Lumi Security

Lumi is deployed on Microsoft Azure’s SaaS service.

The App and document servers are hosted in Microsoft Azure data centres in the “Australia East” region (in NSW, Australia).

All data in Lumi is kept safe in Azure’s double encrypted, offsite redundant backup storage. All media (documents, images etc.) and the database data itself are encrypted in transit (SSL) and at rest.

Azure provides extremely secure facilities with world-class back-up and security.

Our Azure servers are fronted by CloudFlare for DDoS protection, caching speed of delivery, and web threat shielding. For more information see: 

Microsoft provides an incredibly high level of data security that far exceeds what most, even large, companies achieve when self-hosting.

You can find more information on Microsoft’s security standards and procedures here: 

By using the Microsoft Azure SaaS platform Lumi gains the backing of the Azure Security Center (ASC) that helps prevent and detect threats with tools that monitor traffic, collect logs, and analyze these data sources. Security Health Monitoring in ASC helps identify and solve potential vulnerabilities. Microsoft has a detailed Security Incident Response Management and notification process specific to Azure and maintains security certifications for Azure, including ISO 27001, SOC 1 & 2 Type 2, FedRAMP, and PCI Level 1.


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 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. 

Press the plus button in the Vault heading and search for users in Lumi to add. 

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

You may want to change the owner of the Vault as they are responsible for adding and removing users. As the owner, you can edit the owner by pressing the pen icon next to your name, then the cross next to your name, search for another user and "Assign Owner". 


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 notifications bell, and the three dots then "Add to Vault" 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.


Adding Documents & Media to your Vault:

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

Then find your File 

Press on the button with the three little dots next to it and select Add to Vault 

Find your Vault and hit save 

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


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 the access of 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.