Embedding Vaults vs Individual Files in Workflow Builder
Overview
When building workflows in Harvey's Workflow Builder, you can embed vault content as context for your workflow steps. There are two options: embedding an entire vault or embedding individual files from a vault. This article explains the difference between the two approaches and when to use each.
Key Differences
Aspect |
Entire Vault |
Individual Files |
|---|---|---|
Content scope |
All files currently in the vault |
Only the specific files you select |
Automatic updates |
Yes — any file added, removed, or updated in the vault is automatically reflected each time the workflow runs |
No — only the files selected at the time of embedding are included |
Selection method |
Select the vault → click Add vault |
Select the vault → choose files → click Choose |
When to Use Each Option
Embed an entire vault when:
Your source materials change over time and the workflow should always reference the latest set
You are working with a living precedent library, template collection, or regularly updated policy set
You want the workflow to stay current without manual maintenance
Embed individual files when:
You need precise control over which documents are referenced
You are working with a fixed set of materials (e.g., a specific template or standard-form agreement)
You want to avoid the workflow picking up new or irrelevant files added to the vault later
How to Embed Vault Content
Option 1 — From the workflow menu:
Open your workflow in Workflow Builder.
Click the three-dot menu (⋯) in the top-right corner.
Select Manage files > Choose file > Vault.
Either select individual files and click Choose, or click Add vault to embed the entire vault.
Option 2 — From a prompt block:
Open the prompt block you want to add context to.
Under embedded files, click Add files > Add new file > Vault.
Select your files or vault as above.
Permissions
Anyone running a workflow with embedded vault content must have permission to access that vault. If they do not, Harvey will display an access warning for the affected file or vault. If you encounter this warning, contact your vault owner to request the appropriate access level.
Tips
Attach the relevant vault content to every prompt block that requires context — embedding at the workflow level does not automatically apply to all blocks.
Combine vault embedding with regional knowledge sources to produce locally accurate outputs.
Use vault embedding to standardise inputs across your team, removing the need for manual uploads on every workflow run.