Hello! When dealing with files in HubSpot, is there a way to use automation to manage files that are stored in the system via Marketing > Files and Templates > Files.
Here is an example: let’s say many of the images / files have been updated across Landing Pages, automated Emails, etc. In order to clean files up in bulk, is it possible somehow to create a rule (this case as an example) where any files uploaded before a certain date or ones that are no longer being used by assets can be moved in bulk to an archived folder?
I do not think this is a possibility, but I wish HubSpot would have automation set up for all* assets and datapoints across the system.
Hey @ZChurney3,
It’s not possible natively within the UI but what you are trying to do could technically be achieved using the Files API. You can read file data, check the upload date and move to appropriate folder for archiving. You could even delete files if you’d prefer. I appreciate this isn’t the exact answer you wanted but for transparency I wanted to include it in case it was a viable option for someone else!
Hello ZChurney3,
Absolutely, HubSpot does offer the capability to manage files stored in the system through automation. While HubSpot’s automation features are robust, the exact functionality you’re seeking may require a combination of built-in features and some manual processes. Here’s how you could approach it:
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Automated File Management:
Unfortunately, HubSpot’s automation capabilities might not cover file management in the way you’ve described directly within the platform. However, HubSpot’s automation tools can help manage other aspects of your marketing and sales activities.
2. Manual Cleanup:
To address your situation, you might need to perform some manual cleanup alongside utilizing HubSpot’s existing tools. For instance, you could manually review files and assets, identifying those that are outdated or no longer in use.
3. Archiving Files:
You can manually create an “Archived” folder in the Files and Templates section and move outdated or unused files there. While this isn’t fully automated, it provides a way to organize your files.
4. Audit and Review:
Regularly schedule audits of your assets, including files, images, and templates, to identify those that need updating or archiving.
Let me know if you have any follow-up questions. I’d be happy to help.
If my post was helpful in addressing your query, Support the community by indicating it as the solution.
Best regards,
Jigar Thakker
jigar@insidea.com
This answer didn’t really answer the OP question at all and was actually really quite vague.
@ZChurney3 from my exploring currently as we have a massive DAM project underway, aside from a completely manual process, Hubspot has no current tools in place to help manage the files other than the obvious folders and a naming system put in place by your org. Support and our account manager have both suggested exporting the files and using an external third party to help clean up, utilizing it as a reference for locating dupes etc. and then searching the files network and manually organzing within HubSpot. Following that implementing a plan to manage files moving forward.
Hope they beef up this area for others, by then we will already have moved into our DAM solution and will have to put in the time ourselves to clean up. If I could only go back in time! haha