📘 iYan User Guide

Your AI workspace with memory — Getting Started

🎯 **Why iyan?**

iyan isn't a chatbot. It's a workspace that preserves the memory of your projects, decisions, and professional context.

**The problem we solve:** You use ChatGPT for brainstorming, Notion for storage, Drive for files, and Trello for tracking. Result: information is scattered and the AI "forgets" everything at each session.

**The iyan solution:** One place where the AI keeps the context of your files, automatically reminds you of deadlines, and stays available 24/7.

🚀 **Quick Start — 3 steps to get going**

**Step 1: Create your first Folder**

In the Vault, create a folder for each project or client.

💡 *Tip: Name your folders the way you naturally search for them. iyan's indexing works by semantic similarity.*

**Step 2: Store your documents**

Drag and drop PDFs, contracts, meeting notes into the Vault.

iyan automatically analyzes the content. No need to reread 50 pages — just ask "Summarize the critical clauses in the Dupont contract."

**Step 3: Activate an Expert**

Choose the expert suited to your task:

*How it works?* Each expert is calibrated with specific business context. Léa understands Quebec business law. Sarah knows B2B channels.

🗂️ **The Vault vs The Chat — Understanding the difference**

**Chat = Ephemeral conversation**

- Ideal for: Quick questions, immediate brainstorming

- Limit: Forgets everything when you close the tab

**Vault = Persistent memory**

- Your documents stay there (encrypted, hosted in Quebec)

- The AI accesses them to contextualize its responses

- Create thematic folders and find everything instantly

*Good reflex:* If you think "I'll need this in 2 weeks" → put it in the Vault.

📋 **The Kanban (Workflow Stream)**

Stop keeping tasks in your head.

**Simple workflow:**

- **To Do** → All incoming ideas and tasks

- **In Progress** → What you're actively working on

- **Waiting** → Blocked by a third party (client, validation...)

- **Done** → Automatic archive

*iyan tip:* Ask the AI "What has been waiting for my action for more than 3 days?" — it scans your Kanban and surfaces the forgotten items.

⏰ **Routines (Automations)**

Set up smart reminders that adapt to your rhythm.

**Useful routine examples:**

- "Every Monday at 9am, prepare a summary of last week's emails"

- "On the 1st of each month, check upcoming contractual deadlines"

- "Every Friday, suggest 3 LinkedIn post topics based on my notes from the week"

🛡️ **Privacy & Sovereignty**

What makes iYan different:

✅ **Zero export:** Your data never leaves Canada (servers in Montreal)

✅ **Law 25 native:** Quebec compliance by design

✅ **Sovereign hosting:** No dependency on Californian infrastructure

💡 **Best Practices — The 5 commandments**

1. **One project = One Vault folder** 

   Avoid the "Misc" folder. The AI works better with clear silos.

2. **Name your documents explicitly** 

   "Contract.pdf" → bad 

   "Contract_Dupont_Services_2026.pdf" → perfect

3. **Use the right expert** 

   Don't ask Léa to do marketing. Experts are calibrated to reduce hallucinations in their domain.

4. **Save important conversations** 

   The "Add to Vault" button turns a discussion into consultable memory for later.

5. **Verify sources** 

   iyan always indicates when it uses Vault info vs. general knowledge. Responses based on your documents are preceded by a 📎 icon.

🆘 **Need help?**

*This guide evolves with the product. Last updated: July 2026*