Upload, link and share files

The Files page holds every file your team keeps in Mesy. That includes files you upload, email attachments you save, and files you send to Mesy from your phone. Open it from Files in the sidebar.

A file can be linked to records. A record is one entry in Mesy, such as one customer, one company or one deal. Linking puts the file on that record’s Files tab.

Upload a file

Upload from the Files page in any of these ways:

• Drag files onto the page and drop them when you see “Drop files to upload”.
• Copy a file and paste it anywhere on the page.
• Click Upload and pick one or more files.

Each file can be up to 25 MB. Mesy accepts photos and other images (except SVG), audio, video, PDFs, Word, Excel and PowerPoint files, text and CSV files, and ZIP files.

While files upload, an Uploads panel shows each one with a progress bar. If a file fails, the reason shows beside it. Click Clear to hide the finished ones.

Save an email attachment to Files

1. In your Inbox, open the email.
2. In the list of attachments, click the folder icon (Save to Files) beside the one you want.

Mesy shows a message such as “Saved quote.pdf to Files”, and the icon changes to In Files. If you save the same attachment again, Mesy says it’s already in Files and doesn’t make a second copy.

Attachments over 25 MB, or of a type Files doesn’t take, can’t be saved. Mesy shows the reason.

Record a voice memo

If you leave the Files page before you stop, Mesy doesn’t save the memo.

1. On the Files page, click Voice memo. If your browser asks to use the microphone, allow it.
2. Speak. The button shows how long you’ve been recording.
3. Click the button again to stop. Mesy shows “Voice memo saved to Files”.

Mesy also writes out what you said. The memo waits on the Needs review shelf until you put it on a record (see Clear the Needs review shelf below).

Find a file

Type part of a file’s name in Search files… to narrow the list.

Three groups of filter buttons sit under the search box, separated by thin lines. Click a button to filter. Click it again to clear it.

• The file’s type: All, Images, Docs or Audio. Videos and other files show under All only.
• Where it came from, such as Upload, Email or Voice memo.
• Whether it’s on a record: Linked or Unlinked.

The Source column tells you where each file came from:

• Upload is a file someone added on the Files page or on a record.
• Email is an attachment saved with Save to Files. On a computer, in list view, click Email to open the message it came from.
• Chat is a file you attached to a message in Mesy AI (the Chat item in the sidebar).
• Web scan is a business card photo you scanned in Mesy AI.
• Telegram and WhatsApp assistant are files you sent to Mesy on Telegram or WhatsApp.
• Voice memo is a memo recorded on the Files page.

The newest files show first. Click a column heading, such as Date or Name, to sort by it.

Click List view or Grid view to change how files show. On a phone, the list shows each file as a card.

The page shows 25 files at a time. Use Previous and Next at the bottom to move between pages.

Preview or download a file

Click a file to open it. Images, PDFs, text, CSV, audio and video open in a full-screen preview. Click the download icon (Download) to save a copy, or press Escape to close. Other types, such as Word files, download straight away.

Link a file to a record

The Actions column shows each action as an icon. On a computer, hover over an icon to see its name.

To link a file:

1. On the file’s row, click the link icon (Link to record).
2. Type at least two letters of the record’s name in Search records….
3. Click the record you want.

The record now shows in the file’s Linked to column. Repeat to link the same file to more records. Click a record’s name there to open it.

To add files from the record itself:

1. Open the record and click its Files tab.
2. Drop files on the box that reads “Drop files here or click to upload”, or click the box and pick them.

A record’s side panel also takes dropped files: drop them on its title bar, for example the one that reads “Company Detail”. On a record’s full page, drop them anywhere on the left side.

Mesy uploads the files and links them to the record. The same limits apply as on the Files page.

Clear the Needs review shelf

Some files arrive without a record to go on. They wait on the Needs review shelf, above the file list. These are voice memos and most files you send to Mesy on Telegram or WhatsApp. Capture into the CRM explains which phone files land here.

The shelf heading shows how many files are waiting, for example Needs review (3). The Files item in the sidebar shows the same count, or “9+” when more than nine are waiting. Your search and filters don’t change what the shelf shows.

Each card shows the file and any text Mesy read from it, such as a memo’s words. For each card:

• To put it on a record, click the link icon (Link to record) and pick the record. The file leaves the shelf.
• To clear it without linking, click Dismiss. The file stays on the Files page.

Anyone on your team can link or dismiss a card. Everyone on your team sees the same shelf. The shelf disappears when it’s empty.

Remove a file from a record

1. Open the record and click its Files tab.
2. Hover over the file.
3. Click Unlink from record.

Mesy doesn’t ask you to confirm. The file disappears from the record’s Files tab but stays on the Files page. Anyone on your team can remove a link.

Rename or delete a file

Only the person who uploaded a file, or an admin, sees the Rename and Delete file icons on it.

To rename a file:

1. Click the pencil icon (Rename).
2. Mesy selects the old name without its ending, such as .pdf. Type the new name over it.
3. Press Enter or click Rename.

The file shows its new name. If your new name has no dot, Mesy adds the old ending back. If it has a dot, Mesy adds nothing, so type the ending yourself, such as .pdf.

To delete a file:

1. Click the bin icon (Delete file).
2. In the box that asks “Delete this file permanently?”, click Delete.

The file is gone from the Files page and from every record it was on. You can’t undo this.

Check who can see a file

Who can see a file depends on the records it’s linked to.

Record sharing lets your admin limit which records each person sees. It’s off when your business starts on Mesy. While it’s off, everyone on your team sees every file. Your admin can turn it on. See Turn on record sharing.

With record sharing on, you see a file if any of these is true:

• You uploaded it.
• It’s linked to at least one record you can see.
• It isn’t linked to any record.
• You’re an admin.

A file linked only to records you can’t see is hidden from you. The Linked to column shows only the records you can see.

If something doesn’t work

• The Uploads panel shows a message like “Too large (30.2 MB): max 25.0 MB”. Files over 25 MB can’t be uploaded.
• The Uploads panel shows a message like “File type not allowed: .exe”. Mesy doesn’t accept programs, web page files or SVG images, such as .exe, .html or .svg files.
• The Uploads panel shows “File type not allowed:” followed by a file type. Mesy doesn’t take some other file types, such as RAR or 7z archives. Put them in a ZIP file or save them as PDF.
• Some rows in the Uploads panel say “Too many requests. Try again later.” You can upload up to 30 files a minute. Wait a minute, then upload those files again.
• Some files you dropped on a record don’t appear. The record’s Files tab doesn’t show why an upload failed. Upload the files on the Files page to see the reason, then link them.
• There’s no Voice memo button. Your browser can’t record sound here. Try another browser.
• Mesy says “Microphone access denied. Allow it in your browser settings”. Allow Mesy to use your microphone in your browser’s site settings, then click Voice memo again.
• Mesy says “Monthly AI usage limit reached for this workspace”, or that you’ve reached your personal AI usage limit. Voice memos use Mesy AI to write out what you said, so the memo isn’t saved. Ask your admin.
• Mesy saved the voice memo but couldn’t write out what you said. The memo is still in Files, without the text.
• A preview shows “Preview unavailable.” Download the file instead.
• You can’t see Rename or Delete file. Ask the person who uploaded the file, or your admin.
• There’s no Save to Files icon on an email in a shared mailbox (an inbox your team shares, such as sales@). Download the attachment, then upload it on the Files page.
• A teammate’s file doesn’t show for you. With record sharing on, it may be linked only to records you can’t see.