# Doc Man - Features - Automated Management

> Create folders and automate document workflows in HubSpot using CloudFiles.

## Automate HubSpot workflows

CloudFiles automates document management in HubSpot, from folder creation to linking files to HubSpot records.

[Book demo](https://meet.cloudfiles.io/hubspot?utm_content=hs-features-automated-management-hero) · [Get on HubSpot Marketplace](https://app.hubspot.com/ecosystem/45277447/marketplace/apps/cloudfiles)

*Loved and trusted*
Logos: Architecture Social, D & S Car Wash Supply, Lyka, HubSpot, We Are Here, Tenet Technologies, Taxolution Advisory, Neighbourhood, Trion Properties

## Automated management, by the numbers

Results reported by teams automating document workflows with CloudFiles.

- **500+** — Teams using CloudFiles to automate document workflows
- **75%** — Reduction in document chaos through automation

## File automation features in CloudFiles

CloudFiles automates file updates and triggers across HubSpot records.

### Workflow Actions

Workflow Actions

CloudFiles adds file and folder automation directly into HubSpot workflows, with no manual steps required.

- Create folders and sub-folders in connected storage automatically when a record is created
- Move files uploaded via HubSpot forms into specific cloud storage folders
- Link folders to the relevant HubSpot records using attachments

[Learn More](https://help.cloudfiles.io/hubspot/workflow-actions)

### File Triggers

File Triggers

CloudFiles uses file activity to start HubSpot workflows.

- Trigger actions when a folder or file is attached to a record
- Use property changes, such as the number of attached files, to trigger automation
- Trigger workflows when files are added to HubSpot records

[Learn More](https://help.cloudfiles.io/hubspot/workflow-triggers)

### Smart Segments

Smart Segments

CloudFiles builds HubSpot segments based on how contacts interact with files.

- Create segments of contacts who have viewed a proposal or brochure
- Filter leads based on how many times a document has been downloaded
- Categorize users based on scroll depth, time spent, or link activity

[Learn More](https://help.cloudfiles.io/hubspot/filtering-lists)

### Synced Properties

Synced Properties

CloudFiles syncs file activity back to HubSpot, so contact and deal records reflect current file engagement.

- See which document a contact viewed last and how many times
- See the last folder or file added to a record
- Use synced properties to trigger personalized emails or task creation

[Learn More](https://help.cloudfiles.io/hubspot/all-cloudfiles-properties)

### Custom Objects

Custom Objects

CloudFiles tracks document activity in HubSpot using a synced Custom Object.

- Log file views, downloads, and time spent per contact or deal automatically
- Link files and folders to custom object records for audit and tracking
- Use this data in reports, dashboards, and workflow automation based on file engagement

[Learn More](https://help.cloudfiles.io/hubspot/track-file-view-analytics-with-cloudfiles-custom-object)

### CloudFiles API

CloudFiles API

CloudFiles extends document management automation through its REST API, available on Enterprise plans.

- Upload files directly to the CloudFiles document library via API
- Create and link folders to CRM records using the attachments endpoint
- Move files into folders programmatically and update file metadata as needed

[Learn More](https://help.cloudfiles.io/api-reference)

## Used across industries

CloudFiles' document management supports marketing and sales workflows across industries.

- **Financial services** — Organize client and compliance documents into structured cloud folders, linked to HubSpot records for access and audits.
- **Technology & IT** — Manage project, onboarding, and client files by organizing them in external storage and linking them to deals and tickets.
- **Manufacturing** — Structure supplier, QA, and compliance documents in cloud folders connected to vendor records or production tickets.

## Getting started

- **Installation guide** — A 2-minute guide to setting up and getting started with the CloudFiles HubSpot integration. [Learn More](https://help.cloudfiles.io/hubspot/quJO-installation-guide-for-cloudfiles-HubSpot-integration)
- **Quick starts** — A list of help articles to help you quickly get started with common use cases. [Learn More](https://help.cloudfiles.io/hubspot/doc-management-quickstart)
- **Tutorials** — Detailed articles on various use cases that show how industry leaders use CloudFiles. [Learn More](https://help.cloudfiles.io/hubspot/tutorials)

## Loved by Teams. Backed by Results.

But don’t just take it from us.

> "CloudFiles was live in our HubSpot workflows instantly. Easy to use, solved all file-sharing issues, and the personalized support made onboarding effortless. Highly recommend!" — **Lauren Goldman, Lyka**

> "Best HubSpot-SharePoint integration! CloudFiles automates file management seamlessly. Super responsive team, fast bug fixes, and smooth workflow automation. Tried others—this is by far the best!" — **Ron Rosenwasser, Taxolution Advisory LLC**

> "CloudFiles revolutionized our file sharing with partners and investors! Eliminated access issues, seamless integration with HubSpot, and powerful engagement analytics." — **Carolyn Treviño Jenkins, We Are Here**

> "Best document tool for HubSpot! Easy to use, great analytics, and password-protected sharing. CloudFiles simplifies document management and tracking effortlessly." — **Chris Moore, HubSpot**

