Uploading and Managing Email Assets in HubSpot

Learn how to upload and manage images, PDFs, and other files in HubSpot while maintaining a clean, organized file library that can be reused across emails, files, campaigns, etc.

NICA Support Team
18 steps
4 minutes

HubSpot

Hubspotpreview-Na1

Before You Upload

Tip! Ask yourself: - Does this file already exist? - Am I replacing an existing file? - Should I reuse an existing asset? - Is this a one-time email image or a long-term marketing asset?

Naming Conventions

Tip! Use dashes. Dashes are better than spaces in file names or words because when a URL is created it will separate all the words. You have control over the URL naming convention if using dashes. A few best practices we recommend and talked about in Training #4: - Include your league name so files are easy to identify across NICA - Use hyphens (-) instead of spaces or underscores. Hyphens create cleaner, more readable URLs and are generally better for search engines. - Use descriptive names so it's immediately clear what the file contains. - If the file will be published through HubSpot (website, email, downloadable PDF, image, etc), double check the file name before it is shared publicly, since the file name becomes part of the URL.

**GOOD FILE NAMES:** - NICA-Annual-Report-2026.pdf - Kentucky-Trail-Groundbreaking-Hero.jpg - Indiana-League-Race-1-Flyer.pdf - Coach-Education-Level-1-Checklist.pdf **AVOID:** - image1.jpg - IMG_4829.jpg - Flyer Final.pdf - new version FINAL FINAL.pdf - Screenshot 2026-07-20.png

Uploading Directly in Files

Leagues should always upload files to their league folders, using the following pathway: **WEB-ASSETS > \[LEAGUE\]** Here's how...

Navigate to FILES from your CONTENT Menu

Open the "Web-Assets" folder.

Access your "league" ex., "Indiana" folder.

Open the Folder you want to insert your new file. Example - "Indiana-Email-Images" folder. You can also 'Create' a new folder where further organization is needed and nest inside these folders within your league.

Click "Create or upload"

Click "Upload files"

Choose the file you wish to upload from your computer.

Click the newly uploaded image to open its configuration.

How to Rename Your File

Click this field.

Type your appropriate naming convention. Example, "Indiana-July-Header-Newsletter" Recall best practices: - Include your league name so files are easy to identify across NICA - Use hyphens (-) instead of spaces or underscores. Hyphens create cleaner, more readable URLs and are generally better for search engines. - Use descriptive names so it's immediately clear what the file contains. - If the file will be published through HubSpot (website, email, downloadable PDF, image, etc), double check the file name before it is shared publicly, since the file name becomes part of the URL.

Ensure the accurate domain is selected "indiana.nationalmtb.org" from the domain dropdown.

Uploading Inside Email Builder

Tip! When uploading directly into an email, HubSpot still stores that file in the Files tool. Recommend: - Choose an existing file whenever possible. - If uploading a new one - Rename it. - Move it to the correct folder after upload done.

Navigate to Marketing > Email and create a new email draft or Open an Existing email.

Click the image you want replace or add in your template.

Click "Replace" on the image module within the email editor.

Navigate to the image or folder you want to pull your image from (best practice to upload first) in Files not in the Email editor.

Click your league folder.

Click the location you saved your image or file to.

You can choose the image you want to insert/replace.

Header Title

Tip! Images Recommendations: - Optimize before upload - JPEG for photos - PNG for logos - Don't upload: - 10 MB phone photos - Huge originals PDF Recommendations: - Name correctly - Replace existing versions - Don't create duplicate copies.

Public Versus Private

Alert! Public vs Private Some files should be public while others private Examples: Public - PDFs - Images - Flyers Private - Internal docs - Sensitive information

Quick Checklist

Before uploading ✔ Search first ✔ Correct folder ✔ Correct filename ✔ Replace if existing ✔ Optimize image ✔ Verify public/private ✔ Test links