AI agents can add useful findings to a shared workspace, but a saved note is not automatically true, current, or safe to reuse. In Deian’s workflow, agents read a curated source library and append temporary notes; a person reviews every note before any claim can become durable reference material. The approach grew from the author’s experience with agents writing to Notion while leaving outdated material untouched—not a claim that every Notion or agent setup behaves this way.
Separate trusted sources from agent scratch work
The key design choice is to give durable reference material and agent-generated notes different trust levels. The human selects and organizes source documents. Agents may consult those sources and append observations to a separate scratch area, but their notes are not part of the trusted library.
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That boundary prevents a plausible-sounding output from gaining authority merely because it was saved. As Deian puts it, “A note does not become a fact by being saved.” In the described setup, notes expire after 30 days, cannot be edited in place, do not cross Profiles, and never become sources automatically. The 30-day period is the author’s chosen workflow setting, not a validated standard for every deployment.
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Make retrieval show its evidence
Instead of asking an agent to reproduce an answer from memory, the system’s CLI or API returns short verbatim passages from the source library, with openable citations and a support score. That gives a person a path back to the underlying document and lets the agent ground its answer in material that can be inspected.
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- No matching passage: return no passages rather than inventing support. The agent is instructed to acknowledge the evidence gap.
- Conflicting sources: show the relevant passages together so a person can judge the disagreement instead of silently choosing one.
- Thin coverage: broaden the query, search elsewhere, or read the full document. A small curated library cannot answer every question.
A support score and citation help make retrieval auditable; they do not prove that a source is correct or current. Human judgment still matters, especially when sources disagree or a claim has consequences.
Require a human decision before promotion
Each temporary note enters a triage queue and receives one of three outcomes: Keep, Add to draft, or Remove. A note marked for a draft is not yet a source. The author checks the claims, edits the draft, and only then decides whether material belongs in the library.
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This keeps the write path open while reserving updates to durable knowledge for a person. The author summarizes the rule as: “The rules that matter: agents append, never edit. Nothing graduates without a human reading it.”
Scope agent permissions to the job
Profiles expose defined views of the workspace, allowing different jobs to have different access. In Deian’s example, a transcript-uploader Profile can add files to Uploads but cannot edit or delete the library. Uploads permission is off by default in other Profiles. Keys can be rotated or revoked individually, and pausing a Profile stops its keys.
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The practical principle is least privilege: give a job access only to the information and actions it needs. An agent that only retrieves sources does not need the ability to change them; a job that uploads transcripts need not be able to rewrite the reference library.
Account for the human review cost
The queue is a deliberate bottleneck, not a hands-off automation layer. Someone must decide what is worth keeping, verify the claims, and check whether a source remains current. The queue described by Deian does not rank stale notes differently, so reviewers should not assume that the most urgent or consequential items will rise to the top automatically.
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The author reports a library of 87 documents, but that is a self-reported snapshot, not an independently verified benchmark or evidence that this size is sufficient. A smaller library may require more broad searching and full-document reading. If regular review is not realistically staffed, a large backlog of notes can become another unreliable knowledge store.
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Build the pattern with folders if that is enough
A dedicated product is not required for the core idea. A lightweight implementation can use one folder for human-curated sources and another for agent scratch notes, plus a routine that deletes scratch Markdown files older than 30 days and a weekly human triage pass. The important safeguards are separation, expiration, and explicit review—not a particular interface.
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Any automatic deletion command should be adapted and tested against the actual paths and backup policy before use. A mistaken path or overly broad file match can remove material that should have been retained. The implementation should also prevent agent-written notes from being mistaken for library sources, and preserve the human decision that promotes a verified claim.
Takibi Base is the author’s implementation, not a required dependency
Deian says the workflow was built into Takibi Base. The cited account establishes the design described here, but it does not establish current product features, pricing, or availability. Readers can apply the underlying pattern with folders and a review habit if a dedicated tool is unnecessary.
Source: Deian, “Human-in-the-loop knowledge base for AI agents,” DEV Community. The page displays Sep 27 without a year; its 2026 year is inferred from the site footer.
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