Documents

Upload and share documents

Last updated: June 5, 2019

With the documents tool, you can build a library of content for your entire team to use and share with your contacts.

Please note: free users can access the first five documents uploaded in an account. If a free user is added to an account where five or more documents have already been uploaded, that free user can view and share only the first five documents that were uploaded in that account. If no documents have been added to the account, the free user can upload up to five documents.

Add a document

  • In your HubSpot account, navigate to Sales > Documents.
  • Click Upload new document, then select the import source for your file. Make sure your file adheres to the file type and size restrictions.upload-a-document

Once the document has been uploaded, it will appear in your documents dashboard.

Please note: as documents are publicly shared, the documents tool should not be used to send sensitive or confidential information.

Manage your document

  • In your HubSpot account, navigate to Sales > Documents.
  • In the upper right, use the search bar to look up a document by name.
  • To organize your documents in a folder, select the checkbox(es) next to the documents to move, then click folder Move to folder at the top of the table. In the dialog box, select the folder name then click Move.
  • To view details about an individual document or edit the document, click the document name
    • To edit the document title, click the pencil icon edit iniin the upper-left. Enter a new title, then click Save.Document-edit-options
    • Below the document title, you can enable or disable your privacy and consent options for a particular document. Complying with the General Data Protection Regulation (GDPR) involves some slight changes to your documents prior to sharing:

Please note: while these features live in HubSpot, your legal team is the best resource to give you compliance advice for your specific situation.

    • If you have GDPR enabled in your account, the Enable privacy and consent (GDPR) switch is enabled by default for each document, but can be disabled on an individual basis. With this enabled, your contacts must give consent to communication and data processing. When you share a document, the language from your privacy and consent settings will appear and will include a prompt for consent to your one-to-one communication subscription type. The privacy and consent text will display in the viewer's browser language, but if HubSpot cannot detect the browser language, the text will display in the language selected in your account settingsdocuments-gdpr-consent-text
    • The default subscription in documents is "one-on-one" communication. This an internal subscription type in your HubSpot account. This default subscription ID can be updated in your contacts and companies settings and will apply to newly created documents.

Please note: if you had uploaded documents before turning on GDPR functionality, you will need to manually enable the privacy and consent option by switching the toggle on.

  • Below the GDPR setting, view an overview of the document's total shares, visitors, and views.
  • Below the document details, in the Visitors table, view a list of contacts who have viewed your document. Hover over their name and click Details to view specific information about their interaction with the document.
  • To replace the existing document, click Re-upload in the upper-right, then select the source of the new file from the dropdown menu.

  • To preview, download, or delete your document, click the Actions dropdown menu, then select Preview, Download, or Delete

Set up your branding (Sales Hub or Service Hub only)

      • In your HubSpot account, click the settings icon settings in the main navigation bar.
      • In left sidebar menu, select Account defaults.
      • Click the Branding tab, then navigate the tabs to set your company name, logo, and colors for your sales documents.Image%2525202019-03-25%252520at%25252012.05.30%252520PM
      • Click Save.
      • In the dialog box, click Yes, change team branding.

Please note: changes you make to your sales branding settings will apply to all users in all of your sales tools, except for the conversations tool.

 

Share your document

HubSpot will automatically apply tracking when you share a document, which will show you if/when your contact views the document. You can also require recipients to enter their email address prior to viewing the content.

Documents tool

  • In your HubSpot account, navigate to Sales > Documents.
  • Hover over the document name and click Share. Or, click the name of the document, then click Share in the upper right. 
  • In the dialog box that appears, enter the recipient's email address in the Who are you sending this to? field.
  • To track the individuals who view this document, click to toggle Require email address to view document switch on.
  • Click Get link.

  • Click Copy to copy the document link, or click Email from CRM to send an email with the document link from the contact's record.
You can also email a document link from your email inbox using the HubSpot Sales Chrome extension, the HubSpot Sales Outlook desktop add-in, or the HubSpot Sales Office 365 add-in.
 

Email template

  • In your HubSpot account, navigate to Conversations > Templates.
  • In the upper right, click New template, or click a template name to edit an existing template.
  • At the bottom of the template editor, click the Document dropdown menu, then select the document name and enter the link display text.
  • Select the Require email to view document checkbox to track individuals who view this document.
  • Select the Include link preview checkbox to show a preview of your document in the email body.
  • Click Insert.

templates-tokens

Learn how to insert a document into an email template when enrolling your contacts in a sequence.

Free Inbound Marketing Training Learn inbound marketing techniques that range from creating content, using  social promotion, converting and nurturing leads, and all the way to marketing  to your customers. Start the course