Spotlight #3: Bringing external content into your Vani Spaces

Spotlight #3: Bringing external content into your Vani Spaces

Work rarely happens in a single tool anymore. Research lives in boards and documents, designs sit in design platforms, demos get shared as videos, and reports often live somewhere else. This can slow team collaboration more than we realize.
Keeping relevant context visible helps discussions stay focused and decision-making easier. Instead of constantly switching tabs or chasing links, teams can bring supporting material directly into their Vani Spaces.



Why shared context matters in visual collaboration

When context is easy to access:
  1. Conversations stay aligned.
  2. Fewer details get lost between tools.
  3. Teams spend less time clarifying and more time deciding.
  4. Async collaborators can quickly understand what's happening.
Embedding is one way to make this possible.

Embedding external content in Vani Spaces

Vani allows teams to embed external content directly inside their Spaces. Instead of sharing links separately, you can keep documents, videos, design files, presentations, and other supported content directly inside your Space. They stay alongside your boards, plans, diagrams, or database tables.
You can embed content from commonly used tools like Google Docs, Sheets, and Slides; Microsoft Word, Excel, and PowerPoint; Figma; YouTube; and Zoho apps such as Writer, Sheet, and Show, along with other supported tools.

Because the content stays connected to its original source:
  1. Updates reflect automatically.
  2. Everyone sees the latest version.
  3. Collaboration happens with full context visible.
This helps turn a Space into a working environment rather than just a visual board.


Where teams find this most useful

Design reviews

Keeping design files embedded alongside feedback helps teams discuss specifics without jumping between tools.

Planning and research sessions

Reports, references, or supporting materials remain visible while shaping ideas or decisions.

Async collaboration

Team members joining later can quickly understand the background without digging through links.

Embedding vs. sharing links: When it makes sense

Links are useful when content only needs occasional reference, but embedding tends to work better when:
  1. The content is central to ongoing collaboration.
  2. Teams revisit it frequently.
  3. Collaboration spans multiple sessions or time zones.
Choosing the right approach helps keep Spaces organized without unnecessary clutter.
If your team often switches between their Spaces and external tools, try embedding key resources directly into your Space. Sometimes, smoother collaboration comes from simply keeping the right information within reach.
To learn how to embed content and see the supported platforms in Vani, visit our help doc: Embedding content in your Space.