> ## Documentation Index
> Fetch the complete documentation index at: https://docs.heyy.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Reference assets in guidelines

> Tell the employee exactly when to send a specific file.

Uploading a file to [Assets](/help/ai-employees/capabilities/share-files-in-chat) does not automatically make the employee send it — you tell it *when* through a [guideline](/help/ai-employees/identity-and-guidelines/write-your-guidelines), typically under [Conversation flow & objectives](/help/ai-employees/identity-and-guidelines/conversation-flow-and-objectives).

## Tag the asset in a guideline

Type `@` in the guideline editor and select **Assets** to reference a configured file directly in a sentence:

<Frame>
  <img src="https://mintcdn.com/heyy-c8bd5c9e/1coCVJUJuVs6SA9x/assets/ai-employees-guidelines-asset-mention.png?fit=max&auto=format&n=1coCVJUJuVs6SA9x&q=85&s=3adfde770115fc6a0865060789522141" alt="Guideline prompt with an asset inserted through the @ mentions menu" width="1560" height="870" data-path="assets/ai-employees-guidelines-asset-mention.png" />
</Frame>

> Use this asset when the contact asks about sizing.

No extra automation is needed — the employee sends the file automatically when it judges the moment fits, the same way it decides when to answer from [Content](/help/ai-employees/content/add-your-website).

## Examples in practice

| Asset                       | Guideline logic                                                                                                                               |
| --------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------- |
| Size guide PDF              | When a customer asks about sizing, explain conversationally and attach the size guide directly.                                               |
| Product image               | When a customer asks about a specific product, send the image alongside the written description.                                              |
| Feature walkthrough video   | When a customer indicates confusion about a feature, send the video rather than only explaining in text.                                      |
| A lighthearted GIF or image | When a conversation is dragging, or the tone is getting tense or repetitive, send something lighthearted to reset the mood before continuing. |

In each case, the pattern is the same: the file itself lives in [Assets](/help/ai-employees/capabilities/share-files-in-chat), while the judgment call — when is the right moment to use it — is defined here, in the guideline. The two work as a pair: Assets supplies the material, the guideline supplies the timing and reasoning.

## Be specific about when

| Instead of                     | Write                                                                  |
| ------------------------------ | ---------------------------------------------------------------------- |
| "Send assets when helpful."    | "Send the pricing PDF once the contact confirms budget and team size." |
| "Share the guide if relevant." | "Send the setup guide as soon as onboarding starts."                   |

A vague instruction to send assets "when helpful" leaves the employee guessing about which file and when. Reference each asset exactly where it is relevant to a specific step in the conversation.

<Tip>
  Pair asset rules with [Boundaries](/help/ai-employees/identity-and-guidelines/boundaries) so the employee does not over-share files or send the wrong document to the wrong contact.
</Tip>