Update source or binary file during a workflow

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

• Replace the file from a task
• Replace the file by the "Replace file" option
• What happens after the update

Note: To replace a document’s binary file, you must:

• Have the "Replace File User" group added to your permissions
• Be an Initiator, Content Owner, Collaborator when assigned to the relevant task if updating the file from a task.

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

Replace the binary file

You can replace the file in either of the following ways:

From a task

If you are assigned an "Amend and..." task, open it , click "Start New Circulation" button and use the available option to update the document’s binary file.

Replace the file by the "Replace file" option

If 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 binary 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.