Security, Vaults & Access Help Guide

Lumi Security

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Security Tips 

Our top suggestions for keeping your information secure:

• Regularly change your Lumi passwords, do not use the same or common passwords across multiple applications. 
• Be mindful where you store, write or share passwords. 
• Regularly monitor your User access via your user page, and make sure any old staff no longer have access.
• Make sure you're using the appropriate user levels, and only giving Admin privileges to senior staff
• Use Vaults to control access to confidential information in your Project
• Investigate any other software you are using that allows staff to easily copy and paste in bulk onto personal devices (ie server folders and google drives) 

Vaults

Vaults are used to restrict access to items e.g. Cards, Boards, Kanbans, Lists, Documents & Media.

Every Lumi User has a Personal Vault, and you can create a Team Vault to limit the access to specific items to a group within your Lumi Project.

To create a new team vault, go to Vaults by pressing the shield icon in the column on the left and then press the plus

Give your Vault a name, then "Add". 

This is your new Vault! You are the only one in here, as the owner, you can add some other users. 

To add new users, simply search for them and tick the box next to their name. 

To remove a user from the Vault, press the bin icon next to their name.

Adding Items to Vaults

Adding Cards, Boards, Lists and Kanbans to a Vault:

To add one of these items to a Vault, enter the item e.g. a Card, press the dropdown menu between the favourites star, and the three dots. Then "Manage Access" and select which Vault to add it to.

The item will become inaccessible to anyone not in the Vault.

Note: You cannot add a card to a Private/Personal Vault unless you are the owner of that card.

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Adding Specific Documents & Media to your Vault:

Go to the Project Library by hitting the bookcase icon on the far left

Then find your File and press on the button with the three little dots next to it and select 'Manage Access' 

Select 'Users with access to a specific vault'. 

You'll now notice this Vault icon wherever this document exists, and only users in that Vault will be able to see it.

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Add Multiple Items to a Vault

You can change the access of multiple items to a Vault at once via the bulk actions menu in your Project Library. 

Go to your Project Library via the bookcase icon in the left-hand column.

Filter your search by typing into the search bar or filtering by Cards and a Card Category in your Project from the dropdown menu. You can filter by Fields or hashtags or anything else you have used to identify which items you want to add to a Vault.

From this search, select one item and the bulk actions menu will appear in the top right corner. Select the double ticks to select all items in your search. 

After you have selected all of your items, press the Vault icon in the bulk actions menu.

This will open a window that lets you manage access to all of these items. They are currently set to "Everyone in this project" allowing everyone with access to the project access to these items. Press "Only me" to put them in your personal Vault (this will restrict the access to all of these items to anyone in your project except for you) or "Users with access to a specific vault" to set the access to a team Vault with multiple users.

If you hit the third option, it will let you select an existing Vault that you have access to in your Project from a dropdown menu (you cannot add items to a Vault that you do not have access to). You will notice "Include Media" is automatically turned on, so that when you Vault these Cards all of the attached media will also be added to the Vault. To turn that off click the slider. When you have made your selections hit "Set Access" in the bottom right corner to save.

Accessing Items in a Vault

You can access your items anywhere in Lumi, you don't need to go to your Vault to find them.  They will just be hidden from anyone that doesn't have access. 

Or, you can click into your Vault from the Vault page and it will take you to the Project Library showing you everything in that Vault.

What do people see who aren't in the vault?

If you try to view a vault you are not a part of - you will only be able to see the total number of items stored in the vault and the owner of the vault.

If a file is vaulted - it will still appear in the project. However. will be renamed to 'Vaulted Item' and will have the 'Vault' icon displayed. 

Archiving

Vaults are also a useful tool to archive content after a project or stage of the project has completed. The content will still remain on Lumi and is linked to your project - but won't clutter the current activities of your team.