Understand the outcome

Upload a new version rather than replacing a file people already completed.

Resources (formerly Policies) is one library for policies, SOPs, HR documents, PDFs, presentations, Word files, spreadsheets, images, and video. Each resource can be reference-only or require an acknowledgement or signature, and completion is tracked against the exact version each member completed. In the portal, Resources pages live under /modules/policies.

What this procedure is for

This guide focuses specifically on “Replace a resource with a new version.” Complete it from an account with the appropriate Resources access, verify it from the affected member or operational view, and preserve existing records rather than repurposing historical configuration.

Before you begin

Make the decision before changing the screen. Record the current configuration when the department already uses this feature, and use a test record or test account when the change can affect active members.

Get the revised file approved.
Decide whether everyone must complete it again (the default).
Check whether PDF fields moved.

If a control is missing

Do not work around it from another member’s account. Confirm that Resources is enabled, its dependencies are active, and your role grants the exact management action required for this task.

Where to work and what access you need

Start from the portal destination named in the procedure. Administrators normally need permission to view Resources plus the specific create, edit, manage, approve, report, or all-record action used by the task. Visibility alone does not grant management access.

My Resources/modules/policies/my
Resource Library/modules/policies/library
New resource/modules/policies/new
Resource detail/modules/policies/:id
Edit resource/modules/policies/:id/edit
Sign a resource/modules/policies/:id/sign
Categories/modules/policies/categories
Settings/modules/policies/settings

Required foundation

Core must be enabled and correctly configured before this workflow can operate reliably.

If your department uses custom roles, test the procedure with that role—not only with a full administrator account. This confirms the people responsible for daily operations can complete the workflow without receiving unrelated access.

Complete the task

Step 1Open the resource
Review version history.
Step 2Upload the new version
Add the revised file as a new version.
Step 3Confirm the requirement
Keep or change whether members must complete it again.
Step 4Place fields again
Place PDF fields on the new file.
Step 5Confirm the audience
Check who must complete it.
Step 6Publish and track
Publish and follow completion for the new version.

Operational safeguards

Apply these module-level controls while completing the procedure. They prevent a technically saved configuration from becoming an operational or access problem later.

Control point
Settle category names before migrating documents.
Control point
Choose the lightest requirement that meets the actual need.
Control point
Preview placed PDF fields on the final file before publishing.
Control point
Confirm the audience before publishing.
Control point
Plan how you will follow up: due dates do not send reminders on their own, so send reminders from the resource.
Control point
Upload a new version instead of replacing a file people already completed.

Verify the result

Do not consider the setup complete merely because the save action succeeded. Confirm the behavior from the user-facing or operational view, then retain evidence of the test when department policy requires it.

Earlier completions stay on the earlier version.
Members show as pending on the new version.
Exports identify each version.

If any verification fails, return to the source configuration and correct it there. Do not edit a report or downstream record to conceal an incorrect setup.

Troubleshooting

Members weren’t asked to sign again

Check the new-version completion setting.

Fields disappeared

Fields belong to a version; place them on the new file.

Members see the old file

Confirm the new version is published.

Related Resources capabilities

This task sits inside a larger module workflow. These related capabilities may affect the result or provide the next administrative step:

Library for PDF, PowerPoint, Word, Excel, CSV, image, video, and ZIP files in colored categories
Version history; by default a new version asks the audience to complete it again
Targeting by role or specific members
Acknowledgements recorded against the current version
Checkbox, typed, or drawn signatures with IP address and device recorded
PDF field builder for signature, initials, date, and text fields, producing a stamped signed copy
Completion tracking with manual reminders, waivers with a reason, and CSV/PDF export
Optional Time Clock gate that holds clock-in until pending resources are completed

Use the module hub to open the dedicated procedure associated with any capability listed here.

Connected modules and downstream effects

A change here can alter what members see, what data appears in reports, or how another module completes its workflow. Review the connected areas below before making a department-wide change.

Time ClockPortal and kiosk clock-in with password, PIN, or face, plus corrections and reports.
TrainingEvents, attendance, hours and CE, certificates, self-logged training, and compliance.
OnboardingVersioned programs with stages, tasks, dependencies, approvals, and progress tracking.

After deployment, test one complete workflow from the originating module through every connected destination your department uses. Document the final configuration so another administrator can audit or reproduce it later.

Continue in Resources

Return to the Resources module guide for connected workflows, dependencies, portal destinations, and additional procedures.