Automations

cloudfiles workflow actions provide a structured way to handle document management tasks directly within hubspot workflows instead of manually creating folders, linking them directly to the records, these actions ensure documents are organised and kept in sync with crm activity each action is explained in detail with its purpose, configuration, outputs, and practical examples so users can understand how to apply them in real business processes create folder action this action is used to create a new folder within the selected storage system (e g , google drive, sharepoint, dropbox, onedrive, box) directly from hubspot configuration specify the library or storage type provide the destination path or parent folder id enter the folder name output the action returns a status message, either success or failure, depending on whether it executed correctly example a sales team wants to keep all client related documents organised by deal whenever a new deal is created in hubspot, a folder should be created automatically in google drive the folder is named after the deal title (e g , “acme corp – enterprise plan”) this action ensures that every deal record in hubspot has a corresponding folder in storage without requiring the sales team to create it manually to learn more about this action, read the full article on docid\ pv7lhq31uhqys8n5zdxkx create attachment this action is used to link an existing file or folder from connected storage to a hubspot record this action mirrors the manual process of adding documents through the cloudfiles app card configuration specify the library or storage type provide the destination path to the file/folder output the action returns a status message, either success or failure, depending on whether it executed correctly it also returns the id of the newly created attachment this can be used as the attachment id in other actions, such as share attachment example a customer success team wants every new customer contact to automatically have a “welcome kit” pdf attached this pdf is stored in a central onboarding folder in onedrive when a new contact is added, the workflow uses the create attachment action to link the “welcome kit pdf” file to the contact record the success manager can immediately see the file in hubspot without searching for it in storage to learn more about this action, read the full article on docid\ wqal9oeb5 ei8hsg1zckm delete attachment this action is used to remove a previously attached file or folder from a hubspot record without deleting the original resource from storage configuration identify the specific attachment id that you want to delete output the action returns a status message, either success or failure, depending on whether it executed correctly example a contracts team attaches proposal files to deal records for review once a deal reaches the “contract signed” stage, they no longer want the outdated draft proposals visible in hubspot the workflow automatically uses the delete attachment action to remove all draft proposals from the deal record the drafts remain stored in the “archive” folder in dropbox, but hubspot shows only the finalised contract to learn more about this action, read the full article on docid\ mjatbmlh8tfm v3iu22rm copy resource this action is used to create a copy of an existing file and place it in a specified destination within the selected storage system (e g , google drive, sharepoint, dropbox, onedrive, box) directly from hubspot the copied file can also be renamed during the process configuration specify the library or storage type where the source file exists provide the full path to the source file, including the file name and extension provide the destination path, including the file name (this allows you to rename the file while copying) if applicable, specify the drive id or shared drive for the source or destination storage output the action returns a status message, either success or failure, depending on whether it executed correctly example a sales team uses a standard proposal template stored in google drive when a deal reaches the “proposal sent” stage in hubspot, a copy of the template is automatically created in a deal specific folder and renamed using the deal name (e g , “globex ltd – sales proposal pdf”) this ensures each deal has its own editable copy of the proposal without overwriting the original template to learn more about this action, read the full article on docid\ psejycqfha3emsdmv1k4b delete resource this action is used to permanently delete the file or folder from the connected cloud storage configuration specify the library or storage type provide the destination path to the resource output the action returns a status message, either success or failure, depending on whether it executed correctly example a project team stores working notes and temporary data files in a “work in progress” folder when the project reaches completion and all files are finalised, the workflow runs a delete resource action to remove temporary files from storage this keeps the cloud library clean and ensures only final deliverables remain accessible to learn more about this action, read the full article on docid\ cypd9eveyu1idmyjzgvq9 move resource this action is used to move an existing file or folder from one location in the storage system to another configuration specify the library or storage type provide the path to the resource and the path to the destination output the action returns a status message, either success or failure, depending on whether it executed correctly example a marketing team drafts campaign assets in a shared “drafts” folder once the campaign’s deal in hubspot is moved to the “approved” stage, the workflow runs the move resource action the assets are automatically relocated from /marketing/drafts to /marketing/approved campaigns this prevents confusion over which files are finalized and ready for use to learn more about this action, read the full article on docid\ jwow522fcxcctltovl5dg update resource this action is used to update metadata, such as renaming files and folders or adding descriptions configuration specify the library or storage type specify the path to the resource and property to update output the action returns a status message, either success or failure, depending on whether it executed correctly example a sales team uploads multiple versions of a proposal file during negotiations when a deal is marked as “closed won,” the workflow automatically runs update resource on the final file, renaming it from “proposal v3 pdf” to “proposal final pdf ” this ensures the storage system always reflects the current status of the deal, and anyone accessing the file knows it is the finalised version to learn more about this action, read the full article on docid\ rdnsdd1eotlane5iictuo therefore, using these flow actions, teams eliminate repetitive manual steps and ensure that records always reflect the latest files, and maintain a clean, well structured storage system