What is the Vault?
The Vault is Ospri Brain’s knowledge base. It stores documents, presentations, spreadsheets, images, and any file your team needs — and makes everything searchable by the Brain AI through semantic vector search. Think of it as a smart file system that understands the content of every document.
Key Concepts
Vaults
Vaults are top-level containers that organize your files by domain:
| Vault | Description | Icon |
|---|
| Default | General files, personal documents | Lock (private) |
| Sales | Sales decks, proposals, pipeline materials, contracts | Database (shared) |
| Science | Research data, lab results, publications, protocols | Database (shared) |
| Marketing | Campaigns, brand assets, collateral, analytics | Database (shared) |
| Custom vaults | Create your own for any purpose | Lock or Database |
my-research, q3-2026).
Brain Access
Each vault and individual file can be toggled for Brain Access:
- ON (default) — The Brain AI can search and cite this content
- OFF — Content is stored but invisible to the AI
When Brain Access is off for a vault, a “NO AI” badge appears next to its name.
Shared vs. Private
- Shared vaults (database icon) — Accessible by all team members
- Private vaults (lock icon) — Only accessible by you
Layout
The Vault has three panels:
| Panel | Description |
|---|
| Left sidebar | Vault list, Starred filter, Tag filters, Create vault |
| Main area | File grid/list with breadcrumb navigation, search, view controls |
| Right panel | Asset detail panel (when a file is selected) |
Quick Filters
| Filter | Description |
|---|
| All files | Show everything in the current vault |
| Starred | Only show starred files |
| Staging Inbox | Files from bulk ZIP import awaiting review |
Vault List
Each vault in the sidebar has a hover dropdown with these options:
| Menu Item | Description |
|---|
| Open vault | Navigate to the vault |
| Vault settings | Open settings dialog |
| Share vault | Share with team members |
| Manage members | Add/remove vault members |
| Brain: ON / OFF | Toggle AI access for the entire vault |
| Delete vault | Permanently delete (danger) |
Tag Filters
Tags from files in the current vault appear as clickable chips. Click any tag to filter the view.
Suggested tags for new files: sensitive, client-facing, internal-only, draft, approved, proposal, contract, presentation, report, data, regulatory, competitor, case-study, template, archived
View Modes
Toggle between three view modes using the icons in the header:
| Mode | Description |
|---|
| List | Table with resizable columns: Name, Tags, Type, Size, Status, Modified |
| Grid | Card grid with file icons, name, type badge, size |
| Large Grid | Bigger cards with more visual detail |
Sorting
Sort by any column in list view, or use the sort dropdown in grid view:
| Sort Field | Options |
|---|
| Name | A-Z, Z-A |
| Modified | Newest first, Oldest first |
| Size | Largest first, Smallest first |
| Type | A-Z |
Supported File Types
| Category | Formats | Icon Color |
|---|
| Documents | PDF, Word (.docx/.doc), Text (.txt), Markdown (.md) | Blue |
| Presentations | PowerPoint (.pptx/.ppt) | Orange |
| Spreadsheets | Excel (.xlsx/.xls), CSV | Green |
| Images | PNG, JPEG, GIF, WebP | Purple |
| Audio | MP3, WAV, and other formats | Teal |
| Video | MP4 and other formats | Pink |
| Code | JavaScript, TypeScript, Python, HTML | Gray |
| Data | JSON, XML | Gray |
| Archives | ZIP | Gray |
| Action | Description | Available For |
|---|
| Open | Open the file or navigate into the folder | All |
| Download | Download the file | Files only |
| Add star / Remove star | Toggle starred status | All |
| Rename | Open rename dialog | All |
| Move to folder | Move to a different location | All |
| Copy link | Copy a shareable link to clipboard | Files only |
| Share | Open sharing settings | Files only |
| Add to Brain / Remove from Brain | Toggle AI access for this file | All |
| Delete | Permanently delete (shown in red) | All |
Detail Panel
Click any file to open the detail panel on the right:
| Section | Content |
|---|
| Thumbnail | File type icon preview |
| Star button | ”Add to Starred” / “Starred” |
| Details | Type, Size, Created date, Modified date, Vault name |
| AI Summary | Auto-generated summary of file content (if indexed) |
| Tags | View existing tags, add new tags, remove tags |
- In the Tags section, type a tag name
- Press Enter to add
- Suggested tags appear below for quick adding
- Click the X on any tag to remove it
Tags are visible to all signed-in users who have access to the vault.
| Option | Description |
|---|
| Upload files | Select files from your computer or drag-and-drop |
| Bulk ZIP import | Upload a ZIP archive — AI analyzes structure and suggests organization |
| Import from Dropbox | Browse and import files from your connected Dropbox |
| New document | Create a blank rich-text document in the Vault |
| New folder | Create a subfolder in the current location |
Bulk Actions
Select multiple files using checkboxes, and a bulk action bar appears:
| Action | Description |
|---|
| Move | Move all selected files to a folder (with option to create a new folder inline) |
| Tag | Add a tag to all selected files |
| Star | Star all selected files |
| Delete | Permanently delete all selected files |
Pending Indexing
When files are uploaded but not yet indexed by the AI, an amber notification appears:
“X file(s) pending AI indexing”
Files are automatically indexed in the background. Once complete, the Brain can search their content.
