How to replace a document in BoardPro without losing annotations

To replace a document in a Board Pack with an updated version, follow the steps below. Users often need to replace documents to correct errors or provide revised content. Replacing the file correctly ensures annotations are retained and board processes run smoothly.

Ensure you have the corrected or revised version of the document ready for upload.

Upload the updated document directly to the same agenda item without deleting the original attached file.

When uploaded with the identical file name, BoardPro automatically overwrites the existing document and updates the Board Pack.

Important: Do not delete the original document before uploading the revised version.

Any notes or annotations made by board members on the original document automatically migrate to the updated version. This ensures continued collaboration without data loss.

Republish the agenda as needed and confirm that the Board Pack displays the updated document and that all notes and annotations remain intact.

Deleting and re-uploading a document results in the loss of all existing notes and annotations.

Using the same file name ensures the replacement is treated as an update rather than a new document.

If you change the file name, BoardPro treats the upload as a new document. This results in the loss of annotations on the original file.

Important: Always use the exact same file name when replacing a 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.

There is a warning shown when removing a document with annotations to prevent accidental deletion. If the original document is deleted, any associated annotations are permanently removed and cannot be recovered.