User Guide

1. Introduction

VaultStash is a secure document storage application that keeps your important files protected with military-grade encryption. Think of it as a digital safe that only you can open.

Key Features

• Store text notes and file attachments securely
• 5-digit PIN protection with AES-256-GCM encryption
• Works completely offline — no internet required
• No accounts, no cloud storage, no data collection
• Organize with tags and search instantly
• Preview images and PDFs directly in the app
• Inbox folder for automatic file imports

2. Getting Started

When you first launch VaultStash, the app will guide you through creating your secure PIN. This PIN is the only key to your vault — there's no password recovery or backup access.

3. Creating Your PIN

To set up your vault:

1. Launch VaultStash — you'll see the PIN creation screen
2. Enter a 5-digit PIN in the first field
3. Confirm your PIN by entering it again in the second field
4. Click 'Create PIN' to finalize your vault setup

Choosing a Good PIN

• Avoid obvious patterns like 12345 or 00000
• Don't use easily guessable numbers like birthdays
• Choose something memorable but not obvious to others

4. Unlocking Your Vault

Each time you open VaultStash, you'll need to enter your PIN to access your documents.

To unlock:

1. Enter your 5-digit PIN using the number buttons or your keyboard
2. The vault will unlock automatically when you enter the correct PIN
3. If the PIN is incorrect, you'll see an error message — try again

5. Managing Documents

Creating Notes

1. Click the '+ New Note' button in the toolbar
2. Enter a title for your note
3. Write your content in the text area
4. Add tags (optional) to organize your note
5. Click 'Save' to store your encrypted note

Adding Files

1. Click the '+ Add File' button in the toolbar
2. Select a file from your computer
3. The file will be encrypted and added to your vault
4. You can add tags to organize your files

Supported File Types

VaultStash can store any file type. Images (PNG, JPG, GIF) and PDFs can be previewed directly in the app. Other file types can be exported to view with external applications.

Editing Notes

Click on any note card to open the editor. Make your changes and click 'Save'.

Deleting Documents

1. Open the document you want to delete
2. Click the 'Delete' button
3. Confirm the deletion in the dialog

Exporting Files

To export a file attachment to your computer:

1. Click on the file to open the preview
2. Click the 'Export' button
3. Choose where to save the decrypted file

6. Inbox Folder NEW

The Inbox folder provides a convenient way to automatically import files into your vault. Simply drop files into the inbox folder, and VaultStash will automatically encrypt and import them.

How It Works

1. Locate your inbox folder at inbox/ (next to your VaultStash app)
2. Copy or move files into the inbox folder
3. When your vault is unlocked, VaultStash checks the inbox every 10 seconds
4. Files are automatically encrypted and imported into your vault
5. A notification appears showing which files were imported
6. Original files are removed from the inbox after successful import

Inbox Features

• Files are automatically tagged with "inbox" for easy identification
• Auto-tagging adds category tags (image, document, etc.) if enabled
• Hidden files (like .DS_Store) are automatically skipped
• Only works when your vault is unlocked — files wait safely until you log in

7. Using Tags

Tags help you organize and find your documents quickly. You can add multiple tags to any document.

Adding Tags

1. Open a note or file preview
2. Type a tag name in the 'Add tag...' field
3. Press Enter to add the tag
4. Repeat for additional tags

Tag Suggestions

As you type, VaultStash will suggest existing tags from your vault. Click a suggestion to quickly add that tag.

Removing Tags

Click the 'x' on any tag to remove it from a document.

Auto-Tagging

Enable auto-tagging in Settings to automatically add category and year tags to new documents. For example, an image file might automatically get tagged with 'image' and '2025'.

8. Search & Filter

Use the search bar to find documents by title or tag.

Search Tips

• Type any word to search titles
• Type a tag name to filter by tag
• Results update as you type
• Clear the search box to show all documents

9. Settings

Access settings from the menu (three dots) in the top-right corner.

Theme

Choose between Light, Dark, or System theme. System follows your computer's appearance settings.

Auto-Tagging

Toggle automatic tagging for new documents on or off.

Vault Statistics

Click the info icon in the header to view vault statistics including:

• Total vault size
• Number of notes and files
• Available drive space

10. Security Information

VaultStash uses industry-standard encryption to protect your data.

Encryption Details

• AES-256-GCM — The same encryption used by governments and banks
• Argon2 — State-of-the-art key derivation from your PIN
• Local Storage — Your data never leaves your device

What This Means

Without your PIN, your encrypted files are essentially impossible to read. Each document is encrypted individually, and the encryption key is derived from your PIN using a computationally intensive process that makes brute-force attacks impractical.

Important Security Notes

• We cannot recover your PIN or data — ever
• Your vault file can be backed up like any file
• The backup is still encrypted and requires your PIN
• Keep your PIN secret and your device secure

11. Tips & Best Practices

Backup Your Vault

Your vault is stored in a single encrypted file. Consider backing up this file regularly to an external drive or secure location. The backup remains encrypted and secure.

Organize with Tags

Develop a consistent tagging system. Common categories might include:

• Document types: receipt, contract, photo, password
• Status: urgent, archive, pending
• Projects: work, personal, travel

Use the Inbox Folder

For frequent file imports, create a shortcut to the inbox folder. Drop files there and they'll be automatically encrypted when you unlock your vault.

Lock When Away

Always lock your vault when stepping away from your computer. Use the lock button or simply close the application.

Keep Your PIN Safe

Consider storing your PIN in a physical safe or safety deposit box until you've committed it to memory.

12. Troubleshooting

"Wrong PIN" Error

Double-check that you're entering the correct PIN. PINs must be exactly 5 digits. If you've forgotten your PIN, unfortunately there is no recovery option.

File Won't Open

Some file types can only be viewed by exporting them. Export the file and open it with the appropriate application on your computer.

App Won't Start

Try restarting your computer. If the problem persists, check that your vault file hasn't been moved or deleted.

Inbox Files Not Importing

The inbox only works when your vault is unlocked. Make sure you've entered your PIN and the main vault screen is visible. Files are checked every 10 seconds.

Need More Help?

Visit our FAQ page for more answers, or contact us at [email protected].