User Guide#

Complete guide for using VAULT03 to securely transfer files.

Overview#

VAULT03 provides end-to-end encrypted file transfer. Files are encrypted on your device before upload, ensuring that only you and your intended recipients can access the content.

flowchart LR
    subgraph Your_Device["Your Device"]
        A[File] --> B[Encrypt]
    end

    subgraph Server["VAULT03 Server"]
        C[(Encrypted<br/>Storage)]
    end

    subgraph Recipient["Recipient's Device"]
        D[Decrypt] --> E[File]
    end

    B -->|Upload| C
    C -->|Download| D

    style C fill:#1e3a5f,color:#fff

Key Security Feature: The server only ever sees encrypted data. Your files are protected even if the server were compromised.

Getting Started#

Creating an Account#

1. Navigate to the VAULT03 URL provided by your administrator
2. Click “Sign Up” or use an invitation link from a shared vault
3. Enter your details:
   • Full name
   • Email address
   • Password (minimum 5 characters)
4. Verify your email address by clicking the link sent to your inbox
5. Log in with your credentials

Two-Factor Authentication (2FA)#

If your organization requires 2FA:

flowchart TD
    A[Enter Email & Password] --> B{2FA Required?}
    B -->|No| C[Dashboard]
    B -->|Yes| D{Choose Method}

    D -->|SMS| E[Receive code via text]
    D -->|Email| F[Receive code via email]
    D -->|Authenticator| G[Open authenticator app]

    E --> H[Enter 6-digit code]
    F --> H
    G --> H

    H --> I{Code Valid?}
    I -->|Yes| C
    I -->|No| J[Try Again]
    J --> H

1. Log in with your email and password
2. Choose your 2FA method (SMS, Email, or Authenticator App)
3. Enter the verification code sent to you
4. For TOTP (Authenticator App):
   • Scan the QR code with your authenticator app
   • Enter the 6-digit code to verify
   • Save your backup codes securely

Data Password#

After logging in, you may need to set a data password:

1. Enter a strong password (different from your login password)
2. Confirm the password
3. Important: This password cannot be recovered. Store it securely.

The data password encrypts your vault access keys and must be entered each session.

Creating Vaults#

Vaults are encrypted containers for your files.

Create a New Vault#

1. Click “Create Vault” from the dashboard
2. Enter a vault name (e.g., “Q1 Financial Reports”)
3. A vault is created with unique encryption keys
4. Upload files to your vault

Uploading Files#

flowchart LR
    subgraph Browser["In Your Browser"]
        A[Select File] --> B[Compress]
        B --> C[Encrypt]
        C --> D[Split into Chunks]
    end

    subgraph Upload["Secure Upload"]
        D --> E[Upload Chunk 1]
        D --> F[Upload Chunk 2]
        D --> G[Upload Chunk n...]
    end

    subgraph Server["Server"]
        E --> H[(Encrypted<br/>Storage)]
        F --> H
        G --> H
    end

    style C fill:#16a34a,color:#fff
    style H fill:#1e3a5f,color:#fff

1. Open your vault
2. Click “Upload File” or drag and drop files
3. Files are:
   • Compressed (if beneficial)
   • Encrypted with XChaCha20-Poly1305
   • Split into 4MB chunks for upload
   • Verified with SHA256 checksums

File Size Limits: Check with your administrator for upload limits.

Sharing Vaults#

VAULT03 supports multiple secure sharing methods.

flowchart TD
    A[Create Share] --> B{Choose Method}

    B -->|Quick & Trusted| C[Full Key URL]
    B -->|High Security| D[Letter + Passphrase]
    B -->|Account Required| E[Email + Registration]
    B -->|Two-Channel| F[SMS + Email]

    C --> G[Send via secure<br/>channel]
    D --> H[Print & mail<br/>physical letter]
    E --> I[Recipient creates<br/>account]
    F --> J[4 words split<br/>across channels]

    G --> K[Recipient<br/>Accesses Vault]
    H --> K
    I --> K
    J --> K

    style C fill:#f59e0b,color:#000
    style D fill:#16a34a,color:#fff
    style E fill:#3b82f6,color:#fff
    style F fill:#8b5cf6,color:#fff

Share Type 23: Full Key in URL#

Best for: Quick sharing with trusted recipients via secure channels

1. Open your vault
2. Click “Share”
3. Select “Full Key in URL”
4. Copy the generated link
5. Send via secure channel (Signal, encrypted email, etc.)

Security Note: Anyone with this link can access the vault. Use with caution.

