How and Where to Attach Files

How and Where to Attach Files in HubSpot

How to correctly attach files, when to use each attachment type, and important best practices.

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Why Attach Files in HubSpot?

Attaching files keeps key information in one place so teams can quickly access documents that support customer conversations. This improves internal collaboration, reduces delays, and helps deliver faster, more informed responses to customers.

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Best Practices When Using HubSpot (Knowing D365 Is the System of Record)

HubSpot is used for visibility and collaboration, not compliance or official documentation storage. Follow these rules:

✔ Upload Final Versions to D365

HubSpot attachments are for convenience only.
The official, permanent file record must live in D365.

✔ Use HubSpot for Working or Collaborative Files

Attach:

• Drafts

• Quotes

• Presentations

• Temporary versions supporting active conversations

✔ Reference D365 in Notes or Tasks

Example:
“Final contract stored in D365 under Opportunity #12345.”

✔ Avoid Sensitive or Compliance Documents

Regulated or confidential files should remain only in D365.

✔ Use Clear File Names

Best practice:
Proposal_Q4_2025.pdf
Include dates, version numbers, and descriptive titles.

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General Best Practices for Attaching Files in HubSpot

• Use clear, descriptive filenames

• Attach files directly on the relevant record (Contact, Company)

• Use @Mentions in Notes to notify teammates

• Keep attachments grouped with the context in which they matter

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How to Attach a File to a Logged Call

1. Open the record (Contact or Company).

2. Click Log a Call (from preview) or Log Call in the activity panel.

3. Add call notes in the editor.

4. Click the paperclip icon to attach a file.

5. Choose Upload file or Browse files from your HubSpot file manager.

6. Verify that the file appears below the editor.

7. Click Log call to save the call and attachment.

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How to Attach a File to a Note (and Use @Mentions)

Quick Tip:
@Mentions notify teammates in HubSpot (and by email, depending on settings).

Note: You will not receive a notification if you mention yourself.

Steps:

1. Open the Contact or Company record.

2. Click Note in the activity panel.

3. Type your note.

4. Click the paperclip icon to attach a file.

5. Upload a new file or choose an existing one.

6. Confirm the file appears below the note.

7. To notify a teammate, type @ + their name and select them from the dropdown.

8. Click Create note to save.

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How to Attach a File to an Email (Manual Email Logging)

If your Outlook inbox is connected, emails sync automatically and require no extra steps.

Manually log an email only when:

• The email was sent from an unconnected account (Gmail, Yahoo, personal email)

• You sent it from a mobile app or shared inbox

• You need to attach supporting files for team reference

Steps:

1. Open the Contact or Company record.

2. From the preview card, click Log an Email, or select Log Email in the Activities tab.

3. Type the email content.

4. Click the paperclip icon.

5. Choose Upload file or select a file from the HubSpot file manager.

6. Confirm the file appears below the editor.

7. Click Log Email.

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Important Limitation: Tasks Cannot Have Attachments

HubSpot tasks do not support attachments.

What to do instead:

• Attach files to a Note or Logged Call

• In the task description, reference where the attachment lives

  • Example: “See note dated 2025-06-05 with proposal.pdf attached.”

Summary:

• ✔ Tasks = No attachments

• ✔ Notes = Attach files + @Mentions

• ✔ Calls = Attach files

• ✔ Emails = Attach files when manually logged

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Quick Reference: Notes, Calls, Emails, Tasks