How to Delete, Archive, and Restore Files in Hubspot

Managing files in Hubspot is essential for keeping your content library clean, fast, and secure. This guide explains how to delete, archive, and restore files, how these actions affect file URLs, and best practices to avoid breaking important assets across your website and marketing tools.

Understanding File Management in Hubspot

Before you change or remove any assets, you should understand how the Hubspot file manager works. Every uploaded file is stored in a central tool where you can organize, preview, and edit basic details like name and folder. From there, you can decide whether an item should be deleted, archived, or restored from the recycle area.

Files are often used in key assets such as:

• Landing pages and website pages
• Blog posts and knowledge content
• Emails, forms, and CTAs
• Documents embedded or linked from other tools

Because these files are reused across many assets, you should always confirm where a file is referenced before making permanent changes.

Differences Between Deleting and Archiving Files in Hubspot

There are two primary actions you can take on a file in Hubspot: delete or archive. Each has a different impact on how the asset behaves and whether you can bring it back later.

What Happens When You Delete a File in Hubspot

Deleting a file is the most permanent action available through the file manager. When you delete a file:

• The file is removed from your active file library.
• The asset will no longer load from its primary URL after the deletion is processed.
• Any pages, emails, or documents still referencing that URL may show broken images, missing downloads, or 404 errors.

In many cases, deletion can be reversed for a limited time through the restore options, but you should treat the action as potentially permanent and confirm impact beforehand.

What Happens When You Archive a File in Hubspot

Archiving a file is safer than deletion. When you archive a file in Hubspot:

• The file is moved out of your main active list into an archive view.
• The URL normally remains accessible, so existing pages can still load the asset.
• The file is hidden from general browsing in the file manager, helping you declutter long file lists.

Because archived files continue to function, archiving is a good option when you want to clean up the UI but do not want to risk breaking live content.

How to Delete Files in the Hubspot File Manager

The file manager offers a straightforward interface for removing unwanted assets. Use the steps below when you are ready to permanently remove files.

Step-by-Step: Deleting a Single File in Hubspot

1. Open your account and navigate to Marketing > Files and Templates > Files (the path may vary slightly based on your subscription and navigation layout).

2. Locate the file you want to remove. You can filter by folder, search by name, or sort by date.

3. Click the file row to open its options menu.

4. Select the delete option from the available actions.

5. Confirm the deletion in the dialog box. The system will warn you that deleting may affect any content that relies on the file.

After confirmation, Hubspot processes the deletion. You may still be able to restore the asset for a short period, but you should verify that any connected pages, emails, or templates no longer need the file.

Step-by-Step: Bulk Deleting Multiple Files in Hubspot

1. In the file manager, use checkboxes to select multiple files from the list or folder view.

2. After selecting them, look for a bulk actions menu above the list.

3. Choose the delete action from this menu.

4. Review the confirmation prompt carefully, since you are removing several items at once.

5. Confirm to delete. The selected files are removed according to your account’s deletion rules.

This method is useful for mass clean-up of outdated logos, large media files, or unused downloads.

How to Archive Files in Hubspot

Archiving lets you remove visual clutter without breaking live content. Use it for files that are old but still referenced somewhere or that you may need again later.

Archiving a Single File

1. Go to the file manager in your Hubspot portal.

2. Find the asset you want to archive using search, folders, or filters.

3. Click to open its options menu or details panel.

4. Select the archive option.

5. Confirm the action. The file will move into the archive section, but it will typically keep working at its URL.

Bulk Archiving Multiple Files

1. Select multiple files in the file manager using the checkboxes.

2. Open the bulk actions menu.

3. Choose Archive.

4. Confirm the bulk archive action.

Later, you can switch the view filter to show archived items whenever you need to locate and restore them.

How to Restore Deleted or Archived Files in Hubspot

If you removed a file too soon or realized that a key asset went missing, you may be able to restore it, depending on how it was removed and how long ago the action occurred.

Restoring Archived Files

1. Open the file manager and adjust filters to display archived items.

2. Locate the file you want to bring back to active status.

3. Select the file and open its options.

4. Click the restore or unarchive option.

5. After restoring, the file will reappear in your main file list while keeping its URL.

Restoring Deleted Files

For files that were deleted instead of archived, Hubspot can offer a restore option within a limited time window, depending on your account’s policies and retention rules.

1. Open the dedicated deleted files or recovery view (if available in your account).

2. Search for the removed file by name or date.

3. Select the item you want to recover.

4. Use the restore action from the menu.

5. Verify that the restored file still works on any pages or emails that reference it, and update links if necessary.

For detailed, product-specific recovery behavior and limitations, see the official Hubspot documentation on file deletion and restoration at this support article.

Best Practices for Managing Files in Hubspot

Good organization in the file manager helps you avoid broken content and keeps your portal efficient. Consider the following practices.

Plan a Clear Folder Structure

• Group assets by purpose (for example, website images, downloadable resources, email assets).
• Use consistent naming standards with dates or campaign names.
• Separate temporary campaign materials from evergreen files.

Audit Files Before Deleting

• Verify where each asset is used, especially on high-traffic landing pages.
• Prefer archiving over deletion for anything that might still be in use.
• Document which campaigns or pages rely on critical media.

Monitor File URLs After Changes

• Test key pages to confirm that images and downloads still load correctly.
• Update any hard-coded URLs in templates, pages, and emails when replacing files.
• Schedule periodic reviews to remove or archive outdated files in a controlled way.

Where to Learn More About Hubspot File Tools

If you want tailored help implementing a file strategy or broader portal optimization, you can work with specialists who understand how the file manager fits into your marketing stack. A consulting partner such as Consultevo can help align your file organization with campaigns, automation, and reporting.

For full, product-level details, limitations, and any updates to behavior around deleting, archiving, or restoring assets, always refer to the official Hubspot documentation linked earlier. Using the file manager carefully will protect your content, reduce errors, and keep your portal running smoothly as your library grows.

Need Help With Hubspot?

If you want expert help building, automating, or scaling your Hubspot , work with ConsultEvo, a team who has a decade of Hubspot experience.

Scale Hubspot

“`