Hi all,
Sorry in advance for long reading, i try my best to make my point clear out of total confusion about HubSpot Files.
Our HubSpot Files library has been a mess due to the fact that we granted access to all users and there are a lot of junk files most likely from all types of incoming emails but I was not able to verify.
In addition, I noticed that whenever we paste a screenshot in our Knowledge Base pages, it will be automatically saved in Files, all over the place. Also, I never knew that the Files connected to our templates (design manager) only after i cleaned up some stuff because I was not able to find which places they are being used.
I tried to search for knowledge base from HubSpot to learn how the Files connects to other features in HubSpot, what may affect the saving of files in the library as well as what may affect our users if I block their Files access (especially Sales users), but failed to find relevant info. This guide does not help, just a note.
Anyone has some knowledge about this topic, please kindly advise!
Thanks a lot!
Albus
Hi @Albus_Bui you’re correct that files from different users and resources you’re adding to other tools are centralised in Files.
They all have to be stored somewhere 
For KB articles, I would create a process of uploading the files using a folder structure and naming convention rather than just copy/pasting an image into the article.
Alternatively, if the KB is the only place you’re uploading screenshots like this, you could search for the common text in those files (e.g. “Screenshot” for Screenshot 2024-04-12 at 7.27.52 PM) and quickly move them all to a folder for KB to get them cleaned up.
For user attachments,I thought those files were added to HS generated folders automatically but it’s been a while since I’ve scrubbed and cleaned up files for an account. There aren’t a lot of ways to avoid this without implementing a process that might add friction to your sales team. My suggestion would be to create a file structure that you use for marketing, dev, KB, etc. and any files that aren’t in a folder are “ignored” for those purposes.
As for blocking sales user access to files, if you limit to “view” only they should still be able to send attachments via email - whether they upload a new file or need to access one that’s already uploaded. I highly recommend testing this with a test user to verify their current process still works the same before rolling out the permissions change.
I hope this helps you get started with cleaning and organizing your files!