ozowVault

Merchant documents, safely requested, held and shared.

  • Every upload is scanned before anyone sees it
  • Stored encrypted, viewed as page images only
  • Archived when the relationship ends

Ozow internal tool

Ozow staff

Welcome back

Sign in with your Ozow Microsoft account. Your role decides what you can see.

Need access? Log a ticket with the IT service desk for an ozowVault role.

I am a merchant

Your link has closed

No problem. Pop in the email address the link was sent to, and we will ask the person at Ozow who sent it to open it again for you.

You do not need an account. The link in your email is all you need to upload.

I am a merchant

Thank you, we have let them know

If this address is on our records, the person at Ozow who sent your link will open it again. You will get a new email when it is ready.

Ozow will never ask for your password, PIN or OTP.

ozowVaultRequested, held and shared safely

Do

Approve

Admin

Help

Appearance
ozowVault

Home

    Roles

      Loading...

      Where should we get started today?

        Your recent requests

        All your requests

        Waiting on you

        Approvals show for admins only.

        Request documents from a merchant

          Add a new merchant

          Up to 4, separated by commas, on any of the merchant's own domains. Later requests to these domains go without approval; any other domain needs an administrator to approve it. This is the only time domains can be added without approval.

          ozowVault issues the merchant ID. The contact receives upload links for this merchant. No address may be on one of our own domains.

            Separate several addresses with commas, up to 5. They all receive the same email and link.

            Our own addresses cannot receive a merchant's link. The link must stay secret to the merchant: it is how ozowVault shows the documents came from them. Staff may never receive, forward or use a merchant's link themselves.

            The link goes to the merchant's registered contact unless you change the addresses. Any change, including adding addresses to the registered contact, needs your confirmation and is recorded in the audit trail. You will not see the link.

            Your request

            Merchant
            Not chosen yet
            Documents
            None chosen yet
            Link goes to
            The registered contact
            Link stays open
            Reminders

            Change the link period and reminders for one merchant on their merchant page, under Requests and links.

            We will let you know as each document arrives.

            A merchant's documents and requests

              Merchant

              Change this request

              This request went to addresses typed by staff, which ozowVault stores only as fingerprints. Type the same addresses again; a different address needs a new request.

              Every file the merchant sent

              Links and reminders for this merchant

              Administrators and anyone who has sent this merchant a request can change these. They apply to new requests, reopened links and the next reminders.

              Everything recorded for this merchant, newest first. Times are UTC.

              Why do you need to see ?

              You will see page images for 15 minutes, watermarked with a code made from your username. The time and your reason are kept in the audit trail.

              . Access ends in .

              Ask to download

              An administrator other than you approves or rejects this within 7 days. Once approved, you can download it once within 24 hours: a clean PDF rebuilt from the page images, with your watermark on every page and its text searchable. The original never leaves ozowVault.

              My downloads

              Approvals

              Every decision of the last 30 days, newest first: downloads, new links, contacts, addresses, deletions and legal hold releases. The full record of each is in the audit trail.

              Offboardings whose deletion would be due within 30 days, and asks to lift a legal hold. Nothing is deleted until another administrator approves, and then no sooner than the grace period from the approval. You cannot decide your own, and one not decided within 7 days lapses.

              1. OffboardedOr a legal hold release asked for, with a reason
              2. You decideWithin 7 days, never your own
              3. Grace periodNothing is deleted sooner than the grace period from approval
              4. DeletedEvery copy, then the registry entry, recorded in the audit trail

              Approve only where the justification needs a copy outside ozowVault. The requester then has 24 hours to download it once, watermarked. You cannot decide your own request.

              1. AskedA reason is given
              2. You decideWithin 7 days, never your own request
              3. EmailedThe requester hears either way, with the 24 hour window if approved
              4. DownloadOnce, within 24 hours, a watermarked PDF
              5. RecordedAll of it, in the audit trail

              A bank or partner contact needs two different administrators to approve it, neither of them the one who added it. Check the addresses before approving: once approved, Vault can send to them.

              1. AddedAn administrator adds a bank or partner team
              2. Approval 1An administrator who did not add it
              3. Approval 2A second, different administrator
              4. ReadyUsable for shares, checked yearly. Every step is in the audit trail

              Requests to addresses on a domain the merchant is not known by, held with nothing sent. Approve only if you are satisfied the addresses belong to the merchant: approving sends the link and remembers the domain for this merchant. You cannot decide your own request, and a request not decided within 7 days expires.

              1. HeldNothing is sent to the typed addresses
              2. You decideWithin 7 days, never your own request
              3. SentApproving sends the link and remembers the domain
              4. RecordedWho decided and when, in the audit trail

              Merchants whose link closed with documents still to come, asking for a new one. Approving reopens the link and emails them a new one; whoever decides first settles it for everyone, including the person who sent the request.

              1. Merchant asksFrom the link expired page
              2. Everyone toldThe requester and every administrator, straight away
              3. One decidesApprove and reopen, or decline
              4. Merchant emailedLink open again, if approved
              5. RecordedWho decided and when, in the audit trail

              Share documents

              Pull data out of merchant documents, work on it if you need to, and send it securely to an approved bank or partner contact.

