File links shared outside a workspace are bearer links: anyone who has the link
can download the file until the link expires. Each workspace admin can choose
how long those links remain valid.
- Open the workspace settings.
- Select Security & data.
- Under External file links, choose 24 hours, 3 days, 7 days, 14 days, or
30 days, then save.
New workspaces use a 24-hour validity period by default.
Where the policy applies
The selected period is used for new uploaded-file links included in:
- Form email notifications
- CSV exports, including the download link for asynchronous exports
- Webhooks, Activepieces, n8n, and Zapier
- Slack, Discord, and Telegram notifications
- Google Sheets rows
Existing links keep their original expiration. Internal dashboard file previews
and form assets are not changed by this workspace setting.
Show uploaded images in notification emails
Each email integration can display uploaded images and signatures directly in
the message:
- Open the form editor and select Integrations.
- Create or edit an email integration.
- Enable Include submission data.
- Enable Display uploaded images inline.
The setting is disabled by default. GIF, JPEG, and PNG files up to 6 MB each
appear vertically in the email and remain clickable through their secure file
links. Images that are too large or incompatible stay available as readable
file links without blocking the notification. Other uploaded file types also
appear with their filename instead of exposing the raw API URL.
An image embedded in an email remains available in the recipient’s mailbox.
The external file link can expire, but the embedded copy cannot be revoked
from a message that has already been sent.
Choose the shortest period that still fits the recipient’s workflow. For
example, a team that processes weekend submissions on Monday can select
72 hours so links sent on Friday remain available through Monday.
