You may notice when creating, classifying, or reclassifying documents that some document fields have a value without you entering anything. Vault automatically fills fields in several ways:
- System-Managed Values: These fields are not editable by users and always auto-populated. These can be automatically populated based on Admin configurations (Document Number) or other non-configurable factors like the uploaded source file (Format, Size, Created By, Last Modified By).
- System-Defaulted Values: Fields like Document Name are auto-filled by Vault without Admin configuration, but are still editable. For example, Document Name is generated from the file name of the source file.
- Binder-Based Default Values: When you perform certain document actions from within a binder, Vault automatically fills in fields on the document based on values provided for the binder. These field values are editable.
- Admin-Defined Default Values: Admins can define an auto-filled Default Value within the document field configuration. These fields are editable, but are pre-populated to provide easier data entry.
Important: Vault updates the timestamp in the Last Modified By field whenever a user interacts with a document. However, this update does not always result in a new field value. In this case, though Vault updated the field, Vault does not log anything to the audit trail because no metadata field values changed. For compliance reasons, we recommend users always follow the audit trail logs rather than the Last Modified By field to determine document metadata changes.