Document versioning

When a document changes (the lease is amended, the fire risk assessment is renewed, the insurance schedule is updated for next year), you typically want the new version to replace the old one without losing the audit trail. PropLink supports this via document versioning.

Replace a file

1. Open the file.
2. Click Replace.
3. Upload the new version.
4. Optionally add a note explaining the change.
5. Confirm.

The new file becomes the current version. The old version is preserved under Version history.

Version history

Click Version history on any file to see:

• Every version uploaded.
• The user who uploaded each.
• The date.
• The optional note.
• A button to download or restore each version.

Restoring an old version makes it the current one without deleting the version that was current before. The restore is itself a new event in the history.

Auto-versioning on certificate updates

When a contractor uploads a renewed certificate (gas, electrical, fire risk) via ContractorPort, PropLink automatically replaces the previous certificate at the same location and keeps the old one in version history. You do not need to manually clean up.

Comparing versions

For PDFs and Word documents, PropLink can show a side-by-side comparison highlighting changes. Click two versions in the history and pick Compare. Useful for lease amendments and policy schedule renewals.

Limits

Document versioning is currently in Beta. Limitations:

• Comparison only works on text-based formats.
• Version history is unlimited but file storage counts toward your organisation's quota.
• Concurrent uploads can race; PropLink takes the most recent.

We are working on these for general availability.