Linking Attachments in HubSpot Emails: A Guide (4 Steps)

Jason Gong
June 6, 2024

Upload files to HubSpot's File Manager, then embed links in your email.

By the way, we're Bardeen, we build a free AI Agent for doing repetitive tasks.

If you're using HubSpot, check out Bardeen's HubSpot email automation. It helps automate tasks like linking attachments and managing permissions, saving you time.

Adding attachments to your HubSpot marketing emails can be a great way to provide additional value to your subscribers and improve engagement. In this step-by-step guide, we'll walk you through the process of uploading files to HubSpot's File Manager, embedding attachment links in your email content, managing file permissions, and tracking engagement on your attached files. By following these best practices, you can optimize your email campaigns and ensure that your attachments are easily accessible and secure.

Optimizing File Access in HubSpot Emails

Using HubSpot's File Manager is crucial for storing and managing documents for your email marketing campaigns. It ensures that your attachments are easily accessible and properly organized. Here's how to optimize file access in your HubSpot emails:

  1. Upload files to the File Manager by navigating to Marketing > Files and clicking "Upload files".
  2. Once uploaded, you can organize your files into folders for better management.
  3. To generate shareable links for email inclusion, simply click on the file name and copy the "Shareable link".

By hosting your email attachments in HubSpot's File Manager, you can ensure that they are always available and easily trackable. Plus, you can control who has access to your files by setting permissions, adding an extra layer of security to your HubSpot email automations.

Embedding Links for Attachments in Email Content

To insert file links into your HubSpot marketing emails, follow these steps:

  1. In your email editor, place the cursor where you want to add the link.
  2. Click the "Insert/edit link" button in the toolbar.
  3. Paste the shareable link you copied from the File Manager into the "URL" field.
  4. Customize the link text to make it clear and engaging for your recipients (e.g., "Download our latest whitepaper").
  5. Click "Insert" to add the link to your email.

Best practices for link text include:

  • Keep it short and descriptive
  • Use action-oriented language (e.g., "Download," "Access," "Get email attachments")
  • Highlight the value of the attachment

By following these steps and best practices, you can ensure that your email attachments are easily accessible and trackable, while also improving click-through rates and user engagement.

Using Bardeen workflows can save time and optimize your email marketing. Try automating email tasks for better productivity.

Managing Email Attachments' Permissions and Visibility

To set and manage permissions for files attached to emails in HubSpot:

  1. Navigate to your HubSpot File Manager.
  2. Locate the file you want to manage permissions for.
  3. Click the "Edit permissions" button next to the file.
  4. Choose from the following options:
    • Anyone with the link can view
    • Only users in your account can view
    • Specific users can view
  5. Save your changes.

It's important to carefully consider file permissions in the context of email marketing and data security. By default, anyone with the link to a HubSpot-hosted file can view it. To protect sensitive information, restrict access to only authorized users or specific individuals as needed.

Proper file permissions management helps prevent unintended access and supports compliance with data privacy regulations. Regularly review and update permissions, especially when team members change or access requirements evolve.

Tracking and Analyzing Engagement on Attached Files

HubSpot's analytics tools allow you to track interactions with email links, including open rates and downloads. To view this data:

  1. Navigate to your email's performance page in HubSpot.
  2. Review the "Opens" and "Clicks" metrics to see how many recipients engaged with your email.
  3. Click on the "Clicks" metric to see a breakdown of which links were clicked, including those for attached files.

Use these insights to optimize your email content and improve engagement with attachments:

  • Test different link text and placement to encourage more clicks and downloads.
  • Experiment with various file types and formats to see which resonate best with your audience.
  • Segment your email lists based on attachment engagement to deliver more targeted content.

By regularly reviewing and acting on attachment engagement data, you can refine your email marketing strategy and drive better results from your campaigns.

Use Bardeen's automation to automate email tasks or save attachments automatically. Save time and focus on important work.

Automate Your HubSpot Email Tasks with Bardeen

While attaching files directly to HubSpot marketing emails is not supported, managing your email attachments and related tasks can be streamlined and automated using Bardeen's integrations, such as Google Mail and OpenAI, alongside HubSpot. Automations can save time, reduce manual work, and enhance the efficiency of your email marketing efforts.

  1. Create a HubSpot ticket, when an email is forwarded: Automate the creation of HubSpot tickets from forwarded emails, ensuring no request or important communication is missed.
  2. Create a HubSpot Ticket from the currently opened email: Use OpenAI to analyze and summarize the content of an opened email, automatically creating a HubSpot ticket. Ideal for support teams looking to improve response times and manage issues efficiently.

Explore these automations to enhance your marketing strategies by downloading the Bardeen app.

Automate HubSpot Email Tasks with Bardeen

Bardeen's AI Agent can save you time by automating repetitive HubSpot email tasks.

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