The vault

The Vault is the file management area of the system. It allows you to upload data files into Shared Travel Services as well as download files from Shared Travel Services for upload into your organization’s finance (ERP) system. It is a heavily encrypted and secure area, therefore it may take a little longer to load in your browser.

The Vault is where files are transferred securely across the internet but the data itself is not processed as part of this transfer. Data processing is managed by the Refresh interfaces area of the system.

The folders in the Vault are:

• Inbox. Where all files uploaded into the system are initially stored.
• Outbox. Where all files to be downloaded from the system are stored.
• Archive. Where all archived files are stored.
• Documentation. A shared folder accessible by all solution users. This folder is used by the Shared Travel Services team to distribute company-wide documents.
• Trash. Where all files deleted from the Vault are placed until the system automatically empties the trash.
• Audit Search. If you have the Admin - Company Vault Audit option enabled, this folder contains the vault's change history (file uploads, downloads, deletions or relocations).

Vault size limit

By default, your Vault size (combined size of the Inbox, Outbox and Archive folders) is limited to 20MB, however, your organization may have customized that limit up to 100MB.

Shared Travel Services only refers to, and uses, its Vault size limit when you attempt to upload a file. If the file will cause the combined content of the Inbox, Archive and Outbox folders to exceed the limit by two times (e.g. 40MB for the default Vault size or 200MB for the maximum customized limit), the solution stops the file from uploading.

Note: The Vault size limit does not prevent Shared Travel Services from generating and placing system-generated files such as extracts into the Outbox, however we strongly recommend you regularly delete old extract files to prevent your Vault getting too big.

Automated Vault maintenance

To minimize the size of your Vault, Shared Travel Services automatically empties the Trash folder every day, and deletes files from the Archive and Outbox folders when they are older than three months.