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Hubhus provides two main file management systems: the Files section for uploading and managing files directly in Hubhus (both Account-level and Campaign-level files), and Storage disks for connecting external FTP/SFTP servers. This flexibility allows you to organize and embed files effectively throughout your Hubhus account.

Accessing file management

File management is split into two separate menu items:

• Account → Files: Upload and manage files directly in Hubhus
• Account → Storage disks: Connect external FTP/SFTP servers

Files section overview

Go to Account → Files to access the file management interface. Here you can upload and manage two types of files:

• Account files: Files available across all campaigns
• Campaign files: Files specific to individual campaigns

Account files

Account files are uploaded directly to Hubhus and are accessible in all campaigns. This is ideal for shared resources like logos, brand assets, common documents, and icons.

The Account files table shows:

• Preview: Visual preview of the file
• Placeholder: Two types of placeholders for embedding the file
• Name: Friendly name for the file
• File: Filename and size with download option
• Uploaded at: Date and time of upload
• Uploaded by: User who uploaded the file
• Occurrences: Number of times the file is used across campaigns
• Access: Public or restricted access
• Edit and Delete buttons

Uploading account files

Click New file in the Account files section to upload a new file. Once uploaded, the system automatically generates two placeholder formats for embedding:

Image placeholder (with attributes):

<hh-files.img slug="file-slug" height="100" />

URL placeholder (for links):

<hh-files.url slug="file-slug" />

The slug is automatically generated from the filename and can be used to reference the file throughout Hubhus.

Campaign files

Below Account files in the Files section, you will see Campaign files organized by campaign. Each campaign has its own file storage area where you can upload files specific to that campaign.

Campaign files are useful for:

• Campaign-specific documents
• Custom images for particular campaigns
• Resources that should only be accessible within a specific campaign
• Files that don't need to be shared across all campaigns

Campaign files have the same structure as Account files with Preview, File name, Upload info, Access controls, and usage statistics.

File placeholders

Each file provides two types of placeholders:

For images: Use the .img placeholder to embed images with optional attributes like height:

<hh-files.img slug="teams-icon" height="100" />

For any file type: Use the .url placeholder to get a direct URL to the file:

<hh-files.url slug="teams-icon" />
```

This can be used in links, downloads, or anywhere you need a file URL.

---

## **File access control**

Each file has an Access setting that can be:

- Public: Accessible to anyone with the link
- Restricted: Only accessible to authorized users

Click the green Public button to change access permissions. This is important for controlling who can view or download your files.

---

## **Tracking file usage**

The Occurrences column shows how many times each file is used across your Hubhus account. Click the number to see exactly where the file is referenced. This helps you:

- Understand which files are actively used
- Identify unused files that can be deleted
- Prevent deleting files that are still in use
- Audit file usage across campaigns

---

## **Managing existing files**

For each file, you can:

- Preview: View the file directly in the interface
- Copy placeholders: Click to copy the placeholder syntax
- Download: Click the file size link to download
- Edit: Change the friendly name or access settings
- Delete: Remove the file (check occurrences first)

---

## **Storage disks (FTP/SFTP)**

Storage disks are a separate feature accessed through Account → Storage disks. This allows you to connect external FTP/SFTP servers for hosting files on your own infrastructure.

---

## **What are storage disks**

Storage disks (FTP disks) are external storage locations (FTP or SFTP servers) that you connect to your Hubhus account. Once connected, you can reference files stored on these external drives using placeholders, and Hubhus will generate accessible URLs for embedding in your content.

---

## **When to use storage disks**

External FTP/SFTP storage is useful for:

- Hosting large files (videos, high-resolution images, downloads)
- Maintaining files on your own infrastructure
- Sharing files across multiple systems
- Keeping sensitive files on controlled servers
- Managing files that are updated frequently outside Hubhus
- Reducing storage costs by using your own hosting

---

## **Creating a new storage disk**

Go to Account → Storage disks and click New FTP Disk. Configure:

**Protocol:** Choose between FTP or SFTP (secure FTP)

**Friendly name:** An identifier for the disk (defaults to "Auto" based on host)

**Host:** The FTP/SFTP server address (e.g., ftp.yourcompany.com)

**Username:** Your FTP/SFTP username

**Password:** Your FTP/SFTP password

**Port:** The connection port (defaults to standard FTP/SFTP ports if left empty)

Click Create to establish the connection. Hubhus will verify the credentials and save the disk configuration.

---

## **Embedding files from storage disks**

To embed files located on external drives in your Hubhus pages, use the placeholder:
```
@ftp_file2url[filepath]
```

Where `filepath` is the path to the file on the connected FTP disk. For example:
```
@ftp_file2url[/documents/brochure.pdf]

