Company Brain

Company Brain overview

A brain is a shared knowledge base in Custodos: you put documents in, decide who may use them and work with them in chat. This page shows how to create a brain, which limits apply and how to organise brains in folders.

Last checked on 28 September 2026

On this page

What a brain is
Who can create a brain
Creating a brain
Fields and limits
Organising brains in folders
Deleting a brain

What a brain is

A brain gathers documents around one topic, such as a handbook, contracts or a project. Custodos turns every source into text and makes it searchable. When you attach the brain to a chat, the model looks for the matching passages and lists them as sources under the reply.

You find all brains in the sidebar under Company Brain. Only the brains you may use are listed there. Brains you have no access to do not appear, not even by name.

Term	Meaning
Brain	A knowledge base with its own permissions and its own data protection level.
Source	A document in the brain: an uploaded file, a web page, pasted text or an import from a connected cloud account.
Overview	An automatically generated summary of the whole brain. In chat it tells the model what the brain contains.
Instructions	Guidance for the model that applies whenever the brain is active in a chat.
Folder	Organise the brains on the Company Brain page. They change nothing about permissions.

Who can create a brain

Every member of a workspace can create brains, not only admins. Whoever creates a brain always has full access to it and decides who else may use or edit it. The roles are described under Brain permissions.

Company Brain is included in every plan. The plans do not differ in what the brain can do, only in their credit allowance.

Creating a brain

1
Open the dialog
Click Company Brain in the sidebar, then Create brain.
2
Name and description
Enter a Name, for example “Staff handbook”. The Description (optional) tells others what is in the brain and what it is for.
3
Set access
Under Who can use it? choose Everyone in the workspace or Selected people only. You add the people after creating it, under Share.
4
Attach to new chats
Switch on Active in new chats by default if the brain should be part of every new chat. Anyone can detach it per chat.
5
Choose data protection
Under Personal data in this brain choose Open, Pseudonymise or Strict. The levels are explained under Data protection in the brain.
6
Instructions and finish
Under Advanced you can add Instructions for the model. Then click Create brain. The new brain opens and you can add sources.

Fields and limits

Some settings can later be changed by every editor, others only by people with full access. Editors are everyone with the Can edit role and everyone with full access.

The Include workspace admins switch only appears when your workspace leaves admin access to the creator and you have chosen Selected people only. If folders already exist, you also choose the Folder in the same dialog.

Field	Limit or default	Who changes it later
Name	required, up to 80 characters	editors
Description (optional)	up to 300 characters	editors
Who can use it?	default: Everyone in the workspace	only people with full access
Active in new chats by default	default: off	only people with full access
Personal data in this brain	default: Open, or Strict if the workspace blocks hard identifiers such as IBANs	only people with full access
Instructions	up to 4,000 characters	editors

Organising brains in folders

With New folder you create folders and sub-folders on the Company Brain page, at most three levels deep. You move a brain from its menu with Move to folder.

Folders are organisation only. Every member sees every folder, but inside it only the brains they have access to. In chat and in agents, brains appear in a simple list without folders.

Action	Who may
Create a folder	everyone who may create brains
Rename and Delete folder	whoever created the folder, and workspace admins
Move to folder	editors of the brain in question

Deleting a brain

Delete brain sits in the More actions menu on the brain's page. Only people with full access may delete it. To confirm, type the brain's name and click Delete permanently.

Every document in the brain is deleted, and the brain disappears from all chats and agents that use it. This cannot be undone. The deletion is recorded in the activity log.