What are Vault Photos?
Vault photos are pictures you can take of storage locations (vaults) to document where items are stored. These photos serve as visual proof that items have been placed in a specific storage location and help with chain of custody documentation.
Unlike regular item or job photos, vault photos are:
Location-specific: Automatically linked to the storage location where they were taken
Proof of storage: Show the physical state of stored items
Timestamped: Automatically recorded when and where they were taken
Easy to capture: Take photos directly from the vault view in the Custody tab
When to Use Vault Photos
Best for:
Documenting that items have been moved into storage
Chain of custody verification
Insurance or compliance documentation
Before/after photos of storage areas
Proof of item condition at time of storage
Tracking how storage areas are organized
Examples:
Taking a photo after loading items into a storage unit
Documenting the arrangement of boxes on shelves
Recording serial numbers or labels visible in storage
Showing the overall state of a storage facility
How to Take Vault Photos
From the Mobile App
Open your job in the mobile app
Navigate to the Custody tab
Select a vault/storage location:
Tap Scan Location to scan the vault's QR code, OR
Tap Select Location to choose a vault from your list
Once in the vault view, tap the Take Vault Photo button (green camera button)
Capture one or more photos using your device camera
Tap Done when finished
The photos are automatically:
Linked to the vault location
Tagged with vault metadata
Added to your job's photo collection
Queued for upload when online
Offline Support
Vault photos work in offline mode:
Photos are saved locally when captured
Automatically queued for upload
Synced when you reconnect to the internet
No loss of data if connection drops during capture
Where Vault Photos Appear
In the Mobile App
Vault View: Vault photos appear as thumbnails directly in the vault view. Tap any thumbnail to view all photos in full screen.
Job Photos: Vault photos also appear in the overall job photo gallery, automatically tagged with the vault name
Offline Queue: See pending uploads in sync status
In Reports
Vault photos appear together with job photos in all reports:
Photo Reports: Vault photos are included with job photos and can be filtered by vault/location
Job Summary Reports: Vault photos appear in the photos section alongside other job photos
Job/Room Photo Report: Vault photos are included with all other job-related photos
FAQ
Q: How are vault photos different from regular job photos?
A: Vault photos are specifically linked to storage locations. They're designed for documenting where items are stored, while job photos document the items themselves.
Q: Do vault photos count toward my storage quota?
A: Yes, vault photos count as job photos and use your organization's storage allocation.
Q: Can I take vault photos when offline?
A: Yes! Vault photos work fully offline. They're saved locally and automatically uploaded when you reconnect.
Q: How many vault photos can I take?
A: There's no specific limit per vault. Take as many as needed to properly document the storage location.
Q: Can I delete vault photos?
A: Yes, vault photos can be deleted from the custody section or job photos section like any other job photo.
Q: Will vault photos appear on customer-facing reports?
A: This depends on your report settings. If you choose to share Job Photos, the Vault Photos will be shared as well.
Tips
For Storage Facilities
Take photos when items arrive at the facility
Capture wide shots showing overall organization
Document any special storage conditions (climate control, security)
Photograph labels and location markers for easy retrieval
For Insurance Documentation
Include photos from multiple angles
Ensure item labels and tags are visible
Capture timestamps by taking photos immediately upon storage
Keep photos organized by vault/location
For Chain of Custody
Take photos at every storage transition
Document the condition of packaging
Show the storage environment
Include any security measures in frame
Troubleshooting
Photos not appearing after upload
Check your internet connection status
Wait a few moments for sync to complete
Verify you're viewing the correct vault
Check the job photos section
Camera won't open
Grant camera permissions in device settings
Restart the app
Check that your device has available storage
Update to the latest app version
Photos lost after offline capture
Check the offline queue/sync status
Photos are saved locally until uploaded
Don't uninstall the app before syncing
Contact support if photos are missing after sync
Can't find the vault photo button
Ensure you're on the Custody tab
Open a specific vault (not the vault list)
Update to the latest app version (feature requires v2.x or higher)
Check that you have permission to add photos
Related Articles
Custody Report - Generate reports including vault photos
Add job images - General guide to adding photos
Export Reports - Include vault photos in exported documentation