Viindoo Brain

This guide is for employees who look things up, writers who keep the company’s knowledge, page owners, Space admins, wiki admins and the administrator who sets Brain up.

Viindoo Brain is the company wiki inside your Viindoo database. Procedures, policies and know-how are written as pages, kept in Spaces such as Company Handbook, and linked to the invoices, employees, tickets and other records they are about. A page follows the access rules of the rest of the system, so nobody keeps a second set of permissions in their head.

Every page has an owner, by default the person who created it. The owner confirms that the page is still correct, and readers see who owns a page and when it was last verified, so they know whether to trust it.

Every company starts with two Spaces that you adapt to your own way of working: Company Handbook (for example How to use this wiki, Your first week, Expense claims and Who does what) and Company Policies (for example Leave policy, Code of conduct and Information security). Their pages are outlines written in the language in which the company was created. Rewrite them, restrict a Space or delete what you do not need.

Brain is made of three modules.

Module	What it adds	Installs
Viindoo Brain	The wiki: Spaces, pages, the editor, search, drafts and approval, Trash, sharing and the reports of the wiki admin.	On its own
Viindoo AI - Brain Bridge	The AI assistant in the wiki: Ask AI, Write with AI, the Related by meaning search group and the review of pages an assistant changed.	Together with Viindoo AI
Viindoo Brain - Digest	Two figures in the digest e-mail: pages edited and pages to review.	Together with the Digest app

An administrator switches the add-ons on and off in Brain ‣ Configuration ‣ Settings. The blocks AI Assistant, Reports and Digest and Integration list them with one switch each, named after the add-on. An add-on that your database does not include shows Purchase or Learn more in place of the switch (see Set up Spaces, templates and access).

Brain Buttons on Business Records

When your database also uses one of the applications below, a small connector installs itself. It adds a starter Space for that team and puts the Brain Pages and Brain Note buttons on the records of the application.

Application	Records that get the buttons	Starter Space
Invoicing	Invoices, bills and journal entries	Accounting Knowledge
CRM	Leads and opportunities	CRM Knowledge
Helpdesk	Tickets	Helpdesk Knowledge
Employees	Employees	HR Knowledge
Recruitment	Applicants	Recruitment Knowledge
Project	Tasks	Project Knowledge
Purchase	Purchase orders	Purchase Knowledge
Sales	Quotations and sales orders	Sales Knowledge
Inventory	Transfers	Warehouse Knowledge

The work happens in five steps:

1. The administrator installs Brain, sets the company options and gives each person their access right (see Set up Spaces, templates and access).

2. A Space admin sets up a Space: its members, its review rule and the pages to start from (see Set up Spaces, templates and access).

3. Writers create and edit pages and, where changes need review, send them for approval (see Read, create and edit pages and Submit and approve page changes).

4. Everyone finds answers from Home, with search or with Ctrl+K (see Find your way around Brain and Search the wiki).

5. Page owners verify their pages when they are due, and wiki admins watch the health of the whole wiki (see Own and verify a page and Watch the health of the wiki).

Who Does What

Role	What they do	Access right to assign
Employee	Finds and reads pages, discusses them and follows the ones they care about.	Role Viewer or Commenter in the Space, given person by person or to a whole user type.
Writer	Writes and edits pages, shares them, sends drafts for approval and moves pages to Trash.	Role Editor in the Space.
Page owner	Keeps the page current: verifies it, archives it and approves drafts of it.	None: the owner is named on the page. It is the creator unless changed.
Space admin	Runs one Space: members and roles, review rule and Start here pages. Restores and permanently deletes the Space’s trashed pages.	Role Space admin in the Space.
Wiki admin	Watches the health of the whole wiki and looks after templates, public links and comments.	Brain / Brain Admin on the user.
Administrator	Installs the app and sets the company options.	Administration / Settings on the user.

Note

A Space admin is a role inside one Space. It is not the same as the Brain Admin access right, which covers every Space.

Guides for Everyone Who Uses the Wiki

• Find your way around Brain
• Read, create and edit pages
• Search the wiki
• Submit and approve page changes
• Own and verify a page
• Delete, restore and archive pages
• Share a page with people inside and outside
• Print and use Markdown files
• Set up Spaces, templates and access
• Watch the health of the wiki
• Use the AI assistant in Brain
• Review AI changes and set up the wiki

Guide	Use it to
Find your way around Brain	Find your way around Home, a Space, the sidebar, Ctrl+K, the keyboard shortcuts, daily notes and the Brain buttons on a business record.
Read, create and edit pages	Read a page, talk about it, create a page and write it with the editor.
Search the wiki	Search the wiki, narrow the results and turn a missing answer into a new page.
Submit and approve page changes	Send a change for approval and approve or send back a draft.
Own and verify a page	Verify a page that needs review.
Delete, restore and archive pages	Archive a page, restore a page from Trash or delete it for good.
Share a page with people inside and outside	Share a page with colleagues, send it to people outside the company or publish it with a public link.
Print and use Markdown files	Print a page, export it as Markdown or start a page from a Markdown file.
Set up Spaces, templates and access	For Space admins and administrators: Space settings, templates and the company options.
Watch the health of the wiki	For wiki admins: the wiki reports and the Brain figures of the digest e-mail.
Use the AI assistant in Brain	Ask the AI assistant, write with it and use search by meaning.
Review AI changes and set up the wiki	Review what an assistant changed and make the wiki searchable by the assistant.