How to Search for Files in HubSpot Workflows (Using Custome Workflow Business v2)

Purpose

The primary purpose of this workflow action is to search for a specific file within HubSpot's "Files" tool (File Manager) and retrieve its information (such as File ID, File URL, File Name, etc.).

The search can be performed based on a keyword (query) found in the file's name or its description.

Use Cases

This feature is useful when you need to dynamically retrieve specific file information within a workflow and use it in subsequent actions.

• Sending Personalized Materials: Search for a document (e.g., PDF) using a keyword that matches a contact's interest, and then insert the retrieved fileUrl into an automated email.
• Linking Contracts or Invoices: Search for files saved with a specific naming convention (e.g., "[Customer Name]_Contract") and save the retrieved fileId or fileUrl to a custom property on the contact or deal record.
• Copying File Info to Properties: Search for a specific file and automatically update a contact's "Last Document Sent" property with the file's name.

Setup and Execution Steps (As seen in the video)

The video shows the process of searching for a file named test1 in the File Manager and retrieving its details (ID and URL).

Step 1: Check Data Before Execution

• Open HubSpot's "Files and Templates" > "Files" screen.
• Confirm that the target file, test1, exists.
• Open the file's details and confirm that it has a "Description" of test description. This action can search the description field as well as the file name.

Step 2: Check Workflow and Trigger

• Navigate to the workflow editor.
• For demonstration purposes, the trigger (enrollment criteria) is set to activate when the "Event Date" property value is changed.

Step 3: Add the Custom Action

• Click the "+" icon in the workflow to add a new action.
• From the action selection panel, choose "Custome Workflow Business v2" from the "Integrated apps" section.

Step 4: Select the Action

• From the list of custom actions that appears, select "File Search Action."

Step 5: Specify the Search Criteria

• The configuration screen for "File Search Action" opens.
• File name/description query: Enter the keyword you want to search for. In the video, test1 is specified. You can use fixed text or a property token here.
• File type: (Optional) Select to narrow the search to a specific file type (e.g., PDF, PNG).
• Folder: (Optional) Select to narrow the search to a specific folder.

Step 6: Activate the Workflow and Confirm Execution

• The "1. File Search Action" is added to the workflow.
• Activate the workflow ("Workflow is On") and perform the action that meets the trigger criteria.
• Navigate to the "Enrollment history" tab and click on the execution history for the enrolled contact (Brian Halligan).

Step 7: Verify the Final Result

• The execution "Event details" will appear on the right side.
• The action is shown as "Successful."
• In the "Action outputs" section, you can confirm that the fileName, fileId, and fileUrl have been correctly retrieved as values.
• These output values can then be used in a "Set property value" action to save to a contact's properties or be used to personalize marketing emails.

‍