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

77 comments
  • Would really like this. The "files" tabs for both Contacts and Projects are being cluttered with hundreds of small (<5KB) files that are nothing more than embedded graphics in the email signatures and there's no easy way to delete all of them. We would like to see option A in mia's suggestion implemented, perhaps even with a setting that allows an admin to set a threshold above which the files aren't stripped out. This would greatly increase the useability of the Files portion of the tool, which we use heavily. Thank you.

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  • Definitely something that is needed. I was amazed to look at a contact which had 262 files...and we've only been using insightly for 2 weeks. Given the volume of emails, removing these files manually isn't an option and they get in the way of seeing legitimate files.

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  • Thanks very much for the update Maria.

    The feature you've shared is not what I understood this feature request to mean and is not what I voted for. My problem, and I think it may be the problem for many of those who voted for this feature, is that Insightly is saving many very small files which are nothing more than graphics from email footers. These files are worthless and are cluttering up the records of the contacts in Insightly.

    If I want to find a contract, for example, that I've emailed to a contact I have to go through many pages and hundreds of files in Insightly because it has saved graphics from all of the email footers in any emails sent to or received from that contact. These email footer graphics files are typically 1Kb in size. To my knowledge, there is no way to filter by file size or even to sort by file size, both of which would at least be manual workarounds for this issue. As it now stands the ability to store files associated with contacts is almost unusable, and ironically, becomes more unusable the more we use Insightly.

    If it would help I would be happy to have a 15 minute web meeting with anyone at Insightly to show them the problem in our instance of Insightly.

    Thank you.

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  • I'm all for this. Currently the files being saved against projects (when I link an email to a project) are just multiples of my email auto-signature graphic

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  • This has now been made worse because we're now prompted with the "Are you sure you want to delete this file?" prompt every time we attempt to delete these small files. (Once in awhile I've seen the ability to tell Insightly not to display this message any more, but I don't get that option all the time.) I've just looked at one project for which there are 1,642 attached files and I'll bet 50%-ish of them are these silly email signature graphics.

    I'm beginning to lose patience with this issue. There have been requests for this feature throughout 2015 and as recently as June 2016 and while there have been lots of empathetic responses from Insightly team members ("great idea!," "understand your frustration") and it's great to know that postings in this forum are being read, there has been no concrete response about plans to deal with it.

    It seems that these posts are all asking for this to be resolved:

    https://support.insight.ly/hc/en-us/community/posts/203079440-Strip-out-email-footer-graphics-when-saving-from-Gadget-or-manually-forwarding-emails-to-Insighlty (this post)

    https://support.insight.ly/hc/en-us/community/posts/202902180-Files-saved-with-emails

    https://support.insight.ly/hc/en-us/community/posts/205587108-Deleting-multiple-files

    https://support.insight.ly/hc/en-us/community/posts/205659748-Administrator

    https://support.insight.ly/hc/en-us/community/posts/212725067-SMALL-EMAIL-ATTACHMENTS

    https://support.insight.ly/hc/en-us/community/posts/212830827-Ability-to-set-Min-Email-Attachment-File-Size

    Perhaps this request should be higher on your to-do list than it is?

    Show us some love Insightly team!

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  • I appreciate Insightly putting this voting system in place and regularly monitoring it, I really do, but I think along with that comes some obligation to follow the process or at least to candidly communicate with those of us providing input (and paying for the product) as to why a requested feature isn't going to be implemented. And I know it's not as simple as the items with the highest votes get done; that there are resource considerations, sales considerations, road maps to follow, etc. I get all that. Let me share some data from the database.

    1) There are six different postings in the database (links in one of my earlier posts) all asking for essentially this feature. These six posts have 49 votes and 64 comments combined. The number of votes for this feature is higher than that for all but ten other requests.

    2) Of the ten requests that received a higher number of votes, all but one is planned or completed.

    3) At least 90 requests with a lower number of votes have been completed and at least 26 with fewer votes are planned.

    4) Items with as few as one vote have been implemented.

    5) This request goes back almost two years to May 2015.

    So, in light of this data can someone at Insightly honestly tell those of us requesting this feature why it isn't at least planned? No fluff. Why isn't this feature being pursued?

    Thank you.

    David

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  • Please create a function that strips email signatures when saving an email to Insightly.  We need the actual attachments to the emails - the drawings and quotes, but not the signature files.

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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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  • 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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  • Thanks Lyla:

    I do want the actual file attachments to be saved, just not the signature logos as file attachments. As stated in the original post it needs to "save without embedded graphics". Hopefully it is something that is being worked on.

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  • We are chewing through a huge amount of our storage limit as your CRM is uploading email signature graphics as files - 7MB every single time we send an email from Insightly. We need attachments uploaded when sending an email and we can't mass delete files - this is becoming an untenable situation. The fact that there is a monetary value placed on storage limits is ridiculous if we are unable to customise file uploads or mass delete files. We are wishing to work smarter and not harder - Insightly is making this difficult for us. The functionality and usability of Insightly is being reduced, not made better by the system changes you call "Customer Love".

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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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  • FYI... re FIILES: Although in no way a solution... the new "Extended Reporting" tool (in Beta) does include the ability to create a report of files sorted by decending size with links to the Record they are attached to... so you can at least target the really big files and decide if you want to delete them (one by one) or move them to DropBox/Google Drive and link them).

