File Upload in Forms

[kallgood]

Hi community, I'd love some insight into files uploaded via a form.

We use a form upload field to allow job seekers to submit a resume with their application. By default, Hubspot stores all files uploaded via a form in a hidden folder called /form-uploads/ in the file manager.

My questions:

1.) While not confidential, we wouldn't want these files to be indexed or searched by crawlers. Are these files hidden from search engines?

2.) If not, would adding /hubfs/form-uploads/ to my robots.txt file prevent indexing by search engines?

3.) I cannot see these files in my file manager -- because it's hidden obviously ;-). Is there any way for me to delete these files from the file manager after say 90 days, without searching for them individually by name? (deleting the contact record doesn't delete associated files)

[GScivoli]

Hey Community,

as a workaround, to find faster forms files, you can search by putting in the search bar the:
- Object ID
- The name of the file property
- The document typ 
- Date 

I hope this helps! 

[MFrankJohnson · Accepted solution]

Q: Multiple questions?

1.) While not confidential, we wouldn't want these files to be indexed or searched by crawlers. Are these files hidden from search engines?

Yes. All files uploaded via the form upload are hidden from both search engines AND File Manager view and cannot be unhidden. | Check for updated functionality in 2020!

2.) If not, would adding /hubfs/form-uploads/ to my robots.txt file prevent indexing by search engines?

n/a

3.) I cannot see these files in my file manager -- because it's hidden obviously ;-). Is there any way for me to delete these files from the file manager after say 90 days, without searching for them individually by name? (deleting the contact record doesn't delete associated files)

No way to delete the files except via a HubSpot GDPR-compliant delete of the contact record which permanently destroys all contact-related data with no chance for retrieval after 30 days. (use with extreme caution)

Currently, no built-in functionality to auto-target the location where you'd like files stored.

[SCorporateFin]

Any update on this in relation to auto targetting where files are stored?

E.g. A client submits a form and uploads a file, can this be automatically placed in their contact record?

Thanks

[DianaGomez]

Hi @SCorporateFin hope you are doing well!

I understand we would like form file uploads to show as "attachments" on contact records. Unfortunately this is not possible- I've been able to confirm from similar past cases that we don't currently have a way for those file uploads to automatically appear in the "attachments" section on records.

I was able to find a similar idea posted in our ideas' forum: https://community.hubspot.com/t5/HubSpot-Ideas/File-Uploads-as-Attachments/idi-p/297948. I would recommend upvoting this as well as commenting to show your support and to be automatically notified when our product engineers comment in this thread going forward.

Best,

Diana

[ksouligne]

Thank you for answering these specific questions so well.

I have one follow up question. 

If files are uploaded via a job applicant from is there a way to automate those files being placed into a specific folder instead of the /form-uploads/ location. 

I would like to say any file uploaded from a specific field in a form should be placed in "Folder_ID"  so for instance all CVs submitted through a job applicant form from the CV upload field are placed in a Job Applicant CV folder and all Dover sheets are placed in the cover sheet folder, etc.

Thanks

Kyle

[TitiCuisset]

Hi @ksouligne 

After investigation it seems this is not something possible with HubSpot at the moment. However I can see how it could be useful, so I invite you to submit this idea on our Ideas forum. It is the main platform for communicating feature requests to our Product Team. You have more information on how this forum works here. 

Thank you, 

Tiphaine

[Joona]

Hello there,

We are receiving a lod pictures as file attachment from Hubspot forms. We don't want to overload the CRM database, so we would like to receive those pictures to a separete folder for instance in One Drive or Sharepoint.

Is it possible to change API where the file attachment get uploaded?

Best Regards,

Joona