Contact Portfolios: Add Images, Videos & Documents, Then Share One Public Link

Every contact in AiEngage CRM carries a Portfolio of its own — a tab on the record holding images, videos and documents about that person or company. You choose which of those items are private and which are published, and the published ones become a single web page you can send to anyone with a link. No sign-in, no setup, nothing to build first.

This guide walks through a real, filled-in portfolio — the sample contact Parth, a property enquiry with eleven photos of a house, five YouTube walkthroughs and a PDF — so every number on the screen can be matched against a working example. The same steps apply to an empty contact; where the screen looks different before anything is added, the text says so.

What a portfolio holds#

• Images — up to 20 per contact, 10 MB each, as PNG, JPG, GIF or WEBP. One can be the cover and one can be the public page’s avatar.

• Videos — up to 5, 50 MB each if you upload the file. You can also point at a YouTube or Instagram link instead, which stays where it is and costs you no storage.

• Documents — up to 5, 5 MB each: PDF, Word, Excel, PowerPoint, CSV or TXT.

Before you start#

• You need permission to edit the contact. No administrator setup is required — the Portfolio tab is already on every contact record.

• Leads live in Contacts in AiEngage CRM, so a lead has a portfolio too. Everything below applies unchanged.

• Have the files to hand. Uploads happen one batch at a time from a normal file picker.

Step 1 — Open the contact#

From the left menu choose Contacts, then click the name of the contact you want. The name in the First Name column is a link.

What this screenshot shows. The Contacts list, with Parth ringed and arrowed. Everything else is faded back.

• Left menu — the SALES group of modules; Contacts is highlighted because you are in it.

• View tabs across the top — All Contacts, My Contacts, Active Contacts — plus Filter, the list / board / table switch and Search records…. On a long list, typing the name into the search box is the fastest way to find the contact.

• The columns — FIRST NAME, FULL NAME, CONTACT STATUS, EMAIL, PHONE and more. The ringed cell is the link to Parth’s record. Contact details are blurred in this figure.

• Bottom — the row count and paging (Rows per page, Page 1 of …).

Step 2 — Switch to the Portfolio tab#

The record opens on Overview. Above it sits a row of tabs — Overview, Portfolio, Timeline. Click Portfolio.

What this screenshot shows. Parth’s record on its Overview tab, with the Portfolio tab ringed and arrowed.

• Left panel — the contact card: the P initial, the name PARTH, quick actions (Notes, Emails, WhatsApp, Tasks, More) and About this contact.

• The tab row — Overview (open now), Portfolio (ringed) and Timeline. Change Layout sits at the far right.

• The Overview panel below shows the AI Summary card and the contact’s fields. None of that changes when you work in the portfolio.

Step 3 — Find your way around the tab#

The Portfolio tab is one long page. From the top: the sharing bar (Step 4), the Public link is live block once something is published (Step 9), then three sections stacked in order — Image Gallery, Video Gallery and Documents. Each section has its own Add button at the top right and its own counters in the heading.

What this screenshot shows. The Video Gallery and Documents sections of Parth’s portfolio, ringed together and arrowed. The Image Gallery sits above them (Steps 5–7).

• Video Gallery · 5 — Parth has five YouTube videos, which is the maximum, so the heading reads Limit reached — 5 maximum in red and Add Video is greyed out.

• The helper line — Uploaded through the Portfolio Videos field — shown here as a gallery. Each section is backed by a field on the record, and the tab presents it as a gallery or list.

• The video tiles — each shows a thumbnail with a play button, a green PUBLIC badge, a title and where the video lives (YouTube).

• Documents · 1 — 4 of 5 left, a green 1 of 1 published badge, Add Documents, and the single document row below.

On a contact nobody has touched yet, the three sections are empty: each reads 20 of 20 left / 5 of 5 left and offers a large Add First Image (or video / document) button in the middle. You can also drag photos straight onto the Image Gallery, or paste one from your clipboard, without opening the upload box.