> "CloudFiles delivers precise file tracking! HubSpot integration helps us capture views, and the insights we get are invaluable for understanding audience engagement." — **Ken Underhill, D&S Car Wash Supply**

> "CloudFiles is perfect for sales! Finally, a document control tool that works flawlessly in HubSpot. The ability to turn off downloads is a game-changer!" — **Trav White, Neighbourhood**

> "Essential for recruiters! CloudFiles transforms CV sharing in HubSpot with trackable links instead of attachments, making client interactions seamless and efficient. A game-changer for recruitment!" — **Stephen Drew, Architecture Social**

> "CloudFiles makes content gating seamless! Easy-to-use multiple URLs for tracking, deep HubSpot integration, and a super responsive support team make it a must-have tool!" — **Frank Bocchino, Trion properties**

> "CloudFiles is the best document tool for HubSpot! It’s intuitive, provides deep viewing analytics, and outperforms HubSpot's native file tools with precise tracking." — **John Wu, Tenet Technologies**

## Stay compliant & secure.

CloudFiles is independently audited for SOC 2 Type II, certified to ISO 27001, and compliant with HIPAA and GDPR. Data residency is supported in the US, EU, UK, and AU. Your files stay in your own storage — CloudFiles never re-hosts them — and are not used to train our AI models.

Certifications: SOC 2 Type II, HIPAA, GDPR, ISO 27001

[Security overview](/security)

## Why automate file workflows in HubSpot?

**Q: 1. Eliminate repetitive tasks**
Routine file tasks like creating folders or sharing links take up time and are often missed.

- Automatically create folders, generate links, or copy files when records are updated
- Set consistent naming and folder structures to reduce confusion

**Q: 2. Deliver consistent customer communication**
Delays in sending or requesting files interrupt momentum with customers.

- Share onboarding docs, contracts, or support guides automatically based on record events
- Keep communication timely without manual steps

**Q: 3. Scale processes across teams**
As operations grow, managing file actions across teams and tools becomes harder to coordinate.

- Create automation templates that work across sales, marketing, onboarding, and support
- Connect multiple cloud storages without adding process complexity

## Built for every HubSpot team

One platform, tailored to how each team already works in HubSpot.

- **Sales** — Auto-create deal folders, generate on-brand proposals and contracts from deal data, and share them as trackable links with e-signature via DocuSign, all without leaving HubSpot. [Explore for sales](https://help.cloudfiles.io/hubspot/sales-and-service-users-quick-start)
- **Marketing** — Share collateral across web, social, ads, and email while collecting personalized analytics, even without gating content, then segment and score leads using HubSpot lists and workflows. [Explore for marketing](https://help.cloudfiles.io/hubspot/cms-and-marketing-users-quick-start)
- **Service** — Automate folder and file operations tied to service records, and securely collect documents from customers with file requests that transfer straight to your connected cloud storage. [Explore for service](https://help.cloudfiles.io/hubspot/sales-and-service-users-quick-start)

## HubSpot automated management FAQs

**Q: What can CloudFiles automate in HubSpot?**
CloudFiles automates folder creation, file linking, file transfers from HubSpot forms, list segmentation based on file activity, and property syncing back to HubSpot records.

**Q: Can CloudFiles create folders automatically when a HubSpot record is created?**
Yes. CloudFiles workflow actions can automatically create folders and sub-folders in connected storage when a record is created, and link those folders to the record using attachments.

**Q: Can HubSpot workflows be triggered by file activity?**
Yes. CloudFiles file triggers start workflows when a folder or file is attached to a record, when a tracked property changes, or when files are added to a record.

**Q: Can I build HubSpot segments based on how contacts engage with files?**
Yes. CloudFiles smart segments can group contacts who have viewed a specific document, filter leads by download count, and categorize users based on scroll depth, time spent, or link activity.

**Q: Does CloudFiles sync file activity data back to HubSpot records?**
Yes. CloudFiles synced properties show which document a contact last viewed, how many times, and the last folder or file added to a record, which can trigger personalized emails or tasks.

**Q: Can I track file engagement for reporting and dashboards?**
Yes. CloudFiles logs file views, downloads, and time spent per contact or deal using a synced Custom Object, and this data can be used in reports, dashboards, and workflow automation.

**Q: Does CloudFiles offer an API for custom automation?**
Yes. The CloudFiles REST API, available on Enterprise plans, supports uploading files to the document library, creating and linking folders to CRM records, and moving files or updating metadata programmatically.

**Q: Can automation move files uploaded through HubSpot forms?**
Yes. CloudFiles workflow actions can move files uploaded via HubSpot forms into specific cloud storage folders automatically.

## Book Your Personalized Demo

You are one Click Away from Smarter Docs. Join 500+ teams using CloudFiles to streamline workflows, cutting document chaos by 75% while saving hours every week.

[Book a Demo](https://meet.cloudfiles.io/hubspot?utm_content=hs-features-automated-management-footer)