Using Attachments in Automations

Automation emails can include file attachments — PDFs, images, and other documents — so contacts receive the resources they need right alongside your message. This article covers what you can attach, how to add attachments to a step, and best practices for deliverability.

What you can attach

PDF documents (guides, brochures, reports)
Image files (JPG, PNG)
Other documents (limited by file size)
Resources and educational materials

File Size Limits

Maximum file size per attachment: 3 MB
Recommended: Keep attachments under 5 MB for optimal deliverability
Each email provider has different limits, so deliverability may fluctuate based on the recipient's provider.

Adding attachment to automation steps

Navigate to Automations and create a new automation or edit an existing one.
Add an Email step where you want to include attachments.
Compose your email content.
Look for the Attachments or Add Files option.
Select your PDF or other file from your computer.
Wait for the upload to complete.
Verify the file appears in the template.
Save the automation step.

Best Practices for Automation Attachments

File Preparation

Name files clearly and professionally (for example: 2025_Financial_Planning_Guide.pdf).
Compress large files to reduce size — free file compressors can be found online.
Run a test with the file to ensure accuracy when received and opened.
Include a quick file description in the body of the email.

Deliverability Considerations

Smaller attachments have historically better deliverability.
Some email providers flag large attachments as spam.
Consider linking to documents instead of attaching, especially for larger files.

Linking vs. Attaching

When to Attach Files

Small files under 2 MB
Documents contacts need to save or print
Personal or confidential information
One-time resources

When to Link Instead

Large files over 5 MB
Frequently updated content
Resources that may change
Content you want to track opens on

Setting Up Linked Resources

Upload the document to your website or cloud storage.
Generate a shareable link.
In the automation email, add a link with descriptive text.
Example: "Download our complete guide here."

Sending Files as Secure Download Links

Instead of attaching a file directly to a message, Levitate can generate a secure download link and insert it automatically into the message body. Recipients click the link to download the file — no attachment required. This option is available on any step that has at least one file attached.

Note: This feature is off by default. Reach out to your Success Manager to turn it on for your account.

Text steps

When a text step has at least one file attached and the secure link feature is enabled on your account, a Send as download link toggle appears in the step editor. Turning it on automatically inserts the {{send files}} merge field into your message body. When the step sends, that placeholder is replaced with a secure download link your contact can tap to retrieve the file.

Email steps

When an email step has at least one file attached and the secure link feature is enabled on your account, a Send as download link checkbox appears in the step editor. Checking the box automatically inserts the file-link token into the message body; unchecking it removes the token. When the step sends, the token is replaced with a secure download link your contact can click to retrieve the file.

Screenshot of the Send as download link checkbox in an automation email step

Use Cases for Attachments to Automation Steps

Welcome Sequences

Attach onboarding guides for new clients
Send welcome packets with company information
Deliver initial resources and checklists

Educational Drip Campaigns

Send a series of educational PDFs over time
Deliver chapter-by-chapter guides
Provide progressive learning materials

Event Automations

Attach event tickets or confirmations
Send venue maps and directions
Deliver event agendas or schedules

Renewal & Birthday Automations

Attach policy summaries at renewal time
Send birthday cards or special offers
Deliver anniversary celebration materials

Compliance and Documentation

Automatically send required disclosures
Deliver policy documents when a contact meets criteria
Send regulatory required materials

When files are shared through automations, Levitate records activity events directly on each contact's timeline. This gives you a complete, chronological history of file sharing for every contact — without hunting through sent emails or automation logs.

What appears on the timeline

File sent: When an automation delivers a file to a contact, a send event is recorded on their timeline.
File downloaded: When a contact downloads a shared file, a download event is added to their timeline.
File deleted: When a shared file is removed, a deletion event is recorded on the contact's timeline so you know the file is no longer accessible to them.

Together, these events make it easy to see at a glance whether a contact has received, engaged with, or lost access to a shared file.

Viewing file activity

To review file activity for a contact, open the contact's profile and scroll through their timeline. File send, download, and deletion events appear alongside other contact activity in chronological order.

Troubleshooting & Attachment Issues

"My attachment won't upload."

Check that file size is within limits.
Ensure the file format is supported (PDF, JPG, PNG).
Try compressing the file.
Check your internet connection.
Try a different browser.

"Contacts say they didn't receive the attachment."

Check spam folders — attachments can trigger spam filters.
Verify the file uploaded successfully in automation settings.
Send a test email to yourself to confirm the attachment arrives.
Consider file size — very large files may be blocked.

"The attachment looks wrong or won't open."

Test the file on multiple devices before adding it to an automation.
Ensure the PDF is not password protected or corrupted.
Try re-exporting or re-saving the PDF.
Check that the file wasn't saved in an unusual or proprietary format.

"Can I change an attachment after an automation is running?"

Changing the attachment in automation settings affects future sends only.
Contacts who already received emails keep the original attachment.
To update, edit the automation step and replace the file.
Consider creating a new automation version for major changes.

FAQs on Automation Attachments

Q: How many attachments can I include in one automation email?

A: Typically, 1–3 attachments are recommended for deliverability. Too many attachments can trigger spam filters.

Q: Can I use different attachments for different contacts in the same automation?

A: No — all contacts going through a specific automation step receive the same attachment. For personalized documents, you'd need to set up different automation branches or steps.

Q: Will attachments work in text-only emails?

A: Attachments are sent with both HTML and plain text emails. Recipients can download them regardless of email format preference.

Q: Can I attach compliance PDFs that are automatically generated?

A: If you have compliance PDFs generated through Levitate's compliance flow, those are handled separately. For automation attachments, you'll need to manually upload the PDF file.

Q: Do attachments count against my sending limits?

A: Attachments don't directly count against sending limits, but large attachments may slow sending. File size affects deliverability more than count limits.

Q: Can I attach files from Google Drive or Dropbox directly?

A: Currently, you'll need to download the file from cloud storage and upload it to Levitate. Direct cloud integration for attachments may not be available.

Q: Will mobile users be able to view PDF attachments?

A: Yes. Most mobile devices can open and view PDF attachments. Recipients may need a PDF viewer app depending on their device.

Q: Can I see who downloaded or opened my attachment?

A: Attachment-specific download tracking may not be available. You can see email opens, but not separate attachment analytics.