Suspended or past review date
The source stops being used in new answers at once. Past answers keep their source links for audit. Re-approve the source to use it again.
Guides
Approve a source for use in answers
Add one source and record the approval. Only sources in approved status can be linked to an assistant or cited in an answer.
Who can do this
A source owner or builder adds the source. An approver with sources approve permission approves it. The approver cannot be the person who submitted it. System governance staff can approve across colleges where the source is marked shared.
Step 1: Open Approved sources and choose Add a source
Sign in and confirm your college workspace. Open Sources. Choose Add a source. Check that the college shown is your college. If you see another college name, stop and switch workspace before you add anything.
Step 2: Paste the web address or upload the file and name the owner office
Enter the title as it appears on the page or file. Paste the web address or upload the file in PDF, DOCX, CSV, TXT, or PPTX format. Choose the source type and name the owner office from the office directory for that college. Pick an office that can keep the page current and answer for it.
Step 3: Set the review date and submit for approval
Set the review date to a date when the owner will re-check the source. Submit the source for approval. Check that the source status shows pending and that the owner office and review date are shown in the list. A source past its review date stops being used in new answers until it is re-approved.
Step 4: Approver reads the source and approves it or returns it with a note
The approver opens the source, reads the page or file, checks that links work, the content is current, and the owner office is correct. The approver approves it or returns it with a note. The record shows reviewer name, decision, note, and date in the approvals list. If the source is returned, fix the named issue and submit it again.
Step 5: Link the approved source to an assistant and test one question
Open Assistants, open the assistant, and add the approved source to its source list. Test one question the source can answer. Open the source link on the answer and confirm the title, link, and last checked date match the source. If the link is broken or the date has passed, fix the source health item before you publish.
What happens when a source changes
Sources are checked for broken links, missing pages, and past review dates. Work health items in the Sources list and fix, replace, or retire each item.
Retired
Retiring a source removes its passages from new answers at once and keeps past citations readable. Tell assistant owners which assistants used the source.
Replaced
Replace the page or file at the source, re-check it, and record a new review date. Do not edit facts inside an assistant to work around a stale source.
Checks before you link it
- Source belongs to one college, unless system governance marks it shared
- Status is approved, not pending or suspended
- Owner office and review date are named
- Source link opens the current page or file
Next guide
Build an assistant with this approved source.