Replace a file
Replacing a file in Filemonk allows you to update an existing digital asset with a new version while maintaining all existing product links and customer access. When you replace a file, customers immediately gain access to the new version, and any PDF watermarks are automatically reset to ensure proper protection.
Accessing the Replace File Feature
To replace a file, you need to navigate to the specific file you want to update through your Filemonk dashboard.
Navigate and Select Your Files
- Click Content library in the left menu bar of your Filemonk dashboard
- This opens the "Files uploaded" tab in your Content library
- Locate the file you want to replace in the files table
- You can use the search bar at the top to find specific files by name
- Click the Edit button in the Actions column for your chosen file
Replacing Your File
Once you're viewing the specific file details, you can access the replace function through the More Actions menu.
Access Replace Option
- In the file details view, look for the More Actions menu (three dots icon)
- Click More Actions to open the dropdown menu
- Select Replace file from the menu options
Upload Your New File
- A file upload modal will appear allowing you to select your replacement file
- Click to browse and select the new file from your computer, or drag and drop it into the upload area
- You can only upload one file at a time when replacing (this restriction ensures you're updating the specific asset)
- The system will validate that your new file doesn't exceed your plan's storage limits
Confirm the Replacement
- Once you've selected your new file, the upload will begin automatically
- You'll see a progress indicator showing the upload status
- When the upload completes successfully, you'll see a "File replaced" confirmation message
- The file details will immediately update to show information about your new file
Important Information About File Replacement
Immediate Customer Access
When you replace a file, the change takes effect immediately. Customers who have purchased products linked to this file will instantly have access to the new version when they visit their download page. There is no delay or approval process.
Automatic Watermark Reset
If you're replacing a PDF file that has watermarking enabled, the system automatically resets all existing watermarks. This means:
- Previous watermarked versions are cleared from the system
- New downloads will generate fresh watermarks with customer-specific information
- This ensures your PDF protection remains effective with the updated content
Product Links Remain Intact
Replacing a file does not affect any existing product or variant links. All Shopify products that were previously linked to deliver this file will continue to deliver the new version automatically. You don't need to reconfigure any product settings.
File Type and Format
You can replace a file with a different file type if needed. For example, you can replace a PDF with a video file, or update an audio file with a newer recording. The system will update the file type information automatically.
Troubleshooting
Symptom | Likely Cause | Fix |
|---|---|---|
"File size exceeds your plan limit" error | New file is larger than your plan allows | Reduce file size or upgrade your plan via the upgrade button |
Upload fails or gets stuck | Network connection issue or file corruption | Check your internet connection and try uploading again with a different file |
Replace option not visible | Insufficient permissions or browser issue | Refresh the page and ensure you're logged in with proper merchant access |
Customers still see old file | Browser caching on customer side | Ask customers to refresh their download page or clear browser cache |
FAQs
Q: Can I undo a file replacement?
A: File replacement is permanent and cannot be undone through the Filemonk interface. Make sure you have a backup of your original file before replacing it.
Q: Will customers be notified when I replace a file?
A: No, customers are not automatically notified of file replacements. They will simply see the new version when they next access their download page. An email can be manually sent using the "notify all buyers" button on the product for which the file is attached
Q: Can I replace an external file link with an uploaded file?
A: Yes, you can replace any type of asset (uploaded file, external link, or licence key) with any other type. The system will update the asset type accordingly.
Q: What happens to download counts when I replace a file?
A: Download counts and limits remain unchanged when you replace a file. Customer download history and remaining download allowances are preserved.
Q: Do I need to update my Shopify product settings after replacing a file?
A: No, all existing product and variant links remain active automatically. Your customers will receive the new file version without any additional configuration needed.
Updated on: 29/07/2025
Thank you!