How to update a PDF without changing the link
Upload a new PDF as a version, click Publish, and the share link you already sent shows the new file. You never rebuild the link or send a new address, and the reading data and contacts collected so far are not reset.
When to use it
Section titled “When to use it”- Price lists and catalogs whose numbers keep changing, kept at one address.
- A company overview posted on your site and refreshed each quarter.
- A typo or a stale figure spotted in a proposal you have already sent.
- Bringing a link handed to many people up to date without recalling it.
How to update
Section titled “How to update”Open the Content tab on the document detail
Click the document in your dashboard to open its detail page. The first screen, the Content tab, has a Manage versions card (the small upload date after ver., such as ver. Sep 30, 2026, is the current version). The card appears only if you hold edit or owner permission on the folder the document lives in.
Upload a new PDF from the Manage versions card
Click the Manage versions card to open the update dialog. Drop a new PDF on the upload area or pick one with Select, and it becomes the new version in your dashboard. PDF only — dropping several files at once uses the first one and ignores the rest.
Check the new version
When the upload finishes, the new version moves to the top of the list with a Pending publish badge. The version viewers still see carries Published. Click Preview at the top right of the document detail page to check the new file.
Click Publish
Click Publish next to Preview. It appears only while changes are pending. You see Published to the shared link, and every link you already sent — Open-access, Lead capture, and per-recipient — now shows the new version. The new version carries Live again.
Keep sharing the same link
The share link address does not change. Uploaded the wrong file? If you haven’t published yet, Restore the version marked Published and viewers never see the mistake. If you already published, restore an earlier row and click Publish again.
What the update dialog contains
Section titled “What the update dialog contains”| Element | Where | What it does |
|---|---|---|
| Manage versions card | Document detail > Content tab | Opens the document update dialog. |
| Upload area and Select | Top of the dialog | Picking a PDF uploads it as the new version, marked Pending publish. |
| Full version list | Dialog | Shows version count, name, upload date, and page count. The current version is always at the top. |
| Live badge | Current version row | Shown when no new version is waiting to be published. Viewers see this version. Unpublished motion or title changes don’t affect it. |
| Pending publish / Published badges | Version rows | While a change is pending: Pending publish marks the new current version, Published marks the one viewers still see. |
| Restore | Earlier version row | Makes that version the current one, marked Pending publish. There is no confirmation step. Viewers see it after Publish. Restoring the Published version clears the pending state and returns it to Live. |
| X (delete) | Earlier version row | Deletes the version once you accept the browser confirmation. Not reversible. Not available on the Published version. |
| Publish | Document detail, top right, next to Preview | Appears only while changes are pending. Sends them to every shared link. |
Monthly upload limits by plan
Section titled “Monthly upload limits by plan”The version feature itself is open on every plan; the real constraint is how many uploads you get per month.
| Plan | Monthly uploads (new documents + versions) | PDF file size |
|---|---|---|
| Starter | 10 | 30MB |
| Pro | 30 | 100MB |
| Business | 30 per seat | 300MB |
| Enterprise | Custom | Custom |
At 80% of the allowance you get a plain notice of the fact, and on the final upload you are asked to confirm that it is your last one this month. Once the allowance runs out, uploading pauses until the next cycle starts and existing documents stay exactly as they are.
Ways to use this
Section titled “Ways to use this”A version update is less about “swapping the file” and more about keeping one address alive. That is why it pairs so well with anything whose address ends up embedded in several places — website posts, data rooms, and per-recipient links.
Resend the file by email and the old and new versions sit side by side in their inbox, with no way to know which one they opened. Keep the link and there is only ever one current file, while the engagement and contacts collected so far carry straight through.
Good to know
Section titled “Good to know”- A new version is built from the PDF you just uploaded alone. Video, links, and other motion content added to the previous version don’t carry over on their own. When you open the document detail page after the update, a prompt offers to copy them to the same spots — click Copy (see Bring motion over to the new version). Copied motion also waits for Publish.
- Uploading a new version keeps the document name, whatever the file is called. To rename it, edit the title at the top of the document page or use more (⋮) > Edit. The new name shows in your dashboard right away and reaches viewers after you click Publish.
- Nothing reaches viewers until you click Publish. That covers new versions, restores, motion editor saves, and title changes. Share-tab settings and lead form settings still apply as soon as you save.
- Restore has no confirmation step, and viewers see the restored version only after you publish. Restoring the Published version is the exception: it goes straight back to Live.
