transfer is a Package you prepare once and let your automations send for you. It holds the files, the security settings, a custom email, and Download Automations that run when a recipient downloads it. Saving a Reusable Transfer sends nothing.

Any CRM or Staff automation can then use the Send Secure File Delivery action to send it to whoever the automation is running for. Each recipient gets their own Package with their own personal download link, and appears on your Sent Packages tab.

For example, a consultant offers a planning guide on a signup form. Every new lead gets the guide by email with their own link, and the first time a lead's download goes out in full, a follow-up task is created for the consultant automatically.

How do I create a Reusable Transfer?

In Transfer Files, open the Reusable Transfers tab and click Create Reusable Transfer.

The editor walks you through five numbered steps. Next checks each step before moving on.

1. Details: give it a Name. Each Package sent from it carries this name, and recipients see it on their download page.

2. Files: upload files or choose existing Portal files, exactly as when sending a Package. If you try to leave while a file is still uploading, you are asked first, and Next and Save wait until the upload has finished.

3. Security: optionally set a download limit per recipient, an expiry, or a password (at least 5 characters). The expiry is counted from the day each Package is sent, so every recipient gets the full number of days.

4. Email: write the Subject and Message every recipient receives. They start from your account's File Transfer email, and you can personalize them with Placeholders. The message must keep the {{fileDeliveryLink}} Placeholder so each recipient gets their own link.

Click Preview to see the email with clearly marked sample values, such as [Sample: First Name], and a link that goes nowhere. Preview sends nothing and never shows a real person's details.

5. Automations: set up what should happen when a recipient downloads the Package. There is a CRM Target block for recipients who are Contacts or Companies, and a Staff Target block for Staff recipients. Click Configure Automations in either block to add actions such as assigning a task or applying a tag. You can set these up before the first save.

Download Automations run once per recipient, the first time their whole Package has been sent to them. A download that is abandoned part of the way through does not count, and downloading again later does not run them a second time.

Click Save. The editor closes, a Saved notice appears, and your new Reusable Transfer is listed on the tab. Its card shows how many files it holds, its download limit and expiry, how many automations it has, and how many times it has been issued.

TIP: Click Issued ... Times on a card to see exactly the Packages that Reusable Transfer has sent on the Sent Packages tab.

How do I send a Reusable Transfer from an automation?

In any CRM or Staff automation, add the Send Secure File Delivery action and choose the Reusable Transfer to send.

The files, email, security and download automations are all edited on the Reusable Transfer itself; use the Manage in File Delivery link to open it.

Each time the automation runs, the recipient gets their own Package and email. If the automation cannot send (for example the Reusable Transfer is switched off, one of its files was deleted, or the recipient has no email address), nothing is sent and the reason is shown in the automation's log.

How do I change or switch off a Reusable Transfer?

Click a Reusable Transfer's card, or choose Edit from its three dots menu. Every step can be opened in any order, and Save is on every step. The header shows Saved or Unsaved Changes. If you try to leave with unsaved changes, you are asked first; nothing is ever sent from the editor.

To pause a Reusable Transfer, choose Switch Off and confirm. It stays on the list, dimmed with a Switched Off badge, and you can still edit it. While it is switched off, automations that try to send it are refused and say so in their log, but links that were already sent keep working until they expire. Choose Switch On to bring it back instantly.

IMPORTANT: Reusable Transfers cannot be deleted. Switch one off to retire it. Only the Staff member who created a Reusable Transfer, or someone allowed to manage every File Transfer, can edit or switch it off.

What does the recipient see?

When you send a Package, the recipient receives an email containing the download link and an ID Code they use to open the Package. The email looks like the Preview shown in the Reusable Transfer section above, with real values in place of the samples.

Clicking the link brings them to a page with your logo at the top and a prompt for the 6-digit code.

They can type the code, or paste it into the first box and the rest fill in automatically.

After entering the code (and the password, if you set one), the recipient reaches the download page and clicks Download:

• A Package with one file downloads as that file, under its own name.
• A Package with two or more files downloads as a single ZIP file named after the Package and the day, for example Client Welcome Guide - 2026-10-24.zip.

If a file in a multi-file Package is no longer available, the ZIP still downloads and includes a note listing the missing files.

If the service is very busy at that moment, the recipient sees a Download Busy page in your branding asking them to try again in a minute, with a Back to Your Files button. Nothing is counted against their download limit.

Once the link has expired, or the download limit has been reached, the download page shows that the Package is no longer available.

How do I change the URL for the File Transfer page?

By default, the keyword in your Friendly URL is home.

To change it, navigate to Files.

Click the icon in the top right-hand corner of the screen.

At the bottom of the window, you can change the Friendly URL for the page your users are linked to for downloading files.