Vault Overview
What is Vault?
Your centralized document repository where all business files are automatically organized and stored. Every attachment linked to customers, suppliers, invoices, bills, and transactions is accessible here in a structured, searchable format with role-based security.
Who Uses This?
Sales Teams
Store customer documents, agreements, and order-related files
Purchase Teams
Manage supplier documents, quotations, and PO attachments
Finance Teams
Access invoices, bills, payment receipts, and compliance documents
Operations Teams
Retrieve product specs, delivery challans, and technical documents
Key Features
Centralized Storage
Auto-organized folders for each business entity - customers, suppliers, items, transactions
Entity linking connects documents to their source transactions automatically
Quick navigation with breadcrumb trails and folder hierarchy
Security & Control
Role-based access ensures users see only authorized documents
Permission levels for view, upload, delete actions per user role
Audit trail tracks who accessed or modified documents when
How It Works
Typical Workflow
Upload documents while creating transactions or directly to entity folders
Auto-organization places files in correct folders based on entity type
Search & access documents anytime through folder navigation or search
Download or share files with team members based on permission settings
Vault Folders
| Folder | Document Types | Common Files |
|---|---|---|
| Customer | Customer-related documents | GST certificates, agreements, KYC, customer POs |
| Supplier | Vendor documents | Vendor agreements, GST certs, quotations, catalogs |
| Item | Product documentation | Specs, images, datasheets, manuals, catalogs |
| Invoice | Sales invoice attachments | Delivery challans, supporting docs, customer POs |
| Bill | Purchase bill files | Supplier invoices, payment receipts, delivery notes |
| Purchase Order | PO-related files | Quotations, approvals, terms & conditions |
| Sales Order | SO attachments | Customer POs, specs, delivery instructions |
| Admin | System documents | Company policies, compliance certs, tax docs |
Getting Started
| Task | Guide | Time Required |
|---|---|---|
| Upload Documents | How to Upload Files | 2 minutes |
| Create Folders | How to Organize Files | 3 minutes |
| Find Documents | How to Search & Download | 2 minutes |
Related Sections
- Dashboard - Quick access to recent documents
- Customers - Upload customer documents
- Suppliers - Manage vendor files
- Role Permissions - Configure vault access
Quick Tips
Best Practices
Use consistent naming conventions with dates and reference numbers for easy searching (e.g., 2025-10-04_INV-001.pdf)
Create subfolders within entity folders to organize documents by customer/supplier/project name
Upload files during transaction creation to auto-link documents - saves time and ensures proper organization
Need help? Contact support at support@bizconnekt.com