- A restored version inherits the sharing state of the previous current version, so a restore never leaves the link blocked.
- The Published version can’t be deleted. Publish first, or restore and publish another version.
- Deleting a version cannot be undone. Its reading data also disappears from the version list and the version filter.
- The version upload area in the dashboard accepts PDF only. Export PowerPoint material to PDF first, or send it over with the PowerPoint plugin.
- The plugins (PowerPoint, Figma, Adobe Express) can do the same job from where you work. Update on a document row in the plugin panel uploads the export as a new version of that document, and the share link is untouched. On dashboard 2.0, a plugin update to a document in a space also waits for Publish on the document detail page. On dashboard 1.0, or for a personal document outside a space, it still goes live right away. Exporting as a new document instead — Create, or Create Interactive PDF in Adobe Express — leaves you with a second, separate document.
Frequently asked questions
Section titled “Frequently asked questions”Can I edit the PDF and keep the same link?
Yes. Upload a new PDF from the Manage versions card on the document detail’s Content tab and the link address stays the same while the content is replaced. There is nothing to resend.
Does the recipient have to do anything?
No. Once you publish, opening the same link again shows the new file. There is no cache to clear and no new address to hand out.
I uploaded a new version, but recipients still see the old file.
You haven’t clicked Publish yet. Uploads show in your dashboard right away, but shared links keep the Published version until you publish. Click Publish at the top right of the document detail page, next to Preview.
I don't see the Publish button.
It appears only while something is waiting to be published, and only for people who can edit the document. Look next to Preview, where Copy share link usually sits. If the upload finished and the button still isn’t there, the change may already be published — check whether the current version carries Live. Plugin updates on dashboard 1.0, and to personal documents outside a space, go live right away, so they never bring the button up.
Can I check the new version before recipients see it?
Yes. Click Preview at the top right of the document detail page. It shows unpublished changes, so you can check the file before you click Publish.
I uploaded a new version but haven't published it. How do I undo it?
Open the version list from the Manage versions card on the Content tab and Restore the older version marked Published. The new version (marked Pending publish) has no Restore button of its own. Recipients never see the new one. If you already published, restore the version you want and click Publish again.
Do I need to publish share settings too?
No. Share-tab settings such as PDF download, viewing period, and access limits apply as soon as you save them, and so do lead form settings. Publish covers only versions, motion, and titles.
What happens to earlier versions?
They stay in version history. Viewers see only the version you published, and Restore on an earlier row brings it back whenever you need it.
Does uploading a version reset my analytics?
No. Reading records and collected contacts follow the document, so the contact count does not drop to zero. Use the Version filter on the Insights tab to compare responses version by version (Pro and above).
Do version updates work on the free Starter plan?
Yes. Version updates are open on every plan, and the first time you open the dialog a one-off notice says versions are now available on Starter. Starter allows 10 uploads a month and version uploads count toward that number, so check the allowance before you plan frequent swaps.
Can I upload a PPT or an image as a version?
The version upload area in the dashboard accepts PDF only. You do not have to convert PowerPoint material by hand, though: click Update on that document’s row in the PowerPoint plugin panel and the open presentation goes up as a new version, share link untouched — and you can still restore the previous version from the dashboard afterwards (a dashboard restore reaches viewers after Publish). The Figma and Adobe Express plugins carry the same Update action.
I can't see the Manage versions card
You do not hold edit permission on the folder the document lives in — with read-only access from a folder invitation, you only see the text version date and source, such as ver. Sep 30, 2026 · PDF, which isn’t clickable. If a space admin has turned the feature off, upgrading the plan will not restore it, so ask your admin.
What is the difference between uploading a new document and uploading a version?
A new document gets a new link and its own separate analytics. A version keeps both the link and the analytics. Use a version update whenever you are refreshing material you already distributed.
Key points
Section titled “Key points”- Upload a new PDF from the Manage versions card on the Content tab and the link address stays put while the content is replaced.
- Click Publish after uploading, and recipients see the new version at the same address. Check it in Preview first. Earlier versions stay in history behind Restore.
- Before you publish, the new version carries Pending publish and the one viewers still see carries Published. Restore Published to drop an unpublished version.
- Version updates work on every plan, but they count against your monthly upload allowance (Starter 10, Pro 30).
- Uploading a version does not reset reading records or collected contacts.
- Motion content does not carry into a new version.