Libraries are made in the dashboard or in the desktop app, on the Documents page with Create library. A library is given a name, the sources that decide which recordings feed it, a template and a mode that settles when writing happens.
From then on the library is where those documents live, and every document in it follows the same template. A recording can feed more than one library, and each library writes its own document from it.
Dashboard libraries and desktop libraries
There are two kinds of document libraries:
- Dashboard library
- Desktop library
Which kind a library is can't be changed once it has been made.
A dashboard library belongs to the workspace. Its sources are saved filters and it needs at least one. Only recordings that have been shared to the workspace reach it, because a recording stays private to its device until someone shares it. Making one needs the "Manage documentation" permission. The Individual plan has no dashboard, so its libraries are all made in the desktop app.
A desktop library belongs to the device it was made on. It appears nowhere else, not in the dashboard and not on other devices, and it can use that device's recordings whether or not they have been shared. Its sources are built on the create screen, either by turning on Include all recordings or by writing a query. Making one needs the "Publish" permission and a signed-in member, so a device paired with a link cannot make one at all.
The template
A template is an ordered list of sections. A Fields section is a set of named fields, filled in once. A Timeline section holds entries in the order they happened, each with the same fields. Every field is single line text, multi line text or a bulleted list, and carries a label, a description and two examples. The description and the examples are the instructions the AI follows for that field, so they are where you say what belongs in it.
New libraries start on the default template: What and why (Behaviour and Reasoning), Cause and effect (Trigger and Outcome), and a Standard operating procedure timeline whose entries hold an Application, an Instruction, a Note and an Expected result. Change any part of it and it becomes a custom template.
The template is settled when the library is made. It can't change after that, so a different shape of write-up means a new library.
How documents are written
A library writes in one of three modes, and the mode can change at any time:
- Off - writing is paused.
- Automatic - every matching recording is written up.
- Review - matching recordings wait for approval.
Review adds a Review queue tab to the library. Tick the recordings you trust and choose Approve to send them to the next writing run, or Discard to keep them out of documents. Neither can be undone.
Off pauses writing without losing anything. Recordings carry on matching the library while it is paused, and they are picked up once the mode changes to Automatic or Review.
Visibility
A dashboard library is private to the member who made it. They can widen it to the whole workspace or to chosen members, exactly as a device can be widened. Seeing a library is not the same as controlling it, so only its owner can change or delete it.
A member whose role includes "View all data" sees and manages private libraries either way, and workspace owners and admins hold that role by default. A desktop library has no such choice, because it never leaves the device that made it.
Idle and writing
There are two states for a library:
- Idle
- Writing
A library is idle until a writing run starts. Write documents, on the library's Documents tab, starts one, and so does approving recordings in the review queue. The button is disabled while the mode is Off.
A run works through the recordings the library has waiting, then goes back to idle when there are none left. Writing spends AI credit: an empty balance stops the run before any AI is called, and the waiting recordings are written once the balance is topped up. Writing is also blocked while a bill is unpaid.
Deleting a library
Removing a library removes every document in it as well, and it cannot be undone. Deleting a device does the same to the libraries made on it, although archiving one leaves them alone. There is no archived state for a library, so Off is the only way to stop one short of deleting it.
The recordings behind those documents are not deleted, and neither are the saved filters the library used. Both outlive the library, so the same recordings can feed a new one.