01 / ORGANIZE
A file manager people recognize.
Navigate nested folders, preview documents and switch between list or grid views. Configure copying through HubSpot-side actions.
Advanced file management for HubSpot
Make HubSpot Files work across your business.
Extend HubSpot's existing file storage beyond marketing. Organize and share files around Deals, Tickets and custom objects, with familiar folders, controlled access and HubSpot-connected workflows.
Uses your existing HubSpot File Manager storage
WoodsPortal / File ManagerConnected to HubSpot
Deal / #1042Project Orion
In progress
OverviewFilesNotesRelated records
Source documentsFolder
Technical referenceFolder
DeliverablesFolder
Project scope.pdfPDF · 1.8 MB
Signed quotation.pdfPDF · 940 KB
Files stored in HubSpot · organized by CRM record
Beyond the usual file folder
Your files, connected to the work.
From sales deals and service tickets to project delivery and external collaboration, put HubSpot Files to work across your business.
02 / CONTEXT
Every file belongs to the work.
Keep files on the right Deal, Company, Ticket or supported custom object, then navigate related records in context.
03 / AUTOMATE
Files that can move work forward.
Configure file sharing in HubSpot, track supported engagement on CRM timelines and connect events to workflows.
Explore the file manager
A familiar workspace. Built around HubSpot.
Switch CRM records, navigate nested folders, preview files and explore a familiar file-management workspace.
N
Northstar SystemsHubSpot workspaceTeam view
FILE MANAGEMENT
Project Orion / Files
Sample records and documents are fictional. Actions in this demo run locally and do not change HubSpot data.Try switching the CRM record
CRM-connected files and HubSpot-side actions
Nested folders in your portal. File automation in HubSpot.
Browse nested folders in the example above. File copying and access sharing are managed through supported HubSpot-side actions and workflows.
PROJECT ORIONExample hierarchy
Deliverables
Approved files
Client handover Destination
Signed quotation.pdfCopy file
Inside HubSpot CRM
Your files, right inside the record.
Open WoodsPortal File Manager on a Contact, Deal or Ticket. Manage record-linked folders, generate public links and access files without leaving your CRM.
Explore the HubSpot app cardInteractive example
⌕ Find in HubSpot✦ Breeze AssistantNorthstar Systems ▾OverviewActivitiesIntelligence
File Manager
My Drive
Actions
Interactive reconstruction based on the supplied HubSpot app-card screenshots. Fictional records and local sample actions; no HubSpot records or files are changed.
01 Record-linked file folders02 My Drive and Shared Drive03 Public-link controls04 File preview and details
Files in CRM context
Business relationships. Not just folders.
Organize files inside a specific CRM record, then navigate to related business information through the associations you configure in HubSpot. Sales, service and operations can find the documents alongside the records they already use.
- A folder space for each supported CRM record
- Navigate connected records using supported association paths
- Respect configured record and file permissions
Connected HubSpot records
Northstar ManufacturingCompany
Factory upgradeDeal / Project
MaintenanceService Ticket
Compressor ZCustom object
Sharing that fits the relationship
A link when you need one. A portal when you need more.
Share a file or folder without giving every recipient an account, or bring recurring collaborators into a permissioned file workspace.
Share a public link.
Provide direct access to a selected file or folder. Set an expiration where appropriate and deactivate the share when it is no longer needed.
Give access through a portal.
Provide a branded, signed-in file experience, including a file-only portal. Bring customers into a HubSpot customer portal or partners into a HubSpot partner portal when collaboration is ongoing.
HubSpot workflow automation
Automate the handoff. Then the follow-up.
From closing a deal to sharing its files, WoodsPortal brings document operations into the HubSpot workflows your team already uses.
When someone views or downloads a file, keep the momentum going with a follow-up task, email or notification.
Two connected workflows. Prepare an organized file workspace, then respond to the activity it generates.
