Use Vault to store documents that aren’t classified as Costs or Sales items but may still need to be referenced later, such as contracts, payroll records, or tax documents.
Unlike the Archive, where items can become harder to locate, Vault keeps your files organised and easily accessible whenever you need them.
Learn how to use Vault in the Dext mobile app.
What you can store in Vault
Vault is ideal for securely storing key business documents, including:
Insurance documents
Tax filings
Engagement letters
Interest rate or finance documents
Vehicle documents (for example, MOTs)
Tenancy agreements
Employment or payroll documents
End-of-year bank statements
Any other important documents that don’t belong in Costs or Sales
Accessing the Vault workspace
To open Vault, select Vault in the sidebar.
Vault has three main areas:
Files – where all uploaded files and folders are stored and managed
Tags – where you can create and manage tags to help categorise and filter documents efficiently
Downloads – where ZIP archives of multiple downloaded files or folders appear
Using the Files space
The Files page is divided into three tabs:
Folders – create and manage folders to organise your documents by type
All files – view every document uploaded to Vault, regardless of which folder it’s in
To review – see items that need attention, including documents with due dates expiring within two weeks, documents that expired in the past week, and any flagged items
To create a new folder
Click Create folder at the top of the Folders page.
Enter a folder name and click Create folder.
To rename a folder, click Actions next to the folder and choose Rename folder.
Managing and assigning tags
Tags help you classify and locate your files faster. You can create and manage tags from the Tags page in the sidebar.
To create a new tag
Click Add tags on the Tags page.
2. Enter a tag name and add short instructions (1–3 sentences) describing when the
tag should be used.
3. If you want Dext to automatically apply the tag when it matches a file, set Auto-
apply tag to Yes. A description is required to enable this setting.
4. Click Add tags.
Note: Auto-applying tags uses one AI credit per document. If you don’t have enough AI credits, tags will only be suggested.
To edit a tag or view its history
Go to the Tags page and select a tag by clicking on it.
2. Edit the tag name, rules description, or auto-apply settings in the Details tab.
3. Open the History tab to view a change log of all edits made to the tag.
To apply a tag to a document
Open the document and scroll down to Tags.
2. Click Edit and choose from drop-down of available tags, AI suggestions, or
frequently used options.
3. Click Apply when finished.
Adding documents to Vault
You can upload documents directly to Vault or move them from the Costs or Sales workspaces.
To add new documents
Click Add documents in the top-right corner.
If starting from Costs or Sales, switch to the Vault tab before uploading.
Check that the destination folder is correct. Click Change to select or create a different folder.
Drag and drop your file into the upload box, or click Select files to browse.
Files can be up to 100MB each.
4. Once uploaded, your document appears in the Files workspace within the
chosen folder.
5. Click the file to view its details.
Managing Vault documents
From an item’s Details page in Vault, you can:
Edit the file name, subject, summary, due date, or notes
Add or edit tags
Change the folder or copy the file to Costs or Sales if needed
Manage user access by selecting Manage access at the top of the page
Define general settings or control access for specific users
Flag or delete the file
Using Vault templates
Vault templates let you create reusable folder structures and tag sets that can be applied to client accounts in one click.
Important: Vault templates are available only to Practice users.
To create a Vault template
1. Go to Practice settings in the sidebar, then select Vault.
2. Enter a template name and click Add template.
3. To apply the template to new clients automatically, turn the Set as default toggle
to Yes.
4. Add folders by clicking Add under Folders.
Click the + icon to create new folders or subfolders.
Click the X to delete folders.
When finished, click Save.
5. Add tags by clicking Add under Tags.
Configure the tag in the same way as standard Vault tags, including instructions and auto-apply rules if needed.
Click Save when complete.
6. Click Apply to select which clients the template should be enabled for.
You can enable it for all clients or specific ones.
Vault templates can be updated at any time from this page, or removed using the red X on the right.
