When to use the Library vs uploading directly to a Space
| Scenario | Use Library | Upload directly to Space |
|---|---|---|
| Pricing deck reused across every deal | Yes | |
| Security questionnaire response (canonical) | Yes | |
| Customer case studies | Yes | |
| Battlecards, competitive positioning | Yes | |
| Legal templates (MSA, DPA, NDA) | Yes | |
| Custom one-page proposal for THIS deal | Yes | |
| Signed NDA from THIS prospect | Yes | |
| Custom security questionnaire response with prospect-specific edits | Yes |
Asset types
The Library has eight types. Choose the closest match at upload — type drives a few automated behaviors (e.g.,case_study assets land in the Customer Stories section of a Decision Room when attached).
| Type | Examples |
|---|---|
| Case study | Customer success stories, win narratives |
| Deck | Pitch deck, capability overview, demo deck |
| Pricing | Rate cards, package comparison, discount sheet |
| Security | SOC 2 evidence, security questionnaire responses, infosec one-pager |
| Legal | MSA template, DPA, NDA, BAA |
| Battlecard | Competitor positioning, objection handling guide |
| One-pager | ROI calculator, executive summary, integration architecture |
| Other | Anything that doesn’t fit above |
enterprise, q3-2026, late-stage) for finer filtering.
Uploading an asset (admin only)
Pick the file + fill the form
Title, type, optional description, tags, visibility (Everyone vs Admins only), optional relevant industries + use cases (these power the “Suggested for this Space” feature).
Versioning (V2)
Every asset has a version history. When marketing updates the pricing deck, admins click into the asset → Upload new version → optionally add a change note (“Updated Q3 pricing”). The asset’scurrentVersion increments; every Decision Room using the asset sees the new version on next download.
Pinning a version
By default, attached library assets are always-latest. The Documents tab in a Decision Room shows a “From Library” badge — meaning this row tracks the asset’s current version. If you want to lock a Space to a specific version (e.g., you negotiated a contract against MSA template v2 and don’t want it changing under you), pass thelibraryAssetVersion parameter when attaching via the API. The badge changes to “Library · v2” to indicate the pin. Future asset updates won’t propagate.
V1 attaches always-latest by default; explicit pin is V3 of the UX.
Visibility (V2)
Each asset has a visibility flag set at upload:- Everyone (default): all members can see it in browse + attach to their Spaces.
- Admins only: hidden from members in the browse view AND the Browse Library modal inside Decision Rooms. Useful for early drafts, sensitive enterprise pricing, or assets still in legal review.
”AI picks for this deal” (opt-in)
When a rep clicks Browse Library inside a Decision Room, the modal opens with two free sections by default:- Other matches — Postgres full-text search results (asset title + description + tags + relevant_industries vs the Space’s discovery + industry). No AI cost.
- Everything else — the full library with type / search filters.
“Recommended because Acme is in healthcare and asked for HIPAA evidence in the discovery call — this is the ProHealth case study.”The result is cached per Space so subsequent modal opens of the same Space render the AI ranking instantly without re-running the model. A Refresh button next to the AI section lets the rep re-run after adding discovery context, attaching a new demo, or shifting the deal stage. If the AI call fails (rare — Anthropic outage, transient parse issue), the modal shows an inline “couldn’t reach the AI” hint and the rest of the modal keeps working. If the Space has no discovery summary or linked demos yet, AI picks may be empty — the model returns nothing rather than guessing. Fill in the discovery + people fields, then click Refresh.
Caching
- Browse modal opens reuse the previous AI ranking instantly — repeat opens of the same Space’s modal don’t re-run the AI.
- Click Refresh to re-run the AI after adding new library assets, updating discovery, or attaching new demos.
Making your assets more discoverable
To improve both the AI’s reasoning AND the FTS fallback, fill in these fields at upload:- Relevant industries (multi-select):
saas, healthcare, fintech, manufacturing, retail - Relevant use cases (multi-select):
enterprise-deal, security-review, late-stage, expansion, pilot - Description — a sentence or two explaining when to use this asset (the AI reads this verbatim)
- Tags — free-form, comma-separated; both the AI and FTS index them
Attaching to a Decision Room
Open the Decision Room → Documents tab
Either from your dashboard or from the qualifying call → Create Space flow.
Pick assets — multi-select
The Suggested section is pinned to the top. Filter by type or search to find what you need. Click rows to add a checkmark.
Archiving (admin only)
Archive an asset when it’s outdated but still referenced by old Decision Rooms. Open the asset → Archive. The asset:- Disappears from browse + the Browse Library modal
- Existing attachments keep working (downloads still serve from R2)
- Can be restored any time via the Show archived toggle in Library