The "Change File Access via Form Generated URL" action within the Access Actions App by Integration Glue allows you to modify the access level of a file using a URL that is generated based on a form submission. This action is useful for ensuring that files are only accessible to specific users or under certain conditions, depending on the form data provided.
The action automatically updates the file's access settings, which can include making the file public or restricting it to private access. By controlling the file access via form data, you can manage file permissions dynamically without needing manual intervention.
This action is particularly useful when:
- You need to grant or restrict file access based on specific form submissions.
- You are managing sensitive documents and want to ensure that only authorized users can access them.
- You want to automate the process of adjusting file access in response to user inputs through forms.
- Access type refers to the type of access being granted to the file after it has been uploaded via the form.
- Is usable in content indicates whether the uploaded file can be used directly in content, such as being embedded in an email, landing page, or a marketing asset. If set to "Yes," the file is marked as available for inclusion in content, while if set to "No," it might be restricted or reserved for other uses.
- Folder ID to save the file that was uploaded via the form is the identifier for the specific folder in the HubSpot file manager where the uploaded file will be stored. It’s used to direct the file to the correct location within the system.
- Property containing file URL from form is the property that contains the URL of the file uploaded through the form. The workflow will reference this property to fetch the file's URL.
- Property to save new file URL refers to the field in HubSpot where the new URL of the file (after its access has been modified, typically by the action in the workflow) will be saved. This ensures that the updated file URL is saved in the correct location within the system
Here's a step-by-step guide to setting up the 'Change File Access via Form Generated URL' action in the Access Actions app by Integration Glue:
Step 1: Add the Action to the Workflow
- Open your HubSpot workflow editor.
- Click on the "+" button to add a new action.
- From the app options, select Access Actions and choose 'Change File Access via Form Generated URL'.
Step 2: Configure the 'Access Type'
- Title: Set the Access Type
- In the action setup panel, locate the Access Type field.
- Choose the desired access type for the file. This could include options such as:
- Public Access
- Restricted Access
- View Only
- Editable
- The selected access type will define the file's permissions after the workflow is executed.
Step 3: Enable 'Usable in Content' (Optional)
- Title: Enable or Disable Usability in Content
- Next, configure the 'Is usable in content' setting.
- If you want the file to be available for use in HubSpot content (emails, landing pages, etc.), set this to Yes.
- If you don't want the file to be usable in content, set this to No.
Step 4: Select the Folder ID for File Storage
- Title: Choose Folder to Save Uploaded File
- Locate the Folder ID setting.
- Select the folder where the file uploaded via the form will be saved. If necessary, create a new folder in your HubSpot file manager.
- You’ll need to know the Folder ID or be able to select it from a list of existing folders.
Step 5: Map the Property Containing the File URL
- Title: Map the File URL Property from Form
- In the next field, map the Property containing file URL from form. This is the field that contains the URL of the file uploaded through the form.
- Select the correct property from the form submission that holds the file URL (e.g., a form field containing the link to the uploaded file).
Step 6: Set the Property to Save the New File URL
- Title: Configure the Property to Save the New File URL
- In the Property to save new file URL field, choose or create the property where the new file URL (after the access type change) will be stored.
- This ensures the file’s updated access details are saved and accessible in your CRM.
Step 7: Save and Test the Action
- Once all fields are configured, click Save.
- To ensure everything works correctly, test the workflow by submitting a form that triggers the action. Check that the file's access type is updated and the file URL is saved in the appropriate properties.