Manage your files

After uploading files to the files tool in HubSpot, you can locate specific files by searching and filtering within the file manager. You can also organize your files with folders and export files. Learn more about exporting data from HubSpot. 

You can also manage files in HubSpot using the Files API. If you want to restrict access to a specific file or folder, learn how to partition your files and folders. To manage your individual files, learn how to manage your individual file details.

Review, search, and filter your files 

In both list and grid view, to find specific files, you can search by the file's name, description, or keywords. You can also filter your files by file type. Learn more about managing your file's description and keywords.

1. In your HubSpot account, navigate to Content > Files. If you're using HubSpot's free tools, navigate to Marketing > Email. In the top right, click Email tools and select Files.

2. To toggle between list or grid view, click the listView list icon or the grid board icon in the top right.

3. In the top search bar, enter the name, description, or keywords for the file you want to locate. Learn more about using AI to automatically analyze and tag your files with descriptions and keywords. 
4. To sort your files: 
   
   • In the list view, to sort your file by name, file size, format, or last update date, click the column header.
   • In the grid view, click the dropdown menu in the top right, and select your sorting criteria. You can sort files based on file name, file size, last update date, and file format. 
     
     

5. At the top, you can filter your files by the following: 
   • File format: filter your files by file extension type. Categories include Images, Documents, Audio, All videos, Videos with advanced features, and Videos without advanced features. 
     
     • In addition to extension types such as mp3, mov, pdf, jpg, and more, you can also filter by Videos with advanced features and Videos without advanced features. 
     • Extension types are grouped by Images, Documents, Audio, and Videos.
   • Uploaded date: filter your files by the date uploaded, click the Uploaded date dropdown menu and set your Date range. 
   • Uploaded by: filter your files by the specific user who uploaded the file.
   • File status: filter your files by status. You can filter between from active or archived files.
6. To search by a file's extension type:
   • In the top search bar, 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.
     
     

Manage files with folders

You can move files between folders to stay organized in the file manager. In both list and grid view, you can move individual files or multiple files in bulk. 

Please note: when a file is moved to a new folder in the file manager, it will remain accessible at the old path. You do not need to add a redirect from the old URL to the new URL. If you upload a new file with the same name and path as the file you moved, HubSpot will serve the new file instead.

Create a new folder

To create a new folder in the file manager:

1. In your HubSpot account, navigate to Content > Files. If you're using HubSpot's free tools, navigate to Marketing > Email. In the top right, click Email tools and select Files.
2. From the files dashboard, in the top right, click Create folder.
3. In the dialog box, enter a name for your folder, then click Save.
4. After creating your folder, you can browse through your files or use the search bar at the top to search by file name.

Move files to folders in list view

To organize your files with folders:

1. In your HubSpot account, navigate to Content > Files. If you're using HubSpot's free tools, navigate to Marketing > Email. In the top right, click Email tools and select Files.
2. To move an individual file to a folder:
   • Hover over a file and click Actions. Then, select Move. 
   • In the dialog box, select the folder you want to move the file to and click Move.

3. To move multiple files to a folder:
   • In the table, select the checkboxes next to the files you'd like to move. At the top of the table, click Move.
   • In the dialog box, select the folder you want to move the file to and click Move.

4. After adding your files to a folder, you can restrict access to individual files or the overall folder. 

Move files to folders in grid view

To organize your files with folders:

1. In your HubSpot account, navigate to Content > Files. If you're using HubSpot's free tools, navigate to Marketing > Email. In the top right, click Email tools and select Files.

2. To switch to a grid view, click the grid board icon in the top right.

3. To move an individual file to a folder:
   • Hover over a file and click Actions. Then, select Move. In the dialog box, select the folder you want to move the file to and click Move.
   • Alternatively, click and drag the file to the folder that you'd like to move it to.
     
     

4. To move multiple files to a folder: 
   • Hover over and select the checkboxes next to the files and folders that you'd like to move. At the bottom, click Move. In the dialog box, select the folder you want to move the file to and click Move.

1. • Alternatively, click and drag a selection box to select multiple files. Then, click and drag these files to the folder that you'd like to move it to. 

Export your files

Export your files in list view

To export your files in a .zip folder:

1. In your HubSpot account, navigate to Content > Files. If you're using HubSpot's free tools, navigate to Marketing > Email. In the top right, click Email tools and select Files.
2. In the table, select the checkboxes next to the files and folders that you'd like to export. You can navigate between pages when selecting your files.
3. At the top, click Export (ZIP).
4. In the dialog box, click the dropdown menu and select the users that you'd like to receive a download link.
5. Click Export. Once the export is processed, you'll receive a download link through email and in the notification center.
   
   

Export your files in grid view

To export your files in a .zip folder:

1. In your HubSpot account, navigate to Content > Files. If you're using HubSpot's free tools, navigate to Marketing > Email. In the top right, click Email tools and select Files.

2. To switch to a grid view, click the grid board icon in the top right.

3. In the table, hover over and select the checkboxes next to the files and folders that you'd like to export. Alternatively, click and drag a selection box to select multiple files.
4. At the bottom, click Export (ZIP).
5. In the dialog box, click the dropdown menu and select the users that you'd like to receive a download link. 
6. Click Export. Once the export is processed, you'll receive a download link through email and in the notification center.