              1Which merchants?

                The file is read in your browser and never uploaded: only the first column of the first sheet, one merchant name or ID per row.

                Added
                Ready
                Missing a document
                Not found

                2What do you need from their documents?

                  3Check the data and do your workings

                  Download a workbook with one row per merchant and the text read from each chosen document, work on it in Excel, and upload your worked file back as .xlsx (one sheet) or .csv. Only its cell values are sent. Optional: skip this and the workbook is sent as it is.

                  What the workbook will hold

                  Per merchant and document type: how many documents there are and how many have their text read. The text itself is only in the download.

                  4Who gets it?

                    Only approved contacts can be picked; one still waiting for its second approval shows, but cannot be chosen. Someone new? An administrator adds them in Approved contacts, and two administrators approve them.

                    What to include

                    Ready to share

                    Another Upstream holder reviews the share before it is sent. Then each recipient gets their own secure link, open for 7 days, that only works for their address. Nothing is attached to the email, and every view is recorded.

                    Waiting for review

                    Every share waits for another Upstream holder to approve it before anything reaches the contact. You cannot review your own; a share not decided within 7 days expires.

                    Recent shares

                    Offboard a merchant

                      What Vault holds for them

                      Documents
                      Open links
                      Open requests

                      1. TodayArchived: open links close and no new requests can be sent
                      2. Kept in the archive and locked: nobody can view, download or share the documents
                      3. Deleted automatically when retention ends

                      Legal hold

                      Pauses the automatic deletion, for example during litigation or an investigation. Lifting it needs a reason and another administrator's approval, and deletion is then no sooner than the grace period from that approval.

                      Document types

                      The documents staff can ask for. The auto check reads each upload and turns away the wrong document.

                      Retired ()

                      Old types stay here so past requests still make sense. Restore any time.

                      Edit document type

                      Words the document should contain

                      0 turns the check off. Uploads with fewer matching words are turned away, and the merchant is asked for the right document. Up to 20 words of 2 to 40 characters.

                      Approved contacts

                      Everyone Vault sends to, in one place. Merchant contacts are their registered contacts. Bank and partner contacts need two administrators to approve them, then they can be chosen when sharing.

                      Contact details are personal information. Vault keeps only the people it sends to, masks addresses on screen, and deletes a declined or removed contact 30 days later.

                      Add a bank or partner contact

                      Can receive

                      Two other administrators approve it before anything can be sent. Every step is in the audit trail.

                      Emails and rules

                      Defaults for the whole of Vault. Merchants can have their own link and reminder settings, set on Request documents.

                      Organisation

                      A shared mailbox or list for the Vault administrators: merchants asking for a new link and contacts waiting for approval. Leave it empty to send none. The person who sent a request or asked for a download is emailed at their own work address.

                      The organisation's own mail domains, up to 50. No merchant link is ever sent to an address on one of these or on a subdomain of one, so staff cannot receive a merchant's link themselves.

                      Links and reminders

                      Each reminder and each reopened link carries a new link, and the merchant's earlier link stops working. Requests sent to addresses typed by staff get no automatic reminders. When a merchant asks for a new link, it shows in Approvals, New links, and to the person who sent the request.

                      Merchants with their own settings

                      Set on Request documents for one merchant. Reset puts a merchant back on the Vault defaults above.

                      Email templates

                      Document request, to merchant

                      Always added here: the greeting before the opening, and the list, button, dates and safety notes after it, so nobody can break the email.

                      Insert, where the cursor is:

                      Live preview, with sample values. Save settings to start sending it.

                      Viewing reasons

                      Staff pick one of these when viewing, downloading or sharing, or write their own. Each is 20 to 500 characters of plain text. Either way it is recorded in the audit trail.

                      Written by staff

                      Reasons staff wrote in their own words, the same wording counted once. Add one to the list above if it should be a standard reason, or dismiss it. A reason nobody uses or decides for a year is removed.

                      Blocked words

                      Every email, with sample values

                      As they will be sent once settings are saved, including changes not yet saved.

                      Audit trail

                      What happened in Vault, newest first: requests, uploads, views, downloads, shares, offboarding and administration changes. Records cannot be changed or removed, and opening the trail is recorded too. Times are UTC.

                        Why Vault exists and how a document moves through it

                        Requested

                        Coming in

                        Request
                        Staff ask, the merchant gets a secure link
                        Upload
                        The merchant uploads, no account needed
                        Scan
                        Malware and file type checked

                        Held

                        Sealed inside Vault

                        Store
                        One encrypted copy
                        View
                        Page images only, with a reason
                        Download
                        Only on an approved exception

                        Shared

                        Going out

                        Share
                        To approved contacts, with a reason
                        Archive
                        When the relationship ends
                        Delete
                        Automatically after 5 years

                        Every request, upload, view, share and deletion is recorded in the audit trail.

                        No question matches.

                        Still stuck? Email IT support

                        For access, an ozowVault role or anything not answered here.

                        More