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The Documents Vault is Chamelio’s document management system. It provides a structured way to upload, organize, and control access to your non-contracts — policies, and other legal files. Once indexed in the Vault, your documents become part of Chamelio’s knowledge engine and can power intelligent workflows across the platform.

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Accessing the Documents Vault

Navigate to the Knowledge Center section in the left sidebar and click Documents Vault. The Vault opens to the Home view, showing your folder structure in a table format. Each folder displays key information including Name, Privacy level, Indexed status, date Added, date Modified, and Owner.

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Understanding the Vault Interface

The Vault displays documents and folders in a table with the following columns:

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Working with Folders

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Creating a new folder

1

Click New Folder

Use the New Folder button at the top right of the main Vault view.
2

Enter a folder name

Give the folder a clear, descriptive name.
3

Set the privacy level

Choose Shared, Organization, or Private.
4

Click Create

Your new folder appears in the Vault and is ready to receive documents.
Click on any folder name to open it and view its contents. A breadcrumb at the top (e.g., Home > Contract Drafts) shows your current location and lets you navigate back.

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Managing folders

Each folder has an Actions menu (three dots) with:
  • Add to Favorites — star the folder so it appears in your Favorites list on the left sidebar for quick access
  • Index this folder — turn indexing on/off for the entire folder; indexed folders appear in Vault search results and power AI-assisted workflows
  • Share — control who can access this folder (specific team members, your organization, or private)
  • Rename — change the folder name
  • Delete — remove the folder and all its contents (cannot be undone)

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Uploading and Managing Documents

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Uploading files

1

Click Upload a File

Use the button at the top right of the Vault view.
2

Select files

Choose one or more files from your computer — or drag and drop files directly into a folder.
3

Choose a folder

Pick which folder to upload to.
4

Done

Files are immediately available in the Vault.

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Document actions

Each document has action buttons and an Actions menu (three dots):
  • Add to Favorites — star the document to add it to your Favorites list
  • Index — toggle indexing for the document; indexed documents appear in Vault search and can be used by playbooks and AI workflows
  • Download — download the document to your computer
  • The Actions menu also provides sharing and downloading options

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Searching your Vault

The Vault search bar at the top lets you quickly find documents by name or content.

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Controlling Access with Privacy Settings

The Documents Vault controls access at both the folder level and the individual document level:
  • Folder-level permissions apply to all documents within that folder
  • Document-level permissions restrict or grant access to a specific document without affecting the rest of the folder

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Privacy levels

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How to manage access

1

Navigate to Documents Vault

2

Locate the folder or document

3

Click Privacy

4

Open the File Access tab

5

Select Private, Shared, or Organization

Changes take effect immediately and apply according to the selected level (folder or document).

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Indexing Documents for Smart Workflows

Indexing is what transforms your Vault from simple storage into an intelligent knowledge engine. Indexed documents:
  • Appear in Chamelio’s universal search results
  • Power the Negotiate feature for contract review and redlining
  • Feed playbooks with historical language and precedents
  • Enable AI-driven searches across your legal knowledge base
Index strategically. Mark documents as indexed if your team regularly references them, they contain standard legal language you want to reuse, they’re key agreements that should inform playbooks, or you want them discoverable in Vault search. You can index entire folders at once or select individual documents.

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How to index

Click the Index button next to a document or folder — the indexed status toggles on and the button shows active indexing. Click it again to remove the item from indexing. Indexing happens instantly; documents are immediately available for search and workflows.

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Integration with Other Features

Knowledge Center

Move documents between the Vault and regular storage

Collections

Create Collections that include Vault documents

Flows

Reference Vault documents from flow steps

Need Help?

Contact support for assistance with Vault setup and access controls