DocsUser GuideOrganizing Vault Items

Organizing Vault Items

Keep credentials, notes, and files tidy with Spaces, tags, filters, and smart naming. This guide outlines best practices for structure, searchability, collaboration, and lifecycle management.

Core Building Blocks

  • Spaces: Top-level separation (Personal, Team, Project).
  • Tags: Flexible grouping across Spaces.
  • Metadata: Owner, environment, system.

Find Anything Fast

  • Global search (Ctrl/⌘+K)
  • Filters: type, tag, Space, last updated
  • Pin favorites for quick access

Governance

  • Role-based access per Space
  • Change notes & version history
  • Periodic review tasks

Design Your Spaces

  • Personal: Private logins, personal docs.
  • Team: Shared credentials & files for a department.
  • Project/Client: Temporary or scoped collaborations.
  • Grant Viewer/Can edit based on least privilege.

Move items between Spaces as ownership changes—keys are re-wrapped automatically.

Tags & Conventions

  • Use tags like #prod, #staging, #db, #finance.
  • Adopt a title pattern: Service – Environment – Purpose (e.g., GitHub – Prod – Deploy).
  • Add owners (@alice) and expiry dates in notes/fields.

Recommended Fields

  • Owner / Team
  • Environment (prod/staging/dev)
  • System / URL(s)
  • Rotation cadence (e.g., quarterly)

Item Templates

  • Login template with username, TOTP, backup code slot
  • Database creds with host/port/schema
  • API key with scope, owner, renewal date

Save templates for re-use via New → From template.

Sorting & Views

  • Sort by last used, last updated, or title
  • Switch to compact/comfortable density
  • Create saved views per team

Bulk Actions & Duplicates

  • Select multiple items → bulk edit tags/Space
  • Tools → Find Duplicates to merge overlapping entries
  • Use change notes when consolidating items
Editing & Updating

Archiving & Retention

  • Archive items that are no longer active but needed for audit
  • Set review reminders via Tasks for periodic cleanup
  • Document decommission steps in notes

Search & Command Palette

Search Tips

  • Query by title, URL, tag, or owner
  • Combine filters: type:login + tag:#prod
  • Open in side panel for safe preview

Commands

  • Create from template
  • Move to Space / add tags
  • Copy fields or open version history

Team Collaboration

  • Use Team Spaces for shared credentials and files
  • Grant Viewer vs. Can edit deliberately
  • Post change notes for transparency
Notifications & Webhooks

Security Hygiene

  • Run Security Audit and resolve weak/reused passwords
  • Store TOTP and recovery codes with logins
  • Prefer passphrases or 20+ char random passwords
Secure Password Generator

Troubleshooting

  • Too many similar items: Use Duplicates tool and merge.
  • Hard to find items: Standardize titles and add tags/owners.
  • Wrong Space: Move item; permissions update automatically.
  • Conflicting edits: Resolve dialog or restore via history.
  • Outdated info: Schedule periodic review tasks.
  • More help: Common Issues

Dashboard Overview

Widgets, search, quick actions.

Managing Passwords

Audit, rotation, sharing.

Import/Export

Migrate and back up safely.

Previous

File Encryption & Decryption

Next

Creating Categories