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How to update Slide Library slides and slide layouts used by Custom Document Agents

Updated

This article explains how to update existing Slide Library slides and slide layouts used by Custom Document Agents, and how these changes can be applied to affected agents without manually replacing the content in each agent.

  Prerequisites

  • Space owner access to the Templafy tenant.
  • Administrator access to the relevant Slide Library or slide layout collection.
  • An existing Custom Document Agent with a configured outline.
  • The slides or slide layouts to be updated must already be used by the agent.

How to update Slide Library slides

When replacing existing slides in the Slide Library, administrators can choose to automatically update all affected Custom Document Agents or manually review the changes.

  1. Navigate to the Slide Library and locate the slides you want to update.
  2. Download the existing slides.
  3. Open the downloaded file in PowerPoint and make the necessary changes directly to the existing slides.
  4. Save the updated file.
  5. Return to the Slide Library and replace the existing slides with the updated versions.
  6. Follow the on-screen instructions to review the changes and identify the affected Custom Document Agents.
  7. Choose whether to automatically update the affected agents or manually review the changes.

If automatic updating is selected, the updated slides will be applied to all affected agents simultaneously.

If manual review is selected, administrators must open the affected agents and review the changes. The interface will provide guidance on any required actions.

  Important

  • When updating Slide Library slides, changes must be made directly to the original slides in the downloaded file.
  • Creating a new slide, including copying and pasting an existing slide, will cause it to be recognized as a different slide, even if the content and appearance are identical.
  • Consequently, the new slide will not be recognized as an update to the original slide and cannot automatically replace it in the affected agents.

How to update slide layouts

Administrators can update individual slide layouts or entire layout collections and apply the changes to affected Custom Document Agents.

Unlike Slide Library slides, updated slide layouts must undergo change detection and processing before the changes can be applied.

  1. Navigate to the relevant slide layout or layout collection.
  2. Download the existing layout or layout collection.
  3. Open the downloaded file in PowerPoint and make the necessary changes to the existing layouts.
  4. Save the updated file.
  5. Replace the existing layout or layout collection with the updated file.
  6. Templafy will automatically detect which layouts have changed.
  7. Only layouts identified as changed will undergo review and processing.
  8. Once processing is complete, the updated layouts can be applied to the affected Custom Document Agents, if selected.

  Important

  • Administrators must wait for change detection and processing to complete before the updated layouts can be applied to the affected agents.
  • When updating a layout collection, only the layouts identified as changed will be reprocessed. Unchanged layouts will retain their existing configuration without additional processing.
  • Existing shape-level configuration can be retained when replacing layouts, provided the original shapes are preserved. Deleting or recreating shapes may cause previously configured instructions to be lost.
  • For more information, see How to retain slide layout configuration when replacing slides.

Behavior when updating content used by multiple agents

When a Slide Library slide or slide layout is used by multiple Custom Document Agents, the update process identifies the affected agents.

  • Automatic update: Changes are applied to all affected agents simultaneously once the update is ready.
  • Manual review: Administrators must review the affected agents individually. The interface provides guidance on the changes requiring attention.

Administrators do not need to manually update each agent when selecting the automatic update option.

Behavior when deleting Slide Library slides

When a slide is deleted from the Slide Library, it is also removed from any Custom Document Agents using that slide.

Administrators will be informed which agents are affected by the deletion.

The removal occurs regardless of whether automatic updating or manual review has been selected for slide replacements.

Important: Administrators are responsible for reviewing and correcting any affected agents following the deletion of a Slide Library slide.

Limitations and considerations

  • Supported agents: This functionality is available exclusively for Custom Document Agents with a configured outline.
  • Existing agents: Both new and existing agents are supported. No migration or additional configuration is required.
  • Slide identity: Existing slides must be modified rather than recreated to ensure that updates are recognized.
  • Layout configuration: Shape-level instructions may not be retained if existing shapes are deleted or recreated.
  • Processing: Updated slide layouts must finish processing before the changes can be applied to affected agents.

Related to

admin_role Document Agents
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