Share Files with a Customer
Upload, organize, and share files from Agiled.
Use this guide when you need to send files related to a customer, project, document, invoice, or estimate.
Start from the customer outcome: decide whether the customer needs a standalone file link, a file attached to a record, or a document/invoice/estimate that includes the file as supporting material.
Choose the Sharing Method
Use Files when the file is the main thing you are sharing. Attach a file to a CRM, project, finance, or document record when the file is supporting material for that workflow. Use a document or finance send flow when the file should arrive with a formal customer action.
For sensitive material, prefer the workflow that gives the clearest audit trail and customer context.
Steps
- Upload the file to Files.
- Put it in the correct folder.
- Rename the file if the customer-facing name should be clearer.
- Preview the file to confirm it opens correctly.
- Attach it to the relevant record when needed.
- Share the file or include it in the related document or finance workflow.
- Confirm the customer-facing link or attachment contains only the intended files.
Organize Before Sharing
Use folders and clear filenames before generating links. Replace internal names
such as final-v3-real.pdf with names a customer can understand, such as
May 2026 Onboarding Checklist.pdf.
If the same file supports multiple records, attach the existing file instead of uploading duplicate copies. This keeps later version checks simpler.
Before Sharing
- Remove draft, internal, or unrelated files.
- Check that the file is the latest version.
- Confirm the record it is attached to is correct.
- Use clear names for customer-facing files.
Sharing Options
Use a public share link when the file should be accessed directly. Attach the file to a CRM, project, document, invoice, or estimate record when it should stay with that workflow. Use document or finance sending when the file should be delivered as part of a formal customer action.
Permissions and Privacy
Check whether the file includes personal data, finance details, contracts, credentials, or internal notes. Share only with the people who need it.
If you replace a file after sharing, confirm whether the old link still points to the old file or whether you need to send a new link.
After Sharing
Open the customer-facing link in a private browser window. Confirm only the intended file is visible, the name is clear, download works, and any password, expiry, or download limit behaves as expected.
Correct A Shared File
If you shared the wrong file, stop using the link or remove access as soon as possible. Then upload the correct version, share the new link, and tell the customer which file should be used. Add an internal note on the customer, project, ticket, or document so teammates know the earlier file was replaced.
For contracts, invoices, signed documents, or files with sensitive information, confirm whether the old file needs to remain in the audit trail. Do not delete records that your finance, legal, or delivery process depends on unless your team policy allows it.
Troubleshooting
If a customer cannot access the file, confirm the link is still active and that the file was not moved, deleted, archived, or replaced.
If the wrong file was shared, remove or disable the link if available, upload the correct file, and send a corrected message with a clear note.
If download fails, preview the file in Agiled and re-upload it if the file itself is damaged.