The Disclosures Library in Brand Portal is used to store approved disclosure language and manage it throughout its lifecycle, from creation to versioning, expiration, and ongoing updates.
This guide explains how to access the library and perform common tasks.
Access the Disclosures Library
In the left sidebar, open Brand Portal
Select Disclosures
You will see a list of all disclosures in your organization. The tabs at the top of the page also take you to Products and Libraries, the other sections of the Brand Portal.
From this page, you can search, filter, and open individual disclosures.
Find and Filter Disclosures
Use the tools at the top of the Disclosures page to locate specific items.
You can:
Search by name or text
Filter by attributes such as status, product, channel, geography, or date
Click a count in the Needs attention strip (for example, Expiring within, Expired, or Never checked by a scan) to see only those disclosures
Browse the full list
Filters help narrow results when managing large disclosure libraries.
Create a New Disclosure
Go to Brand Portal → Disclosures
Click Add Disclosure
Enter the required information, including:
Name
Disclosure text
Severity
When to Use (optional description)
Metadata such as product, channel, audience, geography, and dates
Click Create Disclosure
New disclosures are Enabled as soon as they are created, so they are used in compliance scans right away. To add many disclosures at once, click Import and upload a spreadsheet or document, or use the Download menu to get a blank template.
Import and Export
Click Import to add or update many disclosures from a CSV or Excel file, or from a PDF, Word or text document. You choose what happens to duplicates and see a preview before anything is saved.
Open the Download menu and choose Download template (XLSX) for a blank template, or Export all disclosures (CSV) to export the disclosures that match your current filters.
Importing is for admins and users whose role includes Manage Brand Portal. For step-by-step instructions and the template columns, including variants, see Import and Export: AI Policies, Products, Disclosures and Libraries.
Edit Disclosure Details or Metadata
To update a disclosure’s information:
Open the disclosure
Click Edit in the top right (disclosures open read-only by default)
Update the text, description, or metadata fields
Changes save automatically. Click Done when you are finished
Metadata can include product, audience, channel, geography, effective dates, and other tags used by your organization. Only admins, or users whose role can manage the Brand Portal, can edit disclosures.
Enable, Disable or Archive a Disclosure
Disclosures do not go through an approval workflow. A disclosure is checked during compliance scans whenever it is Enabled and not Expired or Archived.
Open the disclosure
Click Edit
In the Details panel, use the Status switch to enable or disable the disclosure
To retire a disclosure, click Archive. Click Restore to bring it back
You can also select several disclosures in the list and use the bulk actions to archive, enable or disable them. Only admins can manage disclosure status.
Create a New Version of a Disclosure
Use versioning to update approved disclosure language while preserving previous versions.
Open the disclosure
Click Edit, then in the Versions tab click New Version
The disclosure enters version editing mode
Update the disclosure text, description, or metadata
Click Save as New Version, optionally add a change summary, and click Create Version
The updated content is saved as a new version within the same disclosure record. Any files using an older version are marked as "Outdated".
Current Version Behavior
When you save a new version:
It becomes the current version
This version is shown whenever the disclosure is opened
Only the current version can be edited further
Previous versions remain available for reference. Click one to view it, and Back to Current to return
Historical versions are read-only
This preserves a complete audit history while ensuring only the current language is editable.
View Version History
The Versions tab displays all saved versions of the disclosure.
For each version, you can view:
Version number
Creation date
Author
Summary information
Older versions can be opened for review but cannot be modified.
Audit Trail
The Activity tab, next to Versions, tracks activity related to the disclosure, including edits, status changes and new versions.
This provides transparency into who made changes and when.
Usage Tracking
The File Usage section shows where the disclosure is being used across assets.
You can:
View linked files
See status and locations
Export usage data with Download CSV
Usage tracking helps assess the impact of updates and identify affected materials.
Attachments
Attachments can be added to a disclosure to store supporting documents or reference files.
Once added, the disclosure becomes part of the organization’s approved repository and will be automatically used during compliance checks while it is Enabled.