How to Manage Record Attachments in HubSpot

Keeping your CRM clean and organized in Hubspot starts with properly managing attachments on your records. This guide walks you through adding, previewing, downloading, and removing files from contact, company, deal, ticket, and custom object records so your team can quickly find what they need.

The steps below are based on the official documentation for attachments in records and are designed to help you work faster while maintaining a tidy file structure.

Understanding Attachments on HubSpot Records

Attachments are files you associate with individual records in your CRM. In HubSpot, you can attach documents such as contracts, screenshots, briefs, or supporting assets directly to:

• Contact records
• Company records
• Deal records
• Ticket records
• Custom object records

Each attached file appears in the record sidebar so you can quickly see what has been shared or stored, and open or download it when needed.

How to Add Attachments to HubSpot Records

There are three primary ways to add attachments to your records. The following method uses the record sidebar, which is the most direct and controlled approach.

Step-by-Step: Add a File from the HubSpot Record Sidebar

1. Navigate to your object:

   • In your HubSpot account, go to Contacts, Companies, Deals, Tickets, or your chosen Custom Object.

2. Open a specific record:

   • Click the name of the contact, company, deal, ticket, or custom object you want to update.

3. Locate the attachments section:

   • In the right sidebar, find the card dedicated to attachments or files for that record.

4. Upload or attach your file:

   • Click the button to add or upload a file.
   • Select a file from your computer, or choose from files already stored in your file manager if that option appears.

5. Confirm and save:

   • Once the upload is complete, the file displays in the attachments card associated with that record.

When you add files directly on the record sidebar in HubSpot, they stay tied to that specific record, making it easier to audit and find later.

Other Ways Attachments Can Be Added in HubSpot

Depending on your account setup and tools in use, files may also be attached when you:

• Send emails from a record with attached documents
• Log activities that include files
• Use forms or integrations that upload documents to the CRM

These methods can automatically create attachments on the related record, helping centralize information without extra manual work.

How to Preview and Download Attachments in HubSpot

Once files are attached, you can quickly open or save them from any record. The process is straightforward and consistent across objects.

Preview an Attachment from a HubSpot Record

1. Open the record:

   • Go to the relevant contact, company, deal, ticket, or custom object record.

2. Locate the attachments card:

   • In the right sidebar, find the attachment list showing file names.

3. Click the file name to preview:

   • If preview is supported for that file type, a viewer opens so you can see the content without downloading.

Previewing is useful for quickly confirming details, reviewing the latest version of a document, or checking that the correct file is attached.

Download an Attachment from a HubSpot Record

1. From the same attachments card, find the file you need.

2. Click the download option (such as a download icon or menu action) next to the file.

3. Save the file to your computer or network location.

This allows you to store a local copy, share the file outside of HubSpot, or edit it offline.

How to Remove Attachments from HubSpot Records

Over time, records can accumulate outdated or duplicate files. Removing unneeded attachments keeps your HubSpot data lean and easier to scan.

Steps to Remove a Single Attachment from a HubSpot Record

1. Open the record:

   • Navigate to the object (contacts, companies, deals, tickets, or custom objects) and click the specific record.

2. Find the attachment you want to remove:

   • In the right sidebar attachments card, locate the file in the list.

3. Access the file options:

   • Hover over the file name or open the context menu (usually represented by an icon such as three dots).

4. Click the remove or delete option:

   • Confirm if prompted. The file is then unlinked or removed from that record.

Removing attachments from the record view helps you avoid confusion and ensures only relevant files remain visible to your team.

Considerations When Removing Attachments in HubSpot

• Check whether the file is referenced in other tools or processes before deleting.
• Coordinate with your team so important documents are not removed accidentally.
• Use naming conventions to quickly understand what each attachment contains.

Best Practices for Organizing Attachments in HubSpot

A consistent approach to file naming and usage inside HubSpot helps everyone locate the right asset quickly and reduces clutter across records.

Use Clear File Names

When adding attachments to records in HubSpot, follow a standardized file naming pattern, such as:

• ClientName-DealName-Contract-YYYYMMDD.pdf
• CompanyName-Onboarding-Checklist-YYYYMMDD.xlsx

This makes it easier to identify files at a glance, especially when records contain several attachments.

Limit Attachments to Relevant Files

Attach only files that directly support the record, such as:

• Signed contracts or agreements
• Support screenshots or logs for tickets
• Proposals and quotes for deals
• Onboarding documents for new customers

Avoid uploading large archives or unrelated documents to keep HubSpot records lean and efficient.

Regularly Review and Clean Up Attachments

Schedule periodic reviews to remove or update attachments:

• Delete obsolete versions after a new file is uploaded.
• Remove draft documents once final copies are attached.
• Check that sensitive files are stored and shared appropriately.

Regular maintenance prevents outdated or incorrect files from confusing your team or customers.

When to Use Attachments vs. Other HubSpot Tools

Attachments are powerful but should be used alongside other features in HubSpot to create a complete, searchable record of your interactions.

• Use attachments for static files such as signed PDFs, screenshots, and offline assets.
• Use notes or logged activities for contextual information and summaries.
• Use links to shared drives or document tools when files change frequently and you want real-time versions.

Combining these approaches ensures that your records remain comprehensive but easy to maintain.

Additional Resources for Working with HubSpot

For the exact reference documentation used in this how-to article, see the official HubSpot knowledge base page on adding and removing attachments from records: HubSpot attach and remove files guide.

If you want help optimizing your CRM setup, processes, and configuration, you can also explore expert consulting resources such as Consultevo for broader HubSpot strategy and implementation support.

By following the steps and best practices in this guide, you can keep attachments on your records organized, accurate, and easy for your entire team to manage inside HubSpot.

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