Secure information storage through Zoho Vault
Topics covered in this article
This article explains how to use Zoho Vault to securely store credentials, private passwords, files, codes, etc.
Who is this article for?
Everyone within the organization.
Prerequisites
Before proceeding, ensure you:
- Have access in your computer or phone, to Zoho Vault
Vault interface
The first time you access Zoho Vault, you will see a screen like this one:
1. To the left, you have the application's menu. These menus give you access to your dashboard, passwords, folders, apps, reports, etc.
2. Search: allows you to quickly search within the information that is currently being displayed
3. Quick add: allows you to quickly add a new site, password, folder, etc.
Understanding your dashboard
Click on the "Dashboard" menu to the left to access your personal dashboard. This will give you access to information like the number of passwords, folders, file attachments, etc. that you have stored within Zoho Vault. From here, you can also review the "Password assessment score" which is an indicator of how strong and secure are the passwords stored within your Zoho Vault account:
Make sure to check how many weak, reused, old, recycled, etc. passwords you have, for a great security practice would be to have none in these categories. On the bottom of this screen, you can have an overview of all passwords and check statistics like the password actions and frequently accessed passwords:
Managing passwords
This is the most importan part of the system as it allows you to manage your passwords. To access it, click the "Passwords" menu. To the left, you will see different categories [1] (all passwords, favorites, shared with me, etc.) and to the right [2], you will have access to each of the records you have registered in Zoho Vault:
Click on any password to access it. From here, you can copy the password, launch the site, share it, edit it, duplicate it, move to trash, etc. [1] and you can see the actual information [2]:
You can also select one or more passwords and click the "More" button to execute several operations:
To add a new password, click the "Add" button and select the type of data you want to store:
Enter the required information and press "Save" when done:
- Category: select the category the information you are entering belongs to
- Name: the name of the service or password you are recording
- Folder: choose a folder to store the password in
- User name and password: the name of the user and the password needed to access the service
- URL: the address to access the service
You can also add notes, tags and additional fields (like attachments or description) to a registry.
Managing folders
A great way to store your passwords is by creating folders and use them as categories. For example, you could have a "Bank logins" and store inside of it, every bank-related password. To manage your folders, click the "Folders" menu:
Here, you can see all the folders you've created. To create a new folder click the "Create folder" button to the left and then enter the required information:
You can create the new folder as a subfolder of an existing one and you can also select which passwords you want to move right away to the newly created folder. Click the "Create folder" button when everything is filled up. Finally, from this view you can select any folder [1], execute some actions like share it, transfer ownership (to pass the folder to a teammate), move to another folder or delete it [2] or you could edit it [3]:
Other menus
Asides from the Passwords, Folders and Dashboard menus, you could access other Zoho Vault's options:
- Apps: allows you to configure sign-ons for different web applications, so that you don't need to enter your username and password manually, every time you visit them. It's important to note that this apps must be first enabled by a super-admin of the organization
- Audit: allows you to review the activity related to each password, including information like the time and IP address a password was accessed or viewed and who did it
- Reports: gives you access to a comprehensive set of reports that help you understand how you are using Zoho Vault and gain useful insights related to password access, security, strength, etc.
You can always use the "Search" option on top of the screen, to look for information related to your passwords:
Next steps
Now that you know how Vault works, you can install the app in your iPhone or android phone. There's also browser extensions to ensure you have access to your passwords easily from your web browser.
Additional resources
Related Articles
Zoho One initial setup
Topics covered in this article When you first start working with Zoho One, there are some things to adjust to ensure everything is correctly set and ready for you to do your job. This article describes these things. Who is this article for? All ...Store, share and work with files using Zoho Workdrive
Topics covered in this article This article explains how to use Zoho Workdrive to manage, share and work with your files in the cloud. Who is this article for? Everyone within the organization. Prerequisites Before proceeding, ensure you: Have access ...Introduction to Zoho Sprints
Topics covered in this article This article covers Zoho Sprints, the Zoho app used to work with projects that are developed based on agile frameworks. Who is this article for? All employees. Prerequisites Before proceeding, ensure you: Have access to ...Creating surveys through Zoho Survey
Topics covered in this article This article explains to create surveys using Zoho Survey. Who is this article for? Everyone within the organization. Prerequisites Before proceeding, ensure you: Have access in your computer or phone, to Zoho Survey ...Introduction to Zoho Connect
Topics covered in this article This article is an introduction to Zoho Connect. Who is this article for? Everyone within the organization. Prerequisites Before proceeding, ensure you: Have access in your computer or phone, to Zoho Connect About Zoho ...