What are bank documents

Bank documents are digital records related to your company’s bank accounts, stored in one secure place for quick access and reference. These may include account statements, contracts, authorizations, correspondence with banks, or any other files relevant to managing your financial accounts. Keeping these documents organized ensures that financial and compliance-related information is always accessible when needed. 

In Vault Synapse, you can view, manage, share, and filter bank documents directly within the Bank Accounts module, making it easy to keep track of all documentation linked to each account. 

Viewing bank documents

To access bank documents, open the Bank Accounts module, select an account from the dashboard, and click Open. Then, navigate to the Bank Documents tab. 

The documents are displayed in columns: 

• Date – Shows when the bank document was created or uploaded. 
• Files – Stores uploaded files; click on any file to view it. 
• Title – Displays the name of the document. 
• Last Change – Shows who last updated the document and when. 

The action menu (…) at the end of each document row allows you to edit, deactivate, or share the document. 

Filtering bank documents

You can filter bank documents to quickly locate specific files. Filters are available for: 

• Tags – Search by custom tags assigned to documents. 
• Year or Month – Narrow results to a specific time period. 
• Status – Choose to view only active, inactive, or all documents. 

How to add a bank document 

Open the bank account of your choice and click on the Bank Documents tab in the navigation header. Then, click the Add New button in the top-right corner. The Add New Document modal window will appear. 

In the form, complete the following fields: 

• Title (required) – Enter the name of the document. 
• As of Date (required) – Specify the date of the document itself, not the date of filing. 
• Tags – Optionally, add tags to help with easier searching later. 
• Attachment – Drag and drop files or upload them from your desktop or a cloud-based storage service. 

When you have finished, click Save to add the document, or Save & New if you wish to add more documents immediately. 

How to edit a bank document

From the bank documents list, select the document you want to edit and click the … (more) icon at the end of its row. Choose Edit from the menu. 

A modal Edit Document window will appear. Update the information as needed and click Save. In this window, you can also download or delete any attachments linked to the document. 

How to deactivate a bank document

In the bank documents list, find the document you want to deactivate and click the … (more) icon at the end of its row. Select Deactivate. 

If you are sure about deactivating the document, confirm by clicking OK. The document will no longer appear in the active list but will remain accessible in the inactive items view. 

How to share a bank document

From the bank documents list, locate the document you want to share and click the … (more) icon at the end of its row. Choose Share. 

 A modal Share with External Participant window will open. Complete the following fields: 

• Shared Spaces – Select an existing shared space from the dropdown list or create a new one. 
• Shared Space Name (required) – Enter the name of the location where the document will be stored. 
• External Participant Email (required) – Provide the email address of the recipient. 
• Shared Space Item Name – Confirm or edit the name of the document you are sharing. 
• Expiration Date – Use the date picker to set when the sharing link should expire. 

Once all fields are completed, click Save to share the document.