Use Replace when the file changed but the sharing setup should not. HummingDeck keeps the document record, existing Share Links, Room placements, recipients, and access settings. People opening those URLs see the new version, so you do not need to send another link.
Replace Document
Upload a new version of this document.
This permanently replaces the current document. All existing links will point to the new version.
The replacement must match the original file type.
Replace the document
- Open Document Library and select the document.
- Select Replace in the document header.
- Choose the new file or supported Google editor link.
- Confirm Replace Document.
- Wait for processing to finish, then check the preview before relying on the live links.
The new file must be the same type as the original. For example, replace a PDF with a PDF. If you need to change file type, upload a separate document and create the appropriate sharing setup for it.
What stays the same
Replacing the file keeps:
- existing document and Room links;
- recipient and company associations;
- open, email-gated, or Restricted Access settings;
- download, expiration, and notification settings;
- the document’s existing activity and analytics history.
The Library title also stays the same unless you edit it separately. A copy that someone downloaded before the replacement does not update on their device.
What changes
Every active link and Room placement for that document loads the new version after processing. This is useful for:
- revised pricing or commercial terms;
- corrected pitch decks and reports;
- updated implementation or onboarding plans;
- refreshed event, training, or partner material;
- a new export from Google Slides, Google Docs, Canva, or another authoring tool.
Protect the meaning of historical analytics
Existing sessions remain part of the document history. If page count, order, or meaning changes, an older “page 7” event may refer to different content than page 7 in the replacement.
For small corrections, keeping the same document is usually clearer. For a major restructure or a new reporting period, a separate document can preserve cleaner version-specific analytics.
Active Proposal links
Replace is unavailable while the document has an active Proposal link with recipient response controls. This prevents the terms from changing underneath an active decision flow.
If the proposal should no longer remain active, revoke the appropriate Proposal link before replacing the document. If the earlier proposal must remain available as sent, upload the revision as a separate document instead.
Tell recipients about material changes
The same URL is convenient, but it should not make an important change invisible. Tell recipients when you replace pricing, legal terms, scope, deadlines, or another decision point they may already have reviewed.
For other link changes, see Manage share links and recipient controls. If the new version does not process, see Troubleshoot uploads and processing.