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keep link when document changes from word to pdf; keep link when moving document from one account to another

  • May 22, 2025
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Hi there, I have a report that has links to word docs in box. I will need to convert these word docs to pdfs to finalize the report. Can the shared link to the word doc be assigned to the pdf of the document? I do not want to have to create a new link for the pdf and then update that in the document itself.

On a related note, I will also have to move all of the docs in my university box account to a different account (outside university) - can I move them while keeping the same links? 

Thanks,

JGD

 

 

 

Jane

    1 reply

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    Hi Jane, 

    Welcome to the Box Community!

    You can update the files that are linked to your shared link by uploading a new version of the file, like a PDF version, that should override the previous word doc if you wish to keep the same link. To upload a new version of a file, locate the file in Box, click the three dots for more options and choose "Upload New Version". For more information about uploading new version of a file, please take a look at this article: https://support.box.com/hc/en-us/articles/360043697054-Accessing-Version-History 

    About moving your contents from your University Box to a different account, yes this should be possible if you own the files/ folders that you wish to move into the other account, and as long as your university does not restrict ownership transfer to external accounts. You would have to perform "Transfer of folder ownership" to do this.

    When transferring folder ownership, the account that currently own the content (your University account) simply need to invite your other account in the folders as a "Collaborator" and then later promote and modify the other account's access to the folder as the "Owner". Here are the steps:

    • The current folder owner need to click the 3 dots (...) for "More Options" on the appropriate folder.
    • Then choose the More Actions menu and select Manage Collaborators.
    • Find the collaborator whose access level you would like to modify. You can search by name using the Filter Collaborators search box in the upper right. (If the new owner is not yet a collaborator in the folder, he must invite him first, please check this article on how to invite a collaborator in a folder.)
    • Under the Permissions column, click the user's access level to modify it. Select the appropriate access level from the dropdown that appears, in this case, the current owner need to choose "Owner" among the options to transfer the folder ownership to that collaborator.

    More details can be found in this article: https://support.box.com/hc/en-us/articles/360044196273-Managing-Collaborators#transferfolderowner

    Thanks for reaching out and if you have any questions, please let us know and we will help you!

    Regards,

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