Use Vault: manage passwords, entries, and folders

Vault stores your credentials behind its own master password. You can generate passwords, search and copy entries, organize them in folders, and share them with specific people. Your own entries are tied to your user account; they aren't automatically shared with every organization member.

Prerequisites
  • You're signed in to Project Manager and have access to the Vault module.

Open and get oriented in Vault

Open Vault and unlock it. On your first visit, you set up a master password and back up the recovery code. The sidebar has Vault for active entries, Shared items for shares, Trash, your own folders, and the password generator.

Setup and recovery are covered in Set up and unlock Vault.

Screenshot coming: Unlocked Vault with sidebar, sample records, and an open detail pane; no real credentials

Add an entry

Click New entry. Name and password are required; every other field just helps you find and use the entry later.

  1. Enter a name for the service or account.
  2. Add a username or email if needed. It's a single shared login field.
  3. Enter the password, or pull one from the generator.
  4. Add one or more websites.
  5. Optionally pick a folder and add a note.
  6. Save the entry and check its details in the detail pane.
Screenshot coming: New entry with name, shared login field, password, websites, folder, and encrypted note

Generate a password

Open the password generator in the sidebar, or the generator next to an entry's password field.

Symbols
The toggle enables a fixed character set. You can't pick individual allowed or excluded symbols in the dialog.
Strength indicator
The bit count is a computed estimate from length and character groups. It doesn't check whether the password is already known or accepted by a service.
  1. Set the length between 8 and 64 characters; the default is 20.
  2. Choose uppercase, lowercase, digits, and symbols to match the website's requirements. At least one group must stay enabled.
  3. Use the regenerate icon for another variant if needed.
  4. Use Copy, or Use in the entry form.
  5. Save the entry. For an existing website account, you still need to change its password there too.
Screenshot coming: Password generator with length 20, four character groups, and Copy/Use

Search and edit entries

Search filters the current view by name, username/email, and the first website. Passwords, encrypted notes, and other websites aren't searched. Ctrl+F / Cmd+F focuses the search while Vault is unlocked. If you get no results, switch from a folder back to Vault, or check Shared items and Trash. Use the three-dot menu on one of your own entries to open Edit. The list can be sorted by name, folder, or last used.

Use Quick Copy and websites

Open the three-dot menu and choose Copy password or Copy email/username. You can also copy individual values from the detail pane. Open website opens the stored address; that doesn't automatically change a password at the service. For copies made from entries, Vault tries to clear the clipboard after 30 seconds. This can fail due to browser restrictions and doesn't replace checking your clipboard yourself. This clearing isn't set up for copies made directly from the generator.

Create folders and move entries

In the sidebar, click Create folder next to Folder, enter a name, and pick a color. Assign entries in the form or via the Move action. The folder's menu opens its edit view. Deleting a folder keeps its entries; they just lose their folder assignment. A folder is a sorting aid, not a shared grant.

Use trash and restore

Deleting an active entry first moves it to trash. Open Trash and choose Restore to bring it back. Delete permanently requires confirming Permanently delete? and removes the entry for good. The view offers no restore action afterward.

Screenshot coming: Trash with a sample entry and Restore / Delete permanently actions

Which data is encrypted?

Password and note are encrypted in the browser before being stored. Name, username/email, first website, and folder assignment are additionally stored as readable metadata for the UI. Don't use these fields for extra secrets. Website icons are loaded through a Google favicon service, which sends the stored website address to that service. Neither a folder nor saving something in your own Vault automatically grants anyone else access.

For sharing with specific people, see Share Vault entries and revoke shares.

Common pitfalls

  • Deleting doesn't automatically revoke shares

    Shared copies persist independently of the original. Revoke shares separately under Shared items, even if you move the original to trash or delete it permanently.

  • Copies can linger in the clipboard

    The 30-second clearing is an attempt made by the open page. It can fail to run, and it doesn't clear content already pasted elsewhere. A pending clear can also overwrite text you copied from somewhere else in the meantime.

Frequently asked questions

Can I enter username and email separately?

The current form has a single Username or email field. Enter whichever value you use to sign in to the website there.

Is my new password automatically set on the website?

No. The generator and Vault manage the stored value. Change the password at the actual service too.

Why can't search find my note?

Search uses the metadata of the current view. Encrypted notes and passwords aren't part of search.

Keep reading

Couldn't find your answer, or still stuck?

Go to support

Last reviewed on 2026-09-27