How to use embedded tools in Vaiz

Embedded tools allow you to add interactive content directly inside documents and task descriptions. To insert a tool, place the cursor where you want it to appear, type “/”, and select an item from the menu.

Some tools insert content immediately, while others require additional configuration after being added.

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Headings

Use headings to organize content in a document or task description. Type “/” and select "Heading 1", "Heading 2", or "Heading 3".

You can create a heading before writing text, or convert an existing line into a heading later. Select the heading level that matches the structure of your content.

Quote

Use quotes to visually separate text from the main content. Type "/" and select "Quote" to insert a quote block.

You can create a quote block before writing text, or convert an existing line into a quote afterward. The quoted text is displayed in a separate styled block for better visibility.

Code block

Use code blocks to display code snippets or other preformatted text. Type "/" and select "Code block" to insert one.

After adding the block, enter or paste your content inside it. The text is displayed with syntax-style formatting and preserved line breaks, making longer code snippets easier to read.

Bullet list

Use bullet lists to organize content into separate items. Type "/" and select "Bullet list" to create a list.

Each new line is automatically added as a new bullet point. To exit the list, press Enter on an empty line and continue writing regular text.

Ordered list

Use numbered lists when items need to appear in a specific sequence. Type "/" and select "Ordered list" to create a numbered list.

Each new line is automatically assigned the next number in the sequence. To stop the list and return to regular text, press Enter on an empty line.

Checkbox list

Use a checkbox list when you need items that can be marked as completed. Type "/" and select "Checkbox list" to create a list with checkboxes.

Click a checkbox to mark an item as complete or clear it when needed. New items are added automatically as you continue the list.

Horizontal Rule

If you need to divide content into separate sections, use a horizontal rule. Type "/" and select "Horizontal Rule" to insert a divider line.

The divider creates a clear visual break between content blocks and helps make long documents easier to read.

Details

Use a details block when you want to keep additional information available without displaying it all the time. Type "/" and select "Details" to add a collapsible section.

Enter a title for the block and add any content inside it. Click the small triangle next to the title to collapse the section and show only the heading, or expand it again to view the hidden content.

Columns

Use columns to organize content side by side. Type "/" and select "Columns" to create a multi-column layout.

After creating a column block, add content to each column independently. Use the layout icons in the top-right corner of the block to change the number of columns and adjust their width distribution.

Table

Use a table to organize information into rows and columns. Type "/" and select "Table" to insert a table into your document.

Open the table menu to customize its appearance and structure. You can enable or disable a header row, show row numbers, and apply background colors to individual cells or rows.

Use the "Edit table" menu to add or remove rows and columns, or change their order. If needed, you can also clear all table content while keeping the table structure in place.

Emoji

Use emojis anywhere in your document to make content easier to scan or add visual context. Type "/" and select "Emoji" to open the emoji picker.

You can browse emoji categories, search for a specific emoji, or choose from recently used options. Emojis can also be inserted by typing ":" followed by an emoji name, then selecting it from the suggestions list.

Mention

Use mentions to reference people and workspace items directly inside a document. Type "/" and select "Mention", or type "@" to open the mention menu.

You can switch between categories to find members, documents, tasks, milestones, and other available items. Select an item from the list to insert a clickable reference that links directly to it.

Note: Mentioning a person in the document body does not send a notification. If you need to notify someone, mention them in a comment instead.

Image

Use images to add screenshots, diagrams, illustrations, or other visual content to your document. Type "/" and select "Image" to insert an image block.

You can upload an image by clicking inside the upload area or by dragging and dropping a file directly into the block.

After an image is added, hover over it to access additional options. Click the pencil icon to add or edit an image caption.

Click the three-dot menu in the top-right corner of the image to access more options. From there, you can open block settings, download the image, copy its URL, open it in a new tab, or remove it from the document.

You can also open the block menu using the handle on the left side of the image. This menu includes actions such as duplicating the block, copying a block link, adding blocks before or after it, changing block settings, or deleting the image block.

Video

Embed video content directly into your document with a dedicated video block. Type "/" and select "Video" to insert one.

You can upload a video by clicking inside the upload area or by dragging and dropping a file into the block.

Once uploaded, the video can be played directly inside the document, making it easy to share recordings, walkthroughs, or other visual content with your team.

To manage the video block, open the block menu using the handle on the left side of the video. From there, you can copy a block link, duplicate the block, add new blocks before or after it, open block settings, download the video, copy the video URL, open the video in a new tab, or delete the block.

YouTube

Embed a YouTube video directly into your document without uploading the video file. Type "/" and select "YouTube" to add a YouTube embed block.

