Organize Files in Hubspot Using Folders: Step‑by‑Step Guide

Staying organized in Hubspot is essential when you manage a growing library of images, documents, and other assets. A clear folder structure in the file manager helps your team find what they need quickly, keeps campaigns consistent, and reduces time spent searching for the right file.

This guide explains how to create, rename, move, and delete folders in the file manager so you can build a tidy system for every team that works in your account.

Access the File Manager in Hubspot

Before working with folders, you need to open the file manager where all uploaded assets are stored.

1. In your account, navigate to the main menu.

2. Open your marketing or content tools that store images, documents, and other media.

3. Locate the option to manage files and click to open the file manager view.

Once you arrive, you will see your existing folders and individual files laid out in a central library.

Create New Hubspot Folders

Using dedicated folders is the foundation of an organized file library. Create folders by campaign, asset type, or team.

1. Open the file manager home view.

2. Click the button or icon to create a new folder.

3. Enter a descriptive folder name, such as:

   • “Website Images”

   • “Email Templates Assets”

   • “Sales Collateral”

   • “Brand Guidelines”

4. Confirm to create the folder.

Repeat these steps to add additional folders that match your core content categories or departments.

Build Subfolders for Detailed Hubspot Organization

When your library grows, subfolders allow you to break down content into clear segments under each main folder.

1. Open a top‑level folder in the file manager.

2. Select the option to create a new folder within the current folder.

3. Name the subfolder according to campaign, date, channel, or region. For example:

   • “Website Images > Blog”

   • “Website Images > Landing Pages”

   • “Sales Collateral > Case Studies”

   • “Sales Collateral > One‑Pagers”

4. Save the subfolder to finalize.

Using multiple subfolder levels keeps large teams aligned while still making files easy to browse.

Move Files Into Hubspot Folders

After setting up your structure, move existing files into the right locations so everything lives in a logical place.

1. Select one or more files in the manager view.

2. Choose the option to move items.

3. Browse to the target folder or subfolder.

4. Confirm the move to relocate the files.

You can repeat this process to clean up legacy uploads and group older assets into dedicated folders for archival use.

Move or Reorganize Hubspot Folders

As strategies change, you may want to move entire folders into new parent folders without editing each file.

1. In the folder list, select the folder you want to move.

2. Click the move option.

3. Choose a new parent folder or move it back to the main level.

4. Confirm to apply the new location for that folder and all of its contents.

This approach is useful when you restructure your campaigns or consolidate old folders into a single archive.

Rename Hubspot Folders for Clarity

Clear naming conventions make your file system easier for everyone to understand. You can adjust folder names over time without losing content.

1. Locate the folder whose name you want to update.

2. Open the folder actions menu and choose the rename option.

3. Type a new descriptive name, such as adding dates or channels.

4. Save the updated folder name.

Consider a standard format like “Team ‑ Asset Type ‑ Campaign” so that folders are readable at a glance.

Delete Unneeded Hubspot Folders

Deleting unused folders keeps the file manager lean and reduces clutter. Be careful, as this may affect any assets inside the folder.

1. Select the folder you want to remove.

2. Open the actions menu and choose delete.

3. Review any warning about items stored in the folder.

4. Confirm if you are sure that the folder and its contents are no longer needed.

If you might want to reuse files later, move them into an archive folder instead of deleting them.

Best Practices for Hubspot Folder Structure

Consistent folder habits make collaboration much easier across marketing, sales, and service teams.

Align Hubspot Folders With Your Teams

Create top‑level folders that match how your organization works:

• Marketing

• Sales

• Customer Success

• Operations

Under each one, use subfolders for campaigns, asset types, and regions so people can locate files without guesswork.

Use Dates and Campaign Names in Hubspot

Folders that include campaign names and timeframes are easier to audit later. Examples include:

• “Marketing > 2024 Q1 Product Launch”

• “Marketing > 2024 Webinars”

• “Sales > 2023 Archived Collateral”

This method helps you distinguish between current and legacy content at a glance.

Keep Hubspot File Paths Short and Logical

A deep folder hierarchy can slow people down. Aim for:

• Simple top‑level categories.

• Only a few levels of subfolders.

• Names that clearly match the content type or campaign.

Review your structure regularly and merge or rename folders to keep navigation quick for new team members.

Where to Learn More About Hubspot File Management

For a full reference on managing folders, subfolders, and files, you can review the official documentation on the HubSpot Knowledge Base: Organize your files with folders.

If you want strategic help designing a scalable structure across multiple tools, platforms, and teams, you can also consult specialists. An example resource is Consultevo, which focuses on systems, automation, and growth operations.

By maintaining a clear folder system, you ensure that your content library stays organized as your database grows, campaigns evolve, and more stakeholders rely on shared files every day.

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