Not planned

Strip out email footer graphics when saving from Gadget or manually forwarding emails to Insightly

Need the ability to

a) tell Insighlty to strip out embedded (not attached files) graphics when receiving emails

or

b) have the Gmail gadget have this option ("Save Email without embedded graphics")

or

c) have the new Insightly sidebar include a "Save Email without embedded graphics"

Its pretty normal for companies to send out emails with a graphic footer, the customer replies and we want to save that into Insighlty... but without taking up extra storage space. Or for the Insightly users to to send emails from their Gmail that include a standard header to Insighlty.

Having to remember and to manually delete the graphics/footer every time is not ideal.

Once the email is sent to the Insighlty (users inbox) there is no way to strip out the image?

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Comments

79 comments
  • Insightly team - I am astounded that this request has not made it to the roadmap implementation in now almost 4 yrs. Mia had outstanding feedback with specific actionable action items. 

    The simple binary ON-OFF attachments does not meet the need.

    Many of us (and YOU SHOULD WANT) want to have Insightly as our main productivity portal for business development/sales and maybe even some of marketing. 

    With the clutter up mentioned by Mia, Tom, David and more of nearly EVERYONE having graphic signatures this is the biggest pain point. The 5 files I want to verify for my pipeline process that I sent to a qualified customer become 50+ files I have to wade through, each and every time.

    Why would you want us to strip all emails and point off to G-suite? This is not the right scaling strategy in the era of the sticky, platform play. You've done an OUTSTANDING job of Evernote integration that I find quite useful ... but I and thousands of others (I'd dare to hypothesize) want a solution. Why not an added column on the side of the Files tab that allows you to do SELECT ALL, SELECT SOME, and then apply DELETE action. This is standard in many software platforms and would resolve the main pain point.

    Please prioritize this. This is a big productivity killer that can ultimately lead to defections from Insightly.

    Respectfully imploring you to prioritize and do better here, team Insightly.

    Thank you, Melissa

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  • Hi Chris, yes they are more than aware but they are not going to spend time on a system update that makes it easier for us to mass delete file storage and records as this is how they get us to upgrade to a higher plan sadly. It's so frustrating 

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  • I agree with all!

    It is ridiculous that every email icon is saved as a file. We have all our emails saved to Insightly and with all the conversations - there are literally 1000's of files all around 60mb or less and yes it is a multiple-step system just to delete one file. Surely Insightly can better this aspect of their program.

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  • I was totally shocked to find that the 'solution' that has been pushed on this topic multiple times actually is very very bad. Insightly suggests that users use the option in user settings to disable saving of attachments. While it does not do anything to solve the actually problem it does not even work properly. I found that unchecking the Save Attachment option under user settings does not affect the same option in the sidebar which remains selected by default. Their response to was that if I want it to work I must post a request in this forum. Totally shocked. How do I defend or justify this to my end users?

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  • Great suggestion Mia! Your detailed feedback, completely makes sense on why it would be helpful to not include those graphics. :)

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  • Very useful feedback to consider. Thank you, all.

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  • Hello @Natalie, there is not a way to delete files in bulk.

    This could be a great feature request. I encourage you to post this as it's item in our Product Feedback page so that other users can comment as well as vote this up!

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  • I just went through and had to delete over 300 .png files that were the logos in the emails. This will get very out of hand very fast!

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  • a)

    Still very much needed!

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  • any update? need. please.

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  • I think that you are right that it may be hard to automate the process but you could base the selection on size. If you give the user a range of sizes to choose from this may be sufficient.

    Alternatively you could have a blacklist of files that should not be added to Insightly. Again this could be user steered so that each user or organisation could prevent specific files from coming into Insightly.

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  • + as many votes as I am able to contribute.

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  • David - I got this reply when asking WHEN this would go into place.

    ------------------------

    Jen C., Mar 8, 16:31 PST:

    Hi Brooke,

    Thanks for your reply.

    There's really no way I can guarantee whether the feature request will make it to our product roadmap, or if it did, what the timeline would look like. Insightly is a robust and complicated product and there are a lot of moving parts. 

    We encourage our members to add their votes to the Community because this is reviewed by Insightly leadership, and informs them as to what issues are the most requested. 

    But unfortunately, we can't make any promises.

    I hope you have a great rest of your day!

    Sincerely,

    Jennifer C.
    Insightly Customer Support

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  • It is a bit disappointing to see that this is the answer to our problem after all this time. This option was pointed out to us by Lyla T. on 26 January 2016. Has anything changed since then?

    It was clearly noted by the many contributors to this thread that this is not a solution because many of us are using Insightly specifically because it saves that attachments, giving us a full record of the relevant information. Even if we had the option to save attached images, embedded images or both, it would be helpful.

