Updating Files Using "Manage Versions" in Google Drive

Have you ever wondered if there's an easier way to manage the documents linked to from your site? For instance, maybe you have degree requirement forms that change from year to year, or other files that are regularly updated and posted on your website. Great news: Google Drive has a mechanism to streamline this process.



What is "Manage Versions"?

Your website probably has dozens of links to various files. Due to the sheer number, it can be difficult to keep track of every link that points to a particular file.

"Manage Versions" is a way for you to update a file (a document or PDF) without the URL changing. Think of Manage Versions as a tool for updating documents or managing changing documents. It's a great way to save time if your website includes a link to a certain file that gets updated regularly. You can make changes, follow the steps below to update the file within your Google Drive, and be done. All of the links that point to your file will still work correctly, and you won't have to search your site for broken links.

On the other hand, if you were to simply delete the old file and upload a new one, you would have to manually update each and every link on your website that takes users to that file. If you miss any, the user will see an error message that the file no longer exists. Additionally, Google and Drupal tend to hold onto old versions of files, which sometimes appear in search results. Using Manage Versions eliminates this possibility, so you can rest easy that the most up to date versions of your documents are the only ones your users will find. 


Before You Get Started

Best Practices for Storing Files

Create a separate Google Shared Drive for public files that are posted on your website. Keep this Shared Drive separate from other Shared Drives or Folders that you use for internal documents that are not meant to be shared publicly.

We find this is helpful because everything related to your website can be found in one common place, rather than spread across the Google Drives of multiple people within your unit. This also eliminates the issue of losing files when someone leaves your unit.


How to Use Manage Versions

Locate the File in Google Drive

Find the desired file within the Google Drive folders. Do NOT open it; just locate it and single click to select it.


Navigate to "Manage Versions"

Locate the dropdown menu with 3 dots.
Depending on the layout of your files (Grid layout or List layout), the dots may be at the top right (Grid) or the far right (List).
Click on this menu and select the dropdown option for "File Information." Next select "Manage Versions" from the list of options.


Click "Upload New Version"

Click "Upload New Version" and select the new file to add. Choose OK when done.


Test the File

The new version of your file should be updated! Test it out in two ways:
    .1Go back into Google Drive and open the file in question. It should show you the updated version.
    .2Go to your website and find an instance where this file is linked. Click the link and confirm it takes you to the updated version. As long as one link works correctly, they will all work correctly.


Notes About Accessibility and PDFs

All web content must be accessible to all users, regardless of disability. This applies not only to the webpages we create, but also the files we link to from our site. The Stanford Office of Digital Accessibility (SODA) has a helpful  guide on ensuring PDFs meet accessibility criteria .

One of the most common mistakes with PDFs is the use of a digital image file, which cannot be read by screen readers. This happens most commonly when a file is scanned. Although it can be saved as a .pdf, it's really an image that is not in an accessible format.

Never link to a document or other file that was scanned. In addition to being a low quality copy, it doesn't meet accessibility requirements.

To avoid issues, be sure you create your PDFs from a document, spreadsheet, or slide deck and print to PDF. This makes all of the text within the file readable by screen readers. Since good PDFs come from good documents, we recommend checking out the  guide to accessible Word documents  and the  guide to accessible PowerPoint presentations .

To check your work, try to highlight and copy/paste a section of text. Are you able to? If not, your PDF is likely a digital image. SODA provides steps you can take to fix your file in their  accessibility guide .


Video Tutorial for Managing Versions

The relevant section spans from 13:43-17:14.

https://youtu.be/XXsGweX2WNY?si=WOtpCVx1ahh2_Lyf&t=823