Step 4 — Read the sharing bar#

Across the top of the tab is the sharing bar. It is the one place that tells you what the outside world can currently see.

What this screenshot shows. The sharing bar, ringed and arrowed.

• Public sharing is on — sharing is enabled for this contact.

• 17 of 17 items published — Parth has 17 items in total (11 images, 5 videos, 1 document) and every one is published.

• 17 public — the green badge repeats the count of items a visitor can see.

• See public page — opens the page exactly as a visitor sees it (Step 10).

On an untouched contact the bar reads 0 of 0 items published with a Nothing public badge. Sharing being on does not expose anything by itself — there is nothing to show until you publish an item. As soon as one item is published, the Public link is live block appears underneath (Step 9).

Step 5 — Add images#

Click Add Images at the top right of the Image Gallery. On an empty portfolio, Add First Image in the middle of the panel does the same, and on a filled one the dashed Add image tile at the end of the grid does too.

What this screenshot shows. Add Images, ringed and arrowed, at the right-hand end of the Image Gallery heading.

• The heading on the left — Image Gallery · 11, 9 of 20 left and the green 11 of 11 published badge (Step 6 explains these).

• Add Images — opens the upload dialog.

• The grid underneath — Parth’s eleven images, each marked PUBLIC; the first also carries COVER.

The Upload images dialog opens. Drop files on it or click Choose file, review them, then click Upload.

What this screenshot shows. The Upload images dialog, ringed and arrowed.

• The drop area — Drag and Drop file here or Choose file. You can select several files at once.

• Supported formats: PNG, JPG, GIF, WEBP · Up to 9 more images — the dialog counts down the room left. Parth already has 11 of the 20 allowed, so 9 more fit.

• Maximum size: 10 MB — per image.

• Upload stays greyed out until you have chosen files; Cancel or the × closes the dialog without adding anything.

Step 6 — Publish the ones that should be seen#

Every new tile arrives marked PRIVATE. Hover over a tile and its controls appear:

What this screenshot shows. The second tile, OIP, hovered so its controls show — ringed and arrowed.

• Top left — the badge. PUBLIC (green) on a published item, PRIVATE on one that is not.

• Top right — the eye. Publishes a private item, or on a public item (as here, the eye with a line through it) Make private takes it off the public page again.

• Top right — the bin. Delete removes the image from the portfolio.

• Bottom — the star (Set as cover) and the person icon (Use as public page avatar) — both covered in Step 7.

• Click the picture itself to view it full screen.

Publishing an item flips its badge from PRIVATE to PUBLIC, and the counters in the section heading move with it.

What this screenshot shows. The Image Gallery heading, ringed and arrowed.

• Image Gallery · 11 — how many images the contact holds.

• 9 of 20 left — how many more you can add before the 20-image limit.

• 11 of 11 published — how many of those images a visitor can see. If you have uploaded but not yet published, this is the number that will be lower.

The sharing bar at the top (Step 4) adds up the same numbers across all three sections. When you are deciding what to send someone, those two counts are the whole story.

Step 7 — Choose the cover and the avatar#

Two images do a special job, and both are set from the tile itself:

• Cover (the star) — the wide header image across the top of the public page.

• Avatar (the person icon) — the square picture that sits over the cover on the public page.

What this screenshot shows. The helper line and the first row of tiles, ringed and arrowed.

• The helper line — after Uploaded through the Portfolio Images field, a star and the file name ChatGPT Image Sep 23, 2026, 06_48_10 PM (1), followed by is the big header image at the top of the public page. It always names the current cover, so you never have to guess.

• The first tile — the “Property” banner — carries a yellow ★ COVER badge next to PUBLIC. That is the image a visitor sees across the top (compare Step 10).

• The other tiles — OIP, front, OIP (4) — are ordinary gallery images. The last one is hovered, so its controls show.