Share Type 24: Letter + Passphrase#

Best for: Highly secure physical delivery

1. Open your vault
2. Click “Share”
3. Select “Letter with Passphrase”
4. Enter recipient details:
   • Name
   • Email
   • Postal address
5. A letter with passphrase and QR code is generated
6. Print and mail the letter securely
7. Recipient uses passphrase or scans QR code to access

Security: Passphrase is randomly generated and only appears in the physical letter.

Share Type 25: Email + Registration#

Best for: Sharing with users who will create accounts

1. Open your vault
2. Click “Share”
3. Select “Email + Registration”
4. Enter recipient email address
5. Recipient receives invitation email
6. They create an account and gain access

Share Type 26: SMS + Email#

Best for: Two-factor secure delivery

1. Open your vault
2. Click “Share”
3. Select “SMS + Email”
4. Enter recipient:
   • Name
   • Email address
   • Phone number
5. Recipient receives:
   • 2 words via SMS
   • 2 words via email
6. They combine all 4 words to access the vault

Security: Splitting the passphrase across two channels provides defense in depth.

Accessing Shared Vaults#

With Full Key URL#

1. Click the share link you received
2. Vault opens automatically with decryption key from URL
3. Download and decrypt files as needed

With Passphrase#

1. Navigate to the vault URL
2. Enter the 4-word passphrase you received
3. Words are case-insensitive and can be separated by spaces or hyphens
4. Vault unlocks and files become accessible

With QR Code#

1. Open the VAULT03 URL on your mobile device
2. Scan the QR code from your letter
3. Vault opens automatically

Downloading Files#

1. Open the vault (yours or shared with you)
2. Click on a file to download
3. File is:
   • Downloaded in encrypted chunks
   • Verified with SHA256 checksums
   • Decrypted in your browser
   • Decompressed if needed
   • Saved to your device

All decryption happens locally - the server never has access to your unencrypted files.

Managing Vaults#

View Vault Details#

1. Open your vault
2. See:
   • Vault name
   • Creation date
   • Number of files
   • List of shares
   • File list with sizes

Revoke Access#

To revoke someone’s access to a vault:

1. Open your vault
2. Go to “Shares” tab
3. Find the share to revoke
4. Click “Revoke”
5. The share link immediately becomes invalid

Note: Files already downloaded by the recipient remain accessible to them.

Delete Files#

1. Open your vault
2. Find the file to delete
3. Click the delete icon
4. Confirm deletion

Warning: Deletion is permanent and cannot be undone.

Delete Vaults#

1. Go to your dashboard
2. Find the vault to delete
3. Click delete icon
4. Confirm deletion

Warning: Deleting a vault removes all files and shares permanently.

Security Best Practices#

Password Security#

• Use strong, unique passwords for both login and data passwords
• Never share your data password - it encrypts your vault access
• Use a password manager to store complex passwords securely
• Enable 2FA for additional account protection

Sharing Guidelines#

• Choose appropriate share types based on recipient and sensitivity
• Revoke shares when access is no longer needed
• Use secure channels to send full key URLs (not email or SMS)
• Verify recipient identity before sharing sensitive data
• Consider expiration - coordinate with admin for time-limited shares

File Handling#

• Scan files for malware before uploading
• Don’t upload sensitive credentials in plaintext files
• Remember that encryption protects confidentiality, not integrity - verify file sources
• Delete files from vaults when no longer needed

Troubleshooting#

Can’t log in#

• Verify your email address is correct
• Check email for verification link if just registered
• Ensure password is entered correctly
• Contact administrator if account is locked

Forgot data password#

Data passwords cannot be recovered. If forgotten:

• You lose access to all your vaults
• Contact administrator to reset your account (creates new vault keys)
• All existing vaults become permanently inaccessible

File upload fails#

• Check your internet connection
• Verify file size is within limits
• Ensure browser is supported (Chrome, Firefox, Safari, Edge latest versions)
• Clear browser cache and try again
• Contact support if issue persists

File download fails#

• Check internet connection
• Ensure sufficient disk space
• Try a different browser
• Report to support with error message

Passphrase doesn’t work#

• Verify all 4 words are entered correctly
• Check for typos - words must match exactly
• Words are case-insensitive
• Use hyphens or spaces to separate words
• Contact vault owner if issue persists

Getting Help#

• Administrator: Contact your organization’s VAULT03 administrator
• Documentation: https://docs.vault03.com
• Support: support@vault03.com
• Product: https://vault03.com