The Best File Manager Structure for Your Hubspot Portal - #AgencyToolbox

Welcome to episode number 11 of Agency Toolbox. I'm your host, Gray MacKenzie. So back in, let's see, episode number seven and number eight, we talked about what file management tool you should use for your agency. And I talked about why for Guavabox, we chose Google Drive over Dropbox. And then in the following episode number eight, I walked you through the file structure that we have set up inside our Google Drive to manage our clients and our own business at Guavabox. Well, today, for those of you who are HubSpot users, I want to walk through file management inside of HubSpot. So that's what we're going to be diving into here is how to set up the best file management system inside your HubSpot portal. So let's go ahead and I'm going to take you over to the DO inbound HubSpot portal into our file manager first. And then we're going to look at what we've put together as the best way to manage your files inside of HubSpot. So here I am inside the Do Inbound File Manager and you can see that from our home folder. This is our root file, root folder, file. Here you can see the folders that we have. So we've got the free stock photos that comes default in every single HubSpot portal. And then you can see CTA email identity, images, offers, resources, scripts, social media, social, suggested images. And lastly, sadly, we made it on a page two video. What you don't see here is you don't see 50 pages worth of random files with random names that if you've been using Pub Spot for a while, you may, you may have in your portals right now or in your client portals. This is something that we ran into with Guavabox, where prior to having this file management structure, you'd have files all over the place. And the pain point that we're trying to solve here, there are two basic pain points, possibly three. The biggest one by far is how quickly can I go in and find the images that I need to find. I don't want to upload a million duplicates. I also don't want to spend five minutes searching around to find a file that I know should be in here, but I have no way of knowing how to find it. And every time I hit search, I can't find it. So that's pain point number one. Number two, we're looking at the user experience and also, and I'll throw in here number three, the SEO experience as well. So what are, how are your files named? How do they tell users and search engines exactly what's inside of them? So we're going to walk through a little bit of that here today in the structure that we have now. I can pull you guys down into any of these folders, but Ben Butler from the do in Bound team and myself worked together on creating this entire system and he wrote a very in depth blog post which I want to pull you over to. So this is called the structure for an awesomely organized HubSpot file manager. Ben put this together and these are he talks a little bit about the benefits, goes in and shows you exactly what it used to look like for us and then what it now looks like and then talks about the rules. So let's go over a couple of these rules real quickly. I'm going to link to this post, so I don't just want to read everything that's in here. I want to let you digest this and have a resource to access for this so you can share this with your team as well. And hopefully this is going to inspire you to change the way that you're using HubSpot File Manager right now or improve the process that you currently have. So first of all, we talked about file naming rules. So anything that you are uploading in there, especially images though for SEO purposes, also for the user experience, here's the best practice. Use lowercase letters, use hyphens, don't use spaces to break stuff up. So instead of having you can see this URL right now is an awesomely organized HubSpot file manager and everything's hyphenated. You don't see what you may see on other sites where you're seeing had we left a space here and HubSpot didn't treat it the right way, we might see the percentage mark, 20 percentage mark and that is the character for a space in URLs. So that obviously looks ugly and it's hard to understand what's going on there. You also aren't just seeing a string here where it's P equals 1, 2, 3, 4, 5 or something like that. You're seeing the actual file name. And the same thing should be true for your images or your other stuff. So use hyphens, use lowercase letters, keep the file name short three to four descriptive words and use the keywords to describe what the image is or what that file is. All right? Then we dive down. So with those principles in place and the same things are going to apply to our folder names where we want to use lowercase letters hyphens if we need to hyphenate something, but if we don't, because we value having it be short, because that's going to reduce the overall length of the URL for every single file that's inside of that folder. Typically it's just a single word, but we try and get our file managers down to a single page and I showed you there, where we just bleed onto the second page. But here is what the, what the folders are. So our free stock photos, we can't move this. This is what HubSpot has and they give us a bunch of photos in there that we can use for our design purposes. CTA so this is for every call to action image that we're creating in there. Email is going to command all of our email assets. Identity. This is kind of our brand identity resources. So logos and fonts, special icons, that type of thing. Images. This is the bulk of images that we're going to use. And this breaks down into a number of sub folders that we can walk through here in a moment. We've got offers, content offers. This might be a PDF, a video file, that type of thing. And they should be broken down probably into campaign name resources. So this might be something that's internal to your team. Scripts. We use this for JavaScript plugins that we're going to use that type of thing. Social and videos. So there's a picture that Ben put together and then here's the child folders that we have put together. So how we break things down even farther. So cta, then this is going to be. These are all going to be blog, email. So instead of the URL being some long unrecognizable thing, it's going to be doinbound.com blog or ctablog and then the image name itself.jpg or whatever that is. So there you can see the whole file management structure that we have, what we have set up. Ben walks you through exactly how to organize your structure inside of HubSpot and what it looked, what his experience was. Rearranging folders gives you some tips for how to do it. And that's really what I wanted to share with you here today is just this is something that you can do. It's got definite benefits, especially if you live inside your HubSpot portal and you're in there on an everyday basis. So if you're just opening up a new HubSpot, you're doing, you're going through your HubSpot setup for a client right now or for yourself or if, if that's not you, if you've been working with a client for a while and you've gotten to that point where it's painful to go find images, I would recommend taking a look at this and implementing it in there right away. The other thing is, if you set out a good structure like this, you can, with the processes that are laid out here, you can give this to somebody else to do. There's enough. With enough structure, you can delegate this efficiently to someone else to go in and, and clean up for you. So I would recommend that you also think about how could I do I hire a VA to do this? Obviously, you have to make sure it's somebody that you trust, but what's the best way to make this switch and accelerate our everyday lives and gain some of the SEO and user experience benefits from having our file manager optimized? All right, well, that's going to wrap up episode number 11 of Agency Toolbox. If you have any questions, shoot them over to me. Grayewembound.com Also, if you come up with a way to improve this system, I would love to hear about it and share that back with the community. All right, well, I will see you back here in episode number 12 where we talk about the best webinar solution for marketing agencies.