How to update a PDF without changing the link
Upload a new PDF as a version and the share link you already sent keeps showing the latest 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, carries a version chip (ver. {upload date}). The chip appears only if you hold edit or owner permission on the folder the document lives in.
Upload a new PDF from the version chip
Click the version chip to open the update dialog. Drop a new PDF on the upload area or pick one with Select, and it becomes the new version immediately. PDF only — dropping several files at once uses the first one and ignores the rest.
Check the Live badge
When the upload finishes, the new version takes the Live badge and moves to the top of the list. The version carrying the Live badge is the one viewers actually see.
Keep sharing the same link
The share link address does not change, and anyone opening a link you already sent gets the latest version. Uploaded the wrong file? Press Restore on an earlier row in the version list to roll back at once.
What the update dialog contains
Section titled “What the update dialog contains”| Element | Where | What it does |
|---|---|---|
Version chip ver. {date} | 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 right away. |
| Full version list | Dialog | Shows version count, file name, upload date, and page count. |
| Live badge | Current version row | The version viewers see. Always at the top of the list. |
| Restore | Earlier (inactive) version row | Makes that version Live immediately. There is no confirmation step. |
| X (delete) | Earlier (inactive) version row | Deletes the version once you accept the browser confirmation. Not reversible. |
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 do not carry over, so rebuild them on the Content tab if you need them.
- The document name changes to the new file name. You can rename it under more (⋮) > Edit, but the next version will follow its file name again.
- Restore applies immediately, with no confirmation step. Anyone already holding the link sees that version from the moment you restore it.
- A restored version inherits the sharing state of the previous Live version, so a restore never leaves the link blocked.
- Deleting a version cannot be undone. Its reading data also disappears from the version list and the version filter.
- The version upload area accepts PDF only. PPT and image files are supported when creating a new document, not when updating one.
- Exporting the same material again from a plugin (PowerPoint, Figma, Adobe Express) creates a second document rather than updating the first. Use a version update to keep the link.
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 version chip 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. Opening the same link again shows the latest file. There is no cache to clear and no new address to hand out.
What happens to earlier versions?
They stay in version history. Viewers only ever see the latest (Live) version, 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?
No. The version upload area accepts PDF only. For PowerPoint material, produce a PDF with the PowerPoint plugin or a PDF export, then upload that.
I cannot see the version chip
You do not hold edit permission on the folder the document lives in — a folder invitation with read-only access hides the chip. 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 version chip on the Content tab and the link address stays put while the content is replaced.
- Recipients always see the latest (Live) version at the same address, and earlier versions stay in history behind Restore.
- 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, and the document name changes to the new file name.