Replace a Prepared Document

Quickly swap out documents on your transactions and document templates without having to delete the original first. All signer and notary fields that exist on the original document will automatically be applied to your newly replaced document, in the same location as they were on the original document.

Use this feature if you've made changes to a document that's used in a template and want to replace the file without having to add fields to the document again. This process can also be used to update a tagged document in a transaction that hasn't been sent.

Need to Know

• Any user in your organization who has access to create transactions or document templates can replace a document.
• Replacing the document in a template replaces it for everyone going forward.
• The fields that were placed on the original document will automatically be applied and in the same location to the new document.
• If the new document has fewer pages than the existing document, any fields that were on the extraneous pages are removed. For example, if you have a template with 5 pages and replace it with a document that has 4 pages, all the fields on the 5th page will be removed.

⚠️ Make sure your document is oriented properly (not sideways) before you upload — rotating the document after upload is possible, but the fields must be removed before doing so.

Log in to your Proof account to complete the steps below.

Replace a document

The steps for replacing a document are the same whether you replace a document on a transaction that has not been sent or a document in a template.

Draft transaction

1. Click Send & manage from the navigation on the left.
   • If you don't see the menu, click the left arrow to open it.
2. Open the draft transaction where you'd like to replace the prepared document.
3. Locate the document you'd like to replace in the Documents section.
4. Click the replace document icon between the edit (pencil) icon and the trash icon in the Edit document template window. 
5. Select the desired file from your local device. The name of the file updates when the document finishes uploading, and the system preserves and automatically re-applies the previously existing fields. 
6. Click the pencil icon to review the new document.

Template

1. Click Send & manage from the navigation on the left.
   • If you don't see the menu, click the left arrow to open it.
2. Click Document templates under Tools.
3. Select the name of the template you'd like to update to open it.
4. Click the replace document icon between the edit (pencil) icon and the trash icon in the Edit document template window. 
   
5. Select the desired file from your local device. The name of the file updates when the document finishes uploading, and the system preserves and automatically re-applies the previously existing fields. 
6. Click the pencil icon to review the new template.