    Obvioulsy this in no way addresses the orginal request regarding Emails rather than files), nor helps with the thousands of little email files / graphics, nor anything embedded in an email rather than saved as a "file".

    With Files - Personally our approach is to upload everything to Google Drive (hence not on Insighlty servers and not part of our space limits) and then link it to the appropraite Contact / Opp / Project etc.

    And given the current state of play with emails per the above - Users will only ever be forwarding really important emails to Insighlty, and be trained to manually strip out all the uneeded header/footer/embedded graphics and attached files (those files then being uploaded to Google Drive and linked instead). A pain that users no doubt forget to do sometimes.

    So, for us, Gmail will remain the email system for ALL outbound email (as those need header/footer images for company branding, and often involve large file attachements). The Insighlty Emails will only be selected, high importance / legally important correspondance that has been selectively forwarded to Insighlty.

    Thanks to all have voted for this :)

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  • Would love to add a +1 for this.  Its becoming very frustrating for me and many of my clients!

    Any update Insightly team?

     

     

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  • David I agree and am with you. Also, my email footer graphics do not even show up as files when I go to Home-> files, I only get PDF files and word docs, etc, the .tiff and .jpg which are the bain are not even there. Just make a way for me to filter/search by file name and then bulk delete if I want to. Everything else has the ability to bulk  delete.

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  • I hoped that with so much discussion on this from users, that the new Insightly UI (overall, a big improvement BTW), would have built in some sort of solution to manage unwanted files.  A checkbox to make bulk deletions within files areas, perhaps? 

    At least the Gmail app allows you to save <without> attachments. I'm uploading them to GDrive, and then linking the file back into Files rather than letting Insightly import attachments. There's also a way to shut down saving email attachments in Insightly so that this does not take place by default. This helps, too. But there's always some, like those signature file GIFs, that slip in. 

    File management once it has been added to a contact, organization, project, etc., is currently a real pain. Fixing this would be a big functional improvement.

     

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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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  • 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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  • 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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  • Mia's option A would be very useful, but in the meantime is there any way to delete multiple files (e.g. JPG images from email footers) and just leave the relevant attachments such as PDFs?

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  • I also would like to be able to prevent our logos from appearing in Insightly but yet retain other attachments. It would be good to have a size threshold for the files so that only files above a certain size would be uploaded. Alternatively block or allow specific file types.

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  • I can see how trying to automate stripping of email graphics could be problematic - how does one devise an algorithm that 'knows' which graphics are part of an email signature block and which are deliberately attached graphics?  Could the team at Insightly at least come up with a dialog box to allow users to select which files to save in Insightly, much like Outlook does?

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  • + one vote from me. This is extremely frustrating.

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  • Thanks so much for opening a help ticket and for sharing the response you got with the rest of us Brooke. Unfortunately, the reply is essentially the same as I've received from Insightly staff. I just don't understand why the Insightly customer reps won't at least commit to get this much-requested fix evaluated by the engineering and management decision makers. I'd be happy just to hear that it's been looked at and seriously considered.

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  • This would be a fantastic feature. In particular if it could differentiate between file attachments and the images in signatures that just unnecessarily duplicate and take up file space.

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  • It's quite disappointing that this has been an issue for so long (this thread started in July 2015) yet nothing has been done to overcome it. To see a major upgrade to the Outlook integration in August 2017 and not have this addressed seems like they don't even feel it is relevant. Surely this would have been the time to do it. As they added an option to save attachments, surely the option to save all attachments, save no attachments, save attached attachments or save embedded attachments, would have been possible.

    I have a contact that has 108 files stored and only about 20 of those are legitimate. The rest are sig box images. I started deleting them a while back but it just took to long. Now it is very difficult to find the real files among the rubbish. This is only going to get worse as our dealings continue, as 1000's of new junk attachments build up in this contacts files.

    Are each of those files counting as some kind of record in our accounts that will eventually limit how much we can do in Insightly without having to upgrade to a higher plan?

    Is our only option to hire someone to keep our automated CRM system clear of rubbish in our contact records?

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  • OK, I have jut done an exercise on deleting the unnecessary footer graphics from a clients Files tab. He had 110 files before I started and after I deleted them all, he had 41 files.so I had deleted 69 images from the files tab and it took me 5 minutes and 35 seconds.

     

    I did this mainly to work out the cost of employing a virtual assistant to delete these on a weekly basis. I did this because this has been here as an issue since July 2015 and there had been no inclination from Insightly to acknowledge that this is an issue and do anything about it. If I do setup a deletion service via a virtual assistant, is there any interest from others in sharing costs?

    The images are not difficult to delete even though you do have to hit enter to confirm the deletion of each one. It would be easier to be able to select all the ones you want to delete via a check box and bulk delete them.

    I think we need to make sure that everyone that has voted on the various topics combines their votes onto one topic to show the level of interest, not just have the total fractured across a number of forums. Right now this has 28 votes and we need at least 43 to get on the front page of the suggestions by vote total.

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  • I noticed that a lot of other threads suggesting multiple selection of deleting files has been diverted to this thread. This is only part of the problem. It would be great to remove all of those tiny logo files, but this still does not address the main issue of being able to multi-select files to delete or AT THE VERY LEAST not be bounced back to the details page after you delete ONE file.

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  • I want to add my request/Vote to this shocking file saving issue. In a matter of a few short months one of my clients has over 100 "files" showing in the related files section. Of these less than20 are actual files we want to keep.

     

    Really is someone listening????

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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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