This article explains how to automatically provide informational documents, consumer handbooks, or welcome guides to your customers the moment they approve an estimate in Spraye.


Overview

While you cannot attach a physical PDF file directly to an automated milestone trigger, you can achieve the exact same automated workflow by adding a download or viewing link into your system's 

global Estimate Accepted email template.


Step-by-Step Setup Procedure

To set this up, you will need to host your download online and then add its link to your customer notification settings.


Step 1: Host Your Document Online

Before updating Spraye, your download needs a public URL where customers can view or download it.

  1. Upload your PDF or document to a cloud storage service (such as Google Drive, Dropbox, or your company website dashboard).
  2. Ensure the file sharing permissions are set to "Public" or "Anyone with the link can view."
  3. Copy the direct share link.


Step 2: Add the Link to Your Spraye Email Template

  1. Access the Global Admin Settings page.
  2. Navigate to the Automated Emails & Text Messaging section.
  3. Locate the email notification template triggered by Estimate Accepted.
  4. Edit the body text of the email to include your welcome message.
  5. Highlight the text where you want the document to live (e.g., "Click here to view our Consumer Handbook").
  6. Click the Hyperlink (Chain Link) icon in the text editor toolbar.
  7. Paste the public URL you copied in Step 1 and click Save.


Once saved, every time a customer clicks "Approve" on an estimate, Spraye will instantly send them this email with your download link included.


Important Limitations & Guardrails

  • No File Attachments: Spraye does not currently support attaching direct system-hosted physical files (like a .pdf or .docx) to automated trigger emails. Using a hyperlink is the mandatory and most reliable method.
  • Global Rule Application: Updating this template applies globally across your entire account. Any customer who accepts an estimate from this point forward will receive the link, regardless of which program or service they approved.


Best Practices for Links

  • Use "Open in new window": When inserting your hyperlink in the email editor, check the box or setting that says Open in new window. This ensures your customers don't accidentally close out of their email inbox or portal web page when viewing your handbook.
  • Keep URL Slugs Clean: Avoid pasting long, ugly strings of text into the email text box (e.g., https://drive.google.com/file/d/1234567890abcdefg...). Always embed the link cleanly behind text like "Download our Welcome Guide" to maintain a highly professional presentation.