Unlock Efficiency: HubSpot's File Manager
Managing digital files can feel like a maze, but with HubSpot's File Manager, you can transform chaos into control. It can be organised - but more importantly, it can provide a connection between elements of your CRM.
Smart Management
- Centralised Hub: It's a single place for all your files, images, and documents, making them easy to find and use.
- Global Access (CDN): Files are automatically delivered through HubSpot's global content delivery network (CDN), meaning fast, reliable access for everyone, everywhere.
- Seamless Integration: It integrates effortlessly with other HubSpot tools like email marketing, landing pages, and the CMS, allowing you to embed files directly into your content.
- Robust Security: You have granular control over who sees your files with customisable visibility settings and permission levels.
Key Features You Need to Know
|
Feature |
Description |
|
File Visibility |
Files are public by default, but you can easily change settings to "Public - no index" (visible with a link but not by search engines) or "Private" (only accessible via internal share links or temporary 24-hour links for external sharing). This is crucial for protecting sensitive data. |
|
Configurable URLs |
You can customise file URLs to align with your domain strategy once it's connected to HubSpot. This maintains consistent branding and ensures existing links remain intact even after changes. |
|
Supported File Types |
The File Manager handles common file types, including image files, video files, and audio files. |
|
No External Sync |
It's important to note that the File Manager doesn't directly sync with external services like SharePoint or Google Drive. However, the HubSpot Files API allows for programmatic uploads and management, which can help with integration for advanced users. |
|
Mobile Accessibility |
Manage your files on the go! The HubSpot app allows you to access and manage files from your mobile device, leveraging the CDN for efficient access. |
Maintain your files
- Organise Smart: Create a well-thought-out directory structure. Categorise files by campaigns, content types, or departments to make them easy to locate.
- Name Consistently: Implement standardised naming conventions. Use descriptive, concise names with relevant keywords, dates, and version numbers (e.g., blogpost-july2025-image1.jpg). This boosts efficiency and can even help with SEO.
- Tag and Categorise: Use tags and categories to group related assets. This makes files even easier to retrieve and integrates them seamlessly across various business functions.
- Manage Versions: Replace existing files with updated versions without breaking links. While the File Manager doesn't offer robust version history, you can archive older versions with clear version numbers or delete them if no longer needed.
- Control Permissions: Crucially, set permissions and access levels for your team. This ensures that only authorised individuals can view or modify specific files, safeguarding sensitive information and streamlining workflows.
- Automate When Possible: Use the Files API for programmatic uploads and organisation, especially for large-scale projects. Regular automated audits and clean-ups keep your file system tidy.
- Leverage Analytics: While directly within the HubSpot File Manager analytics are limited, tools like CloudFiles can integrate with HubSpot to provide insights into file usage and engagement, helping you optimise your content strategy.
- Conduct Regular Audits: Routinely review and clean up your File Manager. Delete outdated or unnecessary files and ensure security protocols like access log monitoring are in place.
By Puneet Bola-Moore