Sharing and using files

The real value of files in Media Storage is getting the right one to the right client at the right moment: the floor plan before a viewing, an English brochure for an international buyer, the presentation for a vendor after a valuation. This article covers sending files in conversations, sharing them as links, and what to watch out for.

Sending a file in a conversation

Example: after looking at the listing link the assistant sent, Mert Özkan asks on WhatsApp for the floor plan of the 3-bed in Moda.

1. Open the client's conversation in Conversations and click the paperclip (attachment) icon in the message box.
2. Find and select the file in Media Storage. Typing the listing code (ATL-1042) in the search box is the fastest way. You can also upload a new file from your computer.
3. Click Insert to add it to the message.
4. Write a short note and click Send.

Depending on the channel, the file reaches the client as an attachment (WhatsApp, email) or as a link (SMS). See Replying and channels.

What the client sees

1. The file arrives on the client's WhatsApp as a document they can open, save or forward to their partner.
2. Don't send a file on its own: say in one sentence what it is and suggest the next step ("Would you like to see the show flat on Saturday?").
3. If more than 24 hours have passed since the client's last message, you can't send free-form messages or files on WhatsApp; send an approved template first. When the client replies, the window reopens. See WhatsApp rules and quality rating.

Channel by channel

Speeding up files you send often

If you send the same development brochure or tenant referencing checklist every day:

• Keep the files in the Office or development folder with a language suffix (_TR, _EN).
• Create a snippet containing the file and send text plus file in one click. See Templates and snippets.
• When a brochure changes (e.g. a new price list), archive the old one instead of deleting it and swap the file in the snippet. Tell your consultant too, so the price the assistant knows is updated.

Sharing a file as a link

For large files such as a video tour, you may prefer a link to an attachment. Copy the file's address from its preview screen or the link/copy option in its menu and paste it into your message. The exact option name may vary by interface version.

Using files inside the team

• New listing: the agent uploads photos and the floor plan to the listing folder and writes the folder path in the contact's note ("Documents: Listings/ATL-1045/03"). See Tasks and notes.
• Track with a task: assign "Prepare brochure" to your office assistant (Deniz Acar); once ready, it goes into 05_Brochure.
• Don't download to personal phones: instead of forwarding a document to a colleague on personal WhatsApp, share the folder path in the panel. That way vendors' documents don't spread across personal phones.

Common issues

The client can't open the file. The channel may not support that file type; convert it to PDF or JPG and resend. Check the file size too.

The message box won't let me send a file. The 24-hour window on WhatsApp may have closed. Send a template and wait for the client's reply.

I sent the wrong file. Once delivered, a message may not be recallable. Send the right file and ask the client to ignore the wrong one. If the wrong file contained another client's personal data, tell your manager immediately.

Related articles

• Media Storage overview
• Storage best practices
• Replying and channels
• Templates and snippets