Using content library inside HubSpot
The CloudFiles Content Library is your one-stop interface for managing files, folders and datarooms from HubSpot records. You can access this from inside of HubSpot records using the CloudFiles widget. You can perform a variety of operations on your files, folders and datarooms using the content library. Additionally, you can also associate these resources to the CloudFiles widget and do more.
This article covers some of the basic operations provided by the content library. The next article will delve into the details of associating files, folders and datarooms to the HubSpot records.
Accessing Content Library Dialog
In order to access the content library, simply locate the CloudFiles widget on any contact, company or deal record. You should see an Add button on this widget. Click on it to open the content library in a dialog box. This dialog box will show all your files and folders from any mirrored cloud storage such as google drive, sharepoint etc... Additionally, you can also use this dialog to manage datarooms.
Check the sections below for more details on using the Content Library Dialog.
Summary of the Dialog
You can access this from inside of HubSpot records using the CloudFiles widget. You can perform a variety of operations on your files, folders and datarooms using the content library. Additionally, you can also associate these resources to the CloudFiles widget and do more. The screenshot below shows the various parts of this dialog.
The content library dialog provides three ways to access your files through HubSpot records. You can either connect your own external storage, use HubSpot file storage or use our CloudFiles storage. Check the Sub-Section Below for more information.
Connect Mirror Storage
Mirror storage feature provides instant two-way sync between any external cloud storage and the CloudFiles content library. If you wish to get a copy of the latest version of your files inside CloudFiles, you can use the Mirror feature. Mirrored files essentially show a copy of the file present in your cloud based drive directly inside the CloudFiles content library.
CloudFiles Mirror storage currently supports HubSpot File Storage, Microsoft SharePoint, OneDrive, Google Drive, Dropbox & Box Storage. Additionally users can connect their own AWS S3 or Microsoft Azure Blob Storage to get the same experience they get in using the CloudFiles' own storage (which is AWS S3 at the backend). Lastly we also support other storages such as R2 for very large file storage use.
To setup your mirror storage, simply open the content library dialog from any record. Choose the cloud storage and click the Connect button as shown below. This will initiate the standard cloud storage login process in a new tab. Once completed, the new tab will close and your files and folders will instantly show in the CloudFiles content library dialog.
More information on mirror storage can be found in our help article on How Mirror storage works.
Use HubSpot Storage
This is the same as above. We support two-way instant sync with HubSpot File Storage as well along with storages such as Google Drive, SharePoint etc... suing our mirror drive feature. So you can use HubSpot file storage with all the goodness of CloudFiles Mirror Storage.
Using CloudFiles Storage
You can also use the native CloudFiles library to upload your files and maintain a separate digital asset management system. You can even connect your own Amazon AWS S3 which is the storage that CloudFiles Library uses at the backend.
Navigating the library
You can view the file lists, details as well as easily preview the files from HubSpot records using the content library dialog. Check the sub-sections below for more information.
File Listing Screen
The listing of files is shown as list items in the form of tiles in the content library dialog. These list items can show various columns such as name, owner, analytics of the files. There are also file related actions that you can perform using the dropdown from the three dots at the end of the file list item as shown below.
File Details Screen
The File details screen can be accessed by clicking on a tile that points to the file. The file details screen shows various information about the file such as it's name, size, owner, API metadata etc..., preview etc..
You can use the breadcrumbs provided on the top of the dialog for easy naviagtion in the library. Click on the folder icon at the start of the breadcrumb trail to get a complete list of breadcrumbs in a dropdown. This is shown in the image below -
Access the CloudFiles' HubSpot integration inside any of the HubSpot records- contact, deal, company, ticket. Click on the Add button, and then in the search box start typing the requisite file name.
File Operations in HubSpot
You can perform a variety of operations on your files using the content library dialog. You can select the cloud storage of your choice from the dropdown on top left of the dialog. You can navigate into any of the folders into this storage. You can also use the New button on top right of the dialog to upload files. Simply clicking the 3 dots icon at the end of each file list item opens some actions as shown below.
In the sections below, we discuss how to access the files from HubSpot records, see file related information such as metadata or preview, file related operations using the content library and some other information on type and size support.
Uploading from local
You can navigate to your desired folder using the content library dialog and upload a file into it using the CloudFiles interface. You can either drag and drop your files into the dialog or click on the upload area to select files using the file explorer. The process of upload has been shown below -
Importing from Cloud
If you are using CloudFiles Native Storage above, you can also import individual files from another cloud storage into the CloudFiles Storage (i.e. AWS S3). Note that doing so implies that you are not using the mirror storage feature above. The process is same as above, except the upload dialog shows a Cloud Storage tab where external drives can be imported from.
Associate file to Record
One of the primary use-cases for content library dialog is to associate the file with the HubSpot record. This creates an attachment on the CloudFiles widget which lets you perform a lot of file related operations directly in a single click. To know how to associate files & folders to records and use them later, refer to our article on Associating files, folders or datarooms to records. Creating an association is shown below -
You can preview file by clicking on its thumbnail in the file details screen or by choosing the preview option from the file actions. This opens the file preview in the CloudFiles browser in a new tab.
