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Document Management

Organize, search, and manage vault documents

Comprehensive guide to managing documents after upload, including organization, searching, updating, and deletion.

View Documents​

Document List View​

Access: Navigate to vault → Documents tab

Default View: List of all documents with:

  • Filename
  • File type icon
  • Size
  • Upload date
  • Tags
  • Actions menu

Sort Options:

  • Name (A-Z, Z-A)
  • Upload date (newest, oldest)
  • File size (largest, smallest)
  • File type

Document Details​

View Details: Click document name

Information Shown:

  • Filename
  • File size and type
  • Upload date and time
  • Uploader (user who uploaded)
  • Tags
  • Description
  • Version history (Professional)
  • Access history (who viewed/downloaded)

Search and Filter​

Search Documents​

Search Bar: Top of document list

Search By:

  • Filename
  • Tags
  • Description content
  • File type

Example Searches:

  • insurance - Find all documents tagged or named "insurance"
  • 2024 - Find documents from 2024
  • pdf - Find all PDF files

Filter Documents​

Filter By:

  • Tags: Select one or more tags
  • File Type: PDF, Image, Video, Document, Other
  • Upload Date: Today, This Week, This Month, This Year, Custom Range
  • Uploader: Filter by who uploaded (if multiple vault members)

Apply Multiple Filters: Combine filters for precise results

Example: Tags: financial + File Type: PDF + Year: 2024

Organize Documents​

Folder Organization (Professional)​

Create Folder:

  1. Click "New Folder"
  2. Enter folder name
  3. Click "Create"

Move Documents to Folder:

  1. Select documents (checkboxes)
  2. Click "Move to"
  3. Select destination folder
  4. Click "Move"

Example Structure:

📁 Legal
  📄 Will.pdf
  📄 Power_of_Attorney.pdf
📁 Financial
  📁 Insurance
    📄 Life_Insurance.pdf
    📄 Home_Insurance.pdf
  📁 Tax_Returns
    📄 2023_Return.pdf
    📄 2024_Return.pdf

Tagging Documents​

Add Tags:

  1. Select document
  2. Click "Edit"
  3. Add tags (comma-separated)
  4. Click "Save"

Tag Best Practices:

  • Use consistent naming (financial not finance or finances)
  • Limit to 3-5 tags per document
  • Use category, type, and year tags

Example: financial, tax, 2024

Update Descriptions​

Edit Description:

  1. Select document
  2. Click "Edit"
  3. Update description
  4. Click "Save"

Good Descriptions Include:

  • Document type
  • Account/policy numbers
  • Relevant dates
  • Context for recipients

Bulk Operations​

Select Multiple Documents​

Select All: Checkbox in header row

Select Individual: Checkboxes next to each document

Select Range: Hold Shift + click

Bulk Actions​

Available Actions:

  • Add tags (adds to existing tags)
  • Move to folder
  • Download as ZIP
  • Delete (with confirmation)

Process:

  1. Select documents
  2. Choose action from bulk menu
  3. Confirm action
  4. Action applies to all selected documents

Download Documents​

Download Single Document​

  1. Click document name or actions menu
  2. Click "Download"
  3. File saves to your default download location

Result: Original file with original filename

Download Multiple Documents​

  1. Select documents (checkboxes)
  2. Click "Download Selected"
  3. Files downloaded as ZIP archive

ZIP Contents:

  • All selected files
  • Folder structure preserved (if using folders)
  • manifest.json with metadata

Version Control (Professional)​

View Version History​

  1. Select document
  2. Click "Versions" tab
  3. See all versions:
    • Version number
    • Upload date
    • Uploaded by
    • File size
    • Changes note

Restore Previous Version​

  1. Navigate to version history
  2. Select version to restore
  3. Click "Restore This Version"
  4. Current version becomes new version
  5. Previous versions preserved

Note: Restoring creates new version (doesn't delete current)

Upload New Version​

  1. Select document
  2. Click "Upload New Version"
  3. Select file (must be same name or you'll be prompted)
  4. Add optional change notes
  5. Click "Upload"

