> ## Documentation Index > Fetch the complete documentation index at: https://docs.chamelio.ai/llms.txt > Use this file to discover all available pages before exploring further. # Documents Vault > Store, organize, and manage all your legal documents in one secure, centralized location 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. ## 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. ## Understanding the Vault Interface The Vault displays documents and folders in a table with the following columns: | Column | What it shows | | --------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Name** | The folder or document title. Click to open a folder and view its contents. | | **Privacy** | The access level for the folder — **Shared** (specific team members), **Organization** (your entire org), or **Private** (owner only). | | **Indexed** | Whether the folder or document is indexed in Chamelio's search and AI engine. Indexed items power workflows like Negotiate, playbooks, and intelligent search. Click the **Index** button to toggle indexing on. | | **Added On** | The date the folder or document was created. | | **Modified On** | The date of the most recent change. | | **Owner** | The team member who created or owns the folder/document. | ## Working with Folders ### Creating a new folder Use the **New Folder** button at the top right of the main Vault view. Give the folder a clear, descriptive name. Choose **Shared**, **Organization**, or **Private**. Your new folder appears in the Vault and is ready to receive documents. ### Navigating folders 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. ### 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) ## Uploading and Managing Documents ### Uploading files Use the button at the top right of the Vault view. Choose one or more files from your computer — or drag and drop files directly into a folder. Pick which folder to upload to. Files are immediately available in the Vault. ### 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 ### Searching your Vault The Vault search bar at the top lets you quickly find documents by name or content. ## 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 ### Privacy levels | Level | Who can access it | | ---------------- | --------------------------------------------------------------------------------------------------------------------- | | **Private** | Only the owner. Use for sensitive legal documents, privileged materials, or work-in-progress items. | | **Shared** | Specific team members you explicitly grant access to. | | **Organization** | Your entire organization — useful for standard templates, commonly used contracts, or knowledge the whole team needs. | ### How to manage access Changes take effect immediately and apply according to the selected level (folder or document). ## 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. ### 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. ## Integration with Other Features Move documents between the Vault and regular storage Create Collections that include Vault documents Reference Vault documents from flow steps Contact support for assistance with Vault setup and access controls