File & Attachment Migration Inventory template.

What's inside — the exact file

This is the complete template, not a sample. The rows are worked examples — replace them with your data (and delete them before any platform import).

What this template is for

Migrations copy records and forget files. Attachments on contacts and deals, files in file properties, quote PDFs, email attachments — they live in different places, export differently, and are always discovered missing after the old system is gone. This inventory forces the file conversation while everything is still reachable.

The pre-filled rows cover the sources that get orphaned most: engagement attachments, file properties, quotes, and the marketing file manager. For each, you record volume, date range, export method, and destination — turning 'we should grab the files' into an executable plan with owners.

How to use it, step by step

1. Inventory every place files live. Walk the pre-filled source rows against your portal: attachments on engagements, file-type properties, quotes, file manager assets, and anything an integration stored. Add rows for sources unique to you.
2. Estimate volume and date ranges honestly. A hundred files move by hand; fifty thousand need tooling. The estimated_files and date_range columns decide the method before anyone starts clicking.
3. Pick an export method per source. Manual download works for small counts; the CRM exports don't include attachment binaries, so bulk file retrieval needs the API or purpose-built tooling — this is exactly the problem our FileFetch app exists to solve for HubSpot portals.
4. Decide destinations before exporting. Files need somewhere to live that the future team can find: the new system's records, structured cloud storage keyed by record ID, or an archive. 'A folder on someone's laptop' fails the two-year test.
5. Verify counts after each source completes. Exported count vs. inventoried estimate, per source. The status column isn't done until the numbers reconcile — missing files discovered now are retrievable; discovered next year, they're gone.

What each column means

Common mistakes to avoid

• Assuming the standard CRM export includes attachments — it exports records and property values; file binaries need their own retrieval path.
• Exporting files with no record linkage, producing ten thousand PDFs named 'proposal_final_v2' that belong to nobody.
• Leaving quote documents out of the inventory — they're generated artifacts with legal weight, and they live in their own corner of the portal.
• Waiting until the portal downgrade or sunset date is set, then discovering the file volume needs three weeks you don't have.

Questions, answered

Does HubSpot's export include file attachments?

Record exports include property values and a file URL where relevant, not the binaries in bulk. Retrieving files at scale means the files API or tooling built on it — our FileFetch app on the HubSpot Marketplace does exactly this in bulk from inside the portal.

What happens to files if we downgrade or leave HubSpot?

File links and access follow your subscription's limits — the safe assumption for planning is that anything not exported by sunset is unreachable. That deadline is why this inventory belongs at the start of a migration, not the end.

How should exported files stay attached to their records?

Key them by record: folders or filenames carrying the record ID and type, or re-attachment in the destination system. FileFetch preserves the association context on export, which is most of the reason it exists.

This is a Market Disrupt worksheet, not a vendor file. Import-format templates follow each platform's documented layout as of July 2026 — platforms evolve, so validate against current documentation before a large import.