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Organise files in Data Vault

Browse governed folders, understand file permissions and use the available view, download, move, copy, delete and upload controls.

For: Portal users with Data Vault accessReading time: 8 minIncludes video guideBuilt from walkthrough
Organise files in Data VaultNarration retained · lightweight web copy embedded.
Walkthrough reviewed
Source walkthrough

data vault.mov · Reviewed against the Buzzmint Engage interface on 16 July 2026. The original full-motion master remains in the private BUZZMINT VIDEOS Drive folder.

  1. 00:00Review storage

    See usage, file-type breakdown, search, folders and recent files.

  2. 00:20Open All folders

    Browse every available folder.

  3. 00:24Open a folder

    Review file name, type, size, permissions and dates.

  4. 00:39Use file actions

    Open the item menu for view, download, move, copy or delete.

  5. 00:47Add content

    Choose New folder or Upload a file.

What Data Vault is for

Data Vault is the governed file area inside Buzzmint Engage. It gives members a shared place to organise files, understand access and reuse content in areas such as Communications.

Data Vault shows storage usage, file-type distribution, folders and recent files.
Data Vault shows storage usage, file-type distribution, folders and recent files.

Browse and find content

  • Review the storage meter and file-type legend.
  • Use Search files to locate matching items.
  • Select See all to open the full folder directory.
  • Open a folder card to see its files.
  • Use Sort or the available table controls to change the file order.
All folders provides a visual directory with size and sharing information.
All folders provides a visual directory with size and sharing information.
A folder lists file name, type, size, permissions and relevant dates.
A folder lists file name, type, size, permissions and relevant dates.

Use file actions

The file menu shown in the walkthrough provides actions such as View, Download, Move to, Copy to and Delete. Use only the actions allowed by your role and the file’s governance requirements.

The file action menu supports viewing, downloading, moving, copying and deleting.
The file action menu supports viewing, downloading, moving, copying and deleting.

Add a folder or file

Select Add, then choose New folder or Upload a file. Use a descriptive folder name and place the file in the correct governed location rather than duplicating it across conversations.

The Add menu offers New folder and Upload a file.
The Add menu offers New folder and Upload a file.

Understand permissions

The file table displays permission information such as Shared. Before sending or linking a file, confirm the intended recipients can access it and that the content is suitable for the folder.

Delete and share deliberately.Removing or broadening access to a file can affect other modules and users. Confirm ownership and retention requirements before acting.

Data Vault best practice

  • Use stable folder names and agreed ownership.
  • Keep one authoritative copy where possible.
  • Use descriptive filenames and version information.
  • Review access before sharing through Communications.
  • Do not use the Vault as a substitute for an approved records policy.
  • Remove obsolete access when a project or role changes.

Data Vault checklist

  • File is in the correct folder.
  • Filename is understandable.
  • Permissions match the audience.
  • File opens and downloads successfully.
  • Move or copy action produced the intended result.
  • Deletion is authorised.
  • Storage usage remains within the agreed allowance.

Common issues

A file cannot be found

Use search, open All folders and check whether it was moved, renamed or placed in a private folder.

A member cannot open a shared file

Review the file and folder permissions and confirm the member is signed into the correct portal.

Upload is unavailable

Check storage allowance, file size or type and the user’s Data Vault permission.

Hub version 0.3.7 · Last updated 16 July 2026

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