All CloudFiles Events

the cloudfiles events track actions related to files, folders, and datarooms, providing details on when and how they are accessed, shared, or attached file viewed event logs when a shared file is opened it records the number of views, the percentage of content read, the total time spent, and the number of downloads it also captures the date of access and link details, including the name and url file received tracks when a file is uploaded to a dataroom it includes the file name, the associated file request block, and the date it was received resource attached records when a file, folder, or dataroom is linked to a record it captures the resource name, type, and the date it was attached link created logs when a shareable link is generated for a file, folder, or dataroom it includes the link name, type, and creation date these events help monitor file interactions, maintain accurate records, and track how shared content is accessed and managed please note that cloudfiles events can be used as triggers only in contact based workflows 1\ file viewed event about the file viewed event records details when someone opens and interacts with a shared file it tracks how much of the file was read, how many times it was viewed, the total time spent, the number of downloads, the access date, and the link used to view the file this helps in understanding file usage and user engagement properties i) content coverage this shows the percentage of the file that was read for example, if a file has 10 pages and only 1 page is read, the value is 10% if the user scrolls to the last page without reading, it still shows 100% ii) link name this is the name of the shared link in hubspot, the link name usually matches the name of the associated hubspot record in the cloudfiles web app, users can name the link however they like iii) link url this is the web address of the shared file the url differs between hubspot and the cloudfiles web app, even if the file is the same iv) number of downloads this shows how many times the file was downloaded for example, if a whitepaper is downloaded more than five times by one contact, a workflow can assign a lead nurturing task to the marketing team v) number of views this is the total number of times the file was accessed if a case study is viewed multiple times by a contact, a workflow can enroll them in a relevant campaign vi) occurred this is the date when the file was viewed for example, scheduling follow ups based on this date allows actions like sending a thank you email a day after a demo video is watched vii) resource name this is the name or title of the file that was accessed a workflow can notify the product team when a specific file like "beta features guide" is viewed, so they can prepare for feedback viii) time spent (in seconds) this shows how long the file was viewed, measured in seconds if a prospect spends over 300 seconds on a pricing document, they can be moved to a priority lead list ix) total views this is the total number of times the file has been accessed across all sessions the number can vary between the same file shared via different links in hubspot and the cloudfiles web app, since the links are different 2\ file received about the file received event is recorded when someone uploads a file to a dataroom it captures the file name, the request block it was submitted to, and the date it was received this helps in tracking document submissions properties i) dataroom name this is the name of the dataroom where the file was uploaded workflows can use this to notify teams, such as alerting the compliance team when documents are added to a specific dataroom ii) file name this is the name of the uploaded file it can be used in workflows or communications to refer to the received document iii) file request name this is the name of the request block where the file was submitted it can be used in hubspot workflows to filter or trigger actions based on the request source iv) occurred this is the date the file was received in the dataroom it can trigger actions or notifications in hubspot workflows when a file is received 3\ resource attached about the resource attached event is recorded when a file, folder, or dataroom is attached to a hubspot record this helps in keeping a record of shared resources properties i) name this is the name of the file, folder, or dataroom that was attached for example, if a file named "contract template" is attached to a deal, a workflow can notify the legal team ii) occurred this is the date when the resource was attached this can be used to schedule follow ups, such as setting a review meeting a week after a proposal is attached iii) tags this property is not currently used in workflows iv) type this shows whether the attached resource is a file, folder, or dataroom different workflows can be triggered based on the type—for example, prompting the team to review content when a folder is attached or reviewing content when a file is added 4\ link created about the link created event captures when a shareable link is generated for a file, folder, or dataroom it includes the link name, type, and the date it was created properties i) name this is the name of the link created for the file, folder, or dataroom for example, if a link named "product brochure q1" is created, a workflow can trigger a follow up task for the sales team ii) occurred this is the date when the link was created for instance, if the file is viewed on a certain date, you can schedule a follow up email for the next day iii) type this shows whether the link was created for a file, folder, or dataroom for example, when a dataroom is created, a task can be assigned to a project manager to review its contents thus, this event helps track the creation of shareable links, ensuring transparency and better control over shared content