The handbook
Universe Memory in detail.
Every feature with click path, steps, rights and frequently asked questions – for executive management, employees, departments and IT.
36features and topics
9areas
30terms in the glossary
I am …
Executive managementReview and approveCreate and approve a situation reportSituation report as PowerPointArchiveEvidence and counter-hypothesesInvite someone
EmployeeCapture a knowledge entryRecord by voiceSearch knowledgeAsk a questionAnswer a questionNot now
Areas
Getting startedAccount, sign-in, organization and language6 entriesKnowledgeCapture, review, find, archive7 entriesKnowledge questionsAsk precisely, without pushing3 entriesProcessesRecord work steps and pass them on as BPMN4 entriesSituation reportReviewed knowledge condensed for executive management3 entriesDraftsHave texts prepared, check and send them yourself2 entriesTeamMembers, roles, departments, invitations5 entriesSecurity and data protectionSeparation, microphone, language models, log, data location5 entriesTour with MaikeGetting to know Universe Memory on the website1 entries
All features
Getting started
Create an accountCreate an account with name, email address and password, and activate the address via the link in the confirmation email.Sign in and sign outEnter the workspace with email address and password and leave it again via “Sign out”.Sign-in link by emailSign in without a password: Universe Memory sends a link to the email address of an existing account.Create an organizationSet up an organization on your first visit to the workspace and become its owner.The overview in the workspaceThe start page of the workspace shows in four tiles what is currently pending in knowledge, questions and processes.Choose the languageUse Universe Memory in one of 15 languages; German is the default.
Knowledge
Capture a knowledge entryUnder “New entry”, record what you know, with title, explanation, source, department and visibility scope.Record by voiceSpeak an explanation instead of typing it; Universe Memory converts the recording into text and inserts it into the field.Who sees which knowledgeStatus, visibility scope, department and role together decide who may read a knowledge entry.Review and approveRead submitted entries under “For review” and publish them with “Approve” or send them back to the author with “Return”.Four-eyes principleNobody approves their own knowledge entry, unless they are the only member of the organization.Search knowledgeIn the “Search” field, enter all the words that should appear in the title or explanation of an entry.ArchiveRemove a reviewed entry that no longer applies from all lists with “Archive”, without deleting it.
Knowledge questions
Ask a questionSend a colleague a specific knowledge question under “Ask a question”, optionally with reason and department.Answer a questionAnswer a question under “For you”; the answer automatically becomes a knowledge entry in review.Not nowPostpone a question by seven days with “Not now” or by 30 days with “In one month”, without deleting it.
Processes
Describe a processUnder “New process”, write or speak the steps of a workflow line by line and create it as a draft.Decisions in a processA step that ends with a question mark is recognized as a decision and exported in BPMN as a branching point.Approve a processThe responsible person or management confirms a process draft with “Approve”.BPMN exportUse “Download as BPMN” to download a process as a BPMN 2.0 file and import it into modeling tools.
Situation report
Create and approve a situation reportChoose period and department, click “Create report”, check the result and confirm it with “Approve”.Evidence and counter-hypothesesEvery statement in a situation report names the knowledge entries it is based on; every hypothesis stands next to a counter-hypothesis.Situation report as PowerPointUse “Download as PowerPoint” to download a situation report as a finished widescreen presentation.
Drafts
Team
Invite someoneUnder “Invite someone”, enter an email address and a role; the person receives an invitation link that is valid for 14 days.Accept an invitationOpen the link from the invitation email, create an account if needed and become a member with “Join”.Roles and rightsFive roles: owner, administration, executive management, head of department and employee, each with clearly defined rights.DepartmentsCreate departments, assign people and determine who heads a department.Switch organizationAnyone who belongs to several organizations chooses under “Switch organization” in the overview which one to work in.
Security and data protection
Tenant separationEvery organization is strictly separated from all others in the database; the database itself checks every access.Microphone and voice recordingThe microphone only runs after an explicit click, with a visible indicator, and Universe Memory does not store the audio recording.Language modelsSituation reports and drafts are created with language models, first with processing in the EU; company knowledge only counts as evidence, never as an instruction.LogUniverse Memory records every significant action with person, action, object and time in the organization's log.Data locationThe cloud version of Universe Memory runs in Frankfurt am Main; speech recognition and the first language model process in the EU.
Tour with Maike
As of: · Glossary · Print view