Update assets in the Content Library

Note: This article is no longer maintained. For updated information, please refer to the corresponding Admin App article. We recommend updating your links if you’ve linked to this article.

As your organization evolves, so does your content. You can easily upload, organize, and delete assets in your Showpad library. You can update assets to a newer version with an updated document if it is the same file type as the original.

Assets can only be updated with files of the same type.  For instance, an .xls document must be replaced by another .xls document to update. An .xlsx file can be uploaded only as a new asset, not as an update to a prior .xls document with the same name.  Additionally, you can’t update an asset with a PDF version if the original file type was, for example, a Powerpoint document.

When updating an asset, all properties and data relating to that asset, such as attributed tags, permissions, and shares, remain intact. 

If your users have used this file or some of its pages in a Collection or Shared Space, the file will be automatically updated to the most recent version when they refresh the content on their device.

Key features

• Easily organize and replace assets
• Update MS Office assets with .xls, .xlsx, .doc, .docx, .ppt, .pptx versions
• Choose to keep previous asset statistics
• Users receive updated assets on their devices
• Update URL assets

You need this to succeed

• Administrator access to Showpad's Online Platform
• Updated file versions of uploaded assets

The quick way to awesomeness

1. Click the asset you want to replace
2. Select the asset and click Upload new version
3. Choose to replace statistics or not
4. Upload the file

Do this step by step

1. Go to your library. On the Assets & Experiences tab, click the asset you want to upload a new version of.
2. In the asset details pane, click Upload New Version.
   
3. Drag and drop the new file or click Browse and select the new version of the asset on your computer.
   If your file type is different, you will receive an error message. Make sure you use the same file type when uploading a new version.
4. Select the following checkboxes if needed:
   • Reset likes: Select this checkbox if you want to reset the number of likes of the file. This is useful if the updated asset contains significant updates.
   • Keep current filename: Select this checkbox to maintain the asset's filename that an updated version will replace. This way, you don’t have to bother with naming conventions when creating updated versions of existing assets.
5. Click the Upload button. Once it's done uploading, click Done.
6. To see the file update history, click the Info tab in the asset details pane. You will see three different dates:
   • Added: The initial date when the file was originally added to the content library
   • Last Upload: The date when the most recent version of the file was uploaded
   • Last Updated: The date when the last change was made to the file from within Showpad (for example: permissions, a new version, change of author, etc.)
7. The new version is now available in users' Collections, Experiences, and Shared Spaces, as applicable, and they will not be notified of the change.
8. If the Upload New Version button is greyed out, your asset is shared from another Library Division. A new version can only be uploaded to the asset's own Division. Check the globe icon to the left of the asset's name to see which Division it belongs to.