Paste the YouTube video URL into the field and click Save. The video will appear in the document and can be played without leaving Vaiz.

To manage the embed block, open the block menu using the handle on the left side of the video. Along with standard block actions, you can adjust the embed size, show or hide the preview, expand the block, open the video in a new tab, or remove the embed from the document.

The embedded video can also be shared using YouTube's built-in sharing options directly from the player.

Vimeo

Embed Vimeo videos directly into your document using a public Vimeo link. Type "/" and select "Vimeo" to insert a Vimeo embed block.

Paste the Vimeo video URL into the field and click Save. The video will be embedded in the document and can be viewed without leaving Vaiz.

To manage the embedded video, open the block menu using the handle on the left side of the block. Along with standard block actions, you can adjust the embed size, show or hide the video preview, expand the block, open the video in a new tab, or remove the embed from the document.

The Vimeo player also includes its own sharing options. Click the Share button inside the player to copy a link or share the video through supported platforms directly from Vimeo.

CodeSandbox

CodeSandbox embeds allow you to add interactive coding projects directly to a document. Type "/" and select "CodeSandbox".

Paste a CodeSandbox project URL into the field and click Save. The project will appear as an embedded preview inside the document.

The block menu on the left provides standard block actions and additional options such as changing the block size, toggling Contents visible, expanding the block, opening the project in a new tab, or deleting the embed.

To open the full project in CodeSandbox, click Open Sandbox in the bottom-right corner of the embed.

Figma

Figma embeds allow you to display Figma content directly inside a document. Type "/" and select "Figma".

Paste a Figma URL into the field and click Save. The embedded file will be added to the document.

If the embedded content is hidden, users can click Open Figma link to open the file in Figma or Show contents to display it directly in the document.

To manage the embed block, open the block menu using the handle on the left side of the block. Along with standard block actions, you can adjust the embed size, show or hide the embedded content, expand the block, open the file in a new tab, or remove the embed from the document.

Miro

Miro embeds allow you to display Miro boards directly inside a document. Type "/" and select "Miro".

Paste a Miro board URL into the field and click Save. The board will be added as an embedded block in the document.

To manage the embed block, open the block menu using the handle on the left side of the block. Along with standard block actions, you can adjust the embed size, show or hide the board preview, expand the block, open the board in a new tab, or remove the embed from the document.

To open the board in Miro, click See the board in the bottom-right corner of the embed.

Iframe

Iframe embeds let you display supported websites directly inside a document. Type "/" and select "Iframe".

Paste the website URL into the field and click Save. The page will be added as an embedded block that can be viewed without leaving Vaiz.

To manage the embed block, open the block menu using the handle on the left side of the block. You can adjust the embed size, show or hide the page preview, expand the block, open the website in a new tab, or remove the embed from the document.

Code editor

The Code editor block provides a lightweight coding environment directly inside a document. Type "/" and select "Code editor" to add a new code block.

By default, the editor is created as a plain text file. Use the language selector in the bottom-right corner to switch to another supported language, such as Markdown, CSS, Java, Ruby, C, and others.

Click the file name at the top of the editor to open additional options, including Settings, Download, and Copy.

Use the menu in the top-right corner of the editor to upload files or add icons from the built-in icon library.

Data grid

The Data grid block lets you create simple tables directly inside a document. Type "/" and select "Data grid" to add a new table.

You can enter data manually, add rows and columns, and organize information in a spreadsheet-style layout.

Open the menu in the bottom-right corner of the grid to import data from a CSV file or export the current table as CSV for use outside Vaiz.

Changelog

If you need a simple way to share product updates, release notes, or announcements, use the Changelog block. Type "/" and select "Changelog" to add it to a document.

For each entry, select the appropriate update type, add a description, and click Add. Available categories include Added, Fixed, Improved, Broken, Stalled, and Removed.

To-do List

If you need a lightweight checklist inside a document, use the To-do List block. Type "/" and select "To-do List" to insert it.

The block displays progress automatically based on completed items. To add a new task, enter a description in the input field and click Save. Select Cancel if you do not want to add the item.

Swagger

The Swagger block lets you embed interactive API documentation directly into a document. Type "/" and select "Swagger" to add it.

Paste a Swagger JSON URL into the input field and click Save.

Once embedded, users can browse endpoints, review request and response details, select a scheme, and use authorization settings when available.

GraphQL

GraphQL lets you explore and test GraphQL APIs directly inside a document. Type / and select GraphQL to add the block.

Paste a GraphQL endpoint URL into the field and click Save. The block will open an interactive GraphQL environment where you can test and work with your API directly inside Vaiz.

