Secure Vault – File Storage & Management

Navigate to: Dashboard > Secure Vault > Files (/dashboard/vault/files)

Your Secure Vault is a private, encrypted file storage system integrated directly into SparkyMinis. Every file you upload — whether a project contract, a travel ticket, a passport scan, or a business expense receipt — lands here automatically and stays protected behind your login credentials.

What Goes in the Vault

The Vault stores files that come from multiple parts of the platform:

You do not need to manually move files here — the Vault aggregates them automatically from all sections.

Uploading Files Directly

If you have a file that doesn't belong to a specific project or trip:

1. Navigate to Vault > Files.
2. Click Upload Files.
3. The file uploader modal opens — drag and drop files or select them.
4. The file is uploaded, encrypted, and stored immediately.

File Categories and Organisation

Files are automatically tagged based on where they originated (e.g., a project file gets tagged "Project – Client Name"). You can also manually add or change categories:

1. Click on a file to open its detail view.
2. Click Edit to change the category, name, or add notes.
3. Click Save.

Use the filter bar at the top of the Files list to filter by:

• Source (ALL, or by section: INVOICES, EXPENSES, PROJECTS, TRIPS, VAULT)

Viewing Files

• Images — Preview inline without downloading.
• PDFs — Open in a full-screen reader.
• Other documents — Download to open in the relevant application.

Click on any file card to see the full view.

Editing File Details

1. Open a file.
2. Click Edit (pencil icon).
3. Update:

- File Name — Rename for clarity.

- Category — Reassign to a different section.

- Notes — Add context or tagging notes.

1. Click Save.

Note: You cannot edit the file content from within SparkyMinis. Download, edit externally, and re-upload if needed.

Deleting Files

1. Open the file from the Vault list.
2. Click Delete File.
3. Confirm the deletion. This is permanent and cannot be undone.

From the list view, you can also hover over a file card and click the trash icon for faster deletion.

Syncing with Google Drive

SparkyMinis can back up your Vault files to a dedicated SparkyMinis folder in your Google Drive:

1. Go to Settings > Integrations.
2. Find the Google Drive card.
3. Click Connect Google Drive and authorise the connection.
4. Toggle Auto Sync to enable continuous sync.

How it works:

• SparkyMinis creates a folder called SparkyMinis in your Drive root.
• Files uploaded to the Vault are mirrored in this Drive folder.
• Sync is one-directional: SparkyMinis → Drive (not the other way around).

File Storage: Secure Cloud vs Local

Every file in the Vault shows one of two storage states:

To move a file to Secure Cloud, click the cloud upload icon (↑ icon) on the file row.

To remove it from cloud but keep it locally, click the cloud-off icon on the same row.

Syncing with Google Drive

SparkyMinis can back up your Vault files to Google Drive:

1. Go to Settings > Account and find the Integrations section.
2. Click Connect Google Drive and authorise the connection via your Google account.
3. A SparkyMinis folder is created in your Drive root.
4. To back up a specific file: on the Files page, click the cloud icon on any file row. It shows Backed Up (GDrive) when complete.

How it works:

• Sync is one-directional: SparkyMinis → Google Drive.
• Files deleted in SparkyMinis are not automatically deleted from Google Drive.
• If Drive is not connected, the Connect button shows "Drive Not Connected" with a warning indicator.

Encryption and Privacy

• Files are encrypted at rest using AES-256 encryption.
• Your files are not indexed or accessible by SparkyMinis staff.
• No AI models are trained on your Vault contents.
• Drive and OneDrive integrations use OAuth — your credentials are never stored by SparkyMinis.