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?

78

Comments

88 comments
  • 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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  • Alejandro:

    Sorry but your suggestions do not help.  It doesn't make sense to disable email attachments and it doesn't make sense to store things outside of Insightly.  What makes sense is for Insightly to figure out a way to not store graphics embedded in emails.  I am not a techie but I don't understand why this is so difficult.

     

    In the interim, Insightly could allow for bulk deletions in email records.  Please do something.

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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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  • I'm struggling with the DELETE in Insightly.

    I have the contact+attachment data in Google Sheets.

    But Zapier doesn't seem to offer DELETE anything from Insightly as an option.

    What am I missing?

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  • Hi Feargal,

    You need to use Webhooks to delete the file attachment NOT Zapier's "out-of-the-box" Insightly connection

    Here is the API endpoint you need to use to delete the file attachments:

    https://api.insightly.com/v3.0/Help#!/FileAttachments/DeleteFileAttachment

    Let me know if you need more help. 

    Thank you,

    Micah Feldkamp

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  • AGREED WITH ALL COMMENTS!

    As with others, I DO want email ATTACHMENTS saved.. I do NOT want every single icon/logo file attached.  If it's too complicated to strip email sig icons, etc.

    ADD A BULK-DELETE OPTION FOR FILES IN ALL RECORD TYPES (or.. at least where an email will wreak havoc).

    Thank you!

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  • Still not helpful. I agree with the comments above. 

    How hard would it be to limit file size? Not saving any image file under, say 100kb would get rid of most of the problem. 

    Or make saving image files rather than document files optional?

    Thanks

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  • I'd like to add my voice to this particular upgrade! Every email I send has at least 2 small jpg signatures/logos, and it creates an ungainly and unuseful file storage environment when 2/3 of the files stored are in effect useless. Deleting them has actually deteriorated in the new release as we have to confirm each one, and when done for email files stored in Opportunities, it also reverts to the main opportunity page after the deletion, adding further "work". 

    There have been some suggestions by experts, using other adjunct systems, but I use this CRM so I have one simple system to learn, and wish to operate myself.

    We desperately need an effective way to mass delete these files.

     

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  • Unfortunately Robert it appears it is not that they 'can't' provide a feature to mass delete, they just 'won't'. Upgrading file storage and record storage are the way to get you to increase spend as you move through the plans.

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  • As I understand it this is not even possible using the API. There is a documented call to get access to the file attachments collection

    https://api.insightly.com/v3.0/Contacts/<contact_id>/FileAttachments?count_total=false

    But it doesn't work.

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  • Hi Feargal,

    It looks like your searching for the attachments using the contact filter, I think you're right, you cannot filter by file attachment. Instead try using flatly.io. This app will push all your data to spreadsheets and there you can use your spreadsheet's filters to find the right file attachment ID's to delete.

    Thank you,

    Micah Feldkamp

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  • This shortfall in Insightly is madness. I am working on an opportunity at the moment and I want my team to only see the key files. At the moment there are over 100 files attached to it. This is the process....

    Related

    Files

    End arrow to take me to page 10/10

    Click file name (new window opens)

    Close window

    Click 3 dots

    Delete this file

    Confirm delete

    BACK TO PAGE ONE OF THE OPPORTUNITY!!!! So you begin the process all over again

    Eight clicks to delete a single file and I have 100 to go through, I am gonna get RSI on this opportunity alone. Surely Insightly can see this is madness?

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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 love Insightly but there are certain elements where you think 'these guys can't use their own system surely' the functionality is soooo bad.

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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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  • I feel your Pain Chris Newman, this is driving me mad. Records with numerous email interactions now have hundreds of tiny files associated with them from all the email signatures. All I want is the option to tick a box against the files I don't want to select them and click once to delete all selected, rather than the ridiculous rigmarole you describe so accurately in your comment.

    It's hard to believe that Insightly has anything other than a financial motive for NOT addressing this issue which has now been causing customers to lose faith in the platform for over 4 years!!!

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  • I recently had to set up a CRM for a client (as opposed to my CRM) and this was a factor in not being able to recommend Insightly. It's not just the issue but the lack of progress or a real solution. .

    I need a system that is simple and easy to use (I am not a techie!). Hence suggestions that we export to this and that to there and then perform cleaning using widget AB etc are not helpful. These are offered in lieu of a system that is not meeting our needs. 

    Please add to your Agile backlog and get it done!

     

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  • It's unfortunate this issue still exists. I've used Insightly for about 4 years and will not be renewing our subscription when it's due in May.

