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Managing Assets

This page shows you how to choose which documents from your connected sources Mention should analyze, how limits work, and what happens after you turn content on.

What assets are

An asset is a specific item from a source. Mention distinguishes four asset types — Documents, Transcripts, Conversations, and Videos — covered in Sources and assets. Mention only ingests and analyzes assets you activate. Inactive items stay listed (with one exception, below) but are not used to build glossaries, playbooks, articles, or SOPs.

Asset lifecycle differences

Most assets behave the same way: they are synced from the source, sit inactive in your list until you activate them, and stay activated until you choose to deactivate. Two asset types have lifecycle quirks worth knowing about:

  • Conversation assets are captured on demand. Slack and Microsoft Teams threads do not appear automatically. To capture a thread, an admin mentions the Mention bot in the thread (@Mention …) inside Slack or Teams. The thread is then ingested as a Conversation asset, with an auto-generated title.
  • Captured Conversations expire after about an hour if not activated. Once a Conversation is captured, you have a short window — roughly an hour — to activate it. After that, the captured copy is removed automatically. This keeps casually captured threads from piling up while still letting you preserve a discussion when it matters. To keep one permanently, activate it inside the window.

Document, Transcript, and Video assets do not expire from the asset list — they remain inactive until you choose to activate or delete them.

Activate, deactivate, and delete

Open an integration from the Sources dashboard. Its detail page has two tabs:

  • Active assets — what's currently feeding analysis. You can select multiple items and delete them (this removes them, not just deactivates them).
  • Inactive — everything discovered that hasn't been activated. Pick what to activate from a folder tree (or, for Google Drive, the Google file picker). Newly synced documents start inactive, so you stay in control of cost and scope. When you pick files through the Google Drive picker, those choices are typically pre-activated.

For a web crawl, the same idea applies on the crawl's detail page: an Active pages tab and an Inactive pages tab.

Activation limits

  • Per integration: you can have up to 2,000 active items.
  • Per web crawl: you can have up to 500 active pages.

If you hit a limit, deactivate or delete something you no longer need before activating new items.

Sync and refresh

  • On the Sources page, use sync or refresh controls to pull the latest catalog from a provider or re-run a crawl.
  • Mention also syncs automatically once per day so your list stays reasonably up to date.

What happens after activation

Once an asset is active, Mention pulls the content in, analyzes it, and uses it to:

  • Surface concept candidates for your glossaries. A term needs to appear at least five times across your activated assets before it surfaces as a candidate for you to review — see Curating glossaries.
  • Surface processes for your playbooks (see Curating playbooks).

Until you curate concepts and processes and publish learning for your audiences, members may not see new material — activation is the input step, not the final learning experience.