This article provides an overview of Wealthbox Vault. You’ll learn how to access and manage files, organize files into folders, search file contents, link cloud files, understand file visibility, and use Vault’s compliance features.

What is Wealthbox Vault?

Wealthbox Vault is an add-on that expands the file management capabilities available within Wealthbox CRM.

Vault provides a centralized place to store, organize, search, preview, and manage files associated with your Wealthbox records. Files can be related to contacts, meetings, opportunities, projects, and custom objects, helping your team keep important documents organized alongside the CRM information they relate to.

Vault also provides additional compliance capabilities, including file versioning, archiving, audit history, and a Vault Compliance Monitor role.

How much does Wealthbox Vault cost?

Wealthbox Vault is available as an add-on for $29 per user per month and is purchased for all users at an advisory firm, regardless of the number of workspaces.

Who can purchase Wealthbox Vault?

Account Owners and Admins with permission to manage users can purchase Vault on behalf of their firm.

Availability may vary depending on your firm type and applicable compliance requirements.

How do I purchase Wealthbox Vault?

To access the Vault add-on:

1. Click the three-dot menu in Wealthbox.
2. Locate Vault in the Add-Ons section and click Settings.
3. Follow the prompts to purchase or request access to Vault.

The options displayed may vary depending on your user role and organization.

Files Page

The Files page provides a centralized view of the files you have access to within your Wealthbox workspace.

This includes files uploaded directly to Vault as well as linked cloud files.

From the Files page, you can:

1. Add files.
2. Create folders.
3. Link files from Box.
4. Link files from Google Drive.
5. Link files from Dropbox.
6. Search and filter files.
7. Preview supported files.
8. Download files.
9. Manage file details and versions.
10. Archive files.

How to Upload Files

You can upload files by dragging them directly onto the Files page or by using the Add Files option.

To add files:

1. From the Files page, click Add.
2. Select Add Files.
3. Drag one or multiple files into the upload window, or select the files you want to upload.
4. Update the file details as needed.
5. Click Add.

Linking Cloud Files

Vault supports linking files from:

• Box
• Dropbox
• Google Drive

To link a cloud file:

1. From the Files page, click Add.
2. Select your cloud file provider.
3. Select the file you want to link.

Cloud files are linked to Wealthbox rather than stored directly within Vault. Because the contents remain with the cloud provider, the contents of linked cloud files are not available through Vault's full-text search.

Searching and Filtering Files

Vault provides several ways to locate files.

You can:

1. Toggle between active and archived files.
2. Search the full contents of supported files.
3. Filter by file type, such as PDFs, documents, spreadsheets, or linked cloud files.
4. Filter by the type of record the file is related to, such as contacts, meetings, or custom objects.
5. Filter by a specific related record.
6. Filter by the user who uploaded the file.
7. Filter by file category.

Full-Text Search

Files stored in Vault are automatically indexed so you can search for text contained within supported files.

You can search file contents from the universal Wealthbox search or directly from the Files page.

Supported file types include:

• PDF
• PNG
• JPG/JPEG
• TIFF
• TXT
• CSV
• Microsoft Word (DOCX)
• Microsoft Excel (XLSX)
• Microsoft PowerPoint (PPTX)

Full-text search can also identify text contained within supported images, such as a photograph of a business card.

Linked cloud files are not included in full-text content searches because those files are not stored directly in Vault.

File Preview

Vault provides previews for compatible files, including PDFs, images, documents, and spreadsheets.

When previewing a file, you can access:

1. The file name, versions, and available actions.
2. A collapsible sidebar for navigating multi-page documents.
3. File preview and viewing controls.
4. An information panel containing file details and comments.

Managing Files

From the Files page, you can perform several actions on files.

Depending on the file, you can:

1. Preview the file.
2. Download the file.
3. Edit details such as its name, description, category, or custom fields.
4. Move the file to another folder or related record.
5. Upload a new version.
6. Archive the file.

The Files list can also be sorted by Name, Related To, or Last Modified Date.

File Attachments

Files attached to tasks and workflow steps can also be accessed through Vault.

Enable the Show Attachments filter to include these attachments on the Files page or Files tab. This makes it possible to view applicable task and workflow attachments associated with contacts, opportunities, projects, or custom objects.

Click an attachment to open its preview panel.

Note: Email attachments are not included in Vault.

