vault | 4 min

Vault User Guide

Last published on: July 30, 2026

The vault within Income Lab is a highly secure file storage where advisors and clients can safely store files and documents and share them with CPAs, attorneys, etc. through secure links.

Specifications

50 MB	250 MB	100 GiB	7 years
Maximum single file size	Storage capacity per household	Storage capacity per firm	Retention period

Capability	Description
Household storage	Each client household has a dedicated folder structure, managed with the same permissions that advisors already use for firms, groups, and households.
WORM retention	Files cannot be overwritten or permanently deleted until the retention period ends. When you delete a file, it is removed from the workspace and placed in the Deleted folder, but the regulatory record remains accessible. The system is designed to meet SEC and FINRA recordkeeping requirements.
File replacement	When a file is replaced, previous versions are maintained in the audit log for the entire retention period. No file is overwritten without keeping its history.
Audit log	Track who took what action and when. This information is searchable in the app and can be exported for audits, legal holds, or investigations.
Share links	Share a file or folder without requiring the recipient to log in to Income Lab. Sharing links can be time-limited, revoked, set as download-only, or allow uploads, which is ideal for collecting documents like statements.
Vault Template	Firm administrators set up a standard folder structure once, and every new household is automatically created with that structure.
Upload safety	Supports file-type allowlists, content verification, blocking of executables and scripts, and scanning of archive files.

Video Tutorial

Instructions

Accessing the Vault

The vault can be accessed through the App Launcher or from within a household plan by clicking the file folder icon at the top of the left-hand menu. The App Launcher is only accessible on certain subscriptions.

Creating Folders

Folders can be created by clicking the New Folder button on the top right.

Uploading Files

From the main landing page, you can easily switch between clients to view their files.

To upload files, select a folder and click +New File to select files from your computer. You can also drag and drop files into the folder. You can upload a single file or multiple files at once.

To share a file or folder, click the 3-dot icon on the right and click Share. Then, select the share duration and access permissions. Once you've set the duration and permissions, click Copy Link. You can send this link to your client to access the folder or file.

You may revoke a link if the client no longer needs access during the share duration, or renew the link to extend or restart the share duration. To revoke or renew a link, click the 3-dot icon on the right and click Manage share. From the pop-up window, you can click Renew to renew the link, or Revoke Link to remove the share access.

Reorganizing Files and Folders

Currently, the system does not support dragging and dropping files and folders to reorganize them. To move a file to a new folder, you can save it to your computer, remove it from the original folder, and reupload it to the new folder.

To move a folder into another folder as a subfolder, create a new subfolder and move the files from the old folder to it.

Similarly, the system also does not support renaming individual files manually once they're uploaded or renaming folders once they're created. If a duplicate file name is uploaded, you will be prompted to select whether you'd like to keep both files and rename the new file as a copy or replace the existing file.

When a file is replaced in the vault, the first version of the file with that name is logged in the Audit Log as an Added file. The replacement version of the file will be logged with the same file name as an Upload, and the later date and timestamp will indicate that it was the replacement.

Downloading and Deleting Files

To download a file, click on the file name. The download should begin automatically and the file will be saved to your default download folder location.

To delete a folder or file, click the 3-dot icon and click Delete.

Once deleted, it will be relocated to the Deleted folder.

Vault Template

A vault template can be created to establish a default folder structure for all new clients. Files can also be included if you have default files you'd like to share, such as a Client Intake Form.

When a template is created, it is automatically applied to a new client's vault upon the first time you access their vault. Once a template is applied to a client's vault, another template cannot be applied. So any future template adjustments would apply only to new clients or to existing clients upon the first visit.

Audit Logs

Any action performed within the vault is logged in the audit log. The audit log captures the type of action (e.g., adding or deleting files, creating or deleting folders, or downloading), the name and size of the object that was changed, the full name of the user who performed the action, and the date and timestamp of the action. The audit log can be sorted by Action, Filename, or Size, and filtered to view by household. Use the search bar to locate entries based on keywords in the Action or Filename.

FAQs

Who can access the vault?

The File Vault is only available on a Pro subscription plan. If you're currently on a different plan and would like to upgrade, you can reach out to our Support Team to request a quote.

Can clients log into the vault?

At this time, the vault is accessible to clients only via shared links. Logins or user authentication are not required to access the links, and you can control how long the links remain active and what level of access they include.

What types of files can be uploaded?

Only non-executable files (e.g., DOC, PDF, XLSX, CSV, JPG, PNG, TXT, SVG, MP4, MP3, etc.) can be uploaded.

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