> ## Documentation Index
> Fetch the complete documentation index at: https://docs.sinosend.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage and Update Files After Sending with Sinosend

> Replace, protect, version, and revoke access on files after sending. Recipients always see the latest version without needing a new link.

With Sinosend, sending a file is not the end of the story. You can update, protect, organise, and audit every transfer long after it leaves your dashboard. Replace a document with a corrected version, revoke access for a single recipient, add a password you forgot to set, or roll back to an earlier draft — all without generating a new link or chasing your recipients for an old one.

## Live file replacement

When you replace a file behind an existing link, every recipient who opens the link from that moment on sees the new version. The URL does not change. Outstanding email notifications do not need to be resent.

<Steps>
  <Step title="Open the transfer">
    In your dashboard, go to **Transfers** and click the transfer you want to update.
  </Step>

  <Step title="Select Replace File">
    In the transfer detail panel, click the **⋯** menu next to the file you want to replace, then select **Replace File**.
  </Step>

  <Step title="Upload the new version">
    Drag and drop the replacement file or click **Browse** to select it. The new file must have the same format — for example, replace a PDF with a PDF.
  </Step>

  <Step title="Confirm">
    Click **Replace**. Sinosend saves the previous file as a version in the history and makes the new file live immediately.
  </Step>
</Steps>

<Tip>
  Live replacement is ideal for iterative documents like contract drafts, spec sheets, or rate cards. You keep the same shared link throughout the negotiation cycle while always showing the current version.
</Tip>

## Version history and rollback

Every time you replace a file, Sinosend stores the previous version. You can view the full version history and roll back to any earlier version at any time.

To access version history:

1. Open the transfer and click the file name.
2. Select **Version History** from the file options panel.
3. The history list shows each version with a timestamp and the account that uploaded it.
4. Click **Restore** next to any version to make it the live version instantly.

<Note>
  Restored versions become the new current version. The version you replaced remains in history — nothing is permanently deleted until you explicitly remove it or a retention rule triggers.
</Note>

## Access revocation

You can remove a specific recipient's access to a transfer without affecting any other recipient's ability to view it.

<Steps>
  <Step title="Open the transfer">
    Navigate to the transfer in your dashboard and click **Recipients**.
  </Step>

  <Step title="Revoke access">
    Find the recipient you want to remove and click **Revoke Access** next to their name. Their link token is invalidated immediately.
  </Step>
</Steps>

The revoked recipient sees an access-denied message if they try to open the link. All other recipients and any public link (if one exists) continue to work normally.

## Password management

You can add, change, or remove a password on any transfer after it has been sent.

| Action          | How to do it                                                   |
| --------------- | -------------------------------------------------------------- |
| Add a password  | Transfer → Settings → **Password** → enter password → Save     |
| Change password | Transfer → Settings → **Password** → overwrite existing → Save |
| Remove password | Transfer → Settings → **Password** → clear field → Save        |

Recipients accessing the link for the first time after a password is added will be prompted immediately. Recipients who already have the link open in a browser session will be prompted on their next visit.

<Warning>
  Changing or removing a password takes effect instantly. Make sure you communicate the new password to your recipients through a separate channel — Sinosend does not automatically email them when the password changes.
</Warning>

## Expiry controls

Adjust the expiry date of any transfer at any time from the transfer settings.

<Steps>
  <Step title="Open transfer settings">
    Click the transfer, then click **Settings** (or the **⋯** menu → **Settings**).
  </Step>

  <Step title="Update the expiry date">
    Use the calendar picker in the **Expiry** field to choose a new date. To remove the expiry entirely and keep the link open indefinitely, clear the field.
  </Step>

  <Step title="Save">
    Click **Save**. The change takes effect immediately.
  </Step>
</Steps>

## AI smart tagging

Sinosend analyses the content of uploaded files and automatically applies descriptive tags — for example, *invoice*, *contract*, *certificate*, *technical drawing*, *bill of lading*. These tags appear on the transfer card in your dashboard and power the search function.

You can also add, edit, or remove tags manually:

1. Open the transfer.
2. Click the **Tags** field.
3. Type a tag and press **Enter**, or remove an existing tag by clicking the **×** next to it.

<Tip>
  Use consistent tags across your team to make company-wide filtering fast and reliable. Admins can define a canonical tag list under **Settings → Administrative Tags** — see [Team Collaboration](/features/team-collaboration) for details.
</Tip>

## Retention rules

Retention rules let you define automated deletion policies so your library stays clean without manual housekeeping.

You can create rules based on:

* **Content type** — for example, delete all files tagged *draft* after 30 days.
* **Project status** — automatically remove files in archived workspaces after 90 days.
* **Age** — delete any transfer older than 12 months that has not been accessed in the last 6 months.

To manage retention rules, go to **Settings → Retention Rules** and click **New Rule**. Rules run nightly and apply to all matching transfers created before the rule's trigger threshold.

<Warning>
  Retention deletions are permanent and cannot be undone. Review your rules carefully before activating them, and ensure any files subject to legal hold are excluded.
</Warning>

## Audit trails

Every action taken on a file — view, download, replacement, password change, access revocation, version restore — is recorded in the transfer's audit trail. The trail includes:

* The type of action
* The exact timestamp
* The account or IP that performed it (for recipient actions)

To view the audit trail, open a transfer and click **Audit Trail** in the detail panel. You can export the trail as a CSV for compliance reporting or legal review.

## Search and filter

Use the search bar at the top of the **Transfers** page to find any transfer instantly. Filter your results by:

| Filter     | Options                                   |
| ---------- | ----------------------------------------- |
| Date range | From / To date picker                     |
| Recipient  | Search by email address                   |
| Tag        | Select one or more tags from the dropdown |
| Version    | Transfers with more than N versions       |
| Status     | Pending, Viewed, Expired, Revoked         |

Combine multiple filters to narrow results precisely — for example, all transfers tagged *contract* sent to a specific supplier in the last quarter.