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Files

Organize and manage your files

Last updated: August 15, 2022

Applies to:

All products and plans

After you've uploaded files to the files tool in HubSpot, you can organize your files with folders. You can also update your file details such as the file's name, URL, and visibility settings.   

If you want to restrict a folder to a specific team, learn how to partition your file folders. If you no longer require a file, learn how to delete and restore your files. 

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. 

Organize files in folders

To organize your files with folders:

  • From the files dashboard, in the top right, 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. After adding your files to a folder, you can also control access to these files by restricting access to the folder


Filter and search your files

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

  • 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 png in the search bar would result in all png files that have titles that include the text dog.

Rename a file

To rename a file:

  • From the files dashboard, hover over a file and click Actions > Rename.
  • Enter a new name, then click Rename to save your changes.

Edit your file's visibility settings

Editing the visibility option of a file 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.

You can edit the file visibility settings for individual files or in bulk. 
  • To edit the visibility of a single file:
    • From the files dashboard, 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:
    • From the files dashboard, 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.

Manage your file details

From the File details panel, you can edit file details such as the subdomain that the file is hosted on. You can also replace a file with an updated version, or clone and edit an image file. 

  • From the files dashboard, click the name of the file.  
  • To change the subdomain that your file is hosted on:
    • In the right panel, click the File URL dropdown menu and select 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
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 replace a file with an updated version:
    • 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.
  • To clone and edit an image file:
    • At the bottom of the right panel, click Clone and edit
    • Make edits to the clone of your file.
    • Click Save
  • To download a file, at the bottom of the right panel, click More > Download.

 

 

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