Manage a vault
The Manage page of a shared vault, tab by tab: overview, members and safety numbers, invitations, activity, settings and the Danger tab.
On this page
Documentation sections
Each shared vault has a management page. It gathers everything that isn't the content itself: who has access, the invitations under way, what happened, the rules of the vault, and the actions you can't undo.
To open it, click Manage in the bar at the top of the vault. On Home, you can also right-click the vault and choose Manage vault…. To go back to the files, click ← Back to the vault.
The top of the page shows the vault's name, your role, the number of members and the version of the vault key, for example key v1. Admins can rename the vault with the pencil next to its name. The padlock in front of the name opens Vault icon & colour: choose an icon or an emoji and a colour, Everyone to show them to all members, or Just me to keep them on this device.
The tabs
| Tab | What you find there | Who sees it |
|---|---|---|
| Overview | Figures, what's waiting on you, the pinned note | Every member (viewers don't see the figures) |
| Members | The people who have access and their roles. Owner and admins also see how far each key is trusted | Every member |
| Invitations | Invitations waiting for an answer, accesses being prepared | Owner and admins |
| Activity | The vault's history, with filters and export | Every member |
| Settings | The rules of the vault | Owner and admins |
| Danger | Actions that are hard or impossible to undo | Every member, with fewer actions for members and viewers |
Overview
- At a glance, hidden from viewers, counts the members, the pending invitations, the items (notes and files), the storage used, what the trash still holds, the space taken by earlier versions, and Live item shares.
- Shared storage shows how much of your plan's space this vault uses.
- To handle lists what is waiting on you, for example an access to prepare or an invitation that expires within 48 hours. Each line opens the tab where you can act.
- Vault details sums up the owner, the members, the vault key and the creation date.
- Pinned note shows the item an admin has highlighted for everyone. To pin one, an admin right-clicks it in the vault and chooses Pin to overview.
Members
- Give access to this vault (owner and admins) invites someone, like the Share button of the vault. See Invite people and manage members.
- You shows your own safety number, the one you read to someone who checks your key. Copy copies it, Show large displays it in big type to read it out loud. The line The server publishes your key, and it is the latest one logged means everything is in order.
- The Members table lists each person with their role and the date they joined. The owner and the admins also see a Trust column. With six members or more, or when a key has changed, filters let you show only Viewers or only the people marked Key changed.
The Trust column tells you what this device knows about each person's key:
| State | Meaning |
|---|---|
| Verified | You compared their safety number, on this device. |
| Seen | The key hasn't changed since this device first saw it, but nobody has compared the number yet. |
| Key changed | Their key changed since this device last saw it. It may be a new device, or a key that isn't theirs. Compare the number before trusting it again. |
| No key | The person hasn't opened Filarr yet, so nothing can be sealed for them. |
Click a person's trust state to open their safety number. After comparing it with them, click I compared this number. Verifications stay on this device: they aren't shared with the other members.
On a person's row, admins can change the role, Transfer ownership (owner only) and Remove the person. Check several rows to change their role or remove them in one go.
At the bottom of the tab, One-off access (owner and admins) lists the people outside the vault who can open a single item, and lets you revoke them all. A one-off access is a read-only access to a single file or folder, for someone of your shared space who isn't a member of the vault. An admin gives it with a right-click on the item, then Share with a person…, or Share folder with a person… for a folder.
Invitations
This tab is for the owner and the admins.
- Pending invitations: the vault invitations that carry a sealed key and wait for an answer. The invitations sent today with Share don't show here: follow them under Access being prepared. On each one, Resend sends it again and the old link stops working. A button such as Extend by 7 days pushes the deadline back. Revoke takes the invitation back. A badge flags an invitation that Expires soon, or one To re-issue after the vault key changed.
- Access being prepared: the people you promised access to, and what each one is still waiting on. See details opens the steps and the key check. Call off the promised access cancels it.
- Recent responses: the invitations accepted or declined in the last 14 days. Filarr sends no notification: this list is the only trace.
- Lapsed (last 30 days): the invitations that expired or were revoked, with Re-invite.
Activity
The list shows who did what, and when: people who joined, files added, key changes and more. Filter it by category, by event, by person, and by period (Last 7 days, Last 30 days, Last 90 days or All time).
Export saves the list as CSV (spreadsheet) or JSON (machine-readable). Filarr builds the file on your device and sends nothing to the server.
Filarr records a vault's activity when its owner has a paid plan, and always in Teams and Enterprise organizations. Otherwise, the tab says that activity is not journaled in this space.
Settings
This tab is for the owner and the admins. Change what you need, then click Save.
Enforced by the server: the server applies these rules itself, whatever app a member uses.
| Setting | What it does |
|---|---|
| Invitation validity | How long a vault invitation stays usable: 1, 3, 7, 14 or 30 days. 7 by default. It doesn't change invitations to your shared space, the ones Share sends, which always last 7 days. |
| Default role | The role selected when you invite someone. You can still pick another one each time. |
| Remind automatically 48h before expiry | Filarr sends a pending vault invitation again, once, two days before it lapses. On by default. Invitations to your shared space get no reminder. |
| Per-item sharing | Lets an admin give one person access to a single item. Turning it off stops new ones only. |
| Maximum per-item expiry (days) | Caps how long such an access lasts. Setting a cap makes an expiry mandatory. |
| Deleting is admin-only | By default, whoever added an item can move it to the trash. Turn this on to keep that for admins. |
| Trash retention | How long deleted items stay recoverable: 7, 14, 30 or 90 days. 30 by default. |
| Revisions kept per item | How many earlier versions of each item Filarr keeps, from 1 to 10. 3 by default. |
| Cap for this vault (GB) | The most this vault may take up. Leave empty for no cap. |
Applied by your app holds the Short description of the vault. It is encrypted: only the members can read it.
Lower on the page, Vault key tells which key the vault uses, when it last changed and whether every member and invitation is up to date.
Danger
- Transfer ownership (owner only): open the Members tab and click Transfer on the person's row. They become the owner, you become an admin, and nothing is re-encrypted.
- Renew the key without removing anyone (owner and admins): Renew the key gives the vault a new key and seals it for every current member. It protects the items added from now on. Invitations sealed with the old key have to be re-issued.
- Freeze the vault (owner and admins): closes a finished project without destroying it. Everyone keeps reading and downloading, but nobody can add, change or delete anything. Any admin can click Unfreeze the vault later.
- Vault trash (owner only): Empty the trash destroys everything in it, with all versions. Type DELETE to confirm.
- Leave vault (everyone): you lose access, and the vault stays for the others.
- Delete vault (owner only): the vault disappears for every member at once. It stays recoverable for 30 days from the Filarr Trash page, then its content is erased for good.