Vault

Vault is firm-wide pooled file storage for Beech — not a personal cloud drive. Every active project shares one capacity pool. Open a project and use the Vault tab (Work · Log · Studio · Vault · Deliverables · Info) to organise that project's folders and files.

What Vault is for

• Reference PDFs, CAD, images, and other project documents
• Files linked to tasks, drawings, reviews, and site visits
• A firm usage meter so the studio can see how much storage remains

Sharing files externally

Vault does not offer one-off share links on individual files. Select one or more files, then use Create package or Add to package in the selection bar. Packages and their share links live on the Deliverables tab.

Folders and files

The Vault tab works like a familiar file manager. Switch list or grid view, sort by name, size, or date, and filter the current folder. Breadcrumbs show where you are. A details pane (on larger screens) summarises the selection or folder, plus recent files on this project.

Create folders, nest subfolders, upload (button or drag-and-drop), rename, download, move onto a folder, and multi-select for bulk delete. You can upload a full folder tree and Beech preserves that structure in Vault. Right-click or use the ⋯ menu for Open, Download, Rename, Move, and Delete. Uploads appear immediately as pending rows with a progress bar; a transfer dock in the corner tracks upload and download percent across every page until you close it.

Each uploaded file has a per-file size limit of 10 GB. Uploads are scanned for malware before they become fully available to others, so some files may briefly show a processing state.

A usage chip at the top shows firm-wide storage (active plus archived project files) against total capacity. When multipart uploads are in progress, reserved bytes are included and labeled as uploading. Warnings appear around 80%, 95%, and 100% full. When capacity is exhausted, new uploads are blocked until you free space or add storage.

Use Vault search to find files by name across the current project (or the firm library). In the details pane, apply project tags to files and folders so packaging on Deliverables is faster later. A transfer dock follows you across Beech while uploads or downloads run — you can minimize it, cancel a row, or open the destination folder from the file name.

Trash

Deleted files go to Trash for 30 days, then are permanently removed. Trash does not count against active Vault quota. There is a trash allowance of about 25% of your total capacity so deleted files do not pile up forever.

Archived projects

When you archive a project, its Vault files move to the archived bucket in usage reports but still count toward your plan storage. Archiving frees an active project slot and stops geo-replication for those files; it does not free Vault quota. Restoring the project moves bytes back to the active bucket for display only — total storage used stays the same.

Linking files to work

Link Vault files to tasks (and related work such as drawings, reviews, and site visits) from the task detail panel. Linked files stay in Vault and remain visible on the project Vault tab.

In Info → Project settings, Admins and Managers can turn on Require a file before marking tasks Done. When on, a task needs at least one linked Vault file before it can move to Done.

Bundled capacity

Bundled storage is included with your Beech plan. It applies across all active projects in the firm.

Storage add-ons

Admins can buy one add-on SKU at a time from Firm settings → Vault (or from Billing when an add-on is active):

• 500 GB — ₹2,199 / month
• 1 TB — ₹4,299 / month
• 2 TB — ₹7,999 / month
• 5 TB — ₹21,999 / month

Checkout shows both amounts: you pay a prorated amount now through your next Beech billing day, then the full monthly price on that day every month. Capacity increases only after payment is confirmed. Vault add-ons always bill monthly, even if your Beech plan is annual — they renew on the same calendar day as Beech.

You can have one add-on at a time. While it is active it renews automatically — Firm settings → Vault shows it as Active (not another purchase of the same size). To change size, upgrade or downgrade to a different SKU: that replaces the current add-on immediately, charges a new prorated amount, and does not refund unused time on the old add-on. To stop renewals without changing size, use Cancel add-on at period end (capacity stays until that date).

Firm settings → Billing shows Beech renews next to Vault next charge when an add-on is active. Firm settings → Vault shows usage by project, largest files, and add-on controls.

Who can do what

• Admins, Managers, and Contributors — upload, organise, trash, restore, tag, and link Vault files on projects they can access. Same rights for packages created from that project Vault. Admins manage add-on billing.
• Firm Library (More → Library) — only Admins can upload or organise; everyone else can browse.
• Only Admins — purchase, change, or cancel Vault storage add-ons.
• External shares — by default any project member can create or revoke public package links. Admins can turn on Only Admins and Managers may share externally in Firm settings → Vault.

Before you start

• Confirm you can open the relevant page and that your role has permission to perform the action.
• Identify the project, drawing, or task context before you start so updates are recorded in the right place.

Workflow checks and quality guardrails

• ✓

  Checklist item 1: Follow the Vault process in order and save frequently after each meaningful update.

• ✓

  Checklist item 2: Write enough context in notes or comments so another teammate can understand the change without asking you.

Common mistakes to avoid

• Skipping ownership or due-date details, which makes reporting and follow-up unreliable.
• Updating status without adding context, which creates confusion during reviews and handovers.

Troubleshooting

1. 1
   Troubleshooting step 1

   If an action is unavailable, verify role permission and whether required upstream fields are completed.

2. 2
   Troubleshooting step 2

   If expected results are not visible, check page filters and refresh to confirm synced state.

What to do next

1. Open /docs/home and continue with the next workflow.
2. Open /docs/reports and continue with the next workflow.
3. Open /docs/troubleshooting and continue with the next workflow.