Review and approve a Self-Learning proposal

Proposals are the AI’s concrete suggestions for fixing a recurring issue — a specialist-instruction edit, a knowledge base article, a routing change. Reviewing one is two steps, not one: you approve it on the Reports tab, and it only reaches your Agent Stacks when you then publish it from Ready to publish.

Before you start

• AI settings access. The whole Self-Learning section is behind that one permission — without it the section is not in the Settings menu at all. Owner and Team Lead hold it by default.
• Your workspace needs full Self-Learning access. On feedback-only access the Ready to publish tab is not shown and the review buttons do not appear; you can still read Reports and History.
• At least one proposal to review. A report group produces a proposal automatically once three pieces of feedback have landed on it — if nothing is waiting, flag a few more responses first. You can also open an untouched group and use Generate Proposal to draft one now.

If you also have Supervisor access, the Reports tab is replaced by a line reading “Reports and findings are reviewed in Supervisor” with a link. Reviewing then happens on the Supervisor page instead, and this page keeps only Ready to publish and History. Everything below about publishing still applies.

Steps

1. Open Settings → Self-Learning. The tabs are Reports, Ready to publish and History.
2. On Reports, pick the group you want. Rows are ordered by severity, and the status filter offers Everything, Reported, In review and Applied.
3. The group page shows Contributing Feedback — every comment that went into the group, with its reason and a link to the conversation — and then Proposed Changes. Each proposed change gives you:
   What it touches: Specialist instructions, Knowledge base article, Handbook article, Routing or Model setting
   A one-line summary of the change
   View full diff — the current value beside the proposed one. Article proposals show View full article instead, and a model setting shows the old value → the new one.
4. Decide:
   Approve — nothing changes yet. The proposal moves into the Ready to publish queue and waits there for step 6.
   Approve with Edit — opens the proposed text so you can correct it, then Save & Approve. Your text is what gets published.
   Reject — asks for a reason, then Confirm Reject. The change is discarded.
   Dismiss — “this is fine as-is.” The change is discarded without a reason.
5. Repeat for the rest of the queue (or until you’ve reviewed enough for one sitting).
6. Open Ready to publish. It lists everything you approved, headed by “N changes ready to publish”. Click Publish all — this is the step that changes your Agent Stacks. There is no per-proposal publish button here; publishing applies the whole queue.
7. Read the result screen. Published Successfully with a per-type breakdown (Prompt edits, Temperature adjustments, Routing updates, Articles) means it went through. Nothing Applied means none of them could be. Click Done to go back to the queue.

Some approved changes are skipped rather than applied — because the same change is already published, because a drafted article still has facts missing, or because the specialist it targeted no longer exists. The result screen lists each skipped change with its reason under “N changes could not be applied and remain staged”. Read it before you click Done — the list is not stored anywhere, and it is gone once you leave the screen. Skipped changes stay in the Ready to publish queue, so you can fix the cause and publish again.

Verify it worked

• Open History. It lists Timestamp, Actor, Action and Target, 25 rows to a page. A successful publish writes an Applied row; your approvals show as Change approved or Change approved with an edit. The table does not show the before/after text, and the Actor column shows System or a short account id rather than a display name.
• For a specialist-instruction change, open the targeted Agent Stack and check the specialist’s system prompt. For a routing change, check the specialist’s description — that is the field routing reads. For a model setting, check the specialist’s temperature.
• For a knowledge base or handbook proposal, look in Knowledge Base or Handbook. Published proposals go live immediately — a new knowledge base article is created as published, and a handbook procedure is created visible — so the Agent Stack can retrieve them straight away. They are not created as drafts for a second review.
• Test the stack with a question similar to the ones that triggered the feedback. The new behavior should match what the proposal promised.

Once a change is applied, its badge reads Applied. An approved-but-unpublished change still reads In review.

Undoing a published change

There is no undo button in the product today. History is a read-only record, and a Self-Learning change does not appear in the Agent Stack’s own Changes menu, which lists hand-made tuning changes only.

To back a change out, edit the target directly: rewrite the specialist’s instructions, description or temperature on the Agent Stack, or edit (or unpublish) the article in Knowledge Base or Handbook. If you need the exact previous wording, open the proposal on its group page — the current-value side of the diff is the text that was there before.

Troubleshooting

• Symptom: I can’t see Self-Learning in Settings, or the Ready to publish tab is missing. Fix: The section needs the AI settings permission — ask an owner to grant it. If the section is there but Ready to publish is not, your workspace is on feedback-only Self-Learning access, which can read Reports and History but cannot approve or publish.

• Symptom: I can open a group but there are no Approve/Reject buttons on the proposal. Fix: The buttons only appear on full Self-Learning access, and only while the proposal is still awaiting review. A proposal that is already applied cannot be reviewed again — change the target directly instead.

• Symptom: A proposal looks risky and I’m not sure. Fix: Leave it alone. An unreviewed proposal stays where it is indefinitely and nothing happens until someone approves and publishes it. Rejecting or dismissing it, on the other hand, is the end of the road for that group: once a group has produced a proposal it stops collecting new feedback and will not draft a replacement on its own.

• Symptom: I published, and nothing changed. Fix: You most likely saw the skipped list and clicked past it. Open Ready to publish — anything that was skipped is still sitting in the queue. Publish again and read the reason on the result screen this time. If the queue is empty instead, check the target itself: an article proposal that revises an existing article updates that article in place rather than creating a new one, so there is no new entry to find.

See also

• What is Self-Learning?
• Flag and tune bad responses