The fastest way to fill a vault is to stop typing and start dropping.
You already have the knowledge. It is in a PDF price list, a Word doc somebody wrote in 2023, a supplier's terms email, a photo of the specials board. Drop those in and the vault turns them into something your AI can use.
Three ways, all the same result:
Ten megabytes a file. Ten gigabytes in total, which is more than you will ever need for documents.
It depends on the file.
Text files. A .txt or .md file becomes a note straight away, in the dropped/ folder, ready to read and search.
Everything else. A PDF, a spreadsheet, a Word doc, a photo. The original is kept exactly as you uploaded it, nothing is converted or compressed or thrown away. Alongside it, the vault writes a short stub note recording that the file arrived, what it is called, how big it is, and when it landed.
The stub note says the summary is pending. That is your cue for the next step.
Dropping a file gets it into the building. It does not get it into the memory.
A 14 page PDF price list sitting in the file store is not much use to an AI trying to answer "what do we charge for a full day hire". The facts are in there, but they are locked in a layout.
So after you drop, say this:
"Process the dropped files into proper notes."
The AI reads what you dropped, pulls out the facts that will still matter in six months, and writes them as plain English notes in the right folders. Your day rates end up in a pricing note. Your supplier's lead time ends up in suppliers/. Your cancellation terms end up in policies/.
The original file stays where it is. If you ever need to check the actual document, or send a customer the real PDF, it is still there untouched.
Drop, then process. Two steps, and the second one is the one that counts.
Price lists. Yours and your suppliers'. This is the single highest value thing to drop first, because pricing questions are the ones you answer most.
Policy documents. Terms and conditions, cancellation policy, refund policy, warranty, your hire agreement.
Supplier terms. Their trading terms, their delivery schedule, the email where they told you the lead time changed.
Menus, service lists, spec sheets. Anything that says what you sell and what it costs.
Anything you have retyped more than twice. If you keep copying the same paragraph out of the same document, it belongs in the vault as a note.
The file store has folders, and they work the way you expect. Make one per supplier, or one per year, or one per document type. Whatever matches how you already think.
Keep it shallow. Two levels is plenty. A file you cannot find is the same as a file you never uploaded.
Files go to the trash, not to oblivion.
Trash a file or a whole folder and it disappears from the file list, but it is still there. The nightly clean empties the file trash 90 days after the file was trashed, and only then is it actually gone.
Three months is a long time to notice a mistake. That is the point of the number.
Notes work the same way, with the same 90 days. Your AI can move a note to the trash, but it can never empty it. Only you can, on the website.