# Replace media in a lesson without breaking it The asset ID, replacement file and usage references. Updated October 27, 2026 ## Swap an asset without breaking a lesson Replacing media is swapping one outdated image or clip in a lesson for a current one, then fixing the captions, alt text, hotspots and quiz items that described the old picture. Learning specialists and trainers at software and service firms use it when a product screen changes but the lesson is mostly right. Elvina lists every reference to the asset, and the specialist rewrites what no longer fits. Uploading the new file and editing the lesson around it are available now. Other lessons keep the old asset unless you choose otherwise. ## What happens on the free demo - Book 30 minutes. Pick a time with Elvina's team. The demo is free and runs on Zoom. - Show the team your goal. Bring one role or one procedure. The team shows how Elvina would handle it, using sample materials. - Agree on the next step. You leave with a plan for the first step and its price. Nothing reaches your team until you approve it. ## Who this is for, and when A learning specialist at an accounting software vendor got a ticket that the invoice lesson still shows last year's interface. The screenshot is wrong, but the lesson text, hotspots and quiz are mostly fine. He wants to swap that one image and know immediately which captions and hotspots no longer line up. ## How it works in Elvina An outdated product screenshot is replaced with a current authorized image in the selected lesson. - The specialist opens the lesson in Creation Studio, selects the asset ID for the outdated screenshot, and uploads the current authorized capture. - Elvina replaces the image in the selected lesson only and lists every usage reference: caption, alt text, three hotspots and one quiz question. - He repositions the two hotspots that now point at empty space and rewrites the alt text to describe the new toolbar. - He saves a new lesson version and leaves the older screenshot in the two lessons that still describe the legacy flow. ## A worked example A fictional vendor, Ledgerline Software, maintains a 12-lesson customer onboarding course. Lesson 7, Creating an Invoice, uses asset IMG-2231, a screenshot from release 4.2. The current release moved the Send button from the footer to the header. The product marketing lead supplied the new capture. - Lesson 7 now shows the release 5.0 screen, with the Send hotspot moved to the header position. - The caption 'Click Send at the bottom of the form' was rewritten, and the quiz distractor referencing the footer was replaced. - Lessons 3 and 9 kept the old screenshot because they cover an account type that still uses the legacy layout. ## What to check before relying on it Check captions, hotspots, alt text and layout. A new image may make the surrounding explanation inaccurate. - The replaced image renders at the intended size without stretching the lesson layout. - Every hotspot lands on the control it names in the new image. - Caption and alt text describe what is actually visible now. - Other lessons referencing the old asset are unchanged unless deliberately updated. ## Where a person stays in charge Replacing a picture does not rewrite the explanation around it. Elvina surfaces the references that may now be inaccurate, but the specialist decides what each caption should say. Screenshots with customer data must be sanitized before upload, and the swap stays a draft until the lesson owner approves it. ## Who this is not for, and when another tool fits ### This is not the right fit if - The whole lesson describes an old process, not just an old picture. - The new screenshot shows customer data that has not been removed. - You want every lesson updated at once with no review of the text around the image. ### Another kind of tool may fit better - A full lesson rewrite, when the procedure itself has changed. - A screenshot tool with redaction, to clean customer data before upload. ## Questions **Q:** Can I replace an asset everywhere it is used at once? You can widen the scope, but the default is one lesson so you review the surrounding text. Bulk replacement produces one draft per lesson. **Q:** Does the old image get deleted? No. It stays in Company Knowledge and in any lesson you did not update, and the lesson history keeps the previous version. **Q:** What should I check after the swap? Open the lesson and check that each hotspot lands on the control it names, that the caption and alt text describe the new screen, and that any quiz option mentioning the old layout is rewritten. Then the lesson owner approves the draft. ## Two things you can check on this site - See a sample on the demo. [Book a demo with my team](https://calendly.com/o-dutchak-smartexpert/30min?utm_source=elvina-site&utm_medium=proof) - Every lesson, plan and quiz stays a draft until you approve it. [Check the approval step in the chat](/capabilities/replace-media#talk-to-elvina) Checked October 27, 2026.