Vault - File Storage

The Vault is your centralized document storage in LUMA. Store contracts, receipts, statements, and any business documents—all searchable and organized.

#What is the Vault

The Vault is a secure file storage system built into LUMA. Unlike your inbox (which captures receipts for transaction matching), the Vault is for any document you want to keep:

• Contracts and agreements
• Tax documents
• Business licenses and permits
• Bank statements
• Legal documents
• Team documents
• Any file you need to access later

#Access the Vault

1. Go to Vault
2. You'll see all your stored documents
3. Use search and filters to find what you need

#Upload documents

#Drag and drop

1. Open the Vault
2. Drag files directly into the window
3. Files upload automatically

#Click to upload

1. Click the Upload button
2. Select files from your computer
3. Files upload automatically

#Supported file types

The Vault accepts common business document formats:

• Documents: PDF, DOC, DOCX
• Spreadsheets: XLS, XLSX, CSV
• Images: JPG, PNG, HEIC
• Other: Most common file formats

#Organize with tags

Tags help you categorize and find documents later.

#Add tags

1. Click on a document
2. Click Add tag or the tag icon
3. Select existing tags or create new ones
4. Save

#Create a tagging system

Consistent tags make documents easier to find:

• By type: contract, receipt, tax, legal
• By year: 2024, 2025
• By client: acme-corp, client-b
• By status: signed, draft, expired

#Filter by tags

1. Use the filter panel
2. Select one or more tags
3. View matching documents

#Search documents

The Vault search looks through:

• File names
• Tags
• Document metadata

Type in the search box to find documents instantly.

#Connect documents to transactions

Link Vault documents to specific transactions for a complete audit trail:

1. Open the document in the Vault
2. Click Link to transaction
3. Search for and select the transaction
4. The document is now attached

This is useful for:

• Attaching contracts to related payments
• Linking statements to reconciliation
• Connecting any supporting document to a transaction

#Vault vs. Inbox

Use both:

• Inbox for receipts that need to match transactions
• Vault for documents you want to keep and organize

#Download documents

1. Click on any document
2. Click Download
3. The file downloads to your computer

You can also download multiple files by selecting them and using bulk actions.

#Delete documents

1. Click on the document
2. Click Delete
3. Confirm deletion

Deleted documents are removed permanently. Make sure you have backups of important files before deleting.

#Storage and limits

Your storage limit depends on your plan. Check your current usage in Settings → Billing.

If you're approaching your limit:

• Delete documents you no longer need
• Compress large files before uploading
• Upgrade your plan for more storage

#Security

Your documents are stored securely:

• Encryption: Files are encrypted at rest and in transit
• Access control: Only your team members can access your Vault
• No public access: Documents are never publicly accessible

#Tips

• Upload regularly: Don't let documents pile up—upload as you receive them
• Tag consistently: A good tagging system saves time later
• Use descriptive names: Rename files before uploading for easier search
• Back up critical documents: The Vault is secure, but keep copies of irreplaceable documents

#Coming from another tool

If you're migrating from Dropbox, Google Drive, or another storage system:

1. Download your business documents
2. Organize them by type or date
3. Upload to the Vault in batches
4. Add tags as you upload