Organising Spaces
How to structure your Spaces in VAULO meaningfully – with real-world examples.
Spaces are the highest organisational level in VAULO. Below a Space sit folders, below those files:
Space → Folder → File
How you divide your Spaces depends on how your organisation is set up. There is no universally correct model – but there are proven patterns that work well in practice.
Plan your Space structure carefully before you start uploading content. Restructuring later is possible but time-consuming.
Model 1 – By Department
Each department gets its own Space.
When it makes sense: Companies with clearly separated teams, each responsible for their own media.
Example:
Marketing
HR
Sales
Product
ITAdvantage: Teams work independently. Access rights can be managed cleanly per Space – the marketing team doesn't automatically see HR documents.
Model 2 – By Region or Country
Each country or region gets its own Space.
When it makes sense: International companies whose teams work in different markets with localised content.
Example:
Germany
United Kingdom
France
USAAdvantage: Regional teams have full control over their area. Local variations of campaigns or product photos stay clearly separated.
Model 3 – By Brand or Product Line
Each brand or product family gets its own Space.
When it makes sense: Companies with multiple brands, subsidiaries, or clearly distinguishable product lines.
Example:
Brand A
Brand B
Own LabelAdvantage: Brand assets stay cleanly separated. Ideal when external agencies should only have access to a specific brand.
Model 4 – By Client (Agencies & Service Providers)
Each client gets their own Space.
When it makes sense: Agencies managing media for multiple clients who need clear data separation.
Example:
Client A
Client B
Client C
Internal ResourcesAdvantage: Clients can be given direct access to their own Space without seeing other clients' data.
Model 5 – By Project or Event
Each project or event gets its own Space.
When it makes sense: Project-based companies, event organisers, or for time-limited campaigns.
Example:
Trade Fair Munich 2025
Product Launch Spring
Summer Campaign 2025Advantage: After project completion the Space can be archived or deleted. Stays clear as long as the number of active projects remains manageable.
Model 6 – Hybrid
Combination of two dimensions, e.g. department + region.
When it makes sense: Large companies where a single dimension is not sufficient.
Example:
Marketing_DE
Marketing_UK
Sales_DE
Sales_UKHybrid models grow quickly and can become hard to manage. Only useful if both dimensions genuinely require different teams or access rights.