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Files

Organize, edit, delete and restore files

Last updated: August 4, 2021

Applies to:

All products and plans

After you uploaded files to the files tool in HubSpot, you can organize, edit, delete, or restore them. 


Organize files in folders

  • Navigate to the files tool:
    • In your HubSpot account, navigate to Marketing > Files and Templates > Files.
    • If you have a Marketing Hub Starter account, navigate to Marketing > Files
    • If you're using HubSpot’s free tools, navigate to Marketing > Email. In the left sidebar menu, click the More tools dropdown menu, then select Files. 
  • Click Create folder.
  • Enter a name for your folder, then click Save.
  • To move a file to a folder, browse through your files or use the search bar at the top to search by file name. To see archived files, click the Filter by dropdown menu and select Archived files.
  • Hover over a file and click Actions > Move.
  • Select the folder you want to move the file to and click Move.
  • You can also move files in bulk by selecting the checkboxes next to the file names, then clicking Move at the top of the table. 

Filter and search your files

To find specific files you've uploaded, you can search by name and filter by file type:

  • Navigate to the files tool:
    • In your HubSpot account, navigate to Marketing > Files and Templates > Files.
    • If you have a Marketing Hub Starter account, navigate to Marketing > Files.
    • If you're using HubSpot’s free tools, navigate to Marketing > Email. In the left sidebar menu, click the More tools dropdown menu, then select Files. 
  • In the top search bar, enter the name of the file you want to locate. 
  • You can refine your search results by filtering by file type:
    • To filter your files by category, click the All types dropdown menu, then select a category.
    • To filter by a file's extension, enter the file extension (e.g., jpg, pdf, mp3) in the top search bar. You can also include the file's name in your search, separated by a space. For example, entering dog jpg in the search bar would result in all jpg files that have titles that include the text dog.

search-file-manager-by-type

Rename a file

  • Navigate to the files tool:
    • In your HubSpot account, navigate to Marketing > Files and Templates > Files.
    • If you have a Marketing Hub Starter account, navigate to Marketing > Files
    • If you're using HubSpot’s free tools, navigate to Marketing > Email. In the left sidebar menu, click the More tools dropdown menu, then select Files. 
  • Hover over the file and click Actions > Rename.
  • Enter a new name, then click Rename to save your changes.

Edit the file visibility setting

To edit the visibility of your file:

  • Navigate to the files tool:
    • In your HubSpot account, navigate to Marketing > Files and Templates > Files.
    • If you have a Marketing Hub Starter account, navigate to MarketingFiles
    • If you're using HubSpot’s free tools, navigate to Marketing > Email. In the left sidebar menu, click the More tools dropdown menu, then select Files. 
  • Select any files that you want to edit:
    • To edit the visibility of a single file:
      • Click the name of the file.
      • In the right panel, under File URL visibility, click the dropdown menu and select a visibility option
    • To edit the visibility of multiple files at the same time:
      • Select the checkboxes next to the files that you want to edit, then click Change file visibility at the top of the table.
      • In the right panel, click the radio button next to the visibility option you want to switch to.
  • Editing the visibility option will adjust whether the URL is public and if it's indexed by search engines:
    • Public: the file URL will be publicly accessible to anyone who has or guesses the URL web address. Search engines will be able to index the file URL.
    • Public - noindex: the file URL will be publicly accessible to anyone who has or guesses the URL web address. Search engines are instructed not to index the file URL.
    • Private: the file URL will be private and requires a temporary URL to access. Search engines will not be able to index the file URL.

Please note: by default, file visibility is configured to be Public.

