**Source:** https://heykiku.com/help/replace-file

# Replace a Document

If you need to update a document with a newer version of the file, you can replace it without deleting and re-uploading.

## Requirements

- The document must be **approved** (status: Complete)
- The document must have been **uploaded** (not imported from Google Drive or created from a voice memo)
- You need the **Approve** permission

## How to Replace

1. Go to **Knowledge** and click the document to open it
2. Switch to the **Details** tab
3. Click **Replace file**
4. Read the confirmation: "The new file will be processed and require re-approval. The document will be temporarily unavailable in chat during processing."
5. Click **Choose file** and select the replacement file
6. The upload starts immediately

## What Happens Next

1. The old file is replaced with the new one
2. The document status resets to **Pending** and goes through processing again
3. The document is temporarily unavailable in chat
4. Once processing finishes, [review the new extraction](https://heykiku.com/help/edit-extraction) and [approve it](https://heykiku.com/help/approve-document)

The document keeps its folder location, access tier, and position in your knowledge base.

## Accepted File Types

Same as regular uploads: PDF, DOCX, XLSX, TXT, MD, and images (PNG, JPEG, GIF, WebP). Maximum file size: 10MB.

## When to Use Replace vs. Delete and Re-upload

**Use Replace** when you have an updated version of the same document (e.g., revised brand guidelines, updated pricing sheet).

**Delete and re-upload** when the content is fundamentally different or you want to change the access tier.