> For the complete documentation index, see [llms.txt](https://help.hippoly.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.hippoly.com/using-hippoly/hippoly-docs/update-shared-doc.md).
# Update document
A shared document is visible to everyone in the workspace and is read-only by default. Anyone with view access can edit it by starting a new version.
Starting a new version creates a working copy that's only visible to users participating in the editing. The rest of the workspace continues to see the current shared version until the new version is shared.
## Start a new version
{% stepper %}
{% step %}
Open the shared document you want to update.
{% endstep %}
{% step %}
Click the `Edit` button in the top toolbar. A new version is created as a working copy.
{% hint style="info" %}
If someone else has already started a new version, clicking `Edit` will add you as a collaborator on their version instead of starting a new one.
{% endhint %}
{% endstep %}
{% step %}
The document now shows an **Editing** label in the header. Your changes are only visible to you and the other collaborators, everyone else continues to see the currently shared version.
{% endstep %}
{% step %}
If you want to work on the new version together with others, invite them as collaborators by clicking the `dropdown arrow` next to the **Share** button and selecting `Invite to edit`.
{% endstep %}
{% endstepper %}
## Share changes
When the new version is ready, sharing the changes replaces the currently shared version with your updated content. After sharing, the new content is visible to everyone in the workspace.
{% hint style="info" %}
Sharing changes button is only available to **editors** of the new version in progress.
{% endhint %}
{% stepper %}
{% step %}
Open the document that has a new version in progress. You'll see the **Editing** label indicating that a new version is being worked on.
{% endstep %}
{% step %}
Click the `Share with everyone` button in the top-right corner of the editor.
{% endstep %}
{% step %}
Confirm the action in the dialog. The new version becomes the active shared version and is now visible to everyone in the workspace. Previous versions remain available in the [version history](/using-hippoly/hippoly-docs/version-history.md).
{% endstep %}
{% endstepper %}
## Discard new version changes
If the changes you made while working on a new version are not needed, for example you were just testing something out or a different approach is needed, you can discard them. The document reverts to the last shared version and the new version changes are removed.
{% hint style="warning" %}
Discarding new version changes is permanent. All edits made in the current new version will be deleted and can't be recovered.
{% endhint %}
{% stepper %}
{% step %}
Open the document with the new version in progress.
{% endstep %}
{% step %}
Click the `dropdown arrow` next to the **Share** button and select `Discard changes`.
{% endstep %}
{% step %}
Confirm the action in the dialog. The new version changes are removed and the document reverts to the currently shared version.
{% endstep %}
{% endstepper %}
## Update a signed document
Once a document has been signed, it's locked and converted to a signed PDF to preserve the signatures in a exportable format. Because of this, you can't start a new version of it the same way as with an unsigned document.
To make changes, create a new editable copy of the signed document instead. The copy starts as an unsigned draft that you can edit and share like any other document. The original signed PDF remains unchanged and stays available in the workspace.
{% stepper %}
{% step %}
Go to `Files` in the main menu.
{% endstep %}
{% step %}
Navigate to the **folder** where the signed document is located.
{% endstep %}
{% step %}
Click the **menu icon** and select `Create editable copy`.
{% endstep %}
{% step %}
A **draft** copy is created in the same folder, visible only to you. Make your updates and share it with the rest of the workspace when you're ready.
{% endstep %}
{% endstepper %}
---
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