Last updated: 2025-12-02
File Posting
File Posting
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- Overview
Overview
Users can post (upload) documents, images and other files to SmartOffice
using the File Posting feature. Most commonly, users post files from the
[Letters/Documents
content link](/help/pro/contacts/and/businesses/-/letters/documents/content/link) of a contact or business, but other types of SmartOffice
records also have Letters/Documents content links from which files can
be posted.
For information about downloading and managing files that have been
posted to SmartOffice, see [Contacts
and Businesses - Letters/Documents Content Link](/help/pro/contacts/and/businesses/-/letters/documents/content/link).
File Posting Restrictions
File Size
SmartOffice has a file posting size limit of 10 MB per file.
When using the plug-in method, you can post multiple files at one time
totaling more than 10 MB, but no single file can exceed that size limit.
Note: Enterprise customers can change
the file size limit by editing the value of the
element under
SmartOffice server config.xml file.
File Type
For security reasons, you cannot post certain file types to SmartOffice.
This restriction applies to files with the following extensions: .exe,
.msi, .dll, .reg, .bin, .cmd, .cpl, .gadget, .inf, .job, .jse, .lnk, .msp,
.paf, .ps1, .rgs, .scr, .shs, .vb, .vbs, .ws, .wsf, .bat.
Note: Enterprise customers can add
or remove restricted file types by editing the
element in the SmartOffice server config.xml file.
Posting Files Manually
In SmartOffice Pro, you can post files using these methods:
-
Browser
-
Microsoft Plug-in for SmartOffice
The following sections describe these methods.
You can select your preferred method in [User
Preferences - Correspondence Options](/help/pro/user/preferences/correspondence/options).
Browser Method
For users who do not want to install the Microsoft Plug-in for SmartOffice
(or who are unable to install it for any reason), SmartOffice provides
a browser-based method for posting files. Note that the browser method
has a few limitations compared to the plug-in method:
-
The total size of all files posted
at one time cannot exceed 10 MB.
-
There is no option to link to files
stored on the local computer instead of posting them.
-
Free-form keyword entry is not available;
users can assign only pre-defined keywords to posted files.
-
To download files that have been posted
to SmartOffice, the user still needs the plug-in.
To post files using the browser method:
-
Open a contact or other record, and
then click the Letters/Documents content
link.
-
and select New 'Documents' Record
to open the browser-based File Posting dialog box.
-
Select the files you want to post by
doing one of the following:
Drag the files into the dialog
box.
-
Click the Select
Files button to browse for and select the files, and then
click the Open button.
The selected files appear in the list.
-
If necessary, make changes to the list
or select additional options as follows:
-
To remove a file from the list,
.
-
To add a description to a file,
click the file name and type the description.
-
To add keywords or categories
to a file, select those options from the appropriate drop-down
lists.
-
To make the selected files private,
select the Private option. For
more information about record privacy, see Office
Security - Record Privatization/-/record/privatization).
-
To make the selected files visible
to clients who access the [SmartView
for Clients](/help/pro/smartview/for/clients) portal, select the Share
these files through SmartView for Clients option.
-
To collect multiple files
into a single .zip file before posting, select the Compress the files into a single zip file.
Compressing certain types of files can reduce their file size
and make posting faster. In addition, users can download multiple
files more quickly as a .zip archive. Clear this option if you
would rather post the files individually (note that you must post
files individually if you want to write a separate description
for each file).
-
Click the Post
button.
Plug-In Method
This is the default method for posting files in SmartOffice Pro. This
method requires Windows and the [Microsoft Plug-in
for SmartOffice](https://install.smartofficecrm.com/soo/sogen/msplugin/default.html).
Tip: With the plug-in installed, you
can also post files directly from Outlook, Excel and Windows. For
more information, refer to [Microsoft Plug-in
for SmartOffice Help](https://help.smartofficecrm.com/msplugin/help/en/index.htm#adding_and_deleting_documents.htm).
-
Open a contact or other record, and
then click the Letters/Documents content
link.
-
and select New 'Documents' Record.
-
If your browser asks for permission
to open the SOProLauncher app, select Open
SOProLauncher.
-
If prompted to download an .sopro configuration
file, save and open the file.
-
If prompted to sign in to the plug-in,
enter your SmartOffice credentials (this normally happens automatically).
-
When the Windows file selection dialog
box opens, select the files you want to post, and then click the Open button. After a few moments, the Posting
Details dialog box opens.
-
Select any necessary options (for information
about these options, see the Document Posting Options
topic in Microsoft Plug-in for SmartOffice Help).
-
Click the Post
button.
Posting Files Automatically
Note: Automatic file posting requires
the Microsoft Plug-in for SmartOffice.
You can designate a folder on your local computer that SmartOffice monitors
for new files. When you add a file to that folder, SmartOffice posts it
automatically. For more information, see Folder Watch.