Key Concepts

The sections below serve to introduce some of the main concepts and ideologies behind Hudu and help to explain how Hudu can become an information hub for your team, no matter what type of business you are in!
 
 

Key Concepts

"Spaces"

Most information stored within Hudu is separated into different spaces, these spaces are called companies in Hudu by default; but this could be updated (purely cosmetic) to clients, locations, divisions, or many other options; spaces serve as the first/highest level of documentation organization within your Hudu environment.
 
Spaces allow you to organize passwords, websites, assets, and lots of other information that you may need to maintain for a specific space (i.e. a client, company, location, etc.). Each space is a standardized environment so that finding and navigating the information is consistent and easy for your team across all managed spaces.
 

   Changing what you call these spaces can be updated in the Hudu admin area >> General tab, under 'documentation is structured by'; but again, provides no difference in Hudu's functionality or features.

   We'll use client throughout our support article examples, but please note that this is NOT how you're required to structure the documentation.

While your client spaces typically would only be accessed by your internal team, each client space can have a customizable, External Sharing portal enabled to help provide useful information and maintain transparency with your end users.
 
 

Assets & Asset Layouts

Asset Layouts are the building blocks of information stored within your Hudu environment and serve as structured, cross-client containers to further organize and store documentation within each client space.
 
Creating asset layouts can be done by either starting with one of Hudu's pre-built templates (which can be customized later) OR by creating/customizing them to be whatever you’d like.
 
Once created and activated, asset layouts will appear on the left-hand side menu within ALL of your client spaces (unused ones can be hidden per space).
 
Asset layouts can assist with documenting client configurations and infrastructure; organize information pulled from one of our integrations and/or REST API; and can be linked to relevant content such as passwords, process checklists, credentials, or anything else stored within your Hudu environment!
 
Any item stored within an asset layout is considered an Asset.

 

Cards & Fields

Asset information is further organized using cards. A "card" is the term given to the grouping of information that comes into Hudu from the same source (this could be manual input; from integrations and/or the API, or from importing the data).

Fields are what then further organize a card.

Custom asset fields can be added to an asset layout via your Hudu admin area >> Asset Layouts tab. Any asset information added to these custom fields will then show up under the asset they were added, to the asset’s custom card.
 
Asset information that comes from your integrations, once set up, will populate into their own cards, under the specific asset layout/asset designated. Integration information DOES NOT populate your custom asset layout fields, but instead creates its' own asset card, under the same named asset (if desired).
 

   An asset can, and likely will, have multiple cards stored under it; with each card coming into Hudu from different sources (i.e. manual input/import, integration, API).

 

Tools

Each of your spaces within Hudu comes equipped with a standardized set of tools, which allows you to separate information to better manage info of different types. These include:
 
  • Password Management
    • Create, organize and protect client passwords; while providing the ability to share these passwords securely back to the client when needed.
  • Process Management
    • Processes are checklists; used to standardize how tasks are accomplished and serve as quick-reference instructions for your team.
  • Knowledge Base Library
    • Informational articles, How-To's, troubleshooting guides, and anything else you can think of! Hudu offers a knowledge base library specific to each of your clients, as well as a global knowledge base.
  • Photos Gallery
    • Centralized location where you can easily view, manage, and upload client photos.
  • Network Management
    • Plan, track, and manage IP addresses inside a network.
  • Rack Management
    • Manage and track physical hardware assets within each of your clients' server racks.
  • Website & SSL Monitoring
    • Monitor website statuses, name expirations, and SSL certificate expirations, all by just providing a website URL.
  • Expiration Tracking
    • Track your website expirations automatically; or set up custom expirations for KB articles and/or custom assets.
  • External Sharing
    • Each client space that you maintain within your Hudu environment has the ability to have a custom client portal created and configured.

 

Putting It All Together

Your business manages a ton of information. This information can be brought into Hudu from various sources, such as manual input or import, utilizing the RESTful API, or via 3rd party integrations.
 
Regardless of how the information is brought in, this information is organized into "cards" with each information type being stored in its own labeled card. Cards from different sources, but that relate to the same asset, will be placed under the same named asset.
 
These assets are then stored inside asset layouts which are simply categorizing units and serve to further organize information contained within your spaces. The asset layouts that you create and activate are cross-client, meaning they function to standardize asset management across all of your clients [spaces].
 
Spaces are the highest level of organization within Hudu. They serve to divide your information based on the overarching commonality of the information (i.e., does the data all belong to a client? A Location? A Hospital? Whatever you choose to structure your documentation by.)
 
The tools sections can then be used to maintain client passwords, processes, networks, rack storages, an in-depth client knowledge library, and monitor and track website statuses and expirations per space.
 
If required, all of this information could then be shared via the external sharing portal - our customizable [per-space], read-only, FREE, documentation system for your end users.
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