Important policies and documents are constantly evolving and Staffbase provides you with the option to replace files centrally from the File Manager to update all instances of the file wherever they are located. Whether it is an FAQ document, org chart, or policy and guidelines update, you can update the document with the latest version by replacing the existing file with the latest version.

The replaced file’s URL remains the same as the original file to avoid broken links in posts, pages, emails, and other places where the file was linked. This allows users who have already been provided a link to the document, access to the latest file.

File Replacement Guidelines

• Media Files: You can replace images, videos, and audio files with other files of the same media format, even though they are not the same file type. For example, you can replace a JPG with PNG or HEIC, because even though they aren’t the same file type, they are both images. The same applies to videos and audio files.
  
  When you replace an image, it can take up to 15 minutes for the change to reflect.
• Documents and Other Common Files: You can replace documents and other common files with the same file type only. For example, PDF with PDF, Word document with another Word document, zip with zip, or csv with csv file.

Roles

• All users can replace the files they uploaded.
• System-wide administrators can replace files uploaded by all users.

File Information

	Preview to ascertain that you are on the right file by viewing the preview image. Some files, depending on whether it has no image or is not a PDF, will not show a preview image
	Metadata provides file details, such as size, locations where it is used, upload date, and uploader information.
	New File allows replacing a file with the same media format or file type.
	Update Note allows adding a reason for replacing the file, which is recorded in the Version History of the file.
	Version History shows you who updated the file, when it was updated, and why.

Updating a File in the File Manager

1. In the Studio, navigate to Files.
   The File Manager page opens.
2. Click the three dots on the file you want to replace.
   
   
3. Click Replace File.
   The Replace File dialog opens.
   
   
4. In the New File field, click Select from Computer to choose a file from your device.
   Optionally, drag and drop a file into the field.
   
   The document name stays the same even if you upload a new document with a different name. Hence, adding version numbers or dates, such as document_v2 and document_Jan2024, when uploading new documents does not affect the document name.
5. Optionally, use the trash icon if you have uploaded an incorrect document and repeat step 4.
   
   
6. In the Update Note field, add the details of what changed in the file.
7. Click Replace.
   The File Replaced page displays to confirm that you replaced the file.
   
   

You have replaced the file successfully.