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Replace a file once, everywhere it is attached

The Files library exists so the same PDF is not uploaded forty times a year. Your terms, a parking map, the allergen sheet, next season’s brochure. Attach it once and every booking points at the one copy.

Until now that stopped at the label. Renaming a file carried everywhere, but a new edition of the document did not: you uploaded it as a separate file, then went round every booking, reply template and automation swapping the old one out. The automation you forgot kept sending last year’s price list.

Every file in the library now has Replace file.

How it works

Open Files, click Replace file on the row and upload the new edition. That is the whole job. The file keeps its label and category, and everywhere it is attached uses the new one straight away:

  • Bookings, including the crew share link and the client portal.
  • Requests and request packs, where it keeps the title you gave it on the request.
  • Reply templates and Auto Reply, so the next lead gets the new brochure.
  • Lead forms, for the brochure a lead type sends.
  • Automations, from their next run.
  • Proposals, for pictures placed with an Image block.

A caterer’s winter menu, a planner’s supplier induction, a photographer’s updated price guide, a venue’s new floor plan: reissue it in one place and move on.

Earlier editions are kept

The file you replace is not thrown away. The row gains Versions, listing the last 10 editions with when each was replaced and by whom. Download an old one to check what went out in March, or Restore it and everywhere the file is attached switches back. The edition you restored over goes into Versions too, so nothing is lost by trying.

Emails that have already gone out are not affected either way: they keep the copy they were sent with.

One rule worth knowing

A PDF is replaced by a PDF, and an image by an image. A lead form sends its brochure as a PDF and a proposal shows a picture, so swapping one kind for the other would break whatever displays it. PNG, JPEG and WebP can replace each other freely.