What is the Document Vault?
The Secure Vault is Wevanta' encrypted document management system. It is the single place where your family stores every critical financial, legal, tax, and identity document. Instead of hunting through email attachments or physical files during a medical emergency or tax season, every document is one search away â and only accessible to the people you choose.
The Vault is designed around a principle of family continuity: if something happens to you, your spouse or nominated family members can access your Will, Property Deeds, insurance policies, and bank documents from this one secure location.
Security Architecture
Before using the Vault, it is worth understanding how it protects your documents:
- UUID Filename Masking: When you upload a file named
my_passport.pdf, Wevanta immediately renames it to a random UUID likef3a7d91c-28be-4a5c-bc01-ff9e32a1b0d7.pdfon the server disk. This means even if someone gained access to the server folder, they cannot know what any file contains without the database entry linking the UUID to your account. - Server-Side Storage: Files are stored on the
localdisk (outside the public web folder). There is no public URL that gives direct access to any file. Every download and every preview is authenticated through Wevanta â the system checks that the file belongs to your user ID before serving it. - Ownership Enforcement: Every file access â download, preview, or delete â checks
document.user_id === your_idserver-side. Attempting to guess another user\s document URL will return a hard 403 Forbidden error. - Viewer Role Restriction: Family members with a Viewer role cannot upload, create folders, move items, or delete anything. The upload and folder-create buttons are hidden entirely for Viewer accounts.
Step 1: Understanding the Vault Layout
When you open the Vault, notice the three-panel layout:
- Left Sidebar â Categories: A clickable list of all 11 document categories, plus an All Documents shortcut. Clicking a category filters your entire vault to only show documents of that type, regardless of which folder they are in.
- Left Sidebar â Vault Storage: A progress bar showing how many MB or GB you have used out of your plan\s storage limit. The bar turns red when you are above 90% full. When 100% full, the system blocks all new uploads until you delete old files or upgrade your plan.
- Main Area â Folders Grid: Your subfolder structure is shown as a grid of folder cards at the top of the main area.
- Main Area â Documents List: Below the folders, every document file in the current folder is listed as a row.
- Breadcrumb Trail: At the very top of the main area, a clickable path like
Home / Tax Documents / FY 2024-25shows exactly where you are in your folder hierarchy and lets you jump back to any level instantly.
Step 2: The 11 Document Categories
Every document you upload must be assigned to one of these categories. This powers the sidebar filter so you can find all your tax documents in one click, for example:
| Category | What to Store Here |
|---|---|
| Identity & KYC | PAN Card, Aadhaar, Passport, Voter ID, Driving Licence |
| Taxation (ITR, TDS) | Income Tax Returns (all years), Form 16, TDS certificates, 26AS statements |
| Insurance Policies | Life insurance bonds, health policy documents, vehicle insurance, home insurance |
| Investment Statements | Demat account statements, CAS PDFs, ELSS certificate, NPS SOA, PPF passbook scans |
| Banking & Cash | Bank account statements, cheque books, FD receipts, locker nomination forms |
| Property & Real Estate | Sale deed, registration documents, property tax receipts, NOC certificates |
| Loans & Debt | Loan sanction letters, EMI schedules, property charge documents, closure letters |
| Legal & Will | Registered Will, power of attorney, trust documents, court orders |
| Medical Records | Hospital discharge summaries, scan reports, vaccination certificates, medical history |
| Salary & Employment | Offer letters, salary slips, payslips, relieving letters, ESOP grant documents |
| Other / Miscellaneous | Anything that does not fit an above category |
Step 3: Creating a Folder Structure
You can organise your documents exactly like a file explorer on your computer, with folders and sub-folders nested as deep as you need.
Creating a New Folder
- Click the đ New Folder button in the page header.
