Who This Is For / When to Use
This article is for users who:
Manage customer conversations through WhatsApp in Kyrios.
Need reliable access to images, videos, or files shared in WhatsApp conversations.
Want to permanently store specific WhatsApp attachments in a contact’s Documents record for compliance, reference, or long-term use.
WhatsApp Media Retention (Automatic)
Kyrios automatically retains all inbound and outbound WhatsApp media for 12 months.
This retention applies to:
Images
Videos
Documents
Other supported WhatsApp attachments
No setup or configuration is required.
This prevents files from expiring or becoming unavailable due to WhatsApp’s native media limits (commonly 7 or 30 days).
What “Add to Documents” Does
The Add to Documents action allows you to:
Permanently store a specific WhatsApp attachment.
Save the file directly to the contact’s Documents section.
Keep the file accessible beyond the standard one-year media retention window.
This action is optional and manual.
How to Save a WhatsApp Attachment to Documents
Follow these steps to permanently save a WhatsApp file.
1. Open the WhatsApp Conversation
Navigate to the relevant contact and open their WhatsApp conversation thread.
NOTE: No image required for this step.
2. Locate the Media Attachment
Find the image, video, or document you want to keep.
Hover over or click the attachment to reveal available actions.
3. Select “Add to Documents”
From the attachment actions menu, select Add to Documents.
This action immediately copies the file to the contact’s Documents section.
4. Confirm File Availability in Documents
Open the Documents panel on the right side of the contact record.
The saved file will now appear in the list and remain available permanently.
Where Saved Files Are Stored
Files added using Add to Documents are stored:
Inside the contact’s Documents section.
Independently of WhatsApp’s media lifecycle.
Alongside other uploaded or generated contact documents.
They can be accessed at any time by users with permission to view the contact.
Common Use Cases
Service businesses: Save before-and-after photos for job records.
Sales teams: Store signed proposals or approval screenshots.
Healthcare or regulated industries: Retain client-shared forms or documentation.
Support teams: Preserve diagnostic images or reference files.
Best Practices
Use Add to Documents only for files that must be retained long term.
Rely on automatic one-year retention for routine conversation media.
Establish internal guidelines defining which files should be saved permanently.
FAQ
How long does Kyrios retain WhatsApp media automatically?
Kyrios retains all inbound and outbound WhatsApp media for one full year automatically.
Do I need to enable media retention manually?
No. Media retention is automatic and requires no setup.
What happens when I use “Add to Documents”?
The selected attachment is permanently stored in the contact’s Documents section and is no longer subject to media expiration.
Is this different from Email or SMS attachments?
No. The workflow mirrors how Email and SMS attachments are handled in Kyrios for consistency.
Should I save every WhatsApp file to Documents?
No. Only save files that are required for long-term access, compliance, or records management. Automatic retention already covers general usage.