Updating Workflow Documents (files and videos)

As your business evolves, you'll need to update documents and videos within your workflows. This guide walks you through common updates you'll make to keep your workflows current and compliant.

If you are UPDATING a document or video, it is likely that you need ONLY update the original document with a new version as the link will not change.

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Ensure that you:

• Understand workflows
• Understand items on workflows

Need to create a new workflow? Check out creating a workflow first.

Prerequisites Checklist

You know which workflows need updating
Have replacement documents ready and approved
Understand what changes you need to make

Replacing a document in your workflow

When you need to update an existing document (like an Accommodation Agreement or Staff Handbook) with a new version, follow these steps.

Step 1: Prepare your new document

Before updating your workflow, get your document ready to use.

1. Ensure your new document is saved and approved
2. Keep the file name clear and descriptive

Step 2: Locate the workflow

Find each workflow(s) that contains the document you need to replace.

1. Go to Setup → Workflows
2. Open each workflow that might contain the document
3. Use Review mode to search workflow contents
4. Use the Library linked item indicator or locate action, where available, to find the linked document, video, image, or Content Block
5. Note which page and item contains the old content

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Not sure which workflows contain your document? Open each active workflow and use Review mode to search the contents, then use Preview mode to check what participants see.

Step 3: Update the document link or content

There are two options: update the link (in PICMI) or upload a new version (of the file or video in other system)

Option 1

Replace the link of the old document with your new one.

1. Open the workflow in Edit mode
2. Select the page or item containing the document
3. Review the linked Content Block or item details in the Inspector
4. Replace the document link or upload, where the builder supports editing that item type
5. Update any accompanying text if needed
6. Save the workflow

Option 2

Replace the content of the old document with your new version.

1. There are no changes to the workflow itself.
2. In the other system, update either:With update the file or video in other system.
3. Upload the new version to Google Drive
   • File
   • Video

See updating workflows for detailed editing instructions.

Step 4: Preview and verify

Always check your changes before participants see them.

1. Select Preview mode in the Workflow Builder
2. Navigate to the section with your updated document
3. Click the document link to ensure it opens correctly
4. Verify the correct version appears

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Testing takes 2 minutes and prevents participants from seeing broken links or wrong documents.

Frequently asked questions

Document uploaded but not showing?

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Link not working for participants?

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Next steps

After updating your workflow documents, consider:

• Previewing a job to see the participant experience
• Preparing a job ready to publish with your updated workflow
• Updating workflows for more advanced editing

Related articles:

• Creating a workflow
• Updating workflows
• Creating a contract template
• Check Configuration and field validation