Files & Media

The Files page is your store’s media library inside xUpsell. Upload images, videos, audio and documents in one place, then reuse them in the messages you build — email images, MMS attachments, and push notification images.

Access it from the Files link in the sidebar navigation.

What Files is for: it’s storage for your message content, and nothing more. Uploading a file here doesn’t teach anything to an AI, doesn’t change your Shopify product images, and doesn’t publish anything to your storefront. Files are only used where you insert them yourself.

Uploading Files#

Step by Step#

1. Go to the Files page from the sidebar
2. Click Upload file and choose one or more files from your computer
3. Wait for the upload to complete
4. Your files appear in the table and are ready to use immediately

You can upload several files at once. Each file must be 5MB or smaller.

If a file can’t be uploaded, a red message appears at the top of the page naming it and saying why — for example “hero-banner.png is 8.4 MB — files must be under 5 MB”. The rest of the batch still goes through, so you’ll see a “3 files uploaded” confirmation for the ones that worked alongside the message about the one that didn’t. Dismiss the message with the × once you’ve read it.

If a file doesn’t appear after uploading, read the message at the top of the page — it names every file that was skipped and the reason. Size is the usual cause: re-save the image smaller and upload it again.

There’s no storage limit. Your plan limits how many emails and texts you send, not how many files you keep here. The only limit is 5MB per file.

Tip: Upload your brand logo and most-used product images first. You’ll use them again and again across workflows and campaigns.

Organizing Your Files#

Once uploaded, your files appear in a table on the Files page where you can manage them:

Note: The All files / Images / Documents tabs and the File type filter above the table are display controls only — they don’t change the list yet. Use Search and Sort to find what you need.

Copying a link doesn’t show a confirmation. Once you click the copy icon, the URL is on your clipboard — just paste it where you need it.

If your list won’t load, you’ll see a red Couldn’t load your files message with a Try again button. An empty table always means an empty library — xUpsell never fills the gap with placeholder files.

Deleting files safely#

• If none of the selected files are used in a workflow, they’re deleted straight away — there’s no confirmation step, so double-check your selection first.
• If any selected file is used in a workflow, xUpsell stops and asks “Are you sure?”, telling you the file is being used in a workflow (or that the files are, if you selected several) — you can Delete anyway or Cancel.
• Either way, xUpsell tells you the outcome: “File deleted” (or “3 files deleted”) when it worked, and a red message explaining why if it didn’t. If the delete fails the files stay in the list, so what you see is always what you have.

Important: Deleting a file that’s still in use doesn’t remove it from your workflow — it just breaks the image. Recipients will see a missing image in those emails. Replace the image in the workflow first, then delete the old file.

Using Images in Emails#

When you’re designing an email — whether in a workflow step or a campaign — you can insert images directly in the email editor:

1. Open the email editor
2. Type / to open the insert menu and choose Insert Image (look for the Media group)
3. The Select file window opens. Drag and drop a new image onto the upload area, or tick one you’ve already uploaded
4. The image appears in your email

The picker only shows images, so you can’t accidentally insert a PDF or a video. Images must be JPG, PNG, GIF, or WebP and 5MB or smaller.

Good to know: When you use an image in a workflow, that workflow is recorded in the file’s Reference column on the Files page — so you can always see what would break if you deleted it.

Image Best Practices for Email#

Tip: Many email clients (like Gmail and Outlook) block images by default until the recipient clicks “Show images.” Always make sure your email text makes sense even without the pictures.

Where Else Your Files Are Used#

The same library is available anywhere a workflow step needs media:

In each case you get the same Select file window: upload something new, or pick a file you’ve already added.

Note: Attaching media turns an SMS into an MMS, which your carrier and Twilio usually charge more for. Check Twilio’s pricing before sending picture messages at volume.

Supported File Types and Limits#

File Types#

The Files page accepts a wide range of file types, including:

Note: When inserting an image inside the email editor, only image formats (JPG, PNG, GIF, WebP) are supported. Archives such as ZIP files can’t be uploaded.

Size Limits#

Important: Keep email images under 1MB for fastest loading. Large images can cause emails to load slowly on mobile devices, and some email providers may clip or block very large emails.

Frequently Asked Questions#

What file types can I upload?#

Images (JPG, PNG, GIF, WebP, SVG), video, audio, PDFs, Word documents, PowerPoint, Excel spreadsheets, CSV, and plain text files. When inserting an image directly in the email editor, use JPG, PNG, GIF, or WebP.

Is there a file size limit?#

Yes — each file must be 5MB or smaller. A file larger than that is skipped, and the page tells you which one and how big it was. There’s no cap on the total number of files you keep.

I uploaded a file and it isn’t in the list — what happened?#

Look at the top of the Files page. Whenever a file doesn’t upload, xUpsell shows a red message naming the file and the reason, and it stays there until you dismiss it. If several files failed, each one is listed separately. Nothing is ever skipped silently.

Does uploading a document do anything besides store it?#

No. Files uploaded here are simply stored for you to use in your messages. They aren’t analysed, they aren’t used to teach an AI anything, and they aren’t shared with your storefront or your customers unless you put them in a message yourself.

Why don’t the Images and Documents tabs filter my list?#

Those tabs and the File type filter are shown above the table but don’t filter the list yet. Use the search box to find a file by name, or sort by type.

Can I use images from the internet instead of uploading?#

When designing emails, it’s best to upload images to xUpsell rather than linking to external URLs. Uploaded images are hosted reliably and load faster. External image URLs may break if the source website changes or goes down.

The Reference column says a file is used by a workflow I deleted ages ago. How do I clear it?#

It clears itself. When the Files page loads, it checks every workflow listed against a file — any that no longer exist are dropped from that file’s references automatically, and the badge count drops with them. A workflow that’s merely unreachable for a moment (a slow connection) is left alone rather than being wrongly removed.

Will deleting a file affect my workflows?#

If a file is used in a workflow, xUpsell warns you before deleting so you can decide whether to continue — but deleting it anyway leaves a broken image in that workflow’s messages. Check the Reference column first, swap the image inside the workflow, then delete the old file.

What size should my images be?#

For email, 600px wide is the standard. Most email clients display content at about 600px wide, so images wider than that will be scaled down anyway. Keep file sizes under 1MB for fast loading.