The editor also includes tools for managing query history, refreshing the schema, viewing documentation, and configuring connection settings. This makes it easier to test and document GraphQL APIs alongside project notes, specifications, or technical documentation.

Files

The Files block lets you store and share files directly inside a document. Type / and select Files to add the block.

Click the upload area or drag files into the block to add them. Uploaded files stay connected to the document, so anyone with access can find and manage them without switching to another tool.

Each file includes a context menu with additional actions. From there, you can open the file in gallery view, download it, rename it, or remove it from the document.

Date

The Date block helps you add a specific date or date range directly to a document. Type / and select Date to insert the block.

After opening the date picker, choose either a single date or switch to Range to define a start and end date. Click Apply to insert the selected value into the document.

Now

The Now block inserts the current date into a document automatically. Type / and select Now to add the block.

Once inserted, the current date appears as a clickable date marker in the document.

Siblings navigation

The Siblings navigation block creates links to the previous and next documents on the same level in your document structure. Type / and select Siblings navigation to insert the block

Once added, the block displays navigation cards that let readers move between related documents without returning to the document tree.

Document tree

The Document tree block automatically generates a table of contents based on the child documents inside the current document. Type / and select Document tree to insert the block.

Once added, the block displays links to all child documents and updates automatically when the document structure changes.

Table of contents

The Table of contents block automatically creates a navigation menu based on the headings inside the current document. Type / and select Table of contents to insert the block.

Once added, the block displays links to document headings and updates automatically as sections are added, removed, or renamed. Readers can jump directly to a specific section without scrolling through the entire document.

Draw

The Draw block provides a simple canvas for sketches, diagrams, annotations, and visual explanations directly inside a document. Type / and select Draw to insert the block.

After adding the block, you can draw freely on the canvas and resize it at any time. Open the block menu and select Set block size to switch between Small, Medium, or Large depending on how much space your drawing requires. This makes it easy to add quick visual context without leaving the document.

Excalidraw

Use Excalidraw if you need to create diagrams, sketches, flowcharts, wireframes, or visual notes directly inside a document. Type / and select Excalidraw to insert the block.

The editor provides drawing tools, shapes, connectors, text elements, zoom controls, and a reusable Library for storing frequently used components. Open the block menu to adjust its size and choose the workspace layout that best fits your diagram.

Diagram

Use Diagram if you need to create structured diagrams directly inside a document. Type / and select Diagram to insert the block.

The diagram editor opens with a canvas, shape tools, connection tools, and zoom controls. To add a new element, click and hold the square shape in the left toolbar, then drag it onto the canvas. You can connect elements and adjust the zoom level while working with larger diagrams.

Equation

Use Equation if you need to add mathematical formulas or LaTeX expressions to a document. Type / and select Equation to insert the block.

The equation editor includes a built-in reference panel with common LaTeX commands and symbols. Click the help icon to view available shortcuts and formatting options while editing.

Once the equation is added, it is displayed directly in the document. Open the on-screen keyboard to insert mathematical symbols, fractions, operators, functions, and other formula elements without typing LaTeX commands manually.

3D Model

Use 3D Model if you need to embed and preview a 3D object directly in a document. Type / and select 3D Model from the list of available tools.

After adding the block, an empty 3D Model area appears in the document. Click the upload area or drag and drop a .glb or .gltf file to add a model.

Once the model is uploaded, it becomes available directly inside the document. Open the block menu using the three-dot button in the top-right corner of the block to access additional actions and settings.

To access additional block options, click the block handle on the left side of the block. From this menu, you can copy the block link, add a block before or after the current one, duplicate the block, open block settings, expand the block, download the uploaded model, or delete the block. The Set block size option allows you to switch between Small, Medium, and Large display sizes depending on how much space the model should occupy in the document.

Story

Use Story when you want to create collections of cards for ideas, concepts, planning sessions, mood boards, learning materials, or any content that is easier to organize as separate visual cards.

To add a Story block, type / and select Story from the embedded tools menu.

When creating a new card, you can add a title, choose an icon or emoji, and select a card color. Use the color picker to customize the card appearance, then click Create to add the card to the story board.

Story cards support emoji reactions from other users. Click the reaction icon below a card to open the emoji picker and leave feedback directly on the card.

Mermaid

Use Mermaid when you need to create diagrams from text. Add a Mermaid block by typing / and selecting Mermaid from the embedded tools menu.

The block is divided into two areas. On the left, you write Mermaid syntax. On the right, the diagram is generated automatically based on the code. Use the zoom controls to adjust the diagram view and switch between the editor and preview when working with larger diagrams. Any changes made in the code are reflected in the diagram immediately.