topic Re: How to manage and order "Documents" in Tips, Tricks & Best Practices

How to manage and order "Documents"

galvanA81 — Wed, 12 Mar 2025 15:53:36 GMT

Hello,

We are a global company that operates in different countries, meaning different languages and also some Documents sales teams use differ between the regions; because of this we will start working with Business Units and differenciate between our branches that way. The issue is that the "Documents" section in HubSpot doesn't allow us (at least from what we've researched) to either segment folders by Business Unit or to embed Folders within folders. Do you know if it is possible to assign "Document" folders by Business Unit and if not, what are the best tips and tricks to organize our assets in "Documents"?

Re: How to manage and order "Documents"

PamCotton — Wed, 12 Mar 2025 22:02:38 GMT

Hey @galvanA81, thank you for posting in our Community!

Currently, HubSpot’s Documents tool doesn't allow segmentation by Business Unit or nested folders.

You can improve organization by using consistent naming conventions, adding custom properties to tag documents by Business Unit, and leveraging teams and permissions to restrict access to specific documents.

To our top experts, @franksteiner79 and @Lucila-Andimol do you have any recommendations for @galvanA81 matter?

Thank you,

Pam

Re: How to manage and order "Documents"

Lucila-Andimol — Mon, 24 Mar 2025 10:38:50 GMT

Hi @galvanA81

you are right, for the moment Documents cannot have folders with managed access (like Folders in Files)

So the best ideas to create good naming conventions so that each team/Business units knows which folder contains the documents they need.

One example of a naming convention 'd be: name of BU - team - purpose of the folder

If you have the main BU Cats, then your folders can be Cats - USA - Marketing Ebooks

PS: there is an idea in the ideas folder to implement this

so maybe you'd like to give it an upvote

so that the product team considers it.

Hope this helps