Version Limits:

  • Professional: 10 versions per document
  • Enterprise: Unlimited versions

Update Documents​

Rename Document​

  1. Select document
  2. Click "Rename"
  3. Enter new name
  4. Click "Save"

Note: Doesn't change actual filename, only display name in Torvus

Update Metadata​

Editable Metadata:

  • Tags
  • Description
  • Display name

Process:

  1. Select document
  2. Click "Edit"
  3. Update fields
  4. Click "Save"

Delete Documents​

Delete Single Document​

  1. Select document
  2. Click "Delete"
  3. Confirm deletion
  4. Document permanently deleted

Warning: Deletion is permanent and cannot be undone.

Delete Multiple Documents​

  1. Select documents (checkboxes)
  2. Click "Delete Selected"
  3. Confirm deletion
  4. All selected documents deleted

Confirmation: Type vault name to confirm bulk deletion

Document Preview​

Supported Preview Types​

PDF: Full document preview with page navigation

Images: JPG, PNG, HEIC, GIF - Full resolution preview

Videos: MP4, MOV - Inline video player

Documents: Limited preview (first page or text content)

Other: Download required for viewing

Preview Actions​

  • Zoom in/out
  • Rotate (images)
  • Navigate pages (PDF)
  • Play/pause (videos)
  • Download
  • Share (if permissions allow)

Sharing Documents (Professional)​

  1. Select document
  2. Click "Share"
  3. Configure share settings:
    • Expiration (1 hour to 30 days)
    • Download limit (1 to unlimited)
    • Require password (optional)
  4. Click "Generate Link"
  5. Copy and share link

Use Cases:

  • Share with recipient before vault release
  • Share with attorney or advisor
  • Temporary document access
  1. Navigate to document
  2. Click "Shared Links"
  3. Find active link
  4. Click "Revoke"
  5. Link immediately invalidated

Document Security​

Encryption​

All documents encrypted:

  • Encrypted on your device before upload
  • AES-256-GCM encryption
  • Unique encryption key per document
  • Zero-knowledge (Torvus cannot decrypt)

Access Logging​

All access logged:

  • Who accessed document
  • When accessed
  • Action taken (viewed, downloaded)
  • IP address and location

View Access Log:

  1. Select document
  2. Click "Access Log" tab
  3. View complete access history

Storage Management​

Monitor Storage Usage​

View Storage:

  • Vault Settings → Storage
  • Dashboard shows:
    • Total storage used
    • Storage limit
    • Breakdown by file type
    • Largest files

Optimize Storage​

Strategies:

  1. Delete duplicates: Search for duplicate filenames
  2. Compress files: Use ZIP before upload
  3. Delete old versions: Remove old versions if not needed (Professional)
  4. Remove unnecessary files: Delete outdated documents

Troubleshooting​

Cannot Find Document​

Solutions:

  1. Clear search filters
  2. Check all folders (if using folders)
  3. Sort by upload date (find recently uploaded)
  4. Search by partial filename
  5. Check deleted items (Professional: can restore within 30 days)

Download Fails​

Solutions:

  1. Check internet connection
  2. Try different browser
  3. Download individually (not bulk)
  4. Check file size (ensure enough disk space)
  5. Disable VPN temporarily

Cannot Delete Document​

Solutions:

  1. Verify you have permission (Admin or Owner)
  2. Check document not locked (Professional feature)
  3. Log out and back in
  4. Contact support if issue persists

Best Practices​

✅ DO​

  • Use consistent naming conventions
  • Add descriptions to important documents
  • Tag documents for easy searching
  • Review and delete outdated documents quarterly
  • Keep folder structure simple (2-3 levels max)
  • Test downloads periodically

❌ DON'T​

  • Upload same document multiple times
  • Leave documents without tags or descriptions
  • Create overly complex folder structures
  • Store temporary files
  • Ignore storage limits

Next Steps​

Last Updated: October 7, 2025