How to Use the File Library in LeadLocate

One place for the documents your sales floor sends every day, with folders the store names, reachable from any desk and from the phone app, and one click from the composer a rep is already typing in.

1. Open the Files menu

   Click Files in the main menu, the row that also holds Workspace, Leads, Contacts, Desking, Inventory, Messaging, Calendar, Email, Calls and Website. The library opens under the File Sharing heading with your folders along the toolbar and the files listed below.

2. Make the folders before you upload anything

   Use the new folder control on the toolbar and name the folders the way your store talks: Inventory, Finance, Service, Team, Customer Handouts. Five real folders beat twenty clever ones. A folder you have to explain to a new salesperson is a folder nobody will file anything in, and everything will end up in All Files.

3. Upload the current version of each document

   Drop your files onto the upload area, the one labeled Upload files to your File Library, or click it and pick them from the computer. Choose the folder to save them into in the same panel, so they land where they belong instead of being sorted later. If the document is a piece of paper on the desk in front of you, the upload panel also offers a code you can scan with a phone camera and send the photo straight into the library.

4. Find a file the way a busy person finds one

   Filter by folder on the toolbar and the list narrows to that folder. Search when you know part of the name. Both beat scrolling, and both are what a rep with a customer sitting across from them will actually do, so name files the way somebody would search for them: the unit, the form, the month, not a string of numbers from a scanner.

5. Attach one to the conversation you are already in

   You rarely open the library to look at a file; you open it to send one. In the texting composer the control is Attach from File Library on the phone and Choose from File Library in the quick composer, and on a deal it reads Attach file from library or computer. Pick the file and it rides out with the message, logged on the lead like everything else you send.

6. Set the folders each user starts in

   In User Management, each user can be given default file folders. Set them for the roles that need different things, so a new salesperson lands in Customer Handouts and Inventory rather than an empty screen, and the finance office lands in Finance. It takes a minute per role and it is the difference between a library people use and a library people avoid.

7. Get back a file somebody deleted

   Deleted files are not gone. Open the trash bin, set the type filter to File Library, find the file and restore it. Do that before anybody re-creates a document that already exists, which is how stores end up with three versions of the same buyer's order.

Nothing to turn on. The Files menu is part of LeadLocate CRM on every plan, for every user, at the desk and in the phone app. What you need before the first upload is a decision rather than a setting: which documents are the store's standard versions. Get the current we owe form, the trade appraisal sheet, the financing checklist, the appointment prep sheet, the service menu and the blank buyer's order in front of you, and throw away the ones nobody has used in a year.

A Master Administrator or a Manager should do the first hour of this, because the folder structure is a store decision and not a personal one. After that, every user can upload into it and send from it. The file library and secure sharing feature page makes the case for one library; this page is the clicks.

Your folders along the toolbar, the files in the selected folder below, and share controls on each file. The same library on the phone app, so a rep standing on the lot pulls a spec sheet without walking back to a desk. One copy of each document, which is the part that matters: when a manager replaces the spiff sheet, everybody is working from the new one the next time they open it, because there was never a second copy in anyone's email.

You should also see the library show up where the work happens. In a texting thread and in an email composer the attach control lists what is in the library. On a deal, the same list is one click from the deal jacket. The rep never leaves the conversation to go find a document, which is the only reason a library ever gets used.

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The file uploaded but you cannot find it. It went into All Files or into whichever folder was selected. Filter by folder, or search the name, then move it where it belongs.

The upload will not finish. Very large files take a moment; give it one. If a file still will not go up, it is usually a file type a browser refuses to hand over, and the fix is to save it as a PDF and upload that, which is also the version a customer can open on any phone.

A teammate cannot see the file you uploaded. Check which folder it is in and whether their default folders point somewhere else in User Management. Folders are the store's, not a person's, so the file is there; they are looking at a different shelf.

Somebody deleted the wrong thing. Open the trash bin, filter to File Library, restore it, and then decide who should be doing the deleting.

There are four homes for a document in the platform and knowing them is most of a document policy. The Files menu is the store's reusable library: the forms, the handouts, the checklists, the things you send more than once. The deal jacket holds the paperwork that belongs to one deal, the license copy, the signed buyer's order, the insurance card, with its own QR intake from a phone camera.

Credit applications and their supporting documents belong in SecureWebX, where the consent, the stipulations and the notices live together. And the account portal, My LeadLocate, has its own file area for the paperwork of the business relationship, such as the welcome guide, so a salesperson looking for a spec sheet never wades through billing documents. One question answers it every time: is this document about the store, about this deal, about this credit application, or about the account.

Sending a file to a customer with a password on it is its own short guide, on how to share a file securely, and it is worth reading before anyone emails a trade appraisal as an attachment again. The LeadLocate Help Center also covers texting a customer, sending a picture message, uploading deal documents by QR and printing a deal packet.

Two neighbors make the library more useful. Design Studio produces the printed cards and flyers a rep hands out, and those pieces can carry a code that points at a file in the library. And the texting inbox is where most files actually leave the building, because the customer is already in a conversation there. A folder structure or a document workflow your store needs that the library does not do today is available on request, and our team puts it in production for your dealership.

Where is the file library in LeadLocate?

The Files menu in the main menu of the desktop CRM, and the File Library in the phone app. Both show the same folders and the same files.

Can every user upload to the library?

Yes, every user on the account can upload and send. Folder structure and the default folders each user starts in are set by a Master Administrator in User Management.

Can I attach a library file to a text or an email?

Yes. The composer has an attach control that lists the library, so the file goes out with the message and the send is logged on the lead.

Someone deleted a file. Can I get it back?

Yes. Open the trash bin, filter the type to File Library, find the file and restore it.

The Files menu, folders, secure sharing and the phone app library are part of LeadLocate CRM on every plan. See it next to the leads and the deals in the pre-recorded demo, or start month to month.

Prefer to talk right now? Call or text 844-376-2274.