Keeping library content up to date

A stale library is worse than no library — reps lose trust and build from scratch anyway. Here's how to keep yours in working order.

Who owns the library?

Assign a library owner — usually someone in Sales Enablement, RevOps, or Product Marketing. They don't write all the content, but they're accountable for quality.

Without an owner, the library rots. With one, it compounds.

Update a library item

1. Click Library in the left sidebar.
2. Click the item you want to update.
3. Upload a new file (or update the URL for links), edit the name, description, or tags.
4. Save.

Important: updating the library item does not retroactively update rooms that already use it. The library uses a copy model — every insertion is a fresh copy. See Using library items in a room.

This means the main benefit of updating an item is for future rooms: from that point on, anyone inserting this item gets the new version.

Keeping live rooms in sync with updated content

Since edits don't auto-propagate, your team has two options when they need to update high-stakes content (legal T&Cs, pricing, product facts):

Option 1 — Room-by-room. For each live room that uses the outdated content, open it, delete the old block, and re-insert the updated library item. Practical when you only have a handful of live rooms.

Option 2 — Communicate the change. For larger update cycles (e.g. a legal refresh across 50 active deals), post in your team's Slack channel with the affected rooms, and let each owner update their own room.

💡 Tip — For content that changes often, consider not using the library. A legal block that changes quarterly is better embedded directly in your templates and updated there — new rooms pick up the new version automatically.

Signs an item needs attention

• Hasn't been updated in 6+ months
• References a product version, date, or customer that's outdated
• Contains a pricing number that no longer holds
• Uses a screenshot from an old UI
• Features a team member who's left the company

Set a recurring calendar reminder: "Library audit — 1st Monday of the quarter."

Deprecation workflow

When an item becomes obsolete:

1. Delete the old item from the library.
2. Add the replacement (or update the existing item if the name still fits).
3. Update tags and descriptions as needed.

Since rooms use copies, deleting a library item doesn't affect rooms that already use it.

Ownership of individual items

For large libraries, consider noting the owner in each item's description field:

• Pricing content → owned by Finance
• Legal documents → owned by Legal
• Product demos → owned by Product Marketing
• Case studies → owned by Customer Marketing

The library owner coordinates; per-item owners are accountable for freshness.

Related articles

• What is the content library?
• Organizing library content
• Using library items in a room

Updated on: 18/06/2026