Storage

Understand how PDF CreateMate stores generated documents and how to manage storage locations, versioning, and document replacement.

Where PDFs Are Stored

Generated PDFs are stored directly in your HubSpot account:

• The file URL is written to the file property you selected on the HubSpot record (contact/company/deal/ticket)
• Files are uploaded to HubSpot Files

Storage Location

By default, PDFs are stored:

1. On the Record: The file URL is saved to your chosen HubSpot file property on the Contact, Company, Deal, or Ticket
2. In HubSpot Files: Accessible via Files > Documents

Storage Placement Behavior

• Append vs Replace: If the template has Append files enabled, new URLs are appended to the file property (semicolon-separated). Otherwise the value is replaced with the latest URL.
• HubSpot folder: Files are uploaded to HubSpot; folder selection is controlled by HubSpot defaults. PDF CreateMate does not set per-template folders in code.

Regeneration Behavior

When you regenerate for the same record, the existing document record is reused and its file URL is updated (or appended, if enabled). There is no separate versioning/replace toggle.

Managing Documents

Finding Generated PDFs

Locate your documents:

1. From HubSpot: Open the record → find the file property containing the generated document link
2. From Files: HubSpot Files > Documents > Search by name
3. From PDF CreateMate: Templates → View generations

Deleting Documents

Remove unwanted PDFs:

1. Open the record in HubSpot
2. Find the document attachment
3. Click the delete option
4. Confirm deletion

Or from HubSpot Files:

1. Go to Files > Documents
2. Find the PDF
3. Delete

Storage Limits

HubSpot Storage

Your storage depends on your HubSpot plan:

Check your HubSpot plan details for exact storage limits.

PDF CreateMate

PDF CreateMate doesn't impose additional storage limits. Your documents count against HubSpot's storage.

Optimizing Storage

If approaching limits:

1. Archive old documents externally
2. Delete duplicate versions
3. Compress large PDFs before upload
4. Upgrade HubSpot storage if needed

Backup Considerations

HubSpot Backup

PDFs stored in HubSpot benefit from HubSpot's backup systems. However, consider:

• Exporting important documents periodically
• Maintaining local copies of critical templates
• Using HubSpot's data export features

External Backup

For additional security:

1. Download important PDFs to local storage
2. Use cloud backup services
3. Implement automated backup workflows