Use of media files

Media files are needed when a bot needs to send a client an image, presentation, price list, instruction or other finished material.

Downloading a file by itself does not send it to users. After downloading, add the action Send the media file to the bot and explain in the prompt when to call it.

Before loading

• Give the file a clear name;
• Make sure there is no confidential information in it.
• Use the current version of the document;
• Prepare a short description of the appointment.

For example, the description Price list of salon with services and prices for July 2026 is more useful than file1.pdf.

File download

1. In the left menu of ChatRex, open Knowledge Base.
2. Open Media files.
3. Press Download the file.
4. Select a file on your computer.
5. Specify the description: what is in the file and in which case it should be sent.
6. Save the file.

Addition of action

1. Open My Bots and press Change opposite the desired bot.
2. Go to Integrations and actions.
3. Enable actions if they are not already included.
4. Press Add action.
5. Select the basic action Send media.
6. Choose the method of sending:
   • specific file – the bot always sends the selected material
   • Selection by description - the bot selects the appropriate file at the request of the client and file descriptions.
7. Save the action and changes of the bot.

Rule in Prompt

Specify the exact condition of sending:

If the customer asks for the current price list, call the
`send_price_file` action. Before sending it, ask whether the complete price list is required.
Do not say that the file was sent if the action returned an error.

Use the code name given in the action card.

Verification

1. Open Testing.
2. Ask the file as the client would.
3. Check the action call in the processing log.
4. Then repeat the check in the real channel: file support depends on the messenger or CRM.

If the bot chose the wrong material, make the file descriptions more specific or set up sending a fixed file.

Other embedded operations are described in Basic Actions.