How to Archive, Delete, or Restore Files in HubSpot

If your HubSpot file manager feels like a digital junk drawer, you are not alone. Over time, assets from countless emails, landing pages, and campaigns pile up. Before long, you are spending more time digging for logos, PDFs, or banner images than executing strategy.

Without a regular system for managing outdated files, marketing slows down. Sales shares outdated collateral. Service teams confuse customers with visuals that no longer match product interfaces. Storage balloons, and performance suffers.

You need a clear, repeatable method to archive outdated content, delete irrelevant content, and restore valuable content. 

This guide walks you through exactly how to do that inside HubSpot, so your teams stay efficient, your content stays relevant, and your portal stays lean.

Managing File Lifecycles in HubSpot

At the heart of HubSpot’s content file storage is the File Manager, located under Marketing > Files and Templates > Files. It holds every image, video, document, and media asset used across HubSpot tools. 

Each file gets a unique URL via HubSpot’s Content Delivery Network (CDN), allowing it to be displayed in workflows, emails, and web pages.

Here is how each action affects your files:

• Archive: Removes a file from the main file list without deleting it. Think of this as a way to tidy up your work surface while keeping older materials in a drawer that is reachable but out of the way.
• Delete: Permanently removes a file from HubSpot and immediately breaks any live URL pointing to it. If it is used on a landing page or in an email, that visual asset disappears.
• Restore: Brings back an archived or recently deleted file to its original place, complete with its previous URL and linked metadata as long as it is within HubSpot’s retention window.

Understanding how each of these tools functions is key to managing content across your marketing, sales, service, and operations workflows without breaking links or losing useful assets.

How It Works Under the Hood

Every file you upload to HubSpot’s File Manager also gets metadata attached, including storage location, online link, filename, file path, and any associations with existing content. This metadata enables smooth integration across your campaigns, websites, and CRM assets.

Archiving:

• HubSpot places the file in an “Archived” state
• It no longer appears in standard search results unless you apply the Archived filter
• The file still exists at its original URL so any campaign already using it keeps working

Deleting:

• Before deletion, HubSpot checks whether the file is actively in use
• If so, you will see a warning. You can still delete it, but doing so will break visuals on live content
• Deleted files move to a “Recently Deleted” area where they stay temporarily before being wiped permanently

Restoring:

• If the file is still within its retention period, it can be restored from either “Recently Deleted” or “Archived.”
• Restoration puts it back in its original folder with full metadata and the same live URL

This structure offers flexibility. You can remove clutter without risking accidental deletion of critical assets.

Main Uses Inside HubSpot

Marketing Asset Management

If you are running multiple campaigns each quarter, files accumulate fast, from hero images to gated content PDFs. Rather than risking deletion of potentially reusable materials, you can archive seasonal or completed campaign assets to keep your workspace focused.

Example:
After wrapping up your Q1 product launch, archive the related folders. You retain access for future reference or historical reporting while ensuring Q2 materials are front and center during campaign execution.

CRM and Sales Collateral Storage

Sales teams rely on up-to-date resources, so old one-pagers and pitch decks can quickly become liabilities. You need to keep your asset library current without making hasty deletions that might be reversed.

Example:
Your sales team updates a proposal deck but you are unsure how the new version will land. Archive the old file and monitor performance. If the new version needs tweaks, restoring the original takes just seconds.

Service and Knowledge Content Tracking

Support articles often include screenshots or visuals that tie into your product’s UI. When interfaces are redesigned, visuals need updates, but customer familiarity sometimes lags behind.

Example:
After updating a help article with new screenshots, archive the originals. If customers get confused or request visuals that match their current screen, your team can quickly restore them as a temporary backup.

RevOps and Data Storage Management

Your ops team has to keep the engine running. That means optimizing for speed, cleanliness, and structure. Unused files clog up audits and inflate storage over time.

Example:
During quarterly reviews, your RevOps lead identifies unused assets that are older than 6 months. They move them to the archive first, then delete those that remain untouched another quarter later. This prevents clutter while avoiding premature data loss.