This placeholder generates a URL that can be used in links, images, or other content.

Using storage disk files in content

Once you have the file URL placeholder, you can use it in various contexts:

In emails:

<a href="@ftp_file2url[/documents/terms.pdf]">Download Terms</a>

In images:

<img src="@ftp_file2url[/images/header.jpg]" alt="Header">

In booking forms: Reference documents or resources stored externally.

Files vs Storage disks

Understanding when to use each storage option:

Use Files (Account files) when:

• Files need to be accessible across all campaigns
• Files are shared resources (logos, brand assets, common documents)
• You want simple upload and management within Hubhus
• Files are small to medium sized
• You want to track file usage with occurrences

Use Files (Campaign files) when:

• Files are specific to one campaign
• You want to keep campaign resources organized separately
• Files don't need to be shared across campaigns
• You want to track usage per campaign

Use Storage disks when:

• You need to host files on your own infrastructure
• Files are large and numerous
• Files are managed outside Hubhus by other systems
• You want centralized file management across multiple platforms
• You need files accessible from systems beyond Hubhus

File organization best practices

When managing files in Hubhus:

• Use descriptive friendly names for easy identification
• Set appropriate access controls (Public vs Restricted)
• Check occurrences before deleting files
• Keep Account files limited to truly shared resources
• Use Campaign files for campaign-specific content
• Regularly audit unused files and clean up
• Document which files are used where
• Consider file sizes - use Storage disks for large files
• Maintain consistent naming conventions

Security considerations

For Files:

• Set files to Restricted access by default unless they need to be public
• Regularly review which files are public
• Don't upload sensitive documents without proper access controls
• Remove files that are no longer needed

For Storage disks:

• Use SFTP instead of FTP for encrypted transfers
• Use strong passwords for FTP accounts
• Limit FTP account permissions to only necessary directories
• Regularly rotate FTP credentials
• Monitor FTP access logs for unauthorized activity
• Use dedicated FTP accounts for Hubhus

Troubleshooting

File not displaying:

• Check that the slug in your placeholder matches the file slug
• Verify the file has Public access if needed
• Ensure the file was uploaded successfully

Placeholder not working:

• Verify you're using the correct placeholder format
• Check for typos in the slug
• Ensure you're using .img for images and .url for direct links

Cannot delete file:

• Check occurrences - file may be in use
• Remove references before deleting
• Ensure you have proper permissions

Storage disk connection fails:

• Verify host address, username, and password
• Check firewall rules and allowed IP addresses
• Test connection using an FTP client
• Verify port configuration

Summary

Hubhus provides comprehensive file management through two separate systems: Files (for Account and Campaign-level uploads with placeholders like <hh-files.img> and <hh-files.url>) and Storage disks (for external FTP/SFTP connections with @ftp_file2url[] placeholders). Use Account files for shared resources, Campaign files for campaign-specific content, and Storage disks for external file hosting. Track file usage through occurrences, control access with Public/Restricted settings, and organize files based on their scope and size requirements.

Related articles

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Configuring data deletion settings
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