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Manage individual file details

Last updated: May 14, 2024

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After uploading your file, learn how to edit and configure file details such as the file's name, URL, and visibility settings. If you're working on video files, you can turn on the file's advanced features to configure additional details such as adding subtitles. You can also keep track of any previous actions on the file in the file's history. 

If you no longer require a file, learn how to delete and restore your files

Manage your file details

To review and update your file details:
  • In your HubSpot account, navigate to Library > Files.
  • From the files tool, click the name of the file.
  • In the right panel, configure each of the following options: 
    • File URL visibility: change the visibility and accessibility of your file. Learn more about managing your File URL visibility. 
    • File URL by domain: to update your file's URL domain, click the dropdown menu and select one of your connected subdomains.
      • 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
    • File expiration date: set a date and time for the file to expire.
      • To remove a file's expiration date, select the date picker and click Cancel. If no expiration date has been set, the file will be retained indefinitely. 
      • When the file has expired, it will automatically be sent to files trash
    • Accessibility: add alt text to your image or video file. This text will apply as an alt text on image files and a title attribute on video files. 
    • File Usage: review a list of HubSpot content and templates using images or video files hosted in the file manager. 
    • File history: review a log of changes made to the file such as edits to the file visibility, previous file deletions, and more.
    • General: review general file details such as when the file was created and last updated, file size, file type, and internal file ID. 

Manage your video file details (Marketing Hub, Service Hub, and Content Hub Professional and Enterprise only) 

If you are working on a video file, the following additional options will also appear in the file details panel: 

  • Advanced features: if you're working on a video file, click the toggle to turn video advanced features on. After turning on Advanced features, you can update the following additional options: 
    • Change thumbnail image: hover over the video and click Change thumbnail image to update your video thumbnail. Custom thumbnails will only apply to videos used in Hubspot content. 
    • HubL Snippet: click Copy HubL snippet to copy a snippet to your clipboard for use in HTML/HubL templates. 
    • Subtitles: if the Advanced features switch is toggled on, you can upload a subtitle file for your video. 


Replace, clone and edit, or download your file

At the bottom of the file details panel, you can replace, clone and edit, or download your file: 
  • 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. After replacing your 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 check if the file has been successfully replaced, try loading your file URL in a private browsing window such as in private mode in Safari or in an incognito window in Chrome. 

Please note: video files cannot be replaced. 

  • To clone and edit an image file:
    • At the bottom of the right panel, click Clone and edit.
      • If you're editing a Canva image, you can click Clone and edit > Edit in Canva to create and edit a new Canva design.
      • You cannot clone and edit Shutterstock image files. 
    • Make edits to the clone of your file.
    • Click Save
  • To download a file, at the bottom of the right panel, click More > Download. You cannot download Shutterstock image files. 

Rename a file

To rename a file:

  • From the files tool, 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. You can edit the file visibility settings for individual files or in bulk. You can select from the following visibility options: 

  • 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 set to Public. If a file was previously indexed by a search engine, setting a file to Public - noindex will not remove it from search results. Instead, the file will not be re-indexed during the next crawl, which may take some time. To remove a previously indexed file, you can use external tools such as Google search console to request to remove these links. 

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.

Review your file history

From the File details panel, you can display a log of historical changes made to the file such as changes to the file visibility, previous file deletions, and more. For existing files, the file history will only display changes from 1st August 2022 onwards.

To review your file's history: 

  • From the files page, click the name of the file.
  • In the right panel, click File History. Then, click View full file history

  •  In the right panel, you can filter your file's history with the following: 
    • Performed by: filter by the user who made the changes to the file. 
    • Activity: filter by the change activity type made to the file, such as a file delete, rename, and more. 
    • Made on: filter by the date that the file was changed. 


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