Vault — Document Storage

Store, organise, and share your business documents securely in Prometheus Vault. Contracts, invoices, photos — all in one place, always accessible.

Vault is your secure document storage space. Contracts, invoices, presentations, photos, PDFs — anything your business needs can be stored here, organised into folders, and shared with the right people.

Why not just use Google Drive or Dropbox? Vault is integrated directly into Prometheus: when you create an invoice, the PDF is automatically archived. When you approve an expense claim, the receipt is saved. You do not switch between tools. And unlike US cloud services, your documents remain on your own infrastructure — you retain full ownership and control.

What You Can Do in Vault

  • Upload and organise documents in a folder structure you define
  • Control who can see what — each folder can have specific access permissions
  • Share secure links with external parties (clients, lawyers, accountants) without giving them a Prometheus account
  • Find any document instantly with full-text and name search

Guide — Upload a Document

  1. In the left menu, click Vault
  2. Navigate to the folder where you want to store the document (or stay in the root folder)
  3. Click Upload File
  4. Select the file from your computer
  5. Wait for the progress bar to reach 100% — the file is now stored securely

Guide — Create Folders and Organise Your Files

Building a consistent folder structure from the start will save you hours of searching later. A good starting structure might look like this:

📁 Clients
   📁 Client A — Martin Bakery
   📁 Client B — Dupont Garage
📁 Suppliers
📁 Administration
   📁 Contracts
   📁 Insurance
📁 Finance
   📁 2026

To create a folder:

  1. Click New Folder
  2. Give it a clear name
  3. Click Create

To move a file into a folder, drag and drop it or right-click and select Move to.

Guide — Share a File with an External Party

  1. Right-click (or click the share icon) on the file you want to share
  2. Click Share
  3. Set the options: Link Expiry (e.g. 7 days) and Access Level (read-only is recommended)
  4. Click Generate Link
  5. Copy the link and send it to your contact by email

The recipient can download the file through this link for the duration you set, with no Prometheus account required. The link expires automatically after the defined period.

Frequently Asked Questions

Can I set a password for a shared link? Yes. In the sharing settings, toggle on Password Protection and set a password. Only share the password through a separate channel (e.g. a text message) for added security.

What file types does Vault support? Vault accepts all standard file types: PDF, Word, Excel, images (JPG, PNG), videos, and more. Individual file size limits depend on your plan.

How do I find a document I uploaded months ago? Use the search bar at the top of Vault. You can search by file name or by content (Prometheus can index the text inside PDFs and Word documents).