Update assets in the Files library

As your organization evolves, so does your content. You can replace assets with a newer version by uploading an updated document, as long as it is the same file type as the original.

Assets can only be updated with files of the same type. For instance, an Excel document must be replaced by another Excel document. 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.

See how it looks

Key features

• Replace assets with their newest versions
• Update MS Office assets with XLS, XLSX, DOC, DOCX, PPT, and PPTX versions
• Update URL assets
• Choose to keep previous asset statistics
• Users receive updated assets on their devices

You need this to succeed

The quick way

1. Click the asset you want to replace
2. Click the upload icon
3. Upload the new version of the file
4. Choose to adapt asset properties
5. Click Upload new version

Do this step by step

1. Navigate to the Libraries tab. If your organization uses multiple Divisions, select the desired one from the top-left dropdown menu.
2. Click All files from the left-side menu.
3. Click the file you wish to update.
4. In the detail panel, click the upload icon.
   

   Notes:
   -If the Upload icon is greyed out, the file is shared from another Division. You can only upload a new version to its own Division. To find out which Division it belongs to, hover over the arrow and globe icon at the end of the file's name.
   
   -If the button is unavailable, the file is an external asset. You can unlink it from its external library and replace it once it's a local file.

5. You can drag and drop the new file or click Browse and select the new version of the asset from your computer.
   Note: 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.
6. Select the following checkboxes if needed:
   • Reset likes: Select this checkbox to reset the number of file likes. This is useful if the updated asset contains significant updates.
   • Keep current filename: Select this checkbox to maintain the asset's filename, which an updated version will replace. This way, you don’t have to bother with naming conventions when creating updated versions of existing assets.
7. Click Upload new version. The file is processed to ensure it can be shared on all devices.
8. The new version is now available in users' Collections, Experiences, and Shared Spaces, as applicable, and they will not be notified of the change.
9. See the file’s update history in the Overview section of the Details tab.
   • Added on: The initial date when the file was originally added to the Files library.
   • Last version upload: The date when the most recent version of the file was uploaded.

     Note: To view the exact date and time of the last changes made to the file (for example: permissions, a new version, change of author, etc.), see Last updated under the file's title in the detail panel.