    The fact that the development team have not marked this as either planned or completed, would also seem to indicate that they don't see this as a solution to the problem.

    This is one of the things that is keeping me from committing the staff in my company to a paid subscription.

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  • I agree Nick. I really wanted Insightly to be the CRM I went with because I liked many of it's features. The token responses to this topic, including announcing solutions to problems when nothing has been done, made me go elsewhere.

    The update fiasco where they decided we didn't need a lot of the information we had stored in Insightly and they moved it to a text file where it was rendered unusable, shook my confidence in them as well.

    I just couldn't commit to Insightly with the issues it had and their so called solutions to problems. I ended up with Salesmate. http://www.salesmate.io  It isn't the biggest or flasiest CRM but it does what I need and allows me to customise it to my preferences. Although I would have been happy to pay the price for my team to have Insightly, Salesmate ended up being a lot cheaper as well.

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  • Indeed stripping the email footer graphics would be very useful. I totally agree. It is very annoying and I get a lot of unnecessary files between the ones I actually do want saved. In my case it actually is a 80/20 (or worse) ratio between not useful and useful files. If this cannot be solved on short term, can you at least add a feature that I van select several attachments and than delete them instead of deleting them one by one? Hopefully this matter can be solved. Thanks.

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  • This is such a needed feature. I dont like the "Save Email File Attachments To Insightly" suggestion as it would mean all attachments stripped out. Real attachments (PDFs , XLSX, DOCX, etc) need to be kept. As do large images. It is just the small footer logos that need to be stripped.

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  • I would think that Inisghtly could just create an algorithm tied to the attachments feature. In looking at my massive amount of wastful files that have been added to records, it appears that if the system could ignor anything 50kb or smaller....this would greatly help in addressing the issue. Or perhaps create a feature that would let us as users establisht that threshold?

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  • I just received an email from insightly suggesting I need to make a post here to try and get this item considered for fixing. really guys? You can see what an issue this is. Although I enjoy alot of things about insightly this is the one item that might drive my company to switch. There are so many complaints about this I don't see why you just don't get it corrected. 

     

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  • I waited for 2 years for them to do something about this and eventually gave up and went somewhere else. I couldn't see the point in signing up with a company so unresponsive to users needs and that tries to fob them off with inappropriate solutions when nothing has changed. Trickery and arrogance.

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  • This needs to happen.  Just reiterating everything everyone has already said.

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  • We just signed up for Insightly and I can already foresee a huge problem with this. Every time I link an email and wish to save the attachments, Insightly will save around 6-10 useless footer graphics. This defeats the purpose of the Outlook sidebar and linked files...

    Please listen to the community and implement a fix for 2018 Q4! I was disappointed to hear in the Q3 webinar that this was not implemented. 

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  • I just learned of all these posts after having the same issue as every other commenter here. I have over 7000 attachments in our account, the vast majority of them are e-mail signature footers/graphics. I was shocked to learn there was no multi-file select. Their suggestion was to delete all e-mails, then restore them, meaning, I lose ALL attachments. That's not a solution, obviously. And this overload of junk files does four (negative) things:

    1. Makes finding specific file extremely difficult, as you have to navigate through all the junk files.
    2. Slows down said action from #1, since you have so many files that it has to try and render them all (many people/businesses have more than 500 files listed).
    3. Bumps you into the account storage limit with no way to bring it back down, thus,
    4. Forcing us to pay Insightly hundreds more per year, just because they can't add a checkbox next to files.

    Insightly, this is literally one of the easiest programming things to do.  File list, select all (or filter by name, which would be PERFECT), then delete. Done.

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  • Dennis: I'm humbled. :-) Given the platform has built-in support for checkbox/select all, in theory it shouldn't be a big task.  I mean, it is all just a database, which can definitely do it.

    Thank you for the reply and I'm happy to hear there is movement on this issue. Those don't happen to be my specific challenges, but I'm glad others are getting satisfaction from improvements. Second to this, my main challenge is the Add Event page defaulting to All Day Event - Yes. That makes little sense; it should default to No, as I'm betting the vast majority of events added aren't all-day.

    Fingers crossed for it to be ready by the quoted time!

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  • We use the opportunity tab a lot and often send over emails that have quotes etc attached that we save for engineers and estimators to add to the costing of a job. However we are forever having to delete files (usually Facebook logos, LinkedIn etc) manually. By the looks of this thread there is a lot of need for this to be looked at. The chance to delete more than one file at a time without it sending you back to the first page would be a huge start? Very frustrating and time-consuming across our business. 

