Resources
Last updated: May 1, 2026
Pro feature: This feature is available on Pro plans only. If you’d like to upgrade your plan, please contact our support team.
Overview
Resources is a central document library within your workspace. It allows you to upload files — such as brochures, fee guides, or information packs — and make them available to specific locations. Once uploaded, resources can be attached to emails sent from within Found, making it easy to share consistent documents with enquirers and contacts.
Resources are managed in Settings > Workspace > Resources.
Note: Resources is a Pro CRM feature and must be enabled for your workspace before it becomes available.
What is a resource?
A resource is a file that has been uploaded to your workspace library. Each resource has a name, an optional description, and is assigned to one or more of your locations. Resources are available workspace-wide to the locations you assign them to, rather than being tied to a single enquiry or contact.
Who can manage resources?
Role | What they can do |
|---|---|
Admin | Upload, edit, download, and delete resources |
Manager | View and download resources assigned to their location |
Staff | View and download resources assigned to their location |
Only admins can upload, edit, or delete resources.
How to upload a resource
Go to Settings > Workspace > Resources.
Click Upload.
Drag and drop your file into the upload area, or click to browse for it.
Enter a name for the resource. If you leave this blank, the filename will be used automatically.
Optionally, add a description to provide context about the file.
Select one or more locations that should have access to this resource. At least one location must be selected.
Click Upload to save.
The resource will appear in the table once the upload is complete.
How to edit a resource
You can update the name, description, or location assignments for any existing resource.
Find the resource in the table.
Click the actions menu on the row and select Edit.
Make your changes and click Save changes.
Note: The file itself cannot be replaced. If you need to update the file, delete the existing resource and upload a new one.
How to delete a resource
Find the resource in the table.
Click the actions menu on the row and select Delete.
Confirm the deletion.
Deleted resources are removed from the library and can no longer be attached to emails. This action cannot be undone.
How to download a resource
Find the resource in the table.
Click the actions menu on the row and select Download.
The file will open or download via your browser.
Using resources in emails
When composing an email from an enquiry, you can attach resources from your library. Use the Attach file or resource option in the email composer and select from the resources assigned to your location.
Field limits
Field | Requirement |
|---|---|
Name | Required, maximum 100 characters |
Description | Optional, maximum 500 characters |
Locations | At least one location must be selected |
File | Required, any file type accepted |
Frequently asked questions
Q: Who can upload resources? A: Only admins can upload resources. Managers and staff can view and download resources that have been assigned to their location.
Q: Can I assign a resource to all locations at once? A: Not automatically. You must select each location individually when uploading or editing a resource. If you want a resource available everywhere, select all locations from the list.
Q: Can I change the file after uploading? A: No. Once a resource has been uploaded, the file cannot be replaced. To update the file, delete the existing resource and upload a new one with the revised file.
Q: What file types can I upload? A: Any file type is accepted. There is no restriction on file format.
Q: What happens if I delete a resource? A: The resource is removed from the library and can no longer be attached to emails. Deletion is permanent and cannot be undone.
Q: Can managers delete or edit resources? A: No. Managers and staff have read-only access. Only admins can create, edit, or delete resources.
Q: Why can't I see the Resources section in Settings? A: Resources is a Pro CRM feature. If you cannot see it, the feature may not be enabled for your workspace. Contact your system administrator or Found support.
Q: Can a resource be assigned to only one location? A: Yes. You can assign a resource to as few as one location, or to multiple locations. At least one location must be selected — a resource cannot be saved without a location assignment.
Q: Where do I attach resources when sending an email? A: When composing an email from an enquiry, use the Attach file or resource option in the email composer. You will see resources that are assigned to your location.
Q: Can I search for a specific resource in the library? A: Yes. The Resources table includes a search bar that filters results by resource name.