Documents Vault

Last updated: February 14, 2026

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 Vault, your documents become part of Chamelio's knowledge engine and can power intelligent workflows across the platform.

Accessing the Documents Vault

To access 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:

Name — The folder or document title. Click to open a folder and view its contents.

Privacy — Shows the access level for each folder:

  • Shared — Accessible to specific team members you designate

  • Organization — Visible across your entire organization

  • Private — Only accessible to the owner

Indexed — Indicates 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

To create a folder in your Vault:

  1. Click the New Folder button (top right of the main Vault view)

  2. Enter a folder name

  3. Set the privacy level (Shared, Organization, or Private)

  4. Click Create

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. You'll see a breadcrumb navigation at the top (e.g., Home > Contract Drafts) that shows your location and lets you navigate back.

Managing Folders

Each folder has an Actions menu (three dots) with the following options:

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. You can share with specific team members, your organization, or keep it private.

Rename — Change the folder name.

Delete — Remove the folder and all its contents. This action cannot be undone.

Uploading and Managing Documents

Uploading Files

To add documents to your Vault:

  1. Click Upload a File (top right)

  2. Select one or more files from your computer

  3. Choose which folder to upload to

  4. Files are immediately available in the Vault

You can also drag and drop files directly into a folder.

Document Actions

Each document in the Vault has action buttons and an actions menu:

Add to Favorites — Star the document to add it to your Favorites list for quick access.

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 (three dots) for documents provides additional options like sharing and downloading.

Searching Your Vault

The Vault search bar at the top lets you quickly find documents by name or content.

Controlling Access with Privacy Settings

Every folder has a privacy setting that controls who can view and access it.

Privacy Levels

Private — Only the owner can access this folder. Use for sensitive legal documents, privilege materials, or work-in-progress items.

Shared — You explicitly grant access to specific team members. Visible only to authorized users.

Organization — Visible to your entire organization. Useful for standard templates, commonly used contracts, or knowledge that the whole team needs.

To change a folder's privacy setting, use the Share option in the folder's Actions menu.

Indexing Documents for Smart Workflows

Indexing is what transforms your Vault from simple storage into an intelligent knowledge engine. When you index documents, they become searchable and can power Chamelio's AI capabilities.

What Indexing Does

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

When to Index

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

  • You want them discoverable in Vault search

You can index entire folders at once or select individual documents.

How to Index

  1. Click the Index button next to a document or folder

  2. The indexed status toggles on — the button now shows active indexing

  3. To remove from indexing, click the Index button again

Indexing happens instantly. Your documents are immediately available for search and workflows.