Update source file during a workflow

Replace the file associated with a document while preserving its metadata, workflow history, document properties, and reviewed or approved rendition.

Currently, there are several ways to replace during a workflow:

• Replace the file from a task (available in R30)
• "Replace file" workflow task (available in R31)
• "Replace file" option in "More actions" (available in R31)

Please note that you have to be an Initiator, Content Owner, or Collaborator when assigned to the relevant task if updating the file from a task. 

Replace the file from a task

If your organization is still on R30, you can only replace the file from a task when you are assigned an "Amend and..." task. 

Open workflow in the Viewer, click the "Start New Circulation" button, and use the available option to update the document’s file.

Existing file upload restrictions, such as supported file types and size limits, still apply.

"Replace file" workflow task

Starting with R31, workflows can optionally include a Replace File task. When this task is assigned to you, you will be prompted to replace the document file. To upload the replacement file, select the blue Replace File button in the task panel.

"Replace file" option in "More actions"

Note: To utilize a "Replace file" functionality, you must have the "Replace File User" group added to your permissions. 

When you have the appropriate permissions:

1. Open the document.
2. Select More Actions.
3. Choose "Replace file".
4. Choose whether to preserve the current rendition or create a new rendition.
5. Select and upload the replacement file.
6. Confirm the update.

This action is available in all document lifecycle states.

What happens after the update

After you replace the file:

• The uploaded file becomes the document’s current binary.
• The document’s metadata, workflow history, and other properties are preserved.
• The reviewed or approved rendition can be preserved.
• The document’s last modified date is updated.
• An audit trail entry records that the document binary was updated.