How to Send WhatsApp Media Templates in Sparkforge

By Sparkforge Support Team ·Last reviewed May 3, 2026

WhatsApp media templates let you send images, videos, PDFs, and location pins through Sparkforge once Meta approves the template. Build them under Settings > WhatsApp > Templates, then trigger from Conversations, bulk actions, or workflows.

WhatsApp media templates carry images, videos, PDFs, and location data instead of plain text. Once Meta approves the template, you can fire it from Sparkforge in three places: a one-off message in Conversations, a bulk action against a smart list, or a workflow step.

What media templates are good for

  • Product launches with a hero image or short video.
  • Promotions where the visual carries more weight than the copy.
  • Event invites with a location pin attached.
  • Onboarding with a PDF setup guide.

Create a media template

  1. Go to Settings > WhatsApp > Templates and click Create Template.
  2. Add a template name, category, and language. Show the header and pick Media, then upload your sample asset.
  3. Click Create. The template goes to Meta for approval before it can send.

Send from a workflow

  1. Open Automations and create a workflow.
  2. Add a WhatsApp action and pick the approved template.
  3. The workflow preview shows the media URL. The actual file renders when the message is delivered.

Send as a bulk action

  1. Open Contacts and load the smart list you want to message.
  2. Select all contacts, click the WhatsApp icon, choose the template, and name the action.
  3. Toggle Show Stats to track processed messages under Bulk Action Statistics.

Send from a conversation

  1. Open Conversations and pick the contact.
  2. Click Please use a template to initiate a chat, choose the media template, and click Send.
  3. Swap the media by replacing the public URL. The new file must match the template type — an image template only accepts PNG or JPEG.

Media size and format limits

MediaSupported typesSize limit
Documentapplication/pdf100 MB
Imageimage/jpeg, image/png (8-bit, RGB or RGBA)5 MB
Videovideo/mp416 MB

Files over the limit, or files that don't match the template type, return an upload error before the message goes out.

Frequently Asked Questions

Do WhatsApp media templates need approval before sending?
Yes. Every template goes to Meta for review and can't send until it's approved. Reasons for rejection include missing variable formatting, policy violations, requests for sensitive data, or duplicating an existing template.
What are the size limits for WhatsApp media?
PDFs cap at 100 MB, JPEG and PNG images at 5 MB (8-bit RGB or RGBA), and MP4 video at 16 MB. Anything larger fails the upload.
Can I swap the media file after the template is approved?
Yes. You can change the media URL per send as long as the new file is publicly hosted and matches the original media type — image templates only accept images, video templates only accept video.
What does a 'Paused' template status mean?
Paused templates have hit negative customer feedback or low engagement and can't send until the status returns to Active. Tighten your audience and copy before resubmitting.

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