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Using the Copy Resource Workflow Action

Learn how to copy files or folders within HubSpot’s File Manager for any standard or custom object using the CopyResource action in a HubSpot workflow.

 

Overview

The CopyResource workflow action enables you to duplicate a file or folder from one location in HubSpot File Manager to another, and automatically associate it with the triggering record. Before using this action, ensure the File Manager UI extension is enabled on the object’s record view.

Before you begin

  • CMS permissions: Access to Website Pages and Design Manager is not required; this is configured purely in HubSpot workflows.

  • Admin permissions: You must be a Super Admin or Portal Admin in WoodsPortal.

  • File Manager UI Extension: Verify it’s enabled on the object record (HubSpot Settings > Objects > [Object] > Record Customization > File Manager UI extension).

Step-by-Step Instructions

  1. Create a Workflow

    • In HubSpot, navigate to Automation > Workflows and create a new workflow (Contact-, Company-, Deal-, Ticket-, or Custom Object–based).

    • Define your enrollment trigger (e.g., form submission, status change).

  2. Add the CopyResource Action

    • Under Actions, search WoodsPortal Actions and select CopyResource.

  3. Configure the CopyResource Fields

    • Portal ID

      • Copy your portal ID from WoodsPortal Admin > Client Portals (hover over the portal name to see the tooltip).

    • Source Path

      • Navigate to a record in HubSpot, open the File Manager UI extension, and click Open in File Manager.

      • Copy the full breadcrumb path (e.g., home/WoodsPortal/123/456/789) and paste it here.

    • Destination Path

      • To copy into the root, enter a single slash: /

      • To copy into nested folders, provide the path (e.g., /FolderA/FolderB).

      • You may also use dynamic tokens (e.g., **dealname**) for folder names based on record properties.

  4. Activate the Workflow

    • Review your setup and switch the workflow On.

    • When a record meets the trigger, the specified file or folder will be copied and associated accordingly.

Troubleshooting

Issue Resolution
CopyResource action not available Confirm the WoodsPortal app is installed and you have Portal Admin permissions.
Incorrect source path Re-open the record’s File Manager UI extension, click Open in File Manager, and copy the full breadcrumb.
Permissions error copying resource Ensure the workflow owner has File Manager create/copy permissions in HubSpot.
 

Related articles

  • Automating Folder Creation with the CreateFolder Workflow Action

  • Managing HubSpot Object Associations in WoodsPortal

  • Managing User Access in WoodsPortal