HubSpot Custom Workflow Guide: How to Auto-Recommend Files with Generative AI

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Detail

Purpose of the Action

The primary purpose of this action is to take a specified query (a search term), use Generative AI to interpret and expand upon it, and then search the HubSpot File Manager for the most relevant files.

The ultimate goal is to retrieve a list of recommended file details (File Name, File ID, and Public URL), which can then be used in subsequent workflow actions (like sending emails, updating properties, or creating tasks).

Common Use Cases

This AI-powered search feature can significantly advance your marketing and sales automation.

Personalized Content DeliveryA contact submits a form with "Topic of Interest" = "shortcake." The workflow runs this action with the query "shortcake," retrieves the URL for "shortcake-recipe.pdf," and automatically sends a follow-up email with that specific URL embedded as a personalization token.
Smarter Sales EnablementA contact's industry is "Manufacturing" and they view a key product page. The workflow queries "manufacturing case study" and retrieves multiple relevant files (e.g., "Case Study A.pdf," "Case Study B.pdf"). It then creates a task for the sales rep: "Follow up with [Contact Name]. Here are some relevant files: [File URL 1], [File URL 2]."
Automated Internal Notifications & Knowledge SharingA contact submits a "cancellation" request. The workflow queries "cancellation process manual," finds the latest internal PDF guide, and posts a Slack message to the support channel: "[Contact Name] requested cancellation. Related manual: [File URL]."

Step-by-Step Guide

Step 1: Add the Action (0:04 - 0:09)In the workflow editor, click the "+" icon. The left sidebar opens, and the user selects the installed custom action (e.g., "Custom Workflow Professional v2").

Step 2: Select "File Recommend Action" (0:10 - 0:12)From the app's list of actions, click "File Recommend Action."

Step 3: Configure AI Recommendation Criteria (0:13 - 0:33)In the action's setup panel on the left, you define the AI search parameters.

AI-powered Query:This is the core search term (e.g., "cake"). This can be a static value or a dynamic contact property token (e.g., the value from a "Topic of Interest" property).
Expansion Level:Choose "Narrow" or "Wide." "Wide" uses AI to generate related keywords (e.g., for "cake," it might add "recipes," "dessert") to broaden the search. "Narrow" sticks closely to the query.
Max Results:Specify the maximum number of files to return (up to 6 maximum).
Folder IDs / File Path:Optional fields to narrow the search to specific folders in your File Manager.

Step 4: Save Configuration (0:34 - 0:36)Click the "Save" button to complete the action setup.

Step 5: Run Workflow & Check History (0:37 - 0:42)The workflow is turned on and run. In the "History" tab, the "File Recommend Action" shows as "Action succeeded."

Step 6: Review the Outputs (0:43 - 0:49)This is the most important part. The log details (right panel) show the "OUTPUTS" retrieved by the AI.

general-categories: The AI-expanded search terms (e.g., cake, cake recipes, cake...).
recommended-File1: The file name of the 1st recommendation (e.g., short cake).
recommended-FileId1: The File ID of the 1st file.
recommended-FileUrl1: The public URL of the 1st file.
recommended-File2: The file name of the 2nd recommendation (e.g., chocolate cake).
recommended-FileId2: The File ID of the 2nd file.
recommended-FileUrl2: The public URL of the 2nd file.
(...and so on, up to Max Results).

[IMPORTANT] How to Use the Retrieved File Information

This action only gets the file information. As shown in the second half of the video (0:50+), you must use these outputs in a subsequent action.

Example: Saving the File URL to a Contact Property

Add a Follow-up ActionAfter the "File Recommend Action," add a standard HubSpot action like "Set property value" (shown as Edit record in the video).
Choose a PropertySelect the contact property you want to update (e.g., "Recommended File URL 1").
Select the Data SourceIn the value field, click the "Choose data variable" icon, then go to "Action outputs" > "1. File Recommend Action."
Choose the TokenYou will see the full list of outputs from Step 6. Select the token you want to use (e.g., Recommended File URL 1).

You have now saved the AI-recommended file URL to the contact's record. This property can be used in follow-up emails, tasks, or other automations.

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FAQ

Is this "File Recommend Action" a standard HubSpot feature?

No, it is not. This is a custom action that becomes available by installing a third-party app called "Custom Workflow Professional v2." Its key difference from standard search is that it uses Generative AI to interpret the search query and expand it to include related terms (e.g., from "cake" to "recipe") when searching the file manager.

Can I only use fixed text for the search query (e.g., "cake")? Or can I search dynamically based on what a contact entered in a form?

Yes, you can search dynamically. That is the most common use case for this action, as explained in the "Main Use Cases." In the "AI-powered Query" input field (Step 3), you can set a property token from the contact enrolled in the workflow (e.g., [Topic of Interest] property), in addition to fixed text.

When this action runs, does it automatically email the file it found (e.g., short-cake.pdf) to the contact?

No, it does not automatically send an email. As emphasized in the article's "【Important】How to Use the Retrieved File Information" section, this action's only job is to search for and output the file's information (name, ID, and public URL). To send an email containing the retrieved URL (like recommended-FileUrl1), you must add a standard HubSpot action, such as "Send marketing email," after this custom action and use this action's output value as a personalization token in the email body.

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