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Editing the Rows of a Supporting File

This guide shows how to add, change and remove the rows of a supporting file in Docupath, and save them as a new version, without editing the CSV file and uploading it again. You can rename the file at the same time. It is for admins, managers and custom roles with Update access to Supporting Files, and it sits under the Supporting Files reference article.

Prerequisites

  • Update access to Supporting Files. The Admin and Manager roles have it by default

  • A supporting file with the status Processed

Steps

  1. Click the dropdown arrow (▾) next to your user avatar in the top-right corner of the screen to open the main menu.

  2. Click Supporting files.

  3. Open the ⋮ menu at the end of the file's row.

  4. Click Edit.

    Note: Edit requires Update access to Supporting Files. Without it, Edit is grayed out.

    The file opens in editing mode, with Editing version N above the table.

  5. Make your changes:

    • To change a value, click it and type the new value.

    • To add a row, click Add row and fill in its values.

    • To remove a row, click its delete (trash) icon. Click Undo if you want to keep it after all.

    • To rename the file, click its name at the top of the page, type the new name and press Enter.

  6. Fix any message shown in red. A row needs a value in at least one of the columns that the file's rules look values up in, or it cannot be saved. Messages in amber are warnings, for example a value that is already on another row, and do not stop you from saving.

    A price list in editing mode with a changed price that shows its old value, a removed row with Undo, a new row whose item code is already on row 3, and a new row that still needs an item code

  7. Click Save.

  8. Check the summary of your changes in Save your changes?.

    The Save your changes? summary listing the added, changed and removed rows, a warning to check, and a note for the team

  9. Optionally, enter a note for your team in Note (optional).

  10. Click Save version N.

Expected Outcome

A message confirms the new version: Saved as version N. Rules use it for documents processed from now on. The new version appears at the top of the Version history with the In use tag. Documents that were already processed keep the earlier version until they are processed again.

Common Issues

Issue

Cause

Resolution

Edit is grayed out

The file is still processing, or your role cannot edit supporting files

Wait until the status is Processed, or ask an admin for Update access to Supporting Files

A new file is being uploaded to this list.

A replacement of the file is still processing

Wait until it finishes, then click Edit again. You can rename the file in the meantime

This list has two columns named ...

Two columns of the file have the same name

Rename one of the columns in the CSV file, then replace the file

Save cannot be clicked

A row still has a message in red

Fill in the column the message names, or remove the row

Version N is now in use

Someone else saved a version while you were editing

Click Start again on version N. To copy values from your draft first, click Keep my draft

A repeated value is not flagged

Docupath checks only the rows you add or change, and only in the columns that rules look values up in

Use the search box at the top of the page to check the file's other rows for the value

Notes

  • Renaming the file does not create a new version.

  • Download, Replace and Delete are unavailable until you save or cancel your changes.

  • If you leave the page with unsaved changes, you are asked whether to discard them or save them.

  • Activity logs records every saved edit.

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