Annotations are automatically preserved in BoardPro — as long as you do not delete the original document. If you delete the file, the notes are permanently removed. If you upload an updated version with the same filename, annotations are retained.
How to update a document without losing annotations
Follow these steps to safely replace a document and retain annotations.
Navigate to the relevant agenda item.
Upload the updated document to the same agenda item.
Ensure the filename is exactly the same as the original file.
BoardPro will recognise the file as a new version and automatically carry over all annotations.
Important: Do not delete the original document before uploading the new version. Deleting the file permanently removes all annotations attached to it. A warning will appear — do not ignore it.
How annotations behave when republishing
Understand when annotations are preserved and when they may be lost.
Annotations are usually preserved when you republish a board pack.
What happens automatically
If no documents are deleted, annotations migrate to the newest version
If filenames remain unchanged, notes carry over
Members can access the latest version without losing their annotations
When annotations may be lost
A document with annotations is deleted
A replacement document is uploaded with a different filename
Your organisation’s note destruction policy is enabled and minutes are confirmed
Important: Annotations are private to each user. They cannot be accessed or recovered by administrators or BoardPro Support.
Add new documents to an existing pack
Safely add documents after annotations have started.
You can add documents after members have started annotating without affecting existing notes.
Add the new document to the agenda.
Republish the board pack.
Existing annotations on other documents will remain unchanged.
Recover annotations from a previous version
Check earlier versions of the board pack.
If annotations appear to be missing:
Open the board pack.
Scroll to the bottom of the page.
Select Previous version.
Earlier versions may still contain the annotations.