    The image attachments have been frustrating and the lack of a simple checkbox for mass file deletes is hard to accept. Having taken over responsibilities for a coworker who left, I now have to go through their records and sort through thousands of image files to find relevant files for each account.

    If I do have to go through an export exercise to locate and delete, it will be when I am moving files to whichever CRM I purchase as a replacement. This is not the sole issue for my dissatisfaction but it does go into the column of items raised repeatedly that haven't been addressed. 

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  • Hi Paul, it's the same for us.

    Insightly do not care. This would not be an issue if they didn't have unrealistically low storage amounts - 1 GB for a whole organisation for $29 per user? My G Suite package gives unlimited storage for $10 a month per user!

    In any case, like you, I have lived with it for 4 years and now I am leaving too. Good luck

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  • Hi everyone,

    I am also a heavy user of Insightly, but to be honest, at least for me, I solved the problem to this several years ago by doing a few simple steps:

    1) Go to User Settings. Under Email mailbox settings, turn off "Save Email File Attachments to Insightly".  That stops ALL attachments from bloating up the CRM database, including signature line JPGs and GIFs.

    2) If I really want to save a particular file associated with an email, save the attachment to an appropriate file folder of your choosing in your corporate Google GSuite or personal GDrive. You can also do this with Dropbox, Office 365 SharePoint, OneDrive and whatever on-line repository you choose.  If you prefer, you can then share the file with others, by setting up appropriate file or folder share rights. This does several things:

    • It keeps file attachments out of the CRM which can cause it to bloat to massive sizes.
    • It lets you keep control over who actually sees that attachment with more granularity than is generally done in a CRM. That's really important from an information security and privacy perspective.
    • If you ever choose to move out of Insightly to another product (having looked extensively at many other products, I personally have no intention of doing so), those attachments won't be a problem porting them somewhere else.

    3) Grab the link to the file you saved in GDrive, and add the URL as part of a note or comment associated with the email itself, or the contact, organization, project, opportunity, etc.  Or add the link under the appropriate files area, although, for ease of rapidly looking up other associated files, I usually only add a link in the Files section to the folders, rather than specific files associated with the CRM entity. At any rate, because the link is already controlled through access rights associated with GDrive, OneDrive or SharePoint, only those persons, not "everyone" on the CRM will be able to access it. That's definitely preferable, and makes the CRM user wanting to save the email give some thought as to where this file should really be kept, particularly confidential ones.

    I know this means a bit more work than just saving the email. But it starts with a basic philosophy, which is corporate policy in my company, that documents, including email attachments, should be left out of the CRM. I don't keep any there myself.  This reduces the risk of them becoming security issues, and eliminates bloated databases containing duplicate files, as well as those stupid signature graphics files that fills up everyone's inboxes.

    I hope this helps.

    Stan

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  • Stan some great suggestions but you seem to miss 2 very important points:

    a) While avoiding the use of a function will ALWAYS remove the symptom it will NEVER solve the problem. Not using a function you get as part of a paid subscription is like buying a car but not driving it because they gave it to you with a flat tire or (to build on your security concerns) because the car door cannot lock. 

    b) a Part, a very big part of implementing any LOB system is about process improvement i.e. the shortest and most efficient path between A and B. Circumventing the issue by introducing chair swiveling and additional steps reduces the efficiency of the process and is error-prone. 

    BTW the approach of handling the symptom instead of the cause could be applied to many inefficiencies such as the absence of an audit trail - just get users to record action in a separate spreadsheet and voila.

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  • Another point that Stan seems to miss is that this  is a User Setting, so we would need to force/encourage ALL users to change it on their own login.

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  • Thanks for all the comments. Quite some time ago, I did change the setting so attachments are stripped out but now it's a separate step to upload them. The other issue I mentioned above is the problem created when I took over accounts from another person who did not do that.

    Trying to find specific documents that are buried in the record with hundreds of image files is very aggravating. The process to remove the image attachments one at a time is absurd and trying to attempt this via an api is not in the cards for me.

    It seems that Insightly views this as a feature upgrade to vote upon rather than a flaw/error that needs to be fixed. I see it as the latter. This issue, along with the limitations in email fields I've encountered has made the decision to switch to different CRM a final one.

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  • Those who are switching / Have switched CRM can you offer any recommendations?

    Thanks

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  • Bridget I'm not planning to switch as I hope that we can work with Insightly to make it a better product. But there a quite a few alternatives out there that cater to the SME market. Probably the most popular is ZOHO and Hubspot. I have looked at both these during my evaluation and they also have their own shortcomings. This is the thing about the market segment within which these CRM solutions operate, they all gave their own issues and I guess the one you choose would depend on which issues you are willing to live with.

     

     

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