# Better file management

**URL:** <https://community.hubspot.com/t/better-file-management/93543>\
**Category:** HubSpot Ideas\
**Tags:** file-manager, social, account-settings, object\
**Created:** [November 8, 2023, 10:26am UTC](https://community.hubspot.com/t/better-file-management/93543 "2023-11-08T10:26:25Z")\
**Posts on this page:** 4\
**Page:** 1

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**Author:** ![KSieverts](https://avatars.discourse-cdn.com/v4/letter/k/c57346/32.png) [@KSieverts](https://community.hubspot.com/u/KSieverts)\
**Post date:** [November 8, 2023, 10:26am UTC](https://community.hubspot.com/t/better-file-management/93543/1 "2023-11-08T10:26:25Z")

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Hello there!  
We are a company consiting of many different branches and teams, just like many other companies.  
One of my daily struggles is cleaning out in the limited 250 videos with advanced features. However, there is little to no way of managing this in a satisfying way.  
I would love for the following to be possible:

1. Export files from a filtered view
2. Restrict what type of files users can upload (More limitations for videos with advanced features)
3. Allocate a team / business-unit a certain amount of the total limit.
4. Allow for better tracking, if they are part of a form (which is hosted) it will not show that in file usage.

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**Author:** ![Mike](https://avatars.discourse-cdn.com/v4/letter/m/58f4c7/32.png) [@Mike](https://community.hubspot.com/u/Mike)\
**Post date:** [November 8, 2023, 11:46am UTC](https://community.hubspot.com/t/better-file-management/93543/2 "2023-11-08T11:46:17Z")

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This is really needed for propper file access management.

I should be enabled to control general record access for the File Object.

I want to set Users/Teams for with appropriate permission sets for Read/Write/Delete access specific to this Object according to their role, and even control access to individual properties.

While we’re at it, validations rules would also be nice.

In fact, that would actually be nice feature across all objects in Hubspot - just like Salesforce has.

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**Author:** ![CChampion](https://avatars.discourse-cdn.com/v4/letter/c/22d042/32.png) [@CChampion](https://community.hubspot.com/u/CChampion)\
**Post date:** [October 27, 2025, 2:34pm UTC](https://community.hubspot.com/t/better-file-management/93543/3 "2025-10-27T14:34:48Z")

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This type of granular file control is great. I’d like to see the following as well:

1. Restrict files to a specific business unit. Teams should not be able to view or edit another team’s files, unless we are given access, and vice versa.
2. Ability to restrict search results to the folder we’re viewing. If I want to search _all_ folders, I can do that from the root folder. Search results should only return files and sub-folders (within the folder I am viewing) based on 1 above. This is pre

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**Author:** ![JCarew3](https://avatars.discourse-cdn.com/v4/letter/j/8e7dd6/32.png) [@JCarew3](https://community.hubspot.com/u/JCarew3)\
**Post date:** [June 4, 2026, 11:27am UTC](https://community.hubspot.com/t/better-file-management/93543/4 "2026-06-04T11:27:19Z")

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I’ve seen teams handle big media libraries by mixing HubSpot folders with an external storage source like Dropbox or Drive, then linking files instead of storing everything in HubSpot. It keeps things cleaner and easier to update. Has anyone here tried using naming conventions or tagging systems to make large video sets easier to sort inside HubSpot?