To make a different image the cover, hover it and click its star. To use one as the avatar, hover it and click the person icon at the foot of the tile:

What this screenshot shows. The Use as public page avatar button on a hovered tile, ringed and arrowed.

• It sits at the bottom of the tile, beside the star, and only appears on hover.

• Once used, that tile carries an AVATAR badge, the same way the cover carries COVER.

• Parth has no avatar chosen, so the public page falls back to the contact’s initial, P, on a coloured square (see Step 10). The contact’s own CRM photo is not changed either way.

Step 8 — Add videos and documents#

The Video Gallery works the same way as images. Click Add Video at the top right of the section.

What this screenshot shows. The Video Gallery heading, ringed and arrowed — on Parth it shows what happens at the limit.

• Video Gallery · 5 — five videos, the most a contact can hold.

• Limit reached — 5 maximum — replaces the usual x of 5 left once the section is full.

• Add Video is greyed out; hovering it explains You can add up to 5 videos per record. Delete a video (hover its tile, click the bin) to make room.

On a contact with room left, Add Video opens a dialog with three tabs — Upload file, YouTube and Instagram:

• Upload file — choose a video from your device, up to 50 MB.

• YouTube / Instagram — paste the link and click Add Video. A watch, share or embed link all work.

Uploaded and linked videos sit side by side in the gallery, each labelled with where it came from.

What this screenshot shows. The whole Video Gallery, ringed and arrowed.

• Five tiles — all linked from YouTube, so each is labelled YouTube under its title. An uploaded file would say Uploaded; an Instagram reel, Instagram.

• PUBLIC on every tile — all five are published.

• The play button — click a tile to play the video in place.

• Hovering a video tile shows the same publish (eye) and delete (bin) controls as an image tile.

Documents follow the same pattern — click Add Documents.

What this screenshot shows. Add Documents, ringed and arrowed, at the right of the Documents heading.

• The heading beside it reads Documents · 1, 4 of 5 left and 1 of 1 published.

• An Add document link under the list does the same thing.

What this screenshot shows. The Upload documents dialog, ringed and arrowed.

• Drag and Drop file here or Choose file — the same drop area as for images.

• Supported formats: PDF, Word, Excel, PowerPoint, CSV, TXT · Up to 4 more documents — Parth has 1 of the 5 allowed.

• Maximum size: 5 MB per document. New documents stay private until you publish them.

Documents are listed rather than tiled, with the file type and size under the name, an Open link, and the same publish control as everything else.

What this screenshot shows. Parth’s one document, ringed and arrowed.

• WhatsApp — the document’s name, with PDF · 427 KB (type and size) beneath it.

• Public — the green badge; a private document shows Private instead.

• Open — views the file in a new tab. Hovering the row adds Make private and Remove.

Step 9 — Share the link#

With something published, the sharing bar is followed by a Public link is live block: the URL itself, a Copy link button, and Open to view it as a visitor would.

What this screenshot shows. The Public link is live block, ringed and arrowed.

• Public link is live · anyone with the link, no sign-in — read that subtitle before you send it. The link is not restricted to people in your CRM, so treat it as public.

• The URL — your CRM’s address, then /p/, your organisation’s name and the contact’s name: here …/p/irfans-organization/parth.

• Copy link (green) puts it on your clipboard; Open shows the page in a new tab.

• Disable at the top right and the merge tag row at the bottom are covered next.

Underneath sits a merge tag, {{portfolio.link}}, with its own Copy button.

What this screenshot shows. The merge-tag row, ringed and arrowed.

• Use in an email or WhatsApp template: — the tag is meant for templates, not for pasting into one message.

• {{portfolio.link}} — the tag itself.

• Copy — copies the tag, ready to paste into the template editor.

Drop that tag into an email or WhatsApp template and every recipient gets the link to their own portfolio, filled in per contact when the message goes out. That is the difference between sending one page to a hundred people and sending a hundred people their own.

