Image Hosting for Email

It is not uncommon for images to be included within an email. Depending on the circumstance, it can be desirable to include a company logo, add some flair to an announcement, or provide a visual example alongside text. Due to the technical peculiarities of email protocols, transmitting an image is not always as simple as copying and pasting it into the body of the email. This holds true for emails sent using PensionPro; instead of inserting the image directly, the image must be hosted on a publicly-accessible web server. Then, the email can retrieve the image by using a URL to reference the location where the image is stored.


A number of options are available for hosting an image online. In some cases, firms may wish to host images directly on the server that also contains their company website, although this might not always be possible or practical. Alternately, third-party services exist to provide image hosting, although many charge a fee for this capability.


Tier Availability: Track, Team, Business

Security Rights Required: None


Article Contents




Uploading & Managing Images


Security Rights Required: Maintenance


Image management can be accessed by navigating to Maintenance > Email Images. The Email Images grid displays all images that are currently being hosted by PensionPro, along with their respective image dimensions and file sizes.


Existing images can be viewed by selecting the relevant File Name. The image will be opened in a new browser tab.



Adding an Image


To add a new image for use in PensionPro email:


  1. Select Addadd.png at the top-right of the grid. The Add Image window displays.
  2. Use the File Selection box to choose the desired image.
  3. Select Save. The image will be uploaded and added to the grid.


There is no limit to the number of images that can be uploaded. However, each image must meet the following requirements:


  • Must be a .jpg, .png, or .gif image format.
  • Width and height dimensions cannot exceed 1000 pixels on either side.


Additionally, although not required, PensionPro recommends providing an image with a descriptive file name prior to upload. The file name will be used to identify the image throughout PensionPro.


Once added, an image or its file name cannot be edited. Any changes to the image settings could result in a Contact viewing a received email to receive a broken image placeholder, or to be shown an incorrect image. To prevent confusion, PensionPro does not allow any stored images to be edited; a new image should be used instead.



Deleting an Image


If an image needs to be deleted from PensionPro:


  1. Hover over the desired image in the grid.
  2. Select Deletedelete.png on the right-hand side.


PensionPro does not recommend deleting an image once used. Deleting an image may carry the following unintended consequences:


  • Any Blast Email Templates using the image will contain a broken image placeholder.
  • Any Contact viewing a received email that contained the image will instead see a broken image placeholder.




Inserting Images into Email


Once uploaded to PensionPro, images can be easily inserted into an email.


Note: The following instructions are currently only applicable to Blast Email Templates.


  1. Open the body of the email in PensionPro's built-in text editor.
    • If editing a Blast Email Template, the Template must have Use HTML set to Yes.
  2. Click within the email body to position the text cursor at the location the image should be inserted.
  3. Select Insert Imageeditor_image.png from the editor's toolbar. The Insert Image window displays.
  4. Select the desired image from the Image Name dropdown.
    • Alternately, selecting Custom URLimage_hyperlink.png beside the dropdown arrow converts the field to allow a custom image URL to be entered. This can be used to insert an image that is not hosted on PensionPro.
  5. (Optional) In the Alternate text field, insert a short snippet of text that describes the content of the image. This text is often used by accessibility software to identify the image when it cannot be viewed.
  6. (Optional) Use the Width and/or Height fields to specify a new image size (in pixels).
    • If one field is left blank, the image will be resized proportionally based on the specified dimension.
    • Resizing an image may result in a loss of quality or other distortion.
  7. Select Insert.