Replace or update a document
Upload a newer or corrected document, preserve useful information about the earlier version and review its property, category, dates and visibility before making it current.
Replacing a document should preserve a clear distinction between the previous version and the current file. Review whether the earlier document should remain available as a historical record, be archived or be removed.
Replace, archive or keep the document?
A newer version supersedes the file
Use a replacement where a renewed, corrected, completed or signed version becomes the current document.
The old file should remain in history
Archive the previous version where it remains useful for reference but should not appear as current.
Both documents remain valid records
Keep both active where they relate to different periods, purposes or transactions.
A new tenancy agreement or certificate for a different period may need its own record rather than replacing the previous document.
When to replace or update a document
Renewed certificate
A newer certificate replaces the previous current certificate for the same compliance type.
Signed final version
A signed agreement replaces a draft or unsigned version.
Corrected document
A corrected file replaces one containing inaccurate or incomplete information.
Clearer scan
A readable document replaces a blurred, cropped or incomplete upload.
Updated insurance record
A current schedule or policy document replaces an expired version.
Revised contractor document
A final invoice or report replaces an earlier draft where both refer to the same job.
Before replacing the existing document
- Open the current document.
- Confirm the new file relates to the same record.
- Compare the document type and purpose.
- Review issue, effective and expiry dates.
- Check whether the current file has been shared.
- Review its Tenant Portal visibility.
- Check connected property and tenancy records.
- Review compliance, maintenance or financial connections.
- Decide whether the earlier version must remain available.
- Check available document storage.
Signed agreements, expired certificates, invoices and inspection reports may need to remain available as earlier records.
Open the document to replace
Open Documents
Select Documents from the main Estavo navigation.
Find the existing document
Search using its title, property, category, document date or connected record.
Open and review it
Confirm this is the document that should be replaced.
Select Replace or Upload New Version
Open the document replacement workflow.
Compare the current and new documents
- Confirm both documents relate to the same property.
- Check the document type.
- Review the issue and expiry dates.
- Check names, addresses and references.
- Confirm the new version is complete and readable.
- Review whether the new file corrects the earlier issue.
Upload the replacement version
Select Choose File
Open the file picker or use the available upload area.
Select the new document
Confirm the file name, type and source location.
Wait for the upload to complete
Do not close the page until the new file appears in the replacement form.
Open the uploaded file
Confirm it can be viewed and contains every expected page.
Update the document details
Gas Safety Certificate 2026
24 Oak Avenue · Compliance document
Review the issue and expiry dates
- Enter the date shown on the new document.
- Update the issue date where applicable.
- Enter the new expiry date.
- Do not copy the previous dates automatically.
- Check the date format carefully.
- Review the linked compliance record.
- Confirm reminders use the current expiry date.
Review the document and operational record separately to confirm all dates are correct.
Review the connected records
Review the new version’s visibility
- Open the complete replacement file.
- Check whether it contains new personal information.
- Review supplier and banking details.
- Confirm the correct tenancy and tenant connection.
- Keep the document private until it has been reviewed.
- Enable Tenant Portal visibility only where appropriate.
- Review the previous version’s visibility separately.
Review the replacement as a new file before applying the previous document’s access setting.
Decide what to do with the previous version
Mark as previous
Keep it available in the document history but no longer treat it as the current version.
Archive it
Remove it from normal active views while retaining the historical record.
Keep it active separately
Use where both files relate to different valid periods or purposes.
Delete only where appropriate
Remove the previous file only when it should not be retained and no valid history depends on it.
It removes an outdated file from active use while preserving its historical context.
Verify the replacement document
Open the new version
Confirm it is complete, readable and correct.
Review the title and dates
Check the year, issue date, expiry date and version description.
Review the connections
Confirm the property, tenancy and operational records.
Check the visibility
Confirm the current and previous versions have the intended access settings.
Review the document list
Confirm the new file is shown as current and the old file is handled appropriately.
Common document-replacement problems
The Replace option is unavailable
Check your permissions and whether the document can be updated through its connected workflow.
The new file will not upload
Check the file type, size, internet connection and available storage.
The old version remains current
Review the version status and save the replacement workflow again.
The previous document disappeared
Check archived documents and the document history.
The wrong file was replaced
Review the document history, restore the valid record where available and correct the replacement.
The expiry date is unchanged
Update the document and connected compliance record separately.
The tenant still sees the old version
Review both documents’ portal visibility settings and archive or restrict the previous file.
Both versions have the same title
Add the year, status or version description so each file can be identified clearly.
The document has been replaced or updated
The next guide explains how to open, review and download a stored document while checking its details and access permissions.
Continue to view or download a document