To take the page down, click Disable. The items stay exactly where they are on the record; the link simply stops working until you turn sharing back on.

What this screenshot shows. Disable, ringed and arrowed.

• It sits at the far right of the Public link is live line, with a crossed-out link icon.

• Disabling does not unpublish or delete anything — every PUBLIC badge stays as it is, ready for when you share again.

Step 10 — Check what a visitor sees#

Click See public page in the sharing bar, or Open beside the link.

What this screenshot shows. See public page, ringed and arrowed, at the right of the sharing bar.

• It opens the public page in a new tab — the same page the link leads to, with nothing extra shown because you are signed in.

The public page has three parts, top to bottom.

What this screenshot shows. The header of the public page, ringed and arrowed.

• The cover — the “Property” banner, which is the tile starred as COVER in Step 7.

• The avatar — the square over the cover’s lower-left corner. Parth has no avatar image chosen, so it shows the initial P.

• The heading beside it.

• There is no CRM navigation, no sign-in and nothing to click away to — the page is the portfolio and nothing else.

What this screenshot shows. The Details block, ringed and arrowed. Two values are blurred in this figure; a visitor sees them in full.

• Where did you hear about us, Phone and Contact Status (active) — only these three of Parth’s fields appear.

• This is not the whole contact record. It is the fields an administrator has marked as public — see Choosing which contact details appear publicly below.

What this screenshot shows. The Portfolio section — here its Portfolio Images · 11 grid — ringed and arrowed.

• All eleven published images, in the order the tiles are arranged on the record. The first image is shown larger.

• Below it (not shown) come Portfolio Videos · 5, playable in place, and Portfolio Documents · 1 with a Download link.

• The page ends with Shared via AiEngage.

Nothing private appears here. Open it once before you send the link and you will know exactly what you are sharing.

Choosing which contact details appear publicly#

The Details block shows only the fields an administrator has marked as public. To change it, open Settings → Modules and Fields, click Configure on Contacts, open the layout (for example Standard), click the field on the canvas, and look under Public visibility in the Field Configuration panel on the right.

What this screenshot shows. The layout builder with Phone selected and its Public visibility settings ringed and arrowed.

• The canvas in the middle — the Contacts form, with the Phone field highlighted because it is the one selected.

• Field Configuration · Phone — the right-hand panel. Above the ring are the Show this field on… switches for the create form, edit form, quick-create form and detail page.

• Show on public shared page — switched on for Phone, which is why the phone number appears in Parth’s Details block. Include this field’s value on the login-free shared page.

• Public label (optional) — a name shown to outside readers instead of the field name. Leave it empty to use the field’s own name (Phone). An internal name like Lead Source can read as something friendlier without being renamed for your team.

• Save at the top right of the builder applies the change.

Things that catch people out#

• You uploaded everything and the page is still empty. Uploading is not publishing. Each item needs the eye control on its tile before it appears, which is what the x of y published badge is counting.

• The public link goes nowhere. Either sharing was disabled, or nothing is published yet. The sharing bar says which.

• The cover image is not the one you expect. The cover is the starred tile, not necessarily the first one. The helper line above the gallery names the current cover.

• Add Video (or Add Images / Add Documents) is greyed out. The section is full — Limit reached in its heading. Twenty images, five videos and five documents is the ceiling per contact. Delete something, or link a video from YouTube instead of uploading.

• An Instagram video shows a grey placeholder. Instagram links do not bring a thumbnail with them — add one from the tile.

• A field you did not expect is on the public page. Check Public visibility on that field in the module builder — the setting is organisation-wide.

Related#

• Create a New Module: Build Custom Modules for Your CRM — when the work itself deserves records of its own, with dates, values and owners.

• Customize Your CRM: Add Custom Fields and Configure Module Layouts — the rest of what the field builder can do, including the public-visibility settings above.

• Personalize Emails with Merge Tags — where {{portfolio.link}} goes.