- A modal appears with two fields:
| Field | Details |
|---|---|
| Folder Name | Any descriptive name. Examples: "Tax Returns", "HDFC Home Loan", "Health Insurance", "FY 2025-26". Maximum 100 characters. |
| Category (Optional) | Tagging a folder with a category means clicking that category in the sidebar will surface this folder in the filtered results, even if you are not inside it. Leave as None for generic folders. |
Home > Tax Documents > FY 2025-26.Step 4: Uploading a Document
To upload, navigate to the folder where you want the file to live, then click â Upload. The upload modal has these fields:
| Field | What to Enter | Required? |
|---|---|---|
| Document Title | A clear human-readable name. Example: "HDFC Life Insurance Policy 2026" or "ITR AY 2024-25". This is how the document will appear in lists â not the filename. | â Required |
| Category | Select from the 11 categories above. Drives the sidebar filter and the category icon shown on the document row. | â Required |
| Visibility | Private (Me Only) â Only you can see this document. Family Access â All family members you have invited can see and download this file. Advisor Shared â Marks the document as shared (e.g. with your financial advisor). Default is Family Access. | â Required |
| Link to Account | Optionally link this document to a Wevanta account (e.g. link your loan sanction letter to your HDFC Home Loan account). This allows you to see related documents directly from the account detail page. | Optional |
| Expiry Date | If this document expires (passport, insurance policy, driving licence), enter the expiry date. Wevanta will automatically create a Reminder in your Planning module so you receive an alert before it expires. Expired documents are flagged with a red Expired badge in the vault list. | Optional |
| Reference Number | Policy number, PAN card number, loan account number, or any identifier written on the physical document. Stored internally for your records. | Optional |
| Select Document File | The actual file. Maximum size is 5MB per file. Accepted formats: PDF, JPG, JPEG, PNG, WEBP, DOCX, XLSX, TXT. Other formats are rejected for security reasons. | â Required |
| Search Tags | Comma-separated keywords that make this document easier to find. Example: "FY2024, Tax, Urgent, Joint". Tags are searched alongside the document title and content. | Optional |
Step 5: Working with Documents in the List
Every document row shows: its category icon, title, a Family or Private visibility badge, an Expired badge if applicable, file format (PDF/JPG etc.), size in KB, and upload date. On the right side of each row are four action buttons:
| Button | What it Does |
|---|---|
| đī¸ View | Opens a full-screen in-portal preview. PDF files load in a built-in PDF viewer inside Wevanta. Image files (JPG, PNG, WEBP) are displayed as a full-resolution image. You never have to download a file just to check its contents. |
| đĻ Move | Opens the Move modal. A dropdown lists every folder in your vault (showing the full path like "Tax > FY 2025-26"). Select the destination and click Move Item. You can also move back to Root / Home if needed. |
| â Save | Downloads the original file to your device. The file is served with its original title as the filename (not the UUID). The download goes through authentication so the file is never directly accessible via a URL. |
| đī¸ Delete | Permanently deletes the document from the vault AND from the server disk. A confirmation dialog appears before deletion. This also frees the storage quota used by that file. This action cannot be undone. |
Step 6: Searching the Vault
The search bar at the top of the vault searches across three fields simultaneously:
- Title: The document title you gave at upload.
- Tags: All the searchable tags you added.
- OCR Content: If your document was scanned or is a text-based PDF, the vault searches the actual text content inside the document. This means you can search for a policy number or a clause and find the right document without even remembering its title.
Search results bypass the current folder â they scan your entire vault and return matching documents from every folder in a single flat list. Folders are hidden during search results to reduce clutter.
Step 7: Automated Expiry Reminders
This is one of the most powerful and often overlooked features. When you enter an Expiry Date on a document, Wevanta automatically creates a Reminder in the Planning module linked directly to that document.
For documents categorised as Insurance, Tax, or KYC, the reminder is tagged in the correct category automatically. For all other document types, it defaults to the Tax reminder category.
What this means in practice: You upload your passport scan and set the expiry date to June 2027. Two months before expiry, you get an email alert: "Renewal: Passport â due in 60 days." You renew it, upload the new scan, update the expiry date, and the cycle continues. No more expired passports at airport check-in.
Storage Quota Management
Your Wevanta plan includes a storage quota for the Vault (default: 500MB). The sidebar shows a live storage bar.
- The bar uses blue colour up to 90% usage.
- Above 90%, the bar turns red as a warning.
- When you hit 100%, the upload button is blocked and you will see a "Storage Full! Please upgrade or delete old files" error. Delete old or redundant files to free space.