What is a Vault?
A Vault is a centralized document repository that can be shared across multiple deals. Think of it as your firm's knowledge library - upload documents once and access them from any deal without duplication.
Why should I use Vaults instead of uploading to each deal?
Efficiency: Upload once, use everywhere - no more duplicate uploads
Consistency: Ensure all team members access the same version of important documents
Organization: Create topic-specific knowledge bases (industry research, regulatory docs, templates)
Collaboration: Share institutional knowledge across your entire firm with public vaults
Common Use Cases for Vaults:
Industry research and market reports
Regulatory and compliance documentation
Investment committee templates and guidelines
Historical deal comparisons and precedents
Regional market data
ESG frameworks and standards
Legal precedents and standard contracts
Creating and Managing Vaults
How do I create a Vault?
Navigate to your Deals page
Click "+ Create New Deal" button
Select "Vault" as the Deal Type
Choose privacy settings:
Non-admin users: Can only create private vaults
Admin users: Can create both private and public vaults
Name your vault descriptively (e.g., "Healthcare Industry Research 2025")
Click Submit and upload your documents
Important: The system treats vaults like specialized deals, so you'll see them in your deals list marked with a special vault indicator.
Can I convert an existing deal to a Vault?
Yes, but with restrictions:
Private deals: Any user can convert their own private deals to vaults
Public/Firm-wide deals: Only admins can convert these to vaults
To convert: Click the three-dot menu on your deal and select "Convert to Vault"
What's the difference between public and private Vaults?
Private Vaults:
Only visible to the creator
Useful for personal research or work-in-progress materials
Can be shared with specific users if needed
Public Vaults:
Visible to everyone in your organization
Perfect for firm-wide resources and shared knowledge
Only admins can create these
Using Vaults in Your Workflow
How do I access Vault documents in my chats?
Method 1: During Chat Creation
Create or open a deal
Click "+ Create a Chat"
Toggle on "Include Vault Knowledge"
Select up to 3 vaults from the dropdown menu
Click Confirm
Method 2: Using the Source Selector (Recommended)
In any existing chat, look for the Source menu (next to the Send button)
Click to open source options
Find and toggle on your desired Vault(s)
The selected vaults will be searched for all subsequent messages
Can I change Vaults mid-conversation?
Yes! The Source selector works on a per-message basis:
Toggle vaults on/off anytime during your chat
Switch between different vault combinations as your research evolves
The AI will only search the vaults active at the time you send each message
How many Vaults can I use simultaneously?
Maximum: 3 vaults per chat
Why the limit? This ensures optimal performance and relevant results
Need more? Create separate chats for different research angles or consolidate related vaults
In what order does the AI search for information?
Deal Documents (Priority 1): Always searched first for deal-specific information
Vault Documents (Priority 2): Searched after deal docs for supplementary context
This hierarchy ensures you get the most relevant, deal-specific answers first
Troubleshooting Common Issues
"I can't see my Vault in the source selector"
Check access: Ensure you have permission (creator for private, any user for public)
Processing status: New vaults may take a few minutes to become available
Chat type: Vaults only work in regular Chats, not Quick Chats or Data Chats
Browser refresh: Try refreshing your browser if recently created
"My Vault documents aren't being referenced in responses"
Verify the vault is toggled ON in the source selector
Check that documents in the vault have "Ready" status
Ensure your question relates to content within the vault documents
Try being more specific about which vault content you're asking about
"I need to use more than 3 Vaults"
Consider consolidating related documents into comprehensive topic vaults
Create multiple chats, each focusing on different vault combinations
Use chat exports to compile findings from multiple vault-powered chats
Reach out to your admin about restructuring vaults for better organization
"Can other team members see my private Vault?"
No, private vaults are only visible to their creator
To share with specific teammates, convert to public (admin only) or share individual chat results
Consider requesting an admin create a public vault for team-wide resources
Best Practices & Pro Tips
Organizing Vaults Effectively:
Use clear, descriptive names with dates/versions (e.g., "Q4 2025 Market Analysis")
Create category-based vaults rather than project-specific ones
Regularly audit and update vault contents to maintain relevance
Delete or archive outdated vaults to reduce clutter
Optimal Vault Structure:
Industry Vaults: One per major industry/sector you analyze
Regional Vaults: Geographic market data and regulations
Template Vault: Standard documents and frameworks
Research Vault: Third-party reports and studies
Regulatory Vault: Compliance and legal documentation
Limitations & Workarounds
Current Limitations:
Maximum 3 vaults per chat
Vaults only available in regular Chats (not Quick Chat or Data Chat)
Cannot edit vault contents from within a chat
No vault-specific permissions (only public/private)
Need Help?
If you're experiencing issues not covered here, please:
Check the Submit Bug feature in the Support menu
Contact your ToltIQ admin or point of contact