HubSpot File Manager Best Practices and Optimization Tips

If you've been an active HubSpot user for longer than 3 months, you can probably relate to this pain: you need to track down that one image file that you know you uploaded back in the day, but you're really struggling.

You try searching, but you can't remember the file name. Then you start clicking into folders, but you can't remember where you put it.

You're starting to get frazzled, so you start clicking through the pagination buttons and finally get so frustrated with how long it's taking to find a single image that you head back to your local machine to find it again and upload it. After sorting through your mess of local files or your team's Dropbox or Google Drive folder structure, you find the image you wanted, upload it, and away you go.

But what did you accomplish?

What really just happened was: a) a lot of wasted time and added stress, and b) you've now compounded the problem by adding yet another duplicate file to the mess inside your HubSpot portal's file manager.

Stop the Madness!

At this point, Kevin O'Leary from Shark Tank would probably tell you to take your current File Manager setup our behind the barn and shoot it. And he's right. There is a much better way to do it.

We struggled through this pain point at our HubSpot partner agency, GuavaBox, as well as all of our clients' HubSpot portals. We finally stopped the madness and invested the time, effort, trial, and error to refine HubSpot File Manager structure that streamlines our work, reduces stress, and maximizes efficiency.

The Best File Manager Structure for Your Hubspot Portal

How to Set Up your HubSpot File Manager

If you've watched the video, you've got the gist of the setup. There may be some customizations based on your unique situation, but this structure has worked wonders for us across a variety of portals.

Perhaps the most significant benefit if you work at a marketing agency is that you'll now know exactly how the structure works for every single client account, plus you'll speed up on-boarding and setup time when you bring on a new client.

Want a detailed breakdown in text of the best HubSpot File Manager structure? Our very own Ben Butler documented our structure and process in this post: The Structure for an Awesomely Organized HubSpot File Manager.

Extra File Manager Tips

HubSpot is a constantly evolving platform, so there will always be new optimization tips. I've listed a couple tips below:

  • Connect to HubSpot using FTP to speed up the process of migrating to this File Manager structure.
  • If you're using the HubSpot CRM, keep in mind that all file uploads from the CRM share the same File Manager. For that reason, it's probably worth setting up another root-level folder called "/crm" to stay organized.
    Inside that /crm folder, you may want sub-folders like /proposals, /presentations, or /homework. Or you may choose to simply use sub-folders based on opportunity names.

That's all for this week's episodes. If you have additional tips or follow-up questions, leave a comment below!

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