Close Loop allows you to feed content from your Projects into your Library, which will keep it fresh with your most up to date content.
Take a look at this video for an overview of Close Loop:
Close Loop only provides the ability to update existing Library Entries if the Library Entry answer was pulled into the Project using Magic or In-Project Search, while copying and pasting from another source (including the Library) will only result in a New Entry option.
Get in touch with your Customer Success Manager if your team is copying and pasting, or to initiate a conversation around improving your Close Loop practices.
When Can I Close Loop?
Permissions Required: The following permissions are required to Close Loop:
- Projects, Level 2 (Creator) OR Project-specific Project Admin permissions and
- Library, Level 2 (Read & Write)
Close Loop can only be run on Project Entries that have been marked as Complete.
When it comes to running Close Loop on a Project, you have two options:
- As You Work: With in-Project Close Loop you can add content to your Library in real time, ensuring that the content is fresh in your mind as you add it to the Library. Any new Library Entries or updates will immediately be fed into your Library and will be available to the rest of your team.
Tip: Filter out content you will definitely not add to your Library—click “Omit from Close Loop” in order to save yourself from seeing this content again when you Close Loop on the entire Project.
- Section or Project: Completing Close Loop by Section or by Project allows you to finish a Project and then reflect on the work that you’ve done later. You can also use Sections to divvy up content to different members of the team, based on their expertise.
Tip: Once you have gone through Close Loop, you can mark the status of Close Loop as Ignored, Incomplete, or Complete. This keeps everyone up to date with the status of the Project and can also help with sorting your Projects
Don't see the option to update content? Marking Close Loop as Complete or Ignored locks any further updates. Mark as Incomplete to continue Closing Loop.
Who Can Close Loop?
There are three main approaches to tackling Close Loop with your team: Centralized, Decentralized or Blended.
- Centralized Approach: A centralized approach is when one user, or one team, is solely responsible for completing Close Loop. This means that Library Edit permissions (see above) for all other Loopio users are restricted and only the one user/team has the ability to complete Close Loop. With this approach, you will always be confident in the content that is being fed back into your Library!
- Decentralized Approach: With a decentralized approach, you would send an individual Completed Project Entry link to another member of the team to Close Loop on. This is especially helpful if your team is made up of occasional Loopio users or various capable SMEs who have lots of other projects on the go. They can simply get in and get out.
- Blended Approach: A blended approach is when there are multiple Admins with Close Loop access who are responsible for vetting a certain grouping of content, rather than having one user responsible for all of Close Loop. More advanced users might be tasked to work with their Admin in order to own their specific content. This approach can lead to wider team adoption and content ownership.
Tip: You can filter the Entries in Close Loop by the user who submitted the Answer and prioritize based on their level of expertise.
What Should I Close Loop On?
Not All Content Should Be Fed Back In!
Content that will not be reused should not be added back into your Library, as this increases the risk of having it show up on a subsequent proposal.
What Should Be Fed Back In?
Remember—latest, greatest and reusable! If there have been updates to critical company information, financials, awards, etc., you will definitely want to feed this back into your Library through Close Loop.
Break It Down
Close Loop breaks the content in each Section down into four categories:
- Exact Match: An exact duplicate of Question and Answer text that already exists in your Library
- Partial Question Match: Questions asked in a different way, where the answer already exists in your Library. Adding Alternate Questions is a low risk way to add search-ability to your Library and increase Magic hit rates. Always make time for Alternate Questions!
- Partial Question Match & Answer Updated: This is helpful for Alternate Questions and for Entries where small changes have been made. The sooner you Close the Loop on these types of questions, the better. That way, the changes will be fresh in your mind, and you will have to do less comparing with your Library.
- New Entry: This is a great way for you to organically build your Library over time through active Projects.