If Ex.Brain is telling you that something isn’t available—or your results look incomplete—this guide will help you figure out why.
Reason #1: Access Level Restrictions #
Your Access Level determines which Block Categories and platform features you can use.
What to check:
- Ask your Admin which Block Categories your Access Level allows
- Confirm if you were recently assigned a limited role (e.g., “Viewer” instead of “Manager”)
Tip: If your role recently changed, your access may have been reduced automatically
Reason #2: Workspace Limitations #
Even if your access level includes a category, you may be missing location-specific data.
Example: #
You’re assigned to “East Coast Workspace,” but the data is tagged to “West Coast.”
Fix: #
- Ask your Admin to check your Workspace assignments
- Only Admins or Managers can grant multi-location visibility
Reason #3: Block Not Assigned or Processed #
If a Block hasn’t been:
- Assigned to a Workspace or Block Category
- Fully processed (e.g., an upload still in progress)
Ex.Brain will not include it in search or answers.
Fix: #
- Go to Block Inventory → find the file → check metadata
- Assign a Block Category and Workspace if missing
- Wait a few minutes if newly uploaded
Reason #4: Integration Didn’t Sync Yet #
If your data comes from QuickBooks, Google Drive, or another integration:
- It may not have synced yet
- Daily syncs might delay availability for a few hours
Fix: #
- Go to Integrations tab → check connection status
- If needed, disconnect and reconnect the integration
Reason #5: Asking About Restricted Content #
If your question involves data or content that’s blocked by your Access Level:
Ex.Brain will respond with: “This information isn’t available to your role or location.”
Avoid asking about:
- Financials outside your department
- Private employee records
- Content from disabled Block Categories
Summary Checklist #
Check This | Why It Matters |
Access Level | Defines what categories and features you can use |
Workspace | Defines what locations’ data you can access |
Block Assignment | Unassigned Blocks are invisible to AI |
Integration Sync | May cause delay in access |