Organize and manage your files

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. Any previous actions on the file will be displayed in the file's history. 

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. 

• 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 HubSpots 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. Categories include Images, Documents, as well as the following three video file filters:
    • All videos: all uploaded videos will appear.
    • Videos with advanced features: only videos with the Advanced features toggle switched on will appear. These videos can be used in lists, workflows, forms, and in the CTAs tool. You can also toggle on subtitles and review the view count of the video. Learn more about videos with advanced features in this article.
    • Videos without advanced features: only videos with the Advanced features toggled switched off will appear.
  • 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. 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 configured 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. 

• 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
  
  

• 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. 

• To delete a file after a specific period of time:
  • In the right panel, under the 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 clear. If no expiration date has been set, the file will be retained indefinitely. 
  • Click Save. When the file has expired, it will automatically be sent to files trash. 
• To add alt text to your image or video file:
  • In the right panel, click Accessibility.
  • In the Alt text field, enter the alt text for your file. 
  • Click Save. This text will apply as an alt text on image files and a title attribute on video files. 
• 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.
    • 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. 

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 dashboard, 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
  • Made on: filter by the date that the file was changed.