A document you filed speaks before you need it.
Leases, employment contracts, insurance policies, permits. A folder holds them until you remember to look. This one counts the days for you, and it counts to the day that actually costs money.
The date at the bottom of a lease is not the date that matters.
A commercial lease with three months’ notice is already urgent three months before it ends. Miss that day and you have signed for another term. So the vault counts to the notice day rather than the end date, on the screen and in the reminder alike, from one definition.
Vuokrasopimus · Liiketila
Notice 3 monthsThe reminder fires here, in the middle, while you can still act on it. A reminder on the end date would be an obituary.
Only the narrowest window speaks. Four days out, a document sits inside 90, 30 and 7 days at once, and saying it three times is just saying it three times.
A notice day already missed still reads as expiring, not expired. The contract is genuinely still in force, and the other word would be wrong before it was unhelpful.
An archived document is skipped. Archiving means you have dealt with it, and the vault takes you at your word.
Drop the file. It fills in the rest.
The complaint about the first version was fair: a folder is lovely, but I am still the one typing everything into it. So the upload now asks for nothing at all.
The type is read from the bytes
Not from what the browser claims. A DOCX and an ODT are both a ZIP, so the first entry inside decides which one it is, and the extension is corrected to match the real content. A HEIC becomes a JPEG on the way in.
The document introduces itself
Title, type, counterparty, dates and a summary come back in one pass. It writes only into fields you left empty, and touches the title only while it is still the filename. It never overwrites what a person typed, and when it cannot tell, it returns nothing rather than a guess.
Search that matches half a word
You will type part of a tenant’s name, not all of it, so the index matches fragments rather than whole words. The summary matters most for a contract photographed with a phone: there is no text in an image to extract, and without a summary it could only ever be found by its title.
Identity numbers never reach the index
Finnish, Estonian, Danish and Swedish personal identity numbers are masked before any text is stored for search. A search index is the easiest place in a system to read something you were not meant to.
The complaint that started this was not about storage.
It was: my accountant has my contracts, and when I need one I wait for them. So visibility belongs to each document, and the accountant’s side of the screen never hints at what it cannot open.
Hidden means invisible, not greyed out
A document you keep to yourself does not appear in the accountant’s tab, and the count on that tab counts only what they can actually open. A badge reading “three more you cannot see” would leak the one thing the switch exists to protect.
A link you can take back
Hand a document to a landlord or an insurer on a link that expires. The token is random rather than signed: a signature can only be revoked by rotating a key and breaking every live link at once, while a single row can be closed on its own.
The address is shown once
Only a hash of the token is kept, so a leaked backup, or an engineer reading the row, still cannot produce a working link. Every refusal answers the same 404: expired, revoked, deleted and never existed are indistinguishable from outside.
Opens are counted, not attributed
You see how many times a shared link was opened, and when it was first and last touched. Who opened it is not recorded. The third party at the other end agreed to nothing, and a counter answers both questions an owner actually has.
Three things the vault deliberately will not do.
It does not delete on a schedule. Retention periods are shown as guidance beside the document, and nothing is ever removed because a timer said so. The one countdown that does run is the thirty days in the trash, and the screen reads it from the same column the sweeper reads.
There is no empty-the-trash button for documents. Receipts have one and that is fine there. A signed employment contract should not be reachable by a single control labelled “delete everything”, and restoring row by row covers every real need.
It is not a drafting tool. Employment contracts are written, checked and signed in the staff module; the vault is where they land afterwards, next to everything you never drafted in Baslic at all.
Your accountant sees nothing in your trash and gets an empty list rather than an error, because a refusal is a sentence about them and an empty list is simply the truth.
What people ask before they upload the first one.
What can I keep in it?
Leases, employment contracts, insurance policies, permits, certificates, anything a business has to be able to produce later. PDFs, images, DOCX and ODT.
Does a document use up my receipt allowance?
No. Storage is measured in bytes and pooled across every company you own, so opening a second company does not double your space. Documents in the trash still occupy it, and are reported separately so you can see why.
The same PDF is already attached to a receipt. Is it linked?
No, it is stored again. Sharing the bytes would mean that deleting the receipt emptied the vault document, and the two have nothing to do with one another.
Can I get a deleted document back?
For thirty days, row by row. Restoring never fails because your storage is full, since a document in the trash was already occupying that space, and it leaves the accountant-visibility switch exactly as it was.
Does any of this reach the activity log?
Yes, without the extracted text: a twenty-thousand-character contract in every diff would bury the log it belongs to. Creating a share link and revoking one are written as their own two events.
Put the lease somewhere that reads the date.
Every plan includes the vault. What the plan changes is how much space you get.