To replace a document in a Board Pack with an updated version:
Users often need to replace documents in a Board Pack to correct errors or provide revised content for their board members. This ensures the information remains accurate and board processes run smoothly.
Prepare the Updated Document: Ensure you have the corrected or revised version of the document ready for upload.
Use the Same File Name: Upload the updated document directly into the same agenda item without deleting the original attached file. When uploaded with the identical file name, BoardPro will automatically overwrite the existing document and update the Board Pack accordingly.
Retain Annotations: Any notes or annotations made by board members on the original document will migrate to the updated version automatically. This ensures continued collaboration without data loss.
Verify the Update: Confirm that the Board Pack now displays the updated document and that all notes and annotations are intact.
By following these steps, there is no need to delete and re-upload the document, which would otherwise remove annotations and disrupt board members' review processes.
Key Considerations
Avoid Deleting the Original Document: - Deleting and re-uploading a document will result in the loss of all existing notes and annotations, making it harder for board members to retain their feedback and edits.
Revisions Are Seamless with the Same File Name: - Using the same file name as the original ensures the replacement is treated as an update rather than a new addition, allowing for seamless document management.
What Happens If You Change the File Name: Changing the file name of the updated document creates a new document rather than replacing the original, which results in the loss of annotations. Always ensure the updated document retains the original name.
In conclusion, always use the identical file name when replacing documents in BoardPro to preserve annotations and ensure an efficient workflow for all team members.
FAQ
Can I change the file name of the updated document?
No, changing the file name creates a new document rather than replacing the original. To retain annotations, the updated document must have the exact same file name as the original.
What happens if I accidentally delete the original document?
If the original document is deleted, any associated annotations will also be lost. It’s best to avoid deletion and directly replace files instead.