Automated folder creation & structure
Overview
The Folder card automatically creates and organizes folders for Sites, Deals, Projects, and Tickets in order to keep customer files consistently structured and easy to locate.
You don’t need to create folders manually—everything is built for you as records are created in HubSpot. Think of it like a filing cabinet that organizes itself as the job moves forward.
This article outlines when folders are created, how they are named, and where they live.
Always start with the site address.
Project files go in the Project folder, not the Deal folder.
Tickets never get their own folders—use the Tickets folder under the Site.
If you’re unsure, check the Site folder first.
How the Folder Structure Works
Folders are created in the same order a project usually happens:
1. Site (the property)
2. Tickets (service)
3. Deal (the sale)
4. Project (the work)
What Get Created and When
🏠 Site Folder (top-level folder)
When it's created: when a Site is created and verified in HubSpot
How it's named: Street Address, City, State Postal Code
Example: 102 Fake Street, Durham, NC 27701
This is the main folder for everything related to that property.
🛠️ Tickets Folder (inside the Site folder)
When it's created: when a Site folder is created
When it's associated: when a ticket is created and linked to a site
How it's named: Tickets - {Street Address}
Example: Tickets - 102 Fake Street
All tickets for the site go here - no need to hunt through multiple folders.
💰 Deal Folder (inside the Site folder)
When it's created: when a Deal is created and linked to a Site
How it's named: {First name} {Last Name} - Deal {Record ID}
Example: John Smith - Deal 2838284882
This folder holds all files related to the sale.
🏗️ Project Folder (inside the Deal folder)
When it's created: when a Project is created and connected to a Deal
How it's named: {Vertical} Project - {Close Date}
Example: Solar Project - 01.01.2026
This is where project surveys, plans, installs, photos, and completion documents live.
Why It's Structured This Way
✅ You always know where files live
✅ Every customer follows the same structure
✅ No duplicate or missing folders
✅ Easy handoff between Sales, PMs, and Support
✅ Less time searching, more time executing
If you know the site address, you can find everything.