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How To... Use The Vault — AI-Powered Document Upload & Categorization

The Vault is FutureFeed's secure document repository with AI-powered categorization. Upload compliance documents, let the AI suggest categories and tags, then review and accept them into your document inventory — eliminating the need for manual categorization.

 

Where to Find The Vault

The Vault appears as a sidebar panel on the left side of your Compliance Dashboard when you navigate into any company. It is always accessible from the dashboard and can be expanded or collapsed based on your preference.

Expanded view shows:

  • "THE VAULT" title with "Secure Repository" subtitle
  • A circular Secure Upload drop zone
  • A circular Vault Inventory status card

Collapsed view shows:

  • A small arrow button to expand
  • An upload icon (click to upload)
  • A status icon showing the pending review count (if any)

Tip: The Vault remembers your expand/collapse preference between sessions.

 

Uploading Documents

Method 1: Click to Browse

  1. In the expanded Vault sidebar, click the Secure Upload circle (cloud upload icon).
  2. A file browser dialog will open.
  3. Select one or more files.
  4. The upload begins automatically.

Method 2: Drag and Drop

  1. Drag a file from your desktop or file explorer.
  2. Drop it onto the Secure Upload circle in the Vault sidebar.
  3. The drop zone highlights green when a file hovers over it.
  4. Release the file to begin uploading.

Upload Limits

  • Maximum file size: 50 MB per file
  • Supported formats: All file types accepted
  • Multiple files: Multiple files can be uploaded and will be processed sequentially

What Happens After Upload

Once a file is uploaded:

  1. The file is securely stored in FutureFeed's AWS GovCloud environment.
  2. An AI classification job is created to analyze the document content.
  3. The AI suggests a document category (e.g., Policy, Procedure, Plan).
  4. If AI tagging is enabled, the system also suggests relevant CMMC practice control tags.
  5. The document moves to the "Awaiting Review" state in the Vault Inventory.

Reviewing & Categorizing Documents

When documents are awaiting review, the Vault Inventory card displays:

  • Number of Processed documents
  • Number of Awaiting Review documents
  • An "Action Required" badge (shown in orange when documents need attention)

 

Opening the Review Modal

Click the Vault Inventory circle to open the full-screen "Review & Categorize Documents" dialog.

 

Review Modal Features

The review modal displays a table with the following columns:

Column Description
Checkbox Select individual documents, or use the header checkbox to select all
Document File name and upload details (date, uploaded by)
Suggested Category AI-suggested category with a dropdown to change it
Tags AI-suggested CMMC practice control tags (expandable to view/edit)
Expected Document Coming soon. This column will map documents to expected compliance artifacts in a future update. It is currently visible in the modal as a disabled dropdown displaying "Coming soon."

 

Available Document Categories

The AI will suggest one of the following categories:

  • Additional Evidence
  • Agendas
  • Assessment or Audit
  • Configuration Items
  • CRMs
  • Diagrams
  • Lists
  • Plans
  • Policies
  • Procedures
  • Worksheets

Changing a Suggested Category

If the AI suggestion is incorrect:

  1. Click the Suggested Category dropdown on the document row.
  2. Select the correct category from the list.
  3. The change is saved automatically.

Managing Tags (CMMC Practice Controls)

When AI tagging is enabled, the Tags column shows a green badge with the number of suggested tags. To view and manage tags:

  1. Click the green tag count badge or the "Show" link to expand the tag section.
  2. View existing tags — Each tag displays as a blue chip with three parts: the framework name (e.g., "CMMC Level 2"), the control ID in bold (e.g., "3.1.1"), and the tag title (e.g., "Authorized Access Control").
  3. Remove a tag — Click the red X button next to any tag to remove it.
  4. Add a tag — Use the search field to find controls by ID or keyword (e.g., "AC.1.001" or "access control"), then click a result to add it.

Note: Tags are sorted numerically by control ID.

Accepting Documents

Once you've reviewed the categories and tags, you have two options:

  • Accept Selected — Select specific documents using checkboxes, then click the green "Accept Selected (N)" button. Only the selected documents are added to your inventory.
  • Accept All — Click the blue "Accept All (N)" button to accept all documents at once. The modal closes automatically after accepting all.

When documents are accepted:

  1. The AI-suggested (or manually adjusted) category is applied.
  2. Tags are synced to the inventory item (existing tags are replaced with the final selection).
  3. The document is added to the appropriate section in your Tools & Documents inventory.

Deleting Documents

If a document was uploaded by mistake or is no longer needed:

  1. Select the document(s) using checkboxes.
  2. A red "Delete Selected (N)" button appears in the header.
  3. Click it and confirm the deletion in the dialog that appears.

Warning: Deleting a document from the Vault is permanent and cannot be undone.

 

Processing States

During AI processing, you may see the following states:

State Indicator Description
Categorizing Spinning loader in the Category column AI is analyzing the document to suggest a category
AI Tagging Spinning loader in the Tags column AI is identifying relevant CMMC practice controls
Ready for Review Category dropdown and tag count visible AI processing is complete; the document is ready to review
Timed Out Processing stops after 60 seconds If AI takes too long, the document can still be categorized manually

Note: The Accept buttons are temporarily disabled while documents are being processed. They become available once processing is complete.

 

Tips & Best Practices

  1. Review AI suggestions before accepting — Always verify that the suggested category matches the document's actual content.
  2. Use meaningful file names — Clear file names make it easier to identify documents in the review list.
  3. Upload in batches — Upload multiple documents and review them all at once in the Review modal.
  4. Check the Vault regularly — The Vault Inventory shows an "Action Required" badge when documents need review, and the count refreshes automatically every 30 seconds.
  5. Leverage AI tags — AI-suggested tags connect your documents to specific CMMC practices, supporting assessment readiness and evidence mapping.

 

Frequently Asked Questions

Q: Where do accepted documents go? A: Accepted documents are added to your company's document inventory under the category you selected (or the AI-suggested category). You can find them in the Documents section of the navigation bar.

Q: Can I change the category after accepting? A: Yes. Once a document is in your inventory, you can edit its details and update its category through the standard document management interface.

Q: What file types does the Vault support? A: The Vault accepts all file types. Common compliance documents include PDFs, Word documents (.docx), Excel spreadsheets (.xlsx), and images (.png, .jpg).

Q: Is there a limit on how many documents I can upload? A: There is no limit on the number of documents. Each individual file must be under 50 MB.

Q: Who can see documents in the Vault? A: Documents uploaded to the Vault are scoped to the company they were uploaded to. Users with access to that company can see and manage Vault documents.

 

Questions? Contact support@futurefeed.co

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