How to Create a Vault?

Modified on: Thu, 11 Jan, 2024 at 10:16 AM

Manually Create Vaults

Step 1: Go to your Client List on the main menu and click 'Add New +' 

  • 'Add New' is located in the top-right corner.

Top menu to create vaults and other actions

Step 2: Add the information required

  • First Name, Last Name, and Email Address.
  • Add Reference number (If applicable)
  • Select the Package.
  • Select Taxonomy Template (folder structure)
  • Select the Language

The First Name & Last Namecan be edit at any time on the Client Detail page. The First Name and Last Name set at the moment of the creation will be used to define the first part of the inbound email address and the first entity name. For example, if the name is Charles X Smith the inbound email address will be and the Entity Name will be named Charles X Smith.

Email Address: This email will be associated with the Vault, and it will be the login email of your client to access their Vault. You can edit this email when the status of the Vault is “Created” or “Invited.” Once the Vault is activated, it cannot be modified. Each Vault needs to have one unique email address and cannot be associated with an administrator account on the same portal. NOTE: If your system has a Single Sing-On integration (i.e. with Active Directory / D1G1T) please use the same email address that was used to set up the client in that platform. 

Reference Number: unique ID or identifier that allow mapping of documents during bulk uploads.

PackageChoose the package you would like this client to have. The package will define the type of Vault, including the number of entities, storage capacity, and the taxonomy available for the Vault. These packages are defined during the contract.

Taxonomy TemplateYou may have the ability to create multiple Taxonomy Template. If you have this tool enable you will be able to choose here the different folder structures.

LanguageThe default language the Vault will be created and the language on the email notifications.

Step 3: Send activation email

  • If you would like to send the activation email right away, click the box next to "Send Activation Email". This email will contain an Activation button that needs to be clicked by the client first to be able to get to the login page. From there, the client will use the credentials on the email; the platform will request them to change the password and accept the Terms of Services.
  • If you want to pre-populate the Vault before letting your client know about their Vault, just leave the box unchecked. 
  • Don't send an activation email if you client will be using a SSO.

Once the Vault is ready, you can send the activation email on your Client List and on the Client Detail page under “Actions.” Learn here more about sending the activation email.

Info! If the user logs in to their portal, you cannot resend the activation email. If the Vault is with the status “Created” or “Invited”, you can definitively resend the activation email, if the Vault said created but there is not last login date register you can still resend the activation email.
Recommend! We highly recommended prepopulate the Vault and send a welcome email before sending the activation email for the Vault.

Step 4: Click Save

Add New digital vault window. Users can add basic information, define the folder structure, package and send activation emails.

Bulk Creations of Vaults

If you have more than 50 Vaults that you would like to create. Please contact support - or call your Customer Success team to talk more about how we can help you to Bulk create all your Vaults and even your team.

Creation of a Vault using Integrations

We have integrations that will automatically create your Vaults, please reach out to your Customer Success Team for more information.

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