Common Setup Errors and Wrong Assumptions

• Thinking “archive” and “delete” mean the same: Archiving is reversible and invisible to users unless filtered for. Deleting permanently removes the file. If a file might be necessary again, archive it instead.
• Deleting without running a usage check: If a file is still used in a live asset, deleting it breaks that page or email. Always click on the file name and check usage before removal.
• Uploading without folder structure: Without a naming or folder system, your team wastes time later trying to locate files. Adopt folders by campaign name, year, or department before uploading new content.
• Mismanaging user permissions: Deleting or restoring files requires “Edit and Manage Files” access. If your team lacks the right roles, you will hit frustrating roadblocks. Adjust this under Settings > Users & Teams.

Step-by-Step Setup or Use Guide

Before you get started, check that:

• Your user role has Content or Admin-level access
• You have opened the correct HubSpot account with File Manager enabled
• You have permission to manage files

To Archive Files:

1. Navigate to Marketing > Files and Templates > Files
2. Use the search bar to locate your file
3. Select the checkbox beside the item
4. Click the More menu
5. Choose Archive
6. You will no longer see it in the main file list
7. Apply filters to locate archived files if needed later

To Delete Files:

1. Search for the file by name within File Manager
2. Open the file details and confirm it is not in use
3. Select the file checkbox
4. Click Delete
5. Confirm in the pop-up window
6. The file moves to “Recently Deleted” for a short time before being permanently erased

To Restore Files:

1. Head back to Marketing > Files and Templates > Files
2. Use Filters to select “Recently Deleted” or “Archived”
3. Find the file and select it
4. Click Restore
5. The file returns to its original folder and is ready to use

These steps let you build an ongoing cleanup rhythm that keeps content tidy, searchable, and deployment-ready.

Measuring Results in HubSpot

• Storage usage trends: Use the File Manager overview to monitor total storage. A downward trend after scheduled cleanups confirms your archiving and deletion efforts are working
• Link health reviews: Broken image links in emails or landing pages are a clear sign something was wrongly deleted. Use HubSpot’s Performance tools to catch and resolve these issues fast
• Audit frequency: Build a custom property or internal dashboard to track whether teams are completing asset cleanups on schedule. This helps reinforce long-term habits
• Restoration request volume: Fewer retrievals after you have trained your team and set clear rules point to better, more confident file decisions across departments

Use dashboards to roll these metrics up into your quarterly portal reviews and show leadership the tangible value of behind-the-scenes cleanup.

Short Example That Ties It Together

Imagine your marketing hub holds more than 5,000 images, most from years of social posts and campaign pages. Your portal slows, and locating the right file becomes a daily frustration.

A HubSpot admin audits the unused assets, identifies duplicates and obsolete graphics, and archives anything older than 12 months. After 60 days without any restore requests, they delete archived content in batches.

The result? A 40% drop in asset count, faster performance, and major time savings during campaign builds. When a teammate needs a historic image later, they just apply the Archived filter, restore the asset, and drop it into today’s project, no re-upload or workaround required.

How INSIDEA Helps

INSIDEA also offers the opportunity to hire HubSpot experts to ensure your file systems and cleanup workflows are built right and scale with your business. We create folder structures that mirror your campaigns, set retention timelines that reflect your campaign cadence, and configure permissions that protect content without slowing creativity.

Here is how we support you:

• HubSpot onboarding: Launch with the right file setup from day one
• HubSpot management: Continuous upkeep to prevent data sprawl
• Automation support: Trigger automatic cleanups or archiving from metadata
• Reporting and CRM alignment: Audit what is used, not just what is stored
• Content file organization: Get your taxonomy under control before it slows you down

If you are looking to simplify your HubSpot file ecosystem without losing institutional knowledge, visit INSIDEA  to connect with our specialists.

Keep your HubSpot files lean, accessible, and future-ready so you can move faster, stay consistent, and never miss a beat across teams.