From closed deal to client-ready files
ENROLLMENT TRIGGERDeal stage: Closed wonStart when a deal reaches the agreed stage
FILE ACTIONCreate deal folderCreate a dedicated place for its documents
FILE ACTIONCreate nested foldersDeliverables / Approved files / Handover
FILE ACTIONCopy filesAdd the documents the team needs next
ACCESS STEPShare accessMake the relevant files available to the client
ResultAn organized, client-ready file workspace tied to the deal
From file engagement to the next CRM action
ENROLLMENT TRIGGERWoodsPortal file viewedContact-associated activity in HubSpot
HUBSPOT WORKFLOW ACTIONCreate follow-up taskAssign the next step to the record owner
HUBSPOT WORKFLOW ACTIONSend follow-up emailContinue the conversation with the contact
HUBSPOT WORKFLOW ACTIONNotify ownerKeep the team informed of engagement
Contact timelineViewed Project scope.pdf · Event logged
Illustrative sequences. Configure supported actions, enrollment and access rules for your HubSpot account.
Across your business
A place for every file that supports the work.
Sales
Files that move with the deal.
Keep specifications, quotes and deliverables in the Deal they belong to.
Service
Documentation in ticket context.
Give service teams a home for reports, photos and customer-facing material.
Operations
Documents around assets.
Organize manuals and inspection files around supported custom records.
External collaboration
File exchange that stays connected.
Let eligible clients and partners upload and access permitted documents.
Built on the HubSpot storage you have
Built on HubSpot Files. Connected to your CRM.
HubSpot File Manager stores your files. WoodsPortal File Manager adds record-linked folders, familiar file navigation and sharing, and supported workflow actions across sales, service and operations.
Organize and share operational documents alongside the CRM records and workflows that move your business forward.
HubSpot File ManagerUnderlying file storageStorage
WoodsPortal File ManagerFamiliar organization and sharingExperience
HubSpot CRM & WorkflowsRecord context and automationsBusiness
Good to know
Common questions about WoodsPortal File Manager.
Where are my files stored?
Files managed through WoodsPortal use the connected HubSpot File Manager. WoodsPortal adds the file-management interface, record context and supported sharing and automation capabilities. Some processing and application operations may use WoodsPortal infrastructure.
Can I use File Manager without creating a full customer portal?
Yes. For supported sharing workflows, you can share selected files or folders using public links. You can also configure a gated portal with a file-focused experience for collaborators who need ongoing access.
Can I organize files around Deals, Tickets and custom objects?
Yes, WoodsPortal supports record-specific file areas for configured standard and custom CRM objects. Multi-level related-record navigation depends on the chosen implementation, your HubSpot subscription and configured permissions.
Can HubSpot workflows respond to file views or downloads?
WoodsPortal supports file-related timeline events and workflow integration for eligible configurations. Contact-associated activity can be used for configured follow-ups. A contact association is not, by itself, proof of the anonymous recipient's identity.
Can I migrate all our files from Google Drive or OneDrive?
HubSpot Files can become the destination for supported CRM-centered documents. The right migration approach depends on file sizes, hierarchy, permissions, editing, versioning and any synchronization requirements. We recommend validating a representative workflow before moving an existing document library.
How is WoodsPortal File Manager different from HubSpot Sales Documents?
HubSpot Sales Documents helps sales teams share individual sales documents and track engagement. WoodsPortal File Manager uses HubSpot File Manager storage for CRM-record-connected folders and document operations across sales, service and operations, with configurable sharing and supported workflows.
What HubSpot subscription do I need?
Availability depends on the WoodsPortal implementation and the HubSpot features involved. Simpler REST-based experiences can support lower HubSpot tiers, while advanced nested multi-hop record relationships rely on eligible GraphQL access. Confirm the specific configuration and plan before deployment.
Make more of HubSpot
Keep the files. Keep the context.
Bring the documents behind your deals, service cases and projects into a workspace connected to HubSpot CRM.