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  • I agree that it would be nice to have a more elegant interface to selectively save what you want to save. And I understand the need, and convenience of keeping attachments associated with email messages in Insightly.

    However, to be honest, keeping those attachments in an email within Insightly will quickly result in a bloated CRM, so I avoid this as much as I can. What I do as a workaround (which works for me though I admit not everyone would find this to be helpful), is to save attachments in an appropriately shared Team Drive, Google Gsuite, in my case. I then reference it as a link in the Insightly Files section of the contact or organization. If I need that particular attachment to be directly associated with the email message, I simply paste the on-line URL of the attachment in GDrive into a comment below the saved message in Insightly. That way:

    • Insightly is not bloated up with massive documents, which you end up paying for twice, in Google's inbox/Gdrive, as well as the CRM.
    • Important documents are not spread out across multiple enterprise data repositories, making them difficult to track where they went, and who has access to them. 
    • Important documents that need to be shared across the CRM are easily referenced by clicking on the link, or looking in Insightly's files section associated with the contact, organization, project, etc, as needed. But they are securely kept in one place... out of the CRM, and into Google or Microsoft's own enterprise data repositories and according to a single access control model. Depending on your business, this is can be extremely important for business continuity and security reasons.

    Of course, when doing so, I make sure Insightly is not saving ANY attachments in User Settings, so that those pesky GIF and JPEG signature images that are truly a plague, uselessly bloating CRM and email inboxes, are stripped out.

    I hope this helps.

    Stan

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  • Having got the stage where our 'records' are now approaching the max limit on the professional plan it is pretty evident why this popular issue is not implemented after all this time, I'm pretty sure they would much rather more than double our subscription from $59 per user per month to $129 per user month to allow unlimited records! 

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  • Hello Bridget,

    Thanks for the feedback on this feature request!

    You can rest assured this is not our intent in regards to this feature now being implemented at this time. When using Insightly we offer helpful ways to help reduce your File Storage and saving space. 

    One way to reduce your storage use is to link to documents in Google Drive, Evernote, Box, OneDrive, and Dropbox from Insightly records instead of uploading files. Check the articles in our Integrations category for all the latest options. These files do not count against your Insightly storage, because they are not stored on Insightly’s servers.

    If you save emails to Insightly, another way to reduce your file storage is to disable the setting to automatically save email attachments. Many emails contain .gif, .jpg and .png images that take up space.

    To disable the settings that automatically saves attachments, click the profile icon to access the User Settings page, and then uncheck the box next to the Save email file attachments to Insightly.

    Hope that helps! 

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  • You can bulk delete file attachments and emails via the API and Zapier.

    1. Perform a data export AND export the Insightly objects (i.e. attachments or emails) you want to bulk delete using Flatly.io.

    Note: If you want to backup your file attachments before bulk deleting data, you will need to backup the files via the API and not the export links I provided above.

    2. Identify what emails/files you want to delete from your Flatly.io export in Google Sheets

    3. Create a three step zap with Zapier: Google Sheets, Filter, and DELETE Webhook for the object type you want to delete

    4. Add a trigger in a google sheets column and the filter to run every time column "X" is updated with a "1" value 

    5. Test & configure the zap to delete attachments/emails

    6.  When the test results are satisfactory BULK DELETE :)

    Let me know if you need any help. 

    Thank you,

    Micah Feldkamp

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  • Thanks Alejandro.   I actually prefer NOT having attachments saved inside the CRM, so your advice is very helpful. These attachments are already there in the Gmail repository, and if it is of value, you can easily save the file to GDrive from there, When I do this, and want the associated attachment to be referenced next to the email, I add the URL from GDrive into a comment associated with the email. 

    There are two big advantages towards avoiding bloating the CRM up with attachments.

    - First there is the added storage cost of keeping multiple copies in different repositories.

    - Second, depending on the nature and sensitivity of the attachment, there can be security issues placing critical information in the hands of a third party vendor.  I like to keep really important attachments in one place where authentication can be carefully controlled using shared attributes in a GDrive folder. This is particularly important in a CRM where unless you are careful, the default is to share data with everyone else who can log into your CRM. Having a URL that links to a GDrive folder means that if the user viewing the message is not given specific rights, they  will not access it.

    I have used your workaround for several years now. Although it is a bit inconvenient to attach that URL, from a security perspective it is much better, and keeps storage costs down. I do the same with Insightly's Files areas.  It is better to attach a placeholder for a file folder in GDrive which makes it possible to open the associated folders for an organization. contact, project, etc., than to attach multiple files inside Insightly, which take up massive amounts of storage, and, because of the rather clunky UI, is pretty hard to find when you have a lot of them. 

     

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