Before you start
Decide what should be visible in normal workspace views and what must stay protected. Sensitive access details belong in encrypted/private areas, not ordinary notes or shared exports.
Detailed steps
Open Documents
Start from the screen named in the step and confirm the portfolio in the top bar before you change anything. If the wrong portfolio is selected, switch portfolios first.
Choose the correct category before upload
Pick the option that matches the real-world record you are adding or reviewing. If two options look similar, use the one that matches the source document, not the one that makes totals look cleaner.
Attach only files needed for review or recovery
Compare the screen against your source before relying on the result. Check name, value, currency, date, ownership, liquidity and whether private data should stay hidden.
Keep filenames and descriptions understandable
Use this step to turn loose information into a clear portfolio record. If you are missing an input, note the gap instead of guessing.
Field guide
Who can see the record in normal use.
Keep private operational details out of standard fields.How the information can be understood later.
Document non-secret context clearly.Sensitive details encrypted behind private controls.
Never store raw secrets in regular notes.What a trusted person may receive.
Match the role and relationship deliberately.Decision rules
What it adds
- Keeps evidence close to the records and workflows that need it.
- Supports future review without searching through inboxes.
- Improves Legacy readiness when important documents are categorized.
What it does not do
- Storage depends on the configured vault backend.
- Capitelist does not validate legal sufficiency of documents.
- Encrypted documents require the correct unlock or recovery path.
Common mistakes
What to check
- Do not upload files whose access policy is unclear.
- Replace obsolete documents instead of leaving conflicting versions.
- Use protected storage for sensitive material.
Entering a clean-looking value without recording where it came from.
Ignoring currency, ownership percentage or valuation date because the total appears reasonable.
Using ordinary notes for private access information.
Assuming Documents Vault produces advice, verification or execution beyond the workflow described here.
After you save
- Return to Net Worth and confirm totals changed as expected.
- Open Capital Review to see whether the record created, resolved or changed any review item.
- Check whether the record should affect Forecast, Investment Plan, exports or share links.
- Revisit this security guide when source evidence changes.