Librarian Agent: Library Cleanup Overview

The Librarian Agent is an AI agent that helps you keep the content and knowledge in your Library accurate. Its first capability, Library Cleanup, finds duplicate, conflicting and outdated content in your Library, explains why it flagged each issue, recommends a fix and applies it once you approve. 

In this article: 

• Type of Issues
• What isn't flagged
• What content is checked
• When issues are detected
• Who can use Library Cleanup
• Open Library Cleanup
• The Library Cleanup dashboard
• The Librarian panel
• Resolving duplicates, conflicts and stale content
  • Resolve a duplicate
  • Resolve a conflict
  • Resolve stale content
  • Editing entries in Library Cleanup
• When someone else changes the same entry
• Assign reviewers, dismiss issues and manage permissions
• Dismiss an issue
• Library Cleanup permissions
• Entry History

Types of issues

What isn't flagged

Every possible issue is checked by AI before it's presented, and you only see the issues it confirms. For example, these scenarios will not be flagged:

• Two answers that say the same thing in different words, such as "two weeks" and "14 days"
• Answers about different plans, products, regions or time periods
• Short answers such as "Yes" or "No" that happen to match
• Historical facts, such as a founding date or a past acquisition
• Entries that are overdue for review but don't mention any dates

What content is checked

• Library Entries are checked for duplicates, conflicts and stale content.
• Projects are checked for conflicts with your Library entries. Project answers are read-only: you can choose one as the correct answer and apply it to your Library entries, but you can't edit or delete it. Projects marked confidential are never checked.
• Documents, attachments and connected sources aren't checked.
   

Entries are compared only with other entries in the same stack and Business Unit. You only see issues for stacks you have access to.

When issues are detected

Library Cleanup checks your Library automatically. When an entry is created, edited or deleted,  Loopio checks it again for all three issue types.

A daily check also looks for entries that have become stale over time. When Library Cleanup is first turned on, Loopio scans your whole  Library, and the dashboard shows "Library scan in progress" until the scan finishes.

Loopio defines what counts as a duplicate, conflict or stale entry. These definitions can't be changed in your settings.

Who can use Library Cleanup

What you can see and do depends on your Library Cleanup permission, which is assigned by the admin. 
 

• Library Managers review, resolve, assign and dismiss issues.
• Subject matter experts (SMEs) and reviewers resolve the issues assigned to them.

See Assign reviewers, dismiss issues and manage permissions for details.

Open Library Cleanup

Go to Library > Library Cleanup.

The Library Cleanup dashboard

• Summary cards show the number of open issues: All, Duplicates, Conflicts and Stale.
• The issues table lists each issue with its Item, No. of Entries, Type, Reviewer and Due Date. Overdue due dates are shown in red.
• Sorting: issues are sorted by due date by default. You can sort by any column except Reviewer.
• Filters: filter by Issue Type, Reviewer (All, Unassigned, you, or a named person), Due Date (All time, This week, This month, Next 3 months, Custom range, Overdue) and Library Location. Each filter you apply is shown above the table, where you can remove it.

The Librarian panel

The Librarian panel is a chat with the Librarian Agent. It appears on the right of the Library Cleanup dashboard and on each issue page. Anything you choose in the chat updates the page.
 

How the conversation starts

The agent starts with what's most relevant to you. Library Managers see their assigned and overdue issues first, or can pick an issue type to review. SMEs see the issues assigned to them, soonest due first, with any overdue issues highlighted.

Choosing an option filters the table. You can also type a request, for example:

• "Show me unassigned conflicts"
• "Edit this entry"
• "Assign a reviewer"

If the agent can't do something, it says so and suggests what it can help with instead.

Good to know

• The agent remembers only the current conversation on the current page. When you move to another page, the conversation starts again.
• The agent can only carry out the actions available in Library Cleanup. It can't handle broad requests such as "fix everything in our Library".
• AI can make mistakes. Review the agent's recommendations before you apply them.

Resolving duplicates, conflicts and stale content

Each issue page shows the flagged entries on the left and the Librarian panel on the right. The agent explains what it found, what it recommends and why, and lists the actions available. You can click the actions on the page or ask for them in the chat.

Before any merge, update or delete, the agent shows a summary of exactly what will change and waits for you to confirm. Once you confirm, the change is applied immediately. Every resolution is recorded in Entry History.

Resolve a duplicate

The agent proposes a main entry. This is one of your existing entries, with details from the other duplicates added and highlighted so you can see where each came from. The agent starts from the entry that's used most often and was reviewed most recently, and explains its choice. The other duplicates are listed alongside.
 

1. Open a duplicate issue from the dashboard.
2. Review the proposed main entry and the agent's reasoning.
3. Adjust the group if needed:
   1. Not a duplicate removes an entry from the group. You can add it back before merging.
   2. Use as main entry makes a different entry the main entry, as it is. The agent's highlighted additions are removed.
   3. Revert to original removes the agent's additions from the proposed main entry. This option isn't available after you've chosen a different main entry.
4. Edit the main entry if needed. See Editing entries in Library Cleanup below.
5. Select Merge entries. The agent shows which entries will be updated, deleted and left unchanged.
6. Confirm to merge.