Folders

Folders allow you to organize files into logical groups.

Folders can:

• Be related to Wealthbox records.
• Contain files and additional folders.
• Exist directly on the Files page without being related to a record.

Folders also help determine access to the files and folders contained within them.

How to Create a Folder

1. From the Files page or Files tab, click Add.
2. Select Add Folder.
3. Enter the folder details.
4. Click Add.

Moving Files and Folders

Files and folders can be moved by dragging and dropping them or by selecting Move from the Actions menu.

When moving an item, you can also update the Wealthbox record the file or folder is related to.

Managing Folders

The Actions menu for a folder provides the following options:

• Download — Downloads the folder along with its nested folders and files.
• Edit — Rename the folder or update its visibility.
• Move — Move the folder into another folder or relate it to another record.
• Archive — Archive the folder and the files and folders contained within it.

Household File Aggregation

Vault automatically aggregates files and folders associated with family members on the household record.

You can further narrow the files displayed by using the Related To filter.

This provides a centralized way to review documents associated with members of the same household.

File Visibility and Folder Access

When a file or folder is located within another folder, access is determined by the parent folder.

Files and folders within a folder can be accessed by:

• Users who have access to the parent folder.
• The user who created the item.
• Vault Compliance Monitors.

Changing a folder's visibility also affects access to the files and folders contained within it.

Vault Compliance Monitors

Vault includes a Vault Compliance Monitor role that provides designated users with access to files and folders throughout a workspace, regardless of the individual file or folder's visibility setting.

The role can be assigned for specific workspaces by an Organization Admin from Organization Settings.

What Compliance Monitors can do:

• View every file and folder in your workspace, including private ones.
• View version history and the audit trail for any file.
• Export audit history.

What Compliance Monitors can’t do:

• Edit, rename, move, or delete files and folders that are private to other users. These items show a “read-only” label.
• Change the visibility of those items.
• Files the monitor already has access to

Vault Activity Audit Trail

Vault Compliance Monitors can view and export an audit log of activity across files stored in Wealthbox Vault.

Compliance Monitor Assignment History

Organization Admins can access an audit log showing when the Vault Compliance Monitor role has been assigned or removed.

Core File Storage vs. Wealthbox Vault

Basic file storage is available with Wealthbox CRM. Vault adds enhanced file management, search, organization, and compliance capabilities.

Canceling Wealthbox Vault

Customers who are under contract should contact Wealthbox Support to cancel the add-on at renewal.

FAQs

What is the difference between archiving and deleting a file?

Files and folders stored in Vault cannot be deleted. Instead, they can be archived.

Archiving removes the file or folder from the active view while keeping it available in Wealthbox when archived files are displayed.

How long are files retained in Vault?

Files and folders in Vault are retained for as long as your Wealthbox subscription remains active.

Who can purchase Vault?

Account Owners and Admins with permission to manage users can purchase Vault on behalf of their firm.

Who can see files inside a folder?

Files and folders nested inside another folder are visible to users who have access to the parent folder, the creator of the item, and Vault Compliance Monitors.

How does searching within files work?

Vault lets you search both file names and the text contained within supported files. Searches can be performed from the universal search in the Wealthbox header or directly from the Files page.

Supported formats include PDF, PNG, JPG/JPEG, TIFF, TXT, CSV, DOCX, XLSX, and PPTX.

Can I search the contents of files linked from Box, Dropbox, or Google Drive?

No. Files from these providers are linked rather than stored directly in Vault, so their contents are not available through Vault's full-text search.

Are task and workflow attachments available in Vault?

Yes. Files attached to tasks and workflow steps can be displayed by enabling the Show Attachments filter.

Email attachments are not included in Vault.

Can files and folders be deleted?

No. Files and folders in Vault can be archived but cannot be deleted.

Does Vault support file versioning?

Yes. Vault allows you to upload new versions of files while maintaining file version history.

Can I organize files into folders?

Yes. Vault allows you to create folders, nest folders within other folders, relate folders to Wealthbox records, and move files and folders as needed.

Does Vault aggregate files at the household level?

Yes. Files and folders associated with family members are automatically aggregated on the household record.

What is a Vault Compliance Monitor?

A Vault Compliance Monitor is a designated role that provides access to all files and folders within the applicable Wealthbox workspace, regardless of individual item visibility settings. The role can be assigned by an Organization Admin.