Replace a prepared document – Proof Help Center
The Proof Help Center explains that organization senders and notary-sourced transactions users can replace a document in a draft transaction or template without deleting the original, automatically preserving all existing signer and notary fields in their original locations, with the caveat that fields on removed pages are deleted if the new document is shorter, and provides step-by-step instructions for replacing documents in both draft transactions and templates.
Audience: Organization Senders and Notary-Sourced Transactions (NSTs)
The short answer: You can swap out a document on a transaction or template without deleting the original — all existing signer and notary fields are automatically carried over to the new document in the same locations.
How it works
Use this feature if you've made changes to a document used in a template and want to replace the file without re-adding fields. It also works for updating a tagged document in a transaction that hasn't been sent yet.
- Replacing a document in a template applies to all future transactions using that template.
- Fields from the original document are automatically re-applied in the same locations on the new document.
- If the new document has fewer pages than the original, any fields on the removed pages are deleted. For example, replacing a 5-page document with a 4-page one removes all fields from the 5th page.
Note: Make sure your document is oriented properly (not sideways) before uploading — rotating after upload is possible, but fields must be removed first.
1. Replace a document in a draft transaction
- 1.Log in to your Proof account.
- 2.Select Transactions from the left navigation menu.
- 3.Open the draft transaction where you'd like to replace the document.
- 4.Locate the document in the Documents section.
- 5.Select the replace document icon — it appears between the edit (pencil) icon and the trash icon in the Edit document template window.
- 6.Select the desired file from your device. The file name updates when the upload finishes, and all previously placed fields are preserved and re-applied automatically.
- 7.Select the pencil icon to review the updated document.
2. Replace a document in a template
- 1.Select Tools from the left navigation menu.
- 2.Select Document templates from the Tools page.
- 3.Select the name of the template you'd like to update.
- 4.Select the replace document icon between the edit (pencil) icon and the trash icon in the Edit document template window.
- 5.Select the desired file from your device. The file name updates when the upload finishes, and all previously placed fields are preserved and re-applied automatically.
- 6.Select the pencil icon to review the updated template.
Summary Checklist
- Confirm the document is oriented correctly before uploading.
- Open the draft transaction or template and locate the document to replace.
- Select the replace document icon and upload the new file.
- Review the updated document using the pencil icon to confirm fields are correctly placed.
Still unsure? Contact Proof Support for help.
Related
Proof Release Notes DEPLOY-1311 (2026-05-26)
The Proof Release Notes DEPLOY-1311 dated May 26, 2026, introduce two key enhancements: displaying the document template name alongside tag counts for matched templates in the Proof for Business portal to aid template maintenance, and requiring notaries to provide explanations when terminating meetings due to fraud concerns to improve support and follow-up, with the former applying to draft and future transactions and the latter to future transactions only.
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Set a Signer Field as Optional
Organizations can mark signer fields as optional—indicated by "(Optional)" next to the field name and not required to complete the transaction—by adding the field in the Prepare documents window and either clicking the "Set as optional" button above the field or toggling the "Field is required" switch off, noting that this applies to both documents and templates but excludes notary fields.
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Download Transaction-Level Audit Trail for Organizations – Proof Help Center
Organization account members can download the transaction-level audit trail by logging into their Proof account, selecting the desired transaction from the Transactions panel, opening the Document tab in Transaction Details, previewing the AuditTrail.pdf under Supplementary Merged Documents, and downloading it, a feature exclusive to organization accounts and distinct from the embedded audit trail available to individual signers.