# Employee Vaults

### Overview

The Employee Vault is a secure location designed to provide current and former employees with private access to important documents through a web browser or mobile app. This feature ensures that sensitive information remains protected, accessible only to the vault owner and designated vault admins.

<figure><img src="/files/WYctYQvcjFPMqvdlXFSY" alt="" width="563"><figcaption></figcaption></figure>

#### Features of the Employee Vault

**Secure Access**: Only the vault owner and vault admins can access the Employee Vault, ensuring that sensitive documents remain private.

**Audit Log**: The vault audit log tracks all activities, including views, downloads, and deactivation of the vault.

**Automated Document Uploads**: The vault can be integrated with a secure FTP server to automate the addition of monthly payslips, yearly tax documents, and more directly into employee and alumni vaults.

***

### Managing Employee Vaults

[Vault admins](https://guides.mangoapps.com/admin-guide/user-provisioning-and-management/admin-roles) have the ability to manage employee vaults. They can access the vaults of any active or suspended user through the Admin Portal.&#x20;

#### Capabilities of Vault Admins

Vault admins can perform several actions on an employee's vault:

* **View the Vault**: Access the contents of the vault to review documents.
* **Download Contents**: Download folders and files stored within the vault.
* **Deactivate/Activate the Vault**: Disable or enable user access to the vault as needed.
* **Get a Vault Link**: Generate a link that allows vault admins or the vault owner to access the vault.

{% hint style="danger" %}
**Only vault admins can look up employee vaults**. Domain admins **do not** have this ability unless they are also designated as vault admins.

The generated vault link is restricted for use by **vault admins and the vault owner only**, ensuring secure access control.
{% endhint %}

***

### Add Files to Vault

The Vault module includes an  **Add Files to Vault** option that allows bulk uploads of files to multiple users' vaults. Note that only vault admins can perform file uploads, even if they are also domain admins.

**Step 1: Selecting Users**

Click the **Add Files to Vault** button to open the user selection popup where admins can:

* Select up to 500 users, displayed alphabetically in a paginated list, by default.
* Use the "Search People" filter to refine the user list, supporting filters from the people directory.
* Import user lists via CSV files, reusing existing UI components from series campaigns.

Admins can add or remove users using buttons that are enabled only when users are selected. A "Select All" option is available for both panels (left and right). The "Next" button becomes enabled once users are added to the right panel.

***

**Step 2: Adding Files**

Vault admins can upload files manually or via drag-and-drop. Key details include:

* A maximum of 100 files can be uploaded per session. Attempting to exceed this limit prompts a warning message.
* Each file can be up to 5 GB in size, supporting all file types allowed by MangoApps.
* The interface supports removing files before final submission.

The "Next" button becomes enabled once at least one file is uploaded, and the total does not exceed 100.

***

**Step 3: Selecting Folders and Notification Settings**

After uploading files, admins must select a destination folder.

* **Folder Selection:** Domain admins see all folders, while vault admins only see accessible folders. Folder selection is mandatory before proceeding.
* **Notifications:** By default, users are notified via a message about the uploaded files. The notification includes substitution tags (%{No\_of\_files} and %{Folder\_name}) to personalize the message. Admins can turn off notifications, hiding the subject and content fields.

Clicking "Save" completes the upload process. A success message confirms the action, and if notifications are enabled, users receive a personalized system message.

{% hint style="info" %}
The Vault module includes settings to manage file naming for duplicate uploads:

* **Keep Both Files:** Adds files with the same name as separate entries without timestamps.
* **Upload as New Version:** Adds duplicate files as new versions of the existing file.
  {% endhint %}


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