How Do I Insert a Photo into an Email Action Item

Action Items in Vantaca support embedding online-hosted images directly into email-type message bodies. This article explains how to insert an image using its web address (URL), how to host images using Google Drive or OneDrive to generate a shareable URL, and how to adjust image size and text formatting options within the Action Item editor.

Important: Images must be hosted online to be embedded in an Action Item message. Images saved locally on your computer can be added as attachments only. Depending on where you host your image, the URL may expire and require renewal. For example, Facebook image URLs expire after one month.

Contents

• Host an Image Online
  • Google Drive
  • OneDrive
• Embed an Image in an Action Item
• Adjust Image Size and Text Formatting

Host an Image Online

Before embedding an image, you must have a publicly accessible URL for it. Use one of the following methods to host your image and generate a shareable link.

Google Drive

1. Navigate to Google Drive and click New > File upload, then select your image file.
2. Check the File Information (right-click > File Information) and ensure there are no restricted access settings and anyone with a link can view the image. 
   Follow Google Drive instructions if you need to make changes.
3. Right-click the uploaded image and select Share > Copy link.
   The copied link is the URL you will use to embed the image in Vantaca.

OneDrive

1. Navigate to OneDrive and click the Plus sign (+), Files upload, and then select your image file.
2. Right-click the uploaded image and select Share.
3. Click the Link Settings icon (next to Copy Link) and ensure anyone with the link can view.
   Follow OneDrive instructions if you need to make changes.
4. Click Copy Link.
   The copied link is the URL you will use to embed the image in Vantaca.

Embed an Image in an Action Item

To embed a photo into a message:

1. Navigate to Action Items > My Action Items and click New Action Item.
2. Select your association, and then select an email type action item.
3. Place your cursor in the message body where you want the image to appear and click the Insert Image icon in the message editor toolbar.
   
   
    
4. In the dialog that opens, delete the default text in the Web address field (http://) and paste the image URL you copied.
   The Width and Height fields allow you to adjust the sizing of your image.
   
   
    
5. Click Insert.
   The image appears at the cursor position in the message body.
   
   
   
   Note: If the image URL expires, the image will no longer display in the message. Generate an updated URL using the hosting method you used originally and repeat the steps above.
    

Adjust Image Size and Text Formatting

After inserting an image, you can modify the following in the editor:

• Width and Height: Enter values in the Width and Height fields in the image dialog to resize the image.
• Text color and background color: Use the color options located next to the picture icon in the editor toolbar to change text or background color in the message body.