Replacing a file in Document360 Drive overwrites its content with a new version, while keeping the same filename and CDN URL. Any article or page that references the file automatically reflects the updated content without needing any link changes.
Why replace files?
You may need to replace a file when:
Updating outdated visuals — A screenshot, diagram, or image needs to reflect a UI or product change.
Correcting an error — The wrong file was uploaded and needs to be swapped out without re-linking it across articles.
Refreshing reused assets — A file used across multiple articles or pages needs a single update that propagates everywhere it appears.
Before you begin
You must have access to Document360 Drive.
The replacement file must be the same file type as the original (for example, a PNG can only be replaced with a PNG).
Only one file can be replaced at a time.
Replacing a file is irreversible. The original content is permanently overwritten and cannot be restored unless you have an offline backup. Unlike deleted files, overwritten files are not available in the Drive Recycle Bin.
After replacement, the updated file may take up to 20 minutes to reflect across all articles and pages where it is used.
How to replace a file
There are two ways to replace a file in Drive.
From the file context menu
Click the Drive () icon in the left navigation bar.
Navigate to the folder where the file you want to replace is located.
Hover over the desired file and click the More () icon.
Click Replace.
Your local file manager will open.
Select the new file to replace the existing one and click Open.
The new file will be updated in the Drive.
From the file details panel
Click the Drive () icon in the left navigation bar.
Navigate to the folder where the file you want to replace is located.
Hover over the desired file and click the More () icon.
Click View details.
A File details panel will open on the right side of the panel.
Click the Replace () icon.
On the Replace file dialog, click Replace file.
Your local file manager will open.
Select the new file to replace the existing one and click Open.
The new file will be updated in the Drive.
CAUTION
Replacing a file permanently overwrites its content. The original cannot be recovered from the Drive Recycle Bin or anywhere else in Document360 — only an offline backup can restore it. Make sure you have a local copy before proceeding.
NOTE
The replaced file retains its original filename and CDN URL. Updates may take up to 20 minutes to appear across all articles and pages where the file is used.
Best practices
Back up before replacing — Download the original file before replacing it, especially if it is used across multiple articles. This is your only recovery option if the replacement was made in error.
Verify the file type before uploading — The replacement must match the original file type. Attempting to upload a different type will not work.
Plan for the propagation delay — Changes take up to 20 minutes to reflect everywhere. Avoid replacing a file immediately before a scheduled publish or review, as reviewers may still see the old version.
Use replace instead of re-upload — If a file is already linked in articles, replacing it is always preferable to uploading a new file and re-linking, since the URL stays the same.