Add and manage attachments on records and activities

To include relevant resources and provide helpful context, you can upload files and attach them to your records (e.g., contacts, deals, services) and their associated activities. You can also rename, filter, or remove existing attachments.

Understand requirements

The permissions required to view attachments depend on how the attachments were added:

• When attachments are added on a record, users must have Notes view permissions to view them. Notes view permissions options:
  • All notes: can view all of these attachments.
  • Their team's notes: can view attachments uploaded by users on their team (Professional and Enterprise only).
  • Their notes: can view only the attachments they've uploaded. 

• When attachments are added to logged activities, the permissions required depend on the activity the attachment was added to:

  • Logged notes: users must have Notes view permissions to view these attachments. Notes view permissions options:
    • All notes: can view all of these attachments.
    • Their team's notes: can view attachments on notes created by users on their team (Professional and Enterprise only).
    • Their notes: can view only the attachments they've uploaded. 
  • Tasks: users must have Tasks view permissions to view these attachments. Task view permission options:
    • All tasks: can view all of these attachments.
    • Their team's tasks: can view attachments on tasks created by users on their team (Professional and Enterprise only).
    • Their tasks: can view only the attachments they've uploaded.

• • Other activities (e.g., one-to-one emails, calls, meetings): users with access to the impacted records can view the attachments.

Add or remove an attachment on a record

To add an attachment on a record:

1. Navigate to your records (e.g., contacts, projects):
   • Contacts: In your HubSpot account, navigate to CRM > Contacts.
   • Projects: In your HubSpot account, navigate to CRM > Projects.
2. Click the name of the record.
3. In the right sidebar, scroll down to the Attachments card.
4. Click Add, then select:
   • Your computer: upload a new file from your computer.
   • Existing file in HubSpot: select an existing file in your HubSpot account. In the right panel, click the name of the file you want to attach.

To remove an attachment on a record: 

1. Navigate to your records (e.g., contacts, projects):
   • Contacts: In your HubSpot account, navigate to CRM > Contacts.
   • Projects: In your HubSpot account, navigate to CRM > Projects.
2. Click the name of the record.
3. In the right sidebar, scroll down to the Attachments card.
4. Click the X in the upper right of the attachment. In the dialog box select from the following:
   • Delete: permanently delete the attachment on the record and the logged activity. This option appears for sent one-to-one emails or emails logged via the HubSpot sales extension.
   • Detach: remove the attachment added to the record but keep it in the files tool. This option appears for attachments added via the files tool.

Add an attachment to an activity

To add create an activity and add an attachment to it:

1. Navigate to your records (e.g., contacts, projects):
   • Contacts: In your HubSpot account, navigate to CRM > Contacts.
   • Projects: In your HubSpot account, navigate to CRM > Projects.
2. Click the name of the record.
3. In the left sidebar, click the icon for the activity. 
   • In the activity editor, click the attach attach icon, then select Upload new to add a file from your computer, or Choose existing to select a file already added to HubSpot.
   • Select the file, finish adding the activity's details, then click Log [name of activity] or Create note.

1. Navigate to your records (e.g., contacts, projects):
   • Contacts: In your HubSpot account, navigate to CRM > Contacts.
   • Projects: In your HubSpot account, navigate to CRM > Projects.
2. Click the name of the record.
3. Click the Activities tab.
   
   • Hover over an activity and click the text box.
   • In the text editor, click the attach attach icon, then select Upload new to add a file from your computer, or Choose existing to select a file already added to HubSpot.
   • Select the file, then click Save.

Please note: when you send one-to-one emails in HubSpot or log an email using HubSpot Sales, non-inline attached files are automatically added to the Attachments section of the record. Any inline attachments will not be added.

Manage attachments

Once you've added attachments, you can view all attached files on each record, filter them to locate the attachments you need, and rename or remove them.

1. Navigate to your records (e.g., contacts, projects):
   • Contacts: In your HubSpot account, navigate to CRM > Contacts.
   • Projects: In your HubSpot account, navigate to CRM > Projects.
2. Click the name of the record.
3. In the right panel, scroll down to the Attachments section.
4. If you have more than 5 attachments, click Show more to display 5 additional files.
5. To view and manage the full list of attachments, View all attachments.
6. In the right panel:
   • Enter text in the Search name and file type text field, to search for a file by name or type.
   • Click File type, then select the checkboxes of types of files you want to view.
   • Click Source, then select the checkboxes of sources you want to filter by. For example, select Calls to view attachments added via a call activity or Manual upload to view files added from the Attachments section.

• Click a column header to change the sort order of the attachments. For example, click the Uploaded date column to sort by the oldest or newest attachment.
• Click the name of the attachment to preview it. In the preview, you can do the following:
  • Download. The file will be downloaded to your computer.
  • Share internal link: share a link to the file preview in HubSpot. The link will be copied to your clipboard and can be shared with other users in your account.

• Share 24-hour link: share a link that expires after 24 hours. In the address bar, copy the link. This link to the file can be shared externally and will be accessible for up to 24 hours.
• Hover over a file, click Actions, then select an option:
  • Rename: in the dialog box, enter a new name, then click Rename to confirm.
  • Download: download the file to your computer.
  • View: preview the file in a new tab.
  • Remove: in the dialog box, confirm that you'd like to delete or remove the attachment.
    • For attachments uploaded on the record or on an activity, click Delete to permanently delete the file.
    • For attachments added to the record from the files tool, click Detach. The file will be removed from the record, but can still be accessed in the files tool.
• Select the checkboxes next to the attachments, then select an option:
  • Download: download multiple files to your computer.

• Remove: remove multiple files. In the dialog box, confirm that you'd like to delete or remove the attachments and click Remove all. Files will be either deleted or removed based on how they were added. Learn more about deleting and detaching.