HubSpot notes with missing attachment files

Why it matters

Attachments on notes are often signed documents, proposals or support evidence. Losing them breaks customer history, and the gap is usually discovered only when someone urgently needs the file.

Migrations commonly move notes and files in separate steps. If the file step fails or skips items, the notes look complete while their attachments are gone.

How to find it in HubSpot

1. 1Open a sample of contact, company and deal records that you know have notes with attachments.
2. 2Click each attachment and check that it opens.
3. 3Search the file manager for the attachment name to see whether the file still exists.
4. 4If you migrated recently, compare the number of attachments in the source system with the files in HubSpot.

How to fix it safely

1. 1Confirm whether each missing file was deleted, archived, hidden by permissions or never migrated.
2. 2Restore the file from the source system or a backup, and reattach it to the note.
3. 3Add a sample of notes with attachments to your migration acceptance checks, so missing files are caught before cutover.
4. 4Record which files cannot be recovered so the team knows the history is incomplete.

How Ancil checks this

Rule

MIGRATION-002

What it looks for

Reads up to 2,000 notes and up to 2,000 files. Flags notes whose attachment IDs do not match any file Ancil can see. A file may be hidden, archived, deleted, outside the access Ancil was granted, or beyond the 2,000-file sample, so each result needs manual confirmation.

Severity

Warning.

Evidence shown

The number of notes and files read, up to 100 missing file IDs, and up to 50 affected notes with their missing file IDs.

Governed fix

Not automated. Ancil reports the evidence only. Your team, or an INSIDEA expert, restores files and attachments. Ancil does not change notes or files.

Related checks