Open in Cloud Storage
Using this action, you can directly open the file in the respective cloud storage's editor. E.g. for SharePoint, using this action on a docx file opens the file in Microsoft Online Word Editor. Similarily, a google doc would open the google docs editor. CloudFiles file will open the file in CloudFiles Web App Dashboard. The opening of a word doc in Sharepoint online has been shown below -
Add to Dataroom
This option can be used for selective sharing of files from content library dialog to any connected or even unconnected dataroom that has been created. This action opens the dataroom selection screen. If you have dataroom attached to the HubSpot record, that dataroom is floated to the top and selected by default.
Check the dataroom management section below for more details.
Download, rename and other
Operations such as download, rename etc.. can also be performed using the content library dialog. There are more of these actions available in our native webapp as shown here. We constantly port file and folder actions from our native webapp to HubSpot app. If you need an action which is not currently available, reach out to us.
File Type & Size Support
CloudFiles allows its users to upload any type of file. This means literally any format in the digital world can be uploaded into the content library and viewed online through a secure and trackable CloudFiles links.
Rendered Files - Rendered files are supported for images, videos, readable files (docs, PDFs, PPTx), etc... CloudFiles' proprietary viewer can be used to view these files.
Non-rendered Files - These are non human readable files for which "viewing online in a browser" does not make much sense. This can include files such as EXEs, ZIPs etc...
CloudFiles allows you to convert URLs of your blogs / articles along into CloudFiles links. You can convert an existing URL into a CloudFiles link using the Upload Files option in the CloudFiles library in the content library dialog. Time tracking is not available on such links. This feature is only available when using the CloudFiles library.
CloudFiles does not put any restrictions on the file size. However, the backend storage you use might put a restriction on the maximum file size that you can upload / download / work with. See this section for more details.
You can read a detailed version of this article which explains all the file related features available in the CloudFiles web-app. Most of these are available through HubSpot as well. Check out this article on File Management in CloudFiles.
Folder Operations in HubSpot
Using the CloudFiles content library, you can create folders, rename folders, open them in cloud storages and add them directly to a shared dataroom. Check the sub-section below for more information
Access the Add Button in the CloudFiles HubSpot Widget. Next choose Folder in the New Button on the top right of the library and provide a name to the new folder. You can also create folders within folders to further refine your organization.
Associate folder to record
This works exactly the same way as the file association that was discussed above. Check the section above on associating files to records.
To rename a folder in CloudFiles library inside HubSpot, Find the folder to be renamed and select it. Next Choose the Rename option and then provide a new name to the folder.
Open in Cloud Storage
Using this action, you can directly open the folder in the respective cloud storage webpage. E.g. for SharePoint, using this action on a folder opens the Sharepoint online library on this folder. Similarily, clicking on a google drive folder opens google drive. CloudFiles folder will open the folder in CloudFiles Web App Dashboard. The opening of a folder in Sharepoint online has been shown below -
Add to Dataroom
This option can be used for selective sharing of folders from content library dialog to any connected or even unconnected dataroom that has been created. This action opens the dataroom selection screen. If you have dataroom attached to the HubSpot record, that dataroom is floated to the top and selected by default.
Check the dataroom management section below for more details
You can read a detailed version of this article which explains all the folder related features available in the CloudFiles web-app. Most of these are available through HubSpot as well. Check out this article on Folder Management in CloudFiles.
Dataroom Operations in HubSpot
CloudFiles datarooms can be used share multiple files and folders from different locations (eve different cloud storages) as a single link. Additionally, you can also add file request blocks to a CloudFiles dataroom and group your added content using Groups.
Access the CloudFiles - "Add" Widget from any HubSpot records from contacts / companies / deals / tickets. Click on datarooms options and then on New Dataroom, then provide a name and select create Data Room. This will create a new Data Room in HubSpot.
Note: This does not attach the dataroom to the record. See the attach section below for more details.
Add Files / Folder to Dataroom
Access an existing Data Room, Select Files and Folders. Here, you would be shown all the files and folders in your CloudFiles content library. Simply choose the files and folders you need in the data rooms and select add to Data Room.
Add File Requests & Grouping
You can also added File requests and Groupings into your dataroom using the dataroom editing screen that was used above. Simply click on the Add button and select the appropriate element.
Associate Dataroom to record
Dataroom association works exactly the same way as file and folder association that was discussed in the sections above. Refer to the sections above for more information.
Add to Dataroom Operation
The Add to Dataroom operation is available on all files and folder tiles in the content library dialog. This option is also available in the attachment actions when an association of a file / folder has been created with a HubSpot record. This option is a shortcut to add the selected file or folder into the dataroom.
Clicking on this option opens the dataroom selector screen. If you have a dataroom already associated to the record, it will be floated to the top and auto-selected. Thus you can selectively add files and folders to associated datarooms of records in a few simple clicks.
The operation has been shown in the GIF below -
You can read a detailed version of this article which explains all the dataroom related features available in the CloudFiles web-app. Most of these are available through HubSpot as well. Check out this article on Dataroom Management in CloudFiles.
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