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, and how to push a new version of a file to every room that uses it.
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 resource with "Update version"
- Click Library in the left sidebar.
- Hover the resource and open its ⋯ menu → Update version.
- In the Update version modal, drop the newer file in the upload zone ("Drop the newer file here or click to browse").
- Under Where should this update apply?, pick a scope:
Scope | What happens |
|---|---|
Replace everywhere | Update this resource in all templates and in the N already-created rooms that use it. Every room that embeds this resource gets the new file — live deals included. |
Templates only | Only update the templates where it's used. Already-created rooms keep their current copy. New rooms get the new version; existing rooms are untouched. |
- Click Update version.
The modal shows how many already-created rooms are affected, so you can judge the blast radius before you confirm.
Which scope to pick
- Replace everywhere for facts that must be right everywhere, now: legal T&Cs, security documentation, pricing sheets, a deck with a wrong number.
- Templates only when the old version was fine at the time and rewriting history in live rooms would confuse buyers: a refreshed case study, a new-year deck design, a rebranded one-pager.
To update a link, or a resource's name, description or tags, click the resource and edit it directly — metadata changes apply to the library listing immediately.
Deleting a resource
⋯ → Delete asks the same scope question: remove the resource from all templates and from the N already-created rooms that use it, or Templates only (already-created rooms keep their copy). Prefer Templates only unless the content is actually wrong — a buyer who saw a document yesterday shouldn't find a hole in the room today.
Signs a resource 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- References a product version, date, or customer that's outdated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 a resource becomes obsolete:
- If a direct successor exists, use Update version → Templates only on the old resource so future rooms get the new file and the name stays stable.
- If there's no successor, Delete it — Templates only unless the content is harmful.
- Update tags and descriptions as needed.
Ownership of individual resources
For large libraries, note the owner in each resource'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-resource owners are accountable for freshness.
Related articles
- What is the content library?
- Adding assets to the library
- Organizing library content
- Using library items in a room
Updated on: 03/10/2026
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