Vault connects directly to your existing cloud storage. Once you link Dropbox, Google Drive, or OneDrive, your files and folders sync automatically between both systems — so you don't need to choose between Vault and the storage you already use.
Important:
Only Admin users can connect to a cloud storage provider. If you don't have Admin access, ask your account admin or your accountant/bookkeeper to set up the connection.
You can connect one cloud storage provider per Dext account.
Before you start
Before connecting to your cloud storage, check the following:
You have a Dropbox, Google Drive, or OneDrive account with the folder you want to sync
The folder you plan to connect doesn't contain special category personal data — this is data revealing racial or ethnic origin, political opinions, religious beliefs, health, or biometric and genetic information
Files in the folder are under 100 MB each, and the total library is under 5 GB — files and libraries above these limits won't sync
Connect a cloud storage provider
To connect Vault to cloud storage, go to Business settings, select Vault, then select Vault sync:
Go to Business settings and select Vault.
Select Vault sync from the left-hand menu.
Choose your cloud storage provider: Dropbox, Google Drive, or OneDrive.
Select Connect.
An authorisation window opens. Sign in to your cloud storage account and grant Dext permission to view, edit, create, and delete files and folders.
Once authorised, select the folder you want to sync with Vault. All files and subfolders inside it will be available in Vault.
Tick the confirmation box to confirm that the selected folder doesn't contain any special category personal data.
Select Complete.
Vault begins syncing automatically. The folder structure is created first, then the files are populated. Any files already in Vault are also copied to your connected cloud storage during the initial sync. Allow a few minutes for the initial sync to complete.
Access permissions for synced files
When files sync from your cloud storage to Vault, only Admin users can access them by default. Vault permissions are managed separately from your cloud storage — sharing settings in Dropbox, Google Drive, or OneDrive don't carry over to Vault.
To give Standard users access to a synced file or folder, open it in Vault and select Actions > Manage access.
Note: Vault permissions are separate from your cloud storage. Access changes in Vault won't affect your cloud storage, and access changes in your cloud storage won't affect Vault.
What syncs between Vault and your cloud storage
Once connected, changes in either system are automatically reflected in the other. Vault syncs the following:
Files and folders from your connected cloud storage appear in Vault
Files added or uploaded to Vault are reflected in your connected cloud storage
Renames sync in both directions — rename a folder in Vault, and it updates in your cloud storage, and vice versa
Moves sync in both directions
Folder structure and file names are preserved — no migration or restructuring needed
If a sync is interrupted, it resumes safely without skipping or duplicating files
Note: OneDrive and Dropbox don't allow duplicate file names. If a conflicting file exists in both systems, both files are automatically renamed to avoid the conflict.
Deletes
When you delete a file or folder in Vault, it's also deleted from your connected cloud storage — and vice versa. Deletes sync in both directions, regardless of where the delete was made.
If you want to remove a file from Vault without deleting it from your cloud storage, move it to a folder in your cloud storage that Dext doesn't have access to.
Synced files and storage
Synced files count toward your Vault storage limit in the same way as manually uploaded files. All content in Vault is counted, whether it was uploaded directly or synced from cloud storage.
Sync manually
Vault syncs automatically via webhook — any change in your connected cloud storage is reflected in Vault without you needing to trigger it. The last sync time is shown in the Vault toolbar.
To trigger a manual sync at any time:
Go to Business settings and select Vault.
Select Vault sync.
Select Sync.
Sync errors
If a file can't be synced — for example, because it exceeds the 100 MB file size limit or for another reason — Dext shows an error explaining why the file wasn't synced.
Note: Only Admin users can see sync error messages, even if a Standard user has access to the affected file or folder.
Limits and unsupported scenarios
File size limit: Files larger than 100 MB won't sync.
Library size limit: Libraries larger than 5 GB won't sync.
Supported providers only: Vault sync is limited to Dropbox, Google Drive, and OneDrive. Other cloud storage services aren't supported.
Large libraries: Initial sync for very large document libraries may take longer to complete as Dext processes files in the background. The sync will complete — it just may not be immediate.
Disconnecting a provider: You can disconnect your cloud storage provider and connect a different one at any time in Business settings > Vault > Vault sync. Disconnecting doesn't remove any files — files already synced to your cloud storage remain there, and files in Vault are unchanged.