Automating Campaign-Centric File & Asset Management in HubSpot

[CFernando23]

We’re working on a project to clean up marketing assets in HubSpot and move toward a campaign-centric folder structure (each campaign has its own folder with related assets like emails, graphics, PDFs, and landing pages).

To make this more sustainable, we’re exploring automation ideas such as:

1. Auto-creating a standard folder structure when a new campaign is created.

2. Enforcing naming conventions/tags on uploaded assets.

3 . Alerts when assets haven’t been used for X months.

4 . Scheduled or automated archival of expired/test assets.

👉 Has anyone in the community set up similar automations or found workarounds for campaign-based asset management? Would these types of features be valuable to your teams?

[George-Murray · Accepted solution]

hi @CFernando23 
Not the most resolute response however hopefully this may act as a starting point for further discussion.

The New Marketing cloud Beta can certainly help with some of this.
We have created template campaigns with Naming convention place hodlers, think:
Brand name | MMYYYY | Aim of Campaign
For example
CocaCola | 102025 | Lost lead nurture

Each asset also has a template, Email, workflow, landing page, blog post etc. 

This allows us to clone the template efore filling in the blanks if you were with the namings. 
It also means when new assets are imported, logos, cases studies etc they all get attributed to the campaign. 

Workflows we auto schedule to turn off at a certain date (end date of campaign etc)

The new Email properties feature would also help identify when an email can be unpublished. 
Whilst these cannot yet act as a trigger for workflows, a wirk around could be to create an email property called unpublish date. Currently we only have Multiple checkboxes and dropdown select so wouldnt work for now but lets hope we can soon create date properties. 

I have an idea submitted for this very thing.
https://community.hubspot.com/t5/HubSpot-Ideas/Additional-field-types-for-Marketing-email-properties...

[BérangèreL · Accepted solution]

Hi @CFernando23, I'd like to add to what @George-Murray shared that might help you!

HubSpot’s recent updates, especially in Data Hub and Smart CRM, offer new ways to automate and streamline campaign-centric file and asset management:

- Automated folder structure: Using programmable automation (custom code actions) and Marketing Studio, you can create workflows to auto-generate standard folder structures when launching new campaigns.

- Enforcing naming conventions: Data Quality tools and AI-powered features help maintain consistency in asset names and tags, standardizing metadata automatically after upload.

- Usage alerts & automated archival: HubSpot workflows send alerts for unused assets, and trigger archival or deletion based on defined rules and schedules.

I hope this helps!
Bérangère

This post was created with the assistance of AI tools.

[George-Murray · Accepted solution]

hi @CFernando23 
Not the most resolute response however hopefully this may act as a starting point for further discussion.

The New Marketing cloud Beta can certainly help with some of this.
We have created template campaigns with Naming convention place hodlers, think:
Brand name | MMYYYY | Aim of Campaign
For example
CocaCola | 102025 | Lost lead nurture

Each asset also has a template, Email, workflow, landing page, blog post etc. 

This allows us to clone the template efore filling in the blanks if you were with the namings. 
It also means when new assets are imported, logos, cases studies etc they all get attributed to the campaign. 

Workflows we auto schedule to turn off at a certain date (end date of campaign etc)

The new Email properties feature would also help identify when an email can be unpublished. 
Whilst these cannot yet act as a trigger for workflows, a wirk around could be to create an email property called unpublish date. Currently we only have Multiple checkboxes and dropdown select so wouldnt work for now but lets hope we can soon create date properties. 

I have an idea submitted for this very thing.
https://community.hubspot.com/t5/HubSpot-Ideas/Additional-field-types-for-Marketing-email-properties...

[BérangèreL]

Hi @GMurray65 and Happy Friday!

Thanks for your contribution on the HubSpot Community!

Could you provide more details on how your suggested solution enhances the HubSpot Smart CRM?

Screenshots or specific examples would be helpful for @CFernando23 and the community.

Thanks so much!
Bérangère

[chighsmith]

Hi @CFernando23,

Thank you for posting to the Community!

I'd like to tag in some of our Top Contributors to see if they have any suggestions on this -- Hi @Alex_Elborn @CHawkins and @DanMYD Do you have any ideas on @CFernando23's inquiry?

Thank you!

Cassie, Community Manager