CommonSpot: How to Upload New Versions of Existing Documents

Learn how to upload new versions of existing documents, this article will cover a couple different options to accomplish this. These steps will completely replace the old document. Make sure the new document has the exact same name as the previously uploaded version. If not, any existing links to the document will not reflect the change to the document.

Option 1:

The quickest and easiest way to replace an existing document is by knowing the title of it. 

-  In the Quick Find box, enter the title of the document, click Go

Quick Find box

-  From the Search Results window, find your document and click the Metadata & Security icon from the Actions column. Choose Upload New Version from the appearing menu.

Search Results window

-  From the Upload New Document Version window, click Browse to locate the new version of your document (make sure it’s the same name as the previous version), click Open, then Save.

Upload New Document Version window


Option 2:

If you don’t know the title that was given on initial upload but it’s your document, do the following:

-  Open the My Content menu, choose My Uploaded Documents.

CommonSpot primary menu bar - My Content menu

-  Find your document and click the Metadata & Security icon from the Actions column. Choose Upload New Version from the appearing menu.

My Uploaded Documents window

-  From the Upload New Document Version window, click Browse to locate the new version of your document (make sure it’s the same name as the previous version), click Open, then Save.

Upload New Document Version window


Option 3:

If you did not upload the original document, do the following:

-  Open the Tools menu, click on Find, and then choose Advanced Search

CommonSpot primary menu bar - Tools menu

-  Expand search criteria for ‘What type of content do you want to see?

o   Leave the Uploaded Documents checkbox, uncheck all others, and choose the Format (ie .xlsx, .pptx, .docx).

-  Expand search criteria for ‘What subsite do you want to search within?

o   Choose to customize the subsite and enter the subsite info for where the document resides.

-  Expand and answer any other criteria questions that will help find your document.

-  Click View Results.

Advanced Search window

-  Find your document and click the Metadata & Security icon from the Actions column. Choose Upload New Version from the appearing menu.

Advanced Search Results window

-  From the Upload New Document Version window, click Browse to locate the new version of your document (make sure it’s the same name as the previous version), click Open, then Save.

Upload New Document Version window

*See related KB article - 'How to Upload and Link Documents'.


Check out the How To video:





Keywords:CommonSpot, website, upload documents   Doc ID:64523
Owner:Becky T.Group:UW Parkside
Created:2016-06-28 10:29 CSTUpdated:2017-08-15 14:33 CST
Sites:UW Parkside
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