How to Send WhatsApp Media in a Sparkforge Workflow

By Sparkforge Support Team ·Last reviewed May 3, 2026

The Sparkforge WhatsApp Media workflow action sends images, videos, audio, or documents automatically — but only inside the 24-hour customer service window opened by an inbound message.

The WhatsApp Media action in Sparkforge Workflows automates outbound images, videos, documents, and audio. It runs inside the 24-hour customer service window, which opens each time the customer sends an inbound WhatsApp message.

Important: WhatsApp media can only be sent while the 24-hour customer service window is open.

How to send WhatsApp media via a workflow

  1. Go to Automation and search for WhatsApp Media.
  2. Add the WhatsApp: Customer Service Window Check action so the workflow only runs while the window is open.
  3. Add the WhatsApp Media action. Select the From number, pick the Media Type, upload the file, and write the caption.

File size limits

  • Images: JPEG or PNG, ≤ 5 MB.
  • Videos: MP4 or 3GP, ≤ 16 MB (H.264 video, AAC audio).
  • Audio: AAC, AMR, MP3, M4A, or OGG (OPUS), ≤ 16 MB.
  • Documents: TXT, PDF, DOC/X, PPT/X, or XLS/X, ≤ 100 MB.

Files over these limits return an error from the WhatsApp API.

Captions and retention

  • Captions work for images, videos, and documents. Audio captions are ignored.
  • Inbound media — files received from users — are downloadable for 7 days.
  • Outbound media — files you send — are downloadable for 30 days.
  • If you need media long-term, download and store it before the window closes.

Frequently Asked Questions

When can I send WhatsApp media messages?
Only while the 24-hour customer service window is open. The window opens each time the customer sends an inbound message and runs for 24 hours from that timestamp.
Are media messages free during the service window?
Yes. Images, videos, documents, and audio sent inside an open service window cost nothing extra and there's no cap on the number of messages.
What happens if I try to send media after the window closes?
The send fails. To re-open the window, send an approved WhatsApp template (marketing or utility) to the customer first.
Can I add captions to every media type?
Captions are supported on images, videos, and documents. Captions on audio files are ignored.
How long does WhatsApp keep media available for download?
Inbound media stays available for 7 days. Outbound media stays available for 30 days. After that, the link expires.

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