If you aspire to scale your business, it is important to manage all your files and brand assets properly. With time, as your business grows, so does your database and its security concerns, along with the need to extract data easily when needed. Thus, you need to make sure that your files are managed and stored in a way that you can easily retrieve them and also restrict access to them if and when necessary.
Addressing the concern of marketers, HubSpot released an update in March, giving more control over file management within HubSpot. Now they released another update that allows their users to determine if a file in the files tool will be publicly accessible or not. HubSpot also aims to offer bulk management for file visibility, improved search options, and also files user permissions.
To better understand each of the new updates and how you can leverage them within HubSpot, keep reading:
Bulk management for file visibility
The new feature of HubSpot enables you to move, delete, and export files or folders of files in bulk. “Now that you can manage file visibility within the file manager as well, we’ve added a new option to manage in bulk whether or not your files are accessible to all, or only available internally,” states HubSpot.
How to get started?
- First, you need to open your files tool and select the files and folders you would like to modify.
- Then, click on the “file visibility bulk management” button to update the file visibility settings and confirm the changes.
Improved search
With an option to search for a specific file by filtering the entire collection of files within HubSpot, this new update will make the life of heavy files tool users much easier. The new feature makes data searching easier and faster, giving marketers more time to focus on other important areas of marketing.
How to get started?
- Simply go to the files tool and search for a specific file.
- It will promptly appear on your device and you can easily access and make necessary changes within the file.
File user permissions
Giving edit access to files to all the HubSpot users within your organization can impose security threats to your database. You would rather want to have control over how much accessibility you want to provide to each user. HubSpot’s new feature in terms of file user permissions enables you to decide who can access your files and to what extent.
“With this update, admins can now easily manage these permissions for all users, so everyone on your team has only that access which is needed to get their job done,” adds HubSpot. But remember, since the files permission is independent of other marketing tool permissions, turning off Marketing Access for a user will not remove their file write permissions.
How to get started?
- To manage a user’s files permissions, you will need to navigate to Settings > Users & teams and click the edit button next to the name of the user whose permission you wish to manage.
- Open the Marketing tab and scroll down to find Files toggle to toggle the Files option on or off.
- Finally, save it and your HubSpot file access will totally be under your control.
These three HubSpot updates to improve speed and permissions for file management within it are now live to all HubSpot users that have access to the files tool. Managing the data within your system was never this easy. So leverage the recent benefits in marketing by HubSpot and witness a rapid growth not only of your marketing team, but the entire business.
