Vault

Vault is DeepGrooves' physical storage map. It helps answer the very practical question: "Where is this record?"

Use Vault when your collection lives across shelves, crates, rooms, bins, boxes, or off-site storage. A good Vault setup can save a lot of searching, especially after imports, reorganizing, or buying trips.

Vault browser showing location tree and slot contents

How Vault Is Organized

Vault uses a physical hierarchy. The exact labels may vary by build, but the idea is:

Level	Example	Use It For
Room	Living Room, Office, Basement	A broad physical area or zone.
Rack or unit	Kallax, Crate Stack, Wall Shelf	Furniture, boxes, shelving, or storage containers.
Bin, slot, or position	A1, Row 2, Left Bin	The exact place records sit.

The hierarchy should mirror your real space. If you would describe the location to another person as "Office, Kallax, top-left cube," that can become a Vault path.

Planning Your Structure

Before creating a lot of locations, decide how detailed you want to be.

Simple setup:

Room: Living Room
Rack: Kallax
Bin: Top Left

Detailed setup:

Room: Office
Rack: Kallax 1
Bin: A1, A2, A3, B1, B2, B3

For very large collections, consistent names matter more than fancy names. Kallax 1 > A1 is easier to scan than a long description on every slot.

Opening Vault

Open Vault from the main navigation. You can also reach a Vault location from an album detail breadcrumb when an album already has a saved location.

If you do not have any locations yet, Vault should show an empty state with a way to create your first room or storage area.

Creating Rooms, Racks, And Bins

Start broad, then add detail.

Create a room or top-level area.
Add a rack, shelf, crate, box, or storage unit inside it.
Add bins, slots, rows, or positions inside that unit.
Assign records only after the structure matches your real storage.

Create rack and bin controls in the Vault hierarchy

Navigating The Vault

The Vault tree or browser lets you move through your storage structure.

Select a room to see its racks or units.
Select a rack to see its bins or positions.
Select a bin or slot to see the records assigned there.
Use breadcrumbs to move back up.
Use search when you know the location name.

Some views show counts or artwork thumbnails. If artwork cannot load, DeepGrooves should fall back cleanly instead of showing broken images.

Assigning A Record To A Location

You can assign records from Vault or from an album detail/edit flow.

From Vault:

Select the bin or slot.
Choose Assign Albums or the equivalent action.
Search for records.
Select the records to place there.
Confirm the assignment.

From an album:

Open the album detail or edit screen.
Find the Vault or storage location field.
Choose the room/rack/bin path.
Save the record.

After assignment, album detail should show a breadcrumb for the saved physical location.

Album detail showing Vault location breadcrumb

Assigning Multiple Records

Bulk assignment is useful after imports or reorganizing.

Use it when:

several records are going into the same crate,
you imported a shelf of records together,
you are moving a batch from one room to another,
you are cleaning up Collection Health missing-storage issues.

Bulk actions should only affect selected records. If you are not sure what is selected, clear the selection and start again.

Bulk assign selected records to a Vault location

Viewing Slot Contents

Select a bin, slot, or position to see what is stored there. Depending on the view, you may see:

album artwork,
title and artist,
count of assigned records,
quick actions,
links back to album detail.

Moving Or Clearing A Location

When a record moves physically, update Vault so the app stays useful.

To move a record:

Open its current location or album detail.
Choose a new Vault location.
Save or confirm the move.
Check that the breadcrumb updates.

To clear a location, remove the Vault assignment from the record. Clearing storage should not delete the record from Collection.

Move or clear Vault location action for a record

Renaming Or Deleting Locations

Renaming a room, rack, or bin should update the visible breadcrumb for records in that location.

Deleting locations needs more care:

Location	Expected Safety Behavior
Room	Usually requires child racks/units to be removed first.
Rack or unit	Usually requires bins/slots to be removed first.
Bin or slot	May unassign records or require you to move them first.

Read confirmation text before deleting. Deleting a Vault location should not delete the album records themselves.

Mobile Vault

At mobile width, Vault may use a drill-down layout instead of a wide tree and detail pane. The workflow is the same: choose a location, view its contents, assign or move records, then back out through the hierarchy.

Vault And Collection Health

Collection Health may report missing storage when records do not have a Vault location or storage note. Fixing storage issues usually means assigning records to a Vault path or intentionally dismissing the issue if you do not track physical location for that record.

Smart Collections may also include cleanup views for missing storage.

Privacy Notes

Vault locations can be sensitive. They may reveal where valuable records are stored.

Be careful when:

exporting collection data with storage fields,
sharing screenshots,
creating public share pages that might include location context,
using real room names for off-site or high-value storage.

For private use, exact locations are helpful. For public sharing, less detail is usually safer.

Troubleshooting

I cannot find a record in Vault.
Search Collection first. If the record exists but has no Vault breadcrumb, it has not been assigned yet.

A record is in the wrong bin.
Move it to the correct location from album detail, Vault contents, or a bulk action.

I deleted or renamed a location and breadcrumbs look old.
Refresh the page. If the old breadcrumb remains, the record may still point to a location that needs cleanup.

Bulk assignment changed more records than expected.
Check the selected set before assigning. Bulk actions should only apply to selected records; QA should capture a reproduction if that is not true.

Mobile layout feels cramped.
Use the drill-down navigation one level at a time. If text overlaps or controls clip at 390 x 844, capture it for QA.