topic Re: Form Submission File add to Folder in Lead Capture Tools

Form Submission File add to Folder

AMular — Tue, 20 Feb 2024 17:03:04 GMT

We are planning on using form submissions to collect potentially private files such as Resumé's (nothing SPII/SPFI). We want to be able to lock down access to these files somehow.

We know that:

Form submitted files end up in the HubSpot file manager
You can restrict acceess to files there through folders

What we want to know is:

Can we route form submitted files into a locked down folder?
Is there any other option to restrict access to specifically files from form submissions?

(Post edited for clarity)

Re: Form Submission File add to Folder

trevordjones — Tue, 20 Feb 2024 18:02:20 GMT

Hi @AMular ,

As far as I am aware, there is not currently a no-code solution to do this. There is an Idea Currently in the Community for just this funcitonality which I recommend upvoting.

If you were to upload the file to a specific property called "Resume" in your example, we have a potential workflow trigger, and folderID is available in the Files API, so if you have OperationsHub Professional and access to a developer a custom-coded workflow action may be a solution for you.

Re: Form Submission File add to Folder

Jigar_Thakker — Tue, 20 Feb 2024 16:38:38 GMT

@AMular

In that case, you can limit your folder access :

Navigate to Marketing > Files and Templates > Files.
Hover over a folder and click Actions > Manage Access.
In the right panel, configure your folder access. You can give view and edit access to everyone or choose specific teams.
At the bottom of the panel, click Save.

for more information check this article here: https://knowledge.hubspot.com/account-security/limit-access-to-your-hubspot-assets

Let me know if you have any follow-up questions.

Re: Form Submission File add to Folder

AMular — Tue, 20 Feb 2024 16:56:56 GMT

I am aware of limiting folder access. What I am looking for is a way to automatically route files from form submissions into a folder that we have already set up with limited access.

Re: Form Submission File add to Folder

trevordjones — Tue, 20 Feb 2024 17:19:41 GMT

Hi @AMular

Did you see my post?

Re: Form Submission File add to Folder

ACC1 — Wed, 21 Feb 2024 09:04:47 GMT

Hi @AMular , if you're open to using 3rd party for this, Gluetrail can help!

We're a no-code form builder tightly integrated with HubSpot. We typically help HubSpot users when they have advanced forms need like creating interactions (multi-step, prefills, maps, redirects...) or automation (send files to folder, create/update custom objects and associations, query...) vs. the standard feature.

In your case, you could use Gluetrail to build a form (standalone or embedded on your site) with a file upload question and send the files uploaded by your users to a specific folder ID in HubSpot. No code required.

Happy to discuss and show you how it works if you'd like 🙂