View and change a file's URL Domain

  • Navigate to the files tool:
    • In your HubSpot account, navigate to Marketing > Files and Templates > Files.
    • If you have a Marketing Hub Starter account, navigate to Marketing > Files
    • If you're using HubSpot’s free tools, navigate to Marketing > Email. In the left sidebar menu, click the More tools dropdown menu, then select Files. 
  • Click the name of the file.
  • To change the subdomain that you're file is hosted on, click the File URL dropdown menu in the right panel and select one of your connected subdomains.
Please note: by default files are hosted on HubSpot's content delivery network system domain, with f.hubspotusercontent appearing in the domain of the file URL. You can update your settings to host all files on one of your connected subdomains
  • To open the file in your browser, click Open file in a new window.
  • To copy the URL, click Copy URL

Replace a file

To replace a file with an updated version:

  • Navigate to the files tool:
    • In your HubSpot account, navigate to Marketing > Files and Templates > Files.
    • If you have a Marketing Hub Starter account, navigate to MarketingFiles
    • If you're using HubSpot’s free tools, navigate to Marketing > Email. In the left sidebar menu, click the More tools dropdown menu, then select Files. 
  • Click the name of the file.
  • At the bottom of the right panel, click Replace
  • Browse your computer hard drive and select a new file.

The old file may be cached for up to two hours after it's replaced, so you may not see the file update immediately.

Clone and edit an image file

  • Navigate to the files tool:
    • In your HubSpot account, navigate to Marketing > Files and Templates > Files.
    • If you have a Marketing Hub Starter account, navigate to Marketing > Files
    • If you're using HubSpot’s free tools, navigate to Marketing > Email. In the left sidebar menu, click the More tools dropdown menu, then select Files. 
  • Click the name of the file.
  • At the bottom of the right panel, click Clone and edit
  • Make edits to the clone of your file.
  • Click Save

Download, archive, or delete a file

  • Navigate to the files tool:
    • In your HubSpot account, navigate to Marketing > Files and Templates > Files.
    • If you have a Marketing Hub Starter account, navigate to MarketingFiles
    • If you're using HubSpot’s free tools, navigate to Marketing > Email. In the left sidebar menu, click the More tools dropdown menu, then select Files. 
  • Click the name of the file.
  • At the bottom of the right panel, click the More dropdown menu. 
  • Select DownloadArchive, or Delete. You can also delete files in bulk from the files dashboard by selecting the checkboxes next to the files, then clicking Delete at the top of the table. 

Restore deleted files 

Deleted files will be permanently deleted after 30 days. However, if you have Files permissions you can restore files within 30 days of being deleted.

  • Navigate to the files tool:
    • In your HubSpot account, navigate to Marketing > Files and Templates > Files.
    • If you have a Marketing Hub Starter account, navigate to Marketing > Files
    • If you're using HubSpot’s free tools, navigate to Marketing > Email. In the left sidebar menu, click the More tools dropdown menu, then select Files. 
  • In the upper right, click Files trash.

  • To view and confirm file details, hover over the file and click Details.
  • To restore individual files, hover over the file and click Actions > Restore.

  • To restore files in bulk:
    • Select the checkboxes next to the files that you want to restore.
    • To select all files on a page, select the checkbox at the top of the table.   
    • Click Restore to return the file to the file manager. It can take up to 5 minutes for the file to restore to the resolving file URL. 

Please note:
  • You cannot restore a deleted file if there is an existing file with the same name.  
  • If two files with the same name and file path are deleted, only the most recently deleted file can be restored. The older version of the file cannot be restored or previewed, it can only be permanently deleted.  

 

Permanently delete files 

Deleted files will be permanently deleted after 30 days and cannot be restored. To permanently delete a file manually:

  • Navigate to the files tool:
    • In your HubSpot account, navigate to Marketing > Files and Templates > Files.
    • If you have a Marketing Hub Starter account, navigate to Marketing > Files
    • If you're using HubSpot’s free tools, navigate to Marketing > Email. In the left sidebar menu, click the More tools dropdown menu, then select Files. 
  • In the upper right, click Files trash.

  • To permanently delete an individual file, hover over the file and click Actions > Permanently delete.

 

  • To permanently delete files in bulk:
    • Select the checkboxes next to the files that you want to delete.
    • To select all files on a page, select the checkbox at the top of the table.   
    • Click Permanently delete.