Vault (Settings)

The Vault, accessed by clicking the Vault button at the top of any Customer screen, can be used to store confidential information, such as passwords for web portals, driving licence details, etc.

The Vault should not be used for storing financial data such as bank account and credit card details.

An authorised CommTrak user can create a new Vault entry for a customer, by selecting a Vault Template, and completing the presented fields.

To add / view vault entries, a user must have been assigned access to the specific Vault sheet; see section Allowed Users, under the Template Items (mandatory) heading below.

Accessing Vault Settings

Settings > General Settings > Vault

Add a Vault Template

In the Add new vault template section, complete the following fields:

Template Name (mandatory)

Enter a name for the Vault template.

Number of Items (mandatory, default 1)

The number of fields required for this Vault entry.

When a number is selected, the Template Items field (detailed below) is updated to display the specified number of items.

Template Items (mandatory)

A Template Item is a field that will be displayed to the user, when they create or update a Vault entry.

For each template item (as specified in the Number of Items field, detailed above), specify the following fields:

  • Mandatory tick-box: If ticked, the field will be mandatory for this template item.
  • Description text-box: Enter a label for the template item.
  • Field-type: Select a field-type for this template item. The available field-types are detailed below, under the heading, Vault Field-Types.
  • Allowed Users: Tick the names of the users who will be able to create and view this type of Vault item. Only the users identified in this section can create a new vault item, or view an existing vault item based on the current template.

Click  to save the Vault template.

Modify a Vault Template

  • Select a Vault Template from the list displayed at the top of the settings screen.
  • Edit the template items as required, in the Modify vault template section; in addition to the fields listed under the Add a Vault Template heading, above, the order of the template items can be changed, by clicking the up or down arrows next to each item, and a template item can be deleted by clicking the trash-can icon (deletion of a template item is irreversible).
  • Click  to update the Vault Template.

To add a new item to the Vault Template, change the Number of Items field to the required number.

Delete a Vault Template

  • Select a Vault Template from the list displayed at the top of the settings screen.
  • Click  to remove the Vault Template.

Deleting a Vault Template cannot be reversed.

Vault Field-Types

The following types of field are available for use in a Vault Template:

Header

When creating Vault Templates with a large number of items, it can be helpful to separate the fields with a header. The Header field-type is presented as a horizontal, coloured bar, containing the Header label, as defined in this field.

Text Field

Presented as a single-line text-box.

Text Area

Presented as a text-area into which the user can enter multiple lines of text.

Dropdown

Presented as a drop-down list, from which the user can select a single item.

When this type of field is selected on the settings screen, an addition field, Comma separated list of allowed values, is displayed. Enter a list of the items to displayed in the drop-down list, separated by a comma.

In the above example, the user will be presented with a drop-down list, with the label Type of licence, from which the user can select either Full or Provisional.

Date

Presented as a CommTrak date-selection field. See Support Centre article Date Selection, for details about the presentation of date-selection fields.

File Upload

Presented as a Choose File button for uploading a single file into the Vault item. The user can either click the button to select a file, or they can drag-and-drop a file onto the button.