How can I upload a new version of a file?

Summary: This page explains how new file versions are created in Cartularius, by uploading an updated file, using record page upload components, or editing Office files online. It also shows how version detection works in the Upload Files dialog and how to upload a file as a separate new file by renaming it.

Cartularius keeps document history intact by creating new file versions whenever a document is updated. In most cases, you upload a new version of a file, and Cartularius detects that it belongs to an existing file.

There are five ways a new file version can be created:

1. Upload Files in the Files and Folders component
2. Drag-and-drop into the Files and Folders component
3. Drag-and-drop into the Upload New File Version component on the File Record Page
4. Drag-and-drop into the Upload New File Version component on the File Version Record Page
5. Edit in Office for the Web (Word, Excel, PowerPoint), which creates new versions automatically as you save changes

Note: This page explains versioning in Cartularius. For general information about versioning in standard Salesforce Files, see the Upload a New Version of a File page in Salesforce Help.

Option 1: Upload a new version using Upload Files

1. Open the Salesforce record that contains the file.
2. In the Files and Folders component, navigate to the folder that contains the existing file.
3. Click Upload Files.
4. Select the updated file from your device.

The Upload Files dialog opens.

Option 2: Upload a new version using drag-and-drop in the Files and Folders component

1. Open the Salesforce record that contains the file.
2. Navigate to the folder that contains the existing file.
3. Drag the updated file from your device and drop it into the Files and Folders panel.

The Upload Files dialog opens.

Option 3: Upload a new version from the File Record Page

If your organization uses File Record Pages, you can upload a new version directly there:

1. Open the File Record Page for the file.
2. In the sidebar, locate Upload New File Version.
3. Drag and drop the updated file onto the component.

Cartularius uploads the file as a new version.

Option 4: Upload a new version from the File Version Record Page

You can also upload a new version while viewing a specific version:

1. Open the File Version Record Page.
2. In the sidebar, locate Upload New File Version.
3. Drag and drop the updated file onto the component.

Cartularius uploads the file as a new version.

Option 5: Create new versions by editing in Office for the Web

If your organization has Office for the Web enabled, you can edit Word, Excel, and PowerPoint files online.

1. In the Files and Folders component, open the row actions for the file.
2. Click Edit in Office for the Web.
3. Make your changes and close the browser tab when you are done.

While you edit, changes are saved regularly. When the editing session ends, Cartularius stores the updated document and creates new file versions automatically.

For more details on online editing, locking, and co-authoring, see the Working with Office 365 section.

How does Cartularius detect a new version?

In the Upload Files dialog, Cartularius checks whether a file with the same name already exists in the selected target folder.

If a match is found:

• An exclamation mark appears next to the file in the dialog.
• This indicates the upload will create a new file version, not a new file.
• When you click Upload, a confirmation message appears asking you to confirm the creation of a new version.
• After confirmation, the file is stored as a new version of the existing file.

Tip: If you expected a new version but don’t see the exclamation mark, verify that the filename matches exactly and that the target folder is the same folder where the existing file is stored.

How to upload the file as a new file instead?

Sometimes you want to upload a similar document but keep it as a separate file.

To store the upload as a new file:

1. In the Upload Files dialog, click the pencil icon next to the filename.
2. Change the name so it no longer matches an existing file in the target folder.
3. Click the disk icon to use the new filename.
4. Click Upload.

The file is stored as a new file, not as a new version.

Why is this useful?

Uploading new versions instead of creating separate files helps you:

• Keep one document as the “single source of truth”.
• Track changes over time with a clear version history
• Avoid duplicates and confusion about which file is the latest
• Collaborate more safely, especially when multiple people work on the same document

Result

After uploading a new version (or editing the file in Office for the Web), Cartularius stores the update as a new file version of the existing file. The latest version becomes available immediately, while previous versions remain accessible from the file’s record pages and version history.