1.Last Received File Request Name
About
This property reflects the name of the most recent file request block in which the file was uploaded in the dataroom. It updates automatically when a client uploads a file through a file request block of a dataroom linked to a HubSpot record.
Use Case
For example, this property can be used when a new file is uploaded via a specific file request block in the dataroom, a workflow can be triggered using this property to update the associated record's status, notify the responsible team member, and log the file for tracking purposes.
2. Last viewed resource
About
This indicates the most recently accessed file, folder, or dataroom linked to a HubSpot record. It updates each time a user views a resource through a CloudFiles link.
Use Case
For example, set up a workflow that activates when a contact views a shared resource. This can automatically update the contact's engagement score, move them to a targeted list for follow-up, or send a personalised email based on the specific resource viewed.
3. Number of Files Received
About
This property counts the total number of files uploaded via file request blocks of the dataroom links associated with a HubSpot record. It increments with each successful file upload and can be viewed on the left-hand side of the relevant HubSpot record.
Use Case
For example, create a workflow that monitors the number of files received in a dataroom attached to a particular company or deal. Once a predefined threshold is met (e.g., all required documents are submitted), the workflow can progress the deal to the next stage and assign tasks to team members
4. Number of Resources Attached
About
This denotes the total number of files, folders, or datarooms linked to a specific HubSpot record using CloudFiles. It updates whenever a new resource is attached however, the number does not decrease when the attachment is removed from the record.
Use Case
For example, one can design a workflow that triggers when new resources are attached to a record. This can prompt internal notifications, or initiate subsequent actions such as sharing the resources with stakeholders or updating documentation.
5. Total views
About
This metric shows the cumulative number of times all CloudFiles resources linked to a HubSpot record have been viewed. It increases with each view, including multiple views by the same user, and can be found in the analytics section of the CloudFiles widget on the record.
Use Case
For example, establish a workflow that triggers when the total number of views on a document surpasses a certain view count, which can then alert the sales team to increased interest, prompting timely follow-ups or tailored outreach strategies.
Thus, these properties track basic file and resource activity within HubSpot. They can be used with workflows to automate common tasks and keep records up to date based on actions like file uploads and views.