The 'Clone Private Files' action within the Access Actions app by Integration Glue allows you to create a duplicate of a private file while maintaining or modifying its access settings. This action is useful for providing access to a copy of a file without altering the original file's privacy settings.
The action duplicates a private file stored in HubSpot, and the cloned file can then be adjusted to have different permissions, such as changing it from private to public or applying different access restrictions. This ensures that the original file remains secure, while the clone can be shared or used in different contexts as needed.
This action is particularly useful when:
- You need to provide access to a version of a private file without changing the original file’s access settings.
- You want to make a file available to a wider audience without compromising privacy.
- You are working with sensitive files but need a copy with less restrictive access for external or broader use.
- Property containing file ID or file property is the property (i.e., a field in a CRM record) that contains the file ID or any file-related property. The file ID is a unique identifier for a file in HubSpot, and this property tells the workflow where to retrieve that specific file from. For example, this could be a property that links to the file's URL or directly holds the file ID.
- Is usable in content This setting specifies whether the file should be available for use in HubSpot content, such as emails, landing pages, or blog posts. If set to Yes, the file can be inserted into HubSpot content. If set to No, it won’t be available for direct use in content but might be stored for other purposes like reports or internal references.
- Folder to save the file we are retrieving is the HubSpot folder where the file that’s being retrieved or cloned should be saved. You’ll specify a folder within your HubSpot file manager to organize and store the file. The folder ID or name is used to indicate where the file should go once the action is complete.
- Access type of the file controls the access permissions for the file being retrieved or cloned. It can define whether the file should be public (accessible by anyone), restricted (accessible by specific users or teams), or have other access types such as view-only or editable. This ensures that the right people can access the file, depending on your needs.
- Property to save the file URL of the uploaded file refers to the property where the URL of the file will be saved after it’s uploaded or cloned. The URL is the link that points to the location of the file in HubSpot, and this property allows you to store that URL for later use (e.g., in emails, reports, or for reference within your workflow).
- Property to save the file ID of the uploaded file specifies the property where the file ID of the uploaded file will be saved. The file ID is a unique identifier assigned by HubSpot to the file. Storing this ID allows you to reference the file in future actions or workflows, such as retrieving, updating, or managing the file.
Step 1: Add the Action to the Workflow
- Open your HubSpot workflow editor.
- Click the "+" button to add a new action.
- From the available app actions, select Access Actions and choose the 'Clone Private Files' action.
Step 2: Map the Property Containing File ID
- Title: Map the Property Containing File ID
- In the action setup, locate the field for 'Property containing file ID or file property'.
- Select the property in your CRM record that contains the file ID or any other related file property. This is the file that will be cloned.
Step 3: Enable 'Usable in Content' (Optional)
- Title: Decide if File is Usable in Content
- Find the 'Is usable in content' field.
- If you want the cloned file to be available for use in HubSpot content (emails, landing pages, etc.), set this to Yes.
- If the file should not be used in content, set this to No.
Step 4: Choose Folder to Save the Cloned File
- Title: Select Folder for Cloned File Storage
- Next, locate the 'Folder to save the file we are retrieving' field.
- Choose the folder where the cloned file will be saved. You may select an existing folder or create a new one within your HubSpot file manager.
Step 5: Set the Access Type for the Cloned File
- Title: Define the Access Type of the File
- In the 'Access type of the file' field, select the access permissions for the cloned file. This determines whether the file will be:
- Public
- Restricted (access by certain users or teams)
- Other permissions (view-only, editable, etc.)
Step 6: Map the Property to Save the File URL
- Title: Map Property to Save the File URL
- Locate the 'Property to save the file URL of the uploaded file' field.
- Select the property where you want to save the URL of the cloned file.
- This URL can be used later in your workflow or for content purposes.
Step 7: Map the Property to Save the File ID
- Title: Map Property to Save the File ID
- In the 'Property to save the file ID of the uploaded file' field, choose the property where the file ID of the cloned file should be saved.
- The file ID uniquely identifies the cloned file and can be used to reference the file in future workflows.
Step 8: Save and Test the Workflow
- Once all settings are configured, click Save to finalize the setup.
- Test the workflow by triggering it to clone a private file. Check that the cloned file is stored in the correct folder, with the appropriate access settings, and that the file URL and file ID are saved in the specified properties.