Setup guide

How to install Attachment Exporter, choose records, scan, export or audit, download the zips and read the manifest. Read-only access to HubSpot.

Attachment Exporter · Install it free · Plans and pricing

1. Install

Open the install link. A short page lists what the app can do; click Continue to HubSpot.
Pick the HubSpot account. You need to be a Super Admin there, or have App Marketplace access.
Check the access list and click Connect app.
HubSpot shows an “unverified app” notice for apps that are not installed from the HubSpot Marketplace. Check that the redirect domain is kayabyte.dev, type I accept the risk and click Connect.

HubSpot then opens the app. The person who installs the app becomes its first admin.

2. What the app can access in HubSpot

All access is read-only:

files.read and files.ui_hidden.read: read files in the file manager, including the hidden files that attachments of notes and emails are stored as. Without the second permission HubSpot answers “not found” for those files.
crm.objects.contacts.read, crm.objects.companies.read, crm.objects.deals.read and crm.objects.tickets.read: find the records you choose and read the notes, calls, meetings and tasks associated with them.
crm.lists.read: list your HubSpot lists and read their members.
sales-email-read: read email activity, to find the files attached to emails.
oauth: the sign-in itself.

The app writes nothing to HubSpot: it creates no properties, notes or records and deletes nothing. It does not ask for the permission HubSpot uses for files marked sensitive.

3. Open the app

Go to Settings > Integrations > Connected apps > Attachment Exporter > Settings. Only app admins can scan, export and buy packs. An admin can add other users under Settings in the app. Anyone else sees the page read-only.

4. Scan

Choose the object type: contacts, companies, deals or tickets.
Choose which records: all records, the records in a list (search your lists by name, or paste the list ID from the list’s URL), or records created or last modified in a date range.
Choose where to look for files: notes, emails, calls, meetings, tasks and file properties. All are selected by default.
Click scan. The scan counts records, files and size and shows a breakdown by source, file type and status. It does not download anything and costs nothing.

HubSpot saved views cannot be read by apps, so they are not an option. Save the same filters as a list and pick the list.

Only one job runs at a time in an account (the record card waits too), and an account can start up to 30 scans in 24 hours. One scan holds up to 500,000 records and 1,000,000 file references; for more, narrow it with a list or a date range.

5. Export or audit

Export: the app downloads every file into zip files with a manifest.csv. The first export of up to 250 files per account is free. Larger exports need an export pack, bought from the app (Stripe Checkout). The app reserves one credit per file, and credits for files that could not be delivered go back to your balance. See plans and pricing.
Audit: no files are downloaded. You get the manifest with a risk level and flags per file. It is free. It works from file names and types, not file contents.

You can cancel a job while it runs. Unused credits come back, and a cancelled free export does not use up your free export.

Large exports run in the background. On one developer test account we measured about 8 small files per second (1,000 small files in about two minutes), which works out to about 3.4 hours for 100,000 small files. Large files, busy accounts and HubSpot’s rate limit (the app stays below it and pauses when HubSpot asks it to slow down) can make it slower, so plan for hours, not minutes, on big exports. The app emails the person who started the export when it is ready, unless you switch the email off in the settings.

6. Download

The app shows a link for each zip part and one for the manifest. Links work for 7 days and are tied to your HubSpot account and that export. Anyone who has a link can download the file until it expires, so do not share it. After 7 days the zips and manifest files are deleted; the job records behind them (record names, file names, sizes, status) are deleted after 30 days. Start a new export if you need the files again.

Zip parts are at most 2 GB each; a single file bigger than that gets a part of its own. Each part is a complete zip file that opens on its own. The manifest is inside part 1 and also available as a separate CSV.

7. Read the manifest

Columns: Record ID, Record name, Object type, Engagement type, Engagement date, File ID, Original file name, Size (bytes), MIME type, Path in zip, Status, Reason, Engagement ID, Zip part. An audit manifest adds Risk level and Risk flags.

Status ok: the file is in the zip at the path shown.
missing: HubSpot no longer has the file (deleted), or it could not be found.
failed: the download did not work after retries, or HubSpot refused access. The reason says which. Failed files are credited back.
In an audit manifest the status is listed for files that were not downloaded.
restricted: HubSpot marks the file as sensitive, so the app does not download it. Download it from the record. Not charged.
A file attached to several records is stored once. Its other rows show the same path and the reason “Same file as on another record; stored once, at the path shown.”

8. The record card (optional)

The card “Download attachments” exports the files of the record you have open, as one zip with a CSV list. It is free, works for any HubSpot user who can open the record, and is limited to 300 files per record and 40 downloads per account per day, and it cannot start while another job of the account is running. To add it, open the record page layout editor (Customize > default view), choose the right sidebar, Add card, then the App cards tab and “Download attachments”. HubSpot’s article Add and manage app cards has the current steps.

9. Disconnect and delete

Uninstall in HubSpot (Settings > Integrations > Connected apps), or use the disconnect button in the app’s settings (type DELETE to confirm). Running jobs stop, zips and manifests are deleted from our storage, job rows and settings are deleted and the access tokens are removed. An uninstall in HubSpot is normally picked up within an hour. The record of the export packs you bought (a credit balance per account, with no file or record names) is kept, so a reinstall finds your credits; email us to have it deleted.

Questions

support@kayabyte.dev. We answer within one working day.