Replace a PDF Without Changing the Link

💡 The Problem

You've shared a PDF link with clients, then discovered an error that needs fixing. The traditional approach: upload a new file, get a new link, send it again—confusing the client: "Which link should I use?"

MaiPDF's solution: The link stays the same. You swap the file in the background. Recipients continue using the original link, and when they open it, they automatically see the updated version. No re-sending, no confusion.

Note: This feature is available in MaiPDF only (Maiimg does not support file replacement).

How It Works

The reading code stays the same. The content and settings are replaced by the new version.

Watch the Replacement Process

🔄 Animation: See how new content gets injected into the old link (auto-loops every 6 seconds)

Before & After Comparison

Same Link Updated Content - Before and After Comparison

Same link stays active: New file content injected into old link

Step-by-Step Process

File Replacement Flow

flowchart LR A[📤 Original PDF Shared] --> B[🔗 Link Already in Use] B --> C[📄 Need to Update Content] C --> D[🔄 Use Replacement Portal] D --> E[📝 Enter Old Codes] E --> F[📝 Enter New Codes] F --> G[✅ Click Update] G --> H[🔗 Same Link, New Content] H --> I[👥 Recipients See Update] style A fill:#e0f2fe style D fill:#fef3c7 style G fill:#d1fae5 style H fill:#d1fae5 style I fill:#d1fae5

Why Replace Instead of Resending?

🔗

Link Stays the Same

No need to resend URLs or QR codes. Recipients continue using the original link.

⚙️

Settings Sync Automatically

Access controls (view limits, verification, watermarks) follow the new file. No manual reconfiguration.

📊

Access Records Preserved

View history and analytics remain intact. Track who accessed both old and new versions.

⏱️

Instant Updates

Changes take effect immediately. Next time someone opens the link, they see the new content.

Common Use Cases

mindmap root((PDF Replacement
Use Cases)) Fix Mistakes Typos in contracts Wrong pricing Outdated info Update Versions Price lists Product catalogs Training materials Change Settings Add email verification Adjust view limits Enable watermarks Retract Content Temporary removal Replace with blank PDF Emergency revocation

📝 Fix Mistakes After Sharing

Found a typo or error in a contract? Replace the file without notifying everyone about a new link.

💰 Update Pricing or Versions

Price lists, product catalogs, or versioned documents can be updated seamlessly.

⚙️ Change Access Settings

Need to adjust view limits, add email verification, enable watermarks, or modify download permissions? Replace with a file that has updated settings.

🚫 Retract Content

Need to temporarily remove access? Upload a blank PDF, then replace the original link with it.

How to Replace a PDF (Simple Steps)

Visit the replacement portal:

1

Enter Old Codes

Input your old reading code + old control code

2

Enter New Codes

Input your new reading code + new control code

3

Click Update File

The old reading code stays the same, but content and settings are replaced

What Gets Replaced

✅ PDF file content
✅ All access settings (view limits, time limits)
✅ Verification requirements
✅ Download permissions
✅ Watermark settings
✅ Alert email configurations

What Stays the Same

✅ Reading code (the shareable link)
✅ QR code (if already generated)
✅ Access history and analytics
✅ Tracking records

Example Scenario

Situation: You shared a contract PDF with a client. After sending, you notice a pricing error that needs immediate correction.

flowchart TB subgraph WITHOUT["❌ Without Replacement"] direction TB W1[Upload new PDF] --> W2[Get new link] W2 --> W3[Reconfigure settings] W3 --> W4[Send new link] W4 --> W5["Client confused 😕"] W5 --> W6["Risk: Wrong version used"] end subgraph WITH["✅ With MaiPDF Replacement"] direction TB M1[Upload corrected PDF] --> M2[Use replacement portal] M2 --> M3[Swap files in seconds] M3 --> M4[Original link updated] M4 --> M5["Client uses same link 😊"] M5 --> M6["Zero confusion!"] end style WITHOUT fill:#fee2e2 style WITH fill:#d1fae5

❌ Without Replacement

Upload new PDF, get new link
Manually reconfigure all settings
Send new link to client
Client asks: "Which link should I use?"
Risk of client using old version with wrong pricing

⚠️ Time-consuming, error-prone, and confusing

✅ With MaiPDF Replacement

Upload corrected PDF with same settings
Use replacement portal to swap files
Original link now shows corrected version
Client continues using the same link
Zero confusion, no risk of wrong version

✨ Fast, seamless, and error-free

Tips for Effective Replacement

📋 Plan Ahead

If you know you'll need updates, keep your control codes handy. Store them in a secure note or password manager.

🧪 Test First

Upload the new PDF separately first. Verify all settings work correctly before replacing the shared link.

📝 Version Notes

For important documents, add a version number or date in the PDF itself so recipients know it's been updated.

🔒 Security

Control codes are sensitive. Don't share them publicly. Only use them in the replacement portal.

Frequently Asked Questions

Q: Will recipients know the file was replaced?

A: Not automatically. They'll see the new content when they open the link, but won't get a notification. If it's important, you may want to inform them separately.

Q: Can I revert to the old file?

A: Yes, if you still have the old control code. Simply use the replacement portal again to swap back.

Q: What if I lose my control codes?

A: Control codes are shown only once after upload. If lost, you cannot replace the file. Always save them securely.

Q: Does this work for Maiimg (image sharing)?

A: No. File replacement is a MaiPDF-only feature. Maiimg does not support replacing images while keeping the same link.

Q: Is there a limit on how many times I can replace?

A: No. You can replace files as many times as needed, as long as you have the correct codes.