Quick tipHow toSales Hub

HubSpot documents: share files with contacts and see who opened them

Files in the file manager do not track views. Documents do. That is the main reason to use them.

Subscription
Sales Hub; access limits on documents need Sales Hub or Service Hub Professional or Enterprise
Permissions
Sales access
Time
4 min · Beginner
Last verified

Short answer

Sales, Documents stores PDFs, PowerPoint and Word files you share with contacts. HubSpot tracks views when you share a document and notifies the sender. You can require recipients to enter an email before viewing, allow download, and show a link preview. When a document link goes in an email template, you must tick Require email to view document to track views. My demo portal shows a limit counter of 0 of 5,000 documents.

1. The tool

Open Sales > Documents. My demo portal has none yet.

Documents page with 0 of 5,000 created, New folder and Upload document buttons
The document count (1) and Upload document (2).

2. Tracking options

  • Require email to view: recipients enter an email first, so views tie to a person.
  • Allow download: off if you want them to read it in the viewer only.
  • Include link preview: shows a preview in the email body.
  • In email templates, tracking only works with Require email to view ticked.

3. Documents versus files

HubSpot's file manager article says views cannot be tracked from the files tool. Use Files for images and assets in content, and Documents for anything you send to a prospect and want to follow up on.

Sources

New field notes by email

One email when a new article publishes.

Still stuck?

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