Media versions

A version is one of the files a media item has had over time. When an image changes, for example a retaken photo, an updated logo or a corrected technical data sheet, you do not need to upload a new media item and replace it manually on every product: you replace the file of the media item, and the new version replaces the previous one everywhere the media item is used.

What happens when you replace a file

The new version inherits everything from the media item it replaces: record data, workspaces, collections and links to products, marketing tools and other records. It receives a version number and can include a note describing the change.

Crops are not carried over to the new version: they were defined on the previous file and may no longer be correct for the new one.

The file you upload as a new version must not already exist in the library as another media item.

Previous versions

The media record includes a Revisions tab listing all versions, with their number, file name, author and upload date. From here, you can restore a previous version. Restoring a version does not delete the history: it creates a new version identical to the one you selected, marked as restored.

Who can replace a file

You need the Replace permission on one of the media item's workspaces. As the new version passes through the intake workspace, you also need permission to upload to that workspace.

If a media item belongs to a workspace that requires approval, you cannot replace it from its record: see Workspaces that require approval.