Note: The other entries in the group are deleted permanently when you merge. They can't be restored.

Resolve a conflict

The agent asks "Which is correct?" and shows the two entries as options. It marks the answer it recommends, based on which entry was reviewed more recently and is used more often, and shows the changes it would make to the other entry. Answers from Past Projects are labelled and show when they were last updated.
 

1. Open a conflict issue from the dashboard.
2. Choose the correct answer. You can accept the agent's recommendation or choose the other entry.
3. Make any changes you need:
   1. Edit changes the entry you selected. When you apply, the edited answer is also written to the other entry.
   2. Delete marks a Library entry for deletion. Select Undo to keep it, any time before you apply.
   3. Not a conflict removes an entry from the issue. You can add it back before applying.
4. Select Apply updates. The agent shows which entries will be updated, deleted and left unchanged.
5. Confirm to apply.

Notes

• If the correct answer comes from a Past Project, you can apply it to your Library entry. The Past Project itself isn't changed, and it won't be flagged against that entry again.
• Make your edits on the conflict page. Edits made in the regular entry editor only change that one entry, so the conflict may be flagged again.

Resolve stale content

The agent asks "Is this library entry still accurate?" and shows the entry with its review, update and usage details. It explains why the entry was flagged, for example because it's past its review date and mentions a deadline that has passed. The agent doesn't suggest new wording; you decide what to change.

• Edit entry: update the entry on the page. Applying your changes resolves the issue.
• Assign reviewer: send the entry to someone who can confirm it. 

See Assign reviewers, dismiss issues and manage permissions.

• Dismiss issue: confirm the entry is still accurate. 
  • Choose Check again later or Stop flagging this.
• Delete entry: ask the agent in the chat to delete the entry. The agent asks you to confirm first. Deletion is permanent.
   

Editing entries in Library Cleanup

You can edit entries directly on duplicate, conflict and stale issue pages.

• You can change the question, answer, tags, Library location and entry owner, using values that already exist in your Library.
• You can't create new stacks, categories, subcategories or tags. The Business Unit is shown but can't be changed. Alert text and linked entries can't be edited here.
• Merge variables are kept. Text added from other entries comes in as plain text. You can't add new footnotes, documents or images while resolving an issue.
• Edits aren't saved as drafts. If you leave the page, or your session times out, your changes are lost. Loopio warns you before this happens.

When someone else changes the same entry

If two people work on issues involving the same entry, the first change applied is kept. Anyone else working on that entry sees a message that the entry was updated and needs to refresh, and any changes they haven't applied aren't saved. While the entry is checked again, other issues involving it are briefly unavailable.

An entry can be part of more than one issue, for example stale and in a conflict. When you resolve one, the entry is checked again and the other issues remain only if they still apply.

Assign reviewers, dismiss issues and manage permissions

Assign a reviewer

Assign an issue when someone else is better placed to resolve it, such as the SME who owns the content.

1. On the issue page, select Assign reviewer, or ask the agent to assign a reviewer.
2. The agent suggests a reviewer. It looks first for the entry's reviewer, then the subcategory reviewer, then the category reviewer, then the entry owner. You can accept the suggestion or choose someone else.
3. Set a due date. A due date is required.
4. Confirm. The reviewer receives an email letting them know the issue is assigned to them.
    

Good to know

• You can only assign reviewers who have access to every stack the issue involves. If no one is eligible, assigning is unavailable and the agent explains why. You can assign the issue to yourself, or give a reviewer access to the stack.
• After you assign an issue, the issue page shows who it's assigned to and whether the review is overdue.
• Library Managers can reassign an issue at any time, for example if the reviewer is unavailable or loses access. SMEs can't reassign issues.
• Assigned reviewers see their issues in the Librarian panel when they open Library Cleanup. 

Dismiss an issue

Dismiss an issue when the content is correct and no change is needed.

1. On the issue page, select Dismiss issue, or ask the agent to dismiss it.
2. Choose an option:
   1. Check again later: the issue is hidden and checked again after the period you choose.
   2. Stop flagging this: the issue is hidden and comes back only if the question or answer text changes.
3. Confirm.

Good to know

• A dismissal applies only to that issue type. For example, dismissing a stale issue doesn't dismiss a conflict involving the same entry.
• A dismissed issue is removed from Library Cleanup for everyone.
• You can undo a dismissal in the chat until you leave the page. After that, it can't be undone.
• Dismissing a stale issue doesn't update the entry's "last reviewed" date.

Library Cleanup permissions

Admins give users one of three Library Cleanup permissions 
 

Users only see issues and entries they have access to. Users with access to more than one Business Unit can see all their issues together, or filter to one Business Unit with the Library Location filter.

Entry History

Every change made through Library Cleanup is recorded in the entry's Entry History and labelled "Resolved via Librarian Agent". 
 

To undo a change after it's applied, open the entry's Entry History and restore the previous version. Entries deleted during a merge or deletion can't be restored.

For answers to commonly asked questions, please visit our FAQ page.