OS: Content Vault (Stored & Shortcuts)

Overview of the Content Vault

A complete guide to using Library and Documents, Theia's built-in content management system for storing, organizing, sharing, and reusing materials.

Theia's Content Vault gives your practice a central hub for all the materials you use day to day: educational documents, images, PDFs, voice memos, links, and reusable text snippets. Providers manage everything from the Library in the sidebar, organize items into Categories, and share them directly with clients. Clients see only what's been shared with them (plus their own uploads) in their Documents page.

Your Library is the practice-wide content hub. Every provider in your practice can view, upload, edit, and use any item in the Library, regardless of who added it. Each item shows a Created By label so you always know the source.

To access the Library, click Library in the sidebar.
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You can view your Library in grid or list format using the toggle at the top. Use the side menu filters to narrow items by:

Click any item to open a sidebar preview with full details, metadata, and available actions.

Click + Add in the Library to open the upload modal. From here you can:

When uploading, you can:

All uploads are immediately available practice-wide to every provider.

Categories replace the older "Collections" concept and let you organize your Library however makes sense for your practice (e.g. "Protocols", "Lab Results", "Education", "Intake Forms").
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When you archive an item that belongs to categories, it is removed from all categories automatically. A confirmation dialog will warn you before proceeding. If you restore an archived item, it returns to an Uncategorized state.

Archiving removes the item from all categories. This cannot be reversed on restore: you'll need to re-categorize it manually.

Snippets are reusable text blocks that let you quickly insert frequently used content (common replies, protocols, instructions, etc.) into any text field across Theia.
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From the Library, click + Add → Snippet. Each snippet requires:

Type / at the beginning of a line or after a space in any text field (Notes, Inbox messages, Forms, Tasks, etc.) to open the snippet picker.

Slash commands won't trigger in the middle of a word (e.g. typing mg/dL or a URL won't open the picker). The / must follow a space, newline, or be at the start of the field.

There are two ways to use Library items outside of the Library itself: Attach (for messages) and Reference (for notes and tasks).

When composing a message in the Inbox (SMS, Email, or Chat):

When you send a message with an attachment to a client, the attachment automatically creates a Documents share, meaning the file also appears in the client's Documents page. The category carries over from the Library item. Device uploads land as "Uncategorized" until the provider sets a category.

Unsharing a document from the client's Documents page does not remove it from the sent message. The message attachment is preserved as part of the care trail.

In Notes and Tasks, you can insert a reference chip that links to a Library item:

Reference chips are pointers, not copies. Click a chip to preview/open the item. If the referenced item is archived, the chip shows a broken/archived state.

From the client record Documents tab, click the kebab menu (three dots) on any item and select Reference in Note. This lets you attach any document (from the Library or uploaded by the client) to an existing session note.

For items that were shared with a client through a message, the kebab menu also shows View in Conversation, which links directly to the message thread in the Inbox where the attachment was sent.

The Documents tab in a client's record gives providers a combined view of:

From the Documents tab, providers can: