How to upload documents to the knowledge base
HubSpot's knowledge base does not allow uploading PDF documents directly as articles; content must be created in rich text format. To incorporate a document, you must copy its content and format it as an article, or link it from HubSpot's File Manager. The process takes 20 to 30 minutes. In Teeo, you attach the PDF to the assistant and it's indexed immediately.
How to do it in Teeo
“Upload this document to the knowledge base [PDF attached]”
The document is indexed in the knowledge base and the assistant can search and cite its content.
How to upload documents to the knowledge base in HubSpot: step by step
Requirements
- ·HubSpot's Knowledge Base does NOT support direct PDF file uploads as articles. Content must be converted to text.
- ·Alternative: upload the PDF to HubSpot's File Manager and create an article that links to the document for download.
- ·Requires Service Hub Starter or above to access Knowledge Base.
Log in and upload the PDF to File Manager
Access app.hubspot.com. Go to Marketing > Files and Templates > Files (File Manager). Click 'Upload files' and upload the PDF document you want to incorporate into the knowledge base.
Copy the public URL of the uploaded PDF
Once the PDF is uploaded, click on it in File Manager. In the right panel, copy the file URL (Public URL). Save this URL; you'll need it to create the link in the article.
Open the PDF content to transcribe it
Open the PDF on your computer with a PDF reader. Select and copy the full document text (Ctrl+A, Ctrl+C). If the PDF is a scanned document (image), you'll need to use OCR to extract the text.
Access Knowledge Base in Service Hub
In the top navigation bar, click 'Service'. In the left sidebar, select 'Knowledge Base'. Click 'Create article' to create a new article.
Write the article title based on the document
In the title field, write a descriptive name that reflects the document's content. For example: 'User Manual — Version 2.0' or 'Complete Privacy Policy'.
Paste and format the document content
In the rich text editor, paste the content copied from the PDF. Apply formatting: use H2 and H3 for document headings, lists for numbered or bulleted points, and bold for important terms.
Add a download link to the original PDF
At the beginning or end of the article, add a download button or link. Select the text 'Download complete document in PDF', click the link icon in the editor, and paste the PDF URL you copied from File Manager.
Configure the article category
In the right side panel, assign the article to a relevant category. If the document belongs to a specific category (Manuals, Policies, Guides), select it or create a new one.
Configure article SEO
In the SEO section of the right panel, write the meta title and meta description based on the document content. This helps the article be found both within the knowledge base and on Google.
Publish the article
Once the content is properly formatted and the download link is configured, click 'Publish' to publish the article. Users will be able to read the content online and download the original PDF through the link.
Frequently asked questions
Can I upload a PDF directly to HubSpot's knowledge base?
Not directly as an article. HubSpot's Knowledge Base only accepts content in rich text format. The alternative is to upload the PDF to HubSpot's File Manager and create an article that links to the PDF for download, or copy the PDF content and format it as an article.
Can visitors download documents from HubSpot's knowledge base?
Yes, if you create a download link within the article. Upload the PDF to HubSpot's File Manager, get the public URL, and add it as a hyperlink in the knowledge base article. Visitors can click the link to download the file.
Does HubSpot index PDF document content for knowledge base internal searches?
No. HubSpot only indexes text content written directly in knowledge base articles. If a PDF is only available as a download link without its content transcribed in the article, that content will not appear in knowledge base search results.