Vault Limits

Reference this page as you build out your Vault configuration, to ensure your design is scalable and allows for future expansion. In some cases, being close to the limit may have performance implications.

Vault Limits are hard limits beyond which configuration is no longer extensible, or features are no longer available. These limits cannot be increased.

These limits apply to both Documents and Objects unless otherwise specified, and only apply to custom configuration (standard components do not count towards the limits).

Download Vault Limits as an Excel spreadsheet.

Configuration Limits

The following limits pertain to how a Vault is configured in admin, specifically regarding the total number of Vault Components (or relationships between those components). For example, the maximum number of custom objects you can add to a Vault, or the maximum number of Entry Criteria you can add to a Lifecycle State.

Documents

Document Templates

Limit Description Limit Additional Information
Document templates per Vault 5,000 This is for Basic and Advanced document templates.
Document templates per document type 500 This is for Basic and Advanced document templates.
Document templates for the ‘Base’ document type 50 The Base document type has a lower limit for the number of Basic and Advanced document templates that can be configured.
Limit Description Limit Additional Information
Custom fields on the legal hold object 5 Custom fields are necessary for performing document auto-matching.

Picklists

Limit Description Limit Additional Information
Options per picklist 1,024 It is recommended to use an object instead if there are a large number of options.
Limit Description Limit Additional Information
Matching fields 10 In PromoMats, this limit does not apply.

Formatted Outputs

Limit Description Limit Additional Information
Objects per formatted output configuration 30  
Relationships per object reference token 5 When configuring a formatted output field token to look up data that’s on an object multiple relationships away from the root object, this is the maximum number of levels deep you can go.
Rendition profiles per Vault 10  

Rendition Profiles

Limit Description Limit Additional Information
Rendition profiles per Vault 10  

Expected Document List (EDL)

Limit Description Limit Additional Information
Documents that Vault can auto-match to an EDL Item 1,000 The following do not count towards the limit: manually matched documents, documents already locked to the EDL, excluded documents
Document placeholders that Vault will create for EDL items in a bulk action 1,000 From an EDL Item, users can use the Create Placeholder action to create a document placeholder for an EDL item. The created document placeholder automatically has its fields pre-populated so that it will automatically match to the EDL Item.

This action can also be done in bulk from multiple selected EDL items. The limit here pertains to the maximum number of document placeholders Vault can create at once. If more than this limit are needed, the bulk action will not start, and will show an informative error message in an email notification.
Lifecycle states configured for locking manually-matched documents 10 If a document is manually matched to an EDL Item (only available in RIM and RegulatoryOne Vaults), Vault allows users to ‘lock’ the document (so that newers versions won’t auto-match to that EDL Item in the future), but only for Steady State and Superseded State.

Admins can configure additional document lifecycle states to allow locking, and this limit pertains to the maximum number that can be defined.

Objects

Data Model

Limit Description Limit Additional Information
Objects per Vault 500 This does not include standard or system objects.

Layouts

Limit Description Limit Additional Information
Layouts per object 50 This limit only applies if the object has no object types.
Layouts per object type 50  
Pages per layout 10 Pages are containers of sections.
Sections per layout 30 The maximum number of sections allowed for the layout as a whole (this is not a limit per page of a layout). If more sections are needed, you will need to configure multiple layouts, instead.
Layout rules per layout 50  

Validation Rules

Limit Description Limit Additional Information
Validation rules per object 30 This limit applies even if the object has object types.
Object level validation rules are configured at the object level.    
Validation rules per object type 20 Object type validation rules are configured within the object type.

Object Type

Limit Description Limit Additional Information
Object types per object 50 This does not include standard object types.

Object Fields

Limit Description Limit Additional Information
Fields per object 500 This does not include standard or system fields.
Formula fields per object 25  
Long Text / Rich Text fields per object type 10 If the object has no object types, this is the limit for the object overall.

If object types are enabled, and the ‘Base’ object type is still active, this is the limit for the object overall.
Fields per object configured as ‘unique’ 10 This pertains to the Values must be unique field attribute.
Dynamic constraints per Object field 5 Max number of dynamic constraints that can be configured (to constrain records in the referenced Object) per Object field
Formula field depth 5 Formula fields can reference other formula fields. This is maximum number of levels deep you go.

Lookup Fields

Limit Description Limit Additional Information
Lookup fields per object 10  
Lookup fields per source field on the object 20 An object reference field on an object can only be used (as the ‘lookup source’) by this number of lookup fields to pull in additional data.
Object lookup relationships per object 8 If the fields on a (source) object are referenced in lookup fields on other objects, this is the maximum number of objects that can establish a lookup relationship with that source object.

This is the limit of the number of lookup fields, but the number of objects that can have lookup fields pointing to fields on the same object.

Object Relationships

Limit Description Limit Additional Information
Document reference fields 50 This is the maximum number of document reference fields that can be configured across all objects in a Vault (it is not a per object limit).
Object reference fields per object 30  
Object relationships per object 50 This is the maximum number of objects reference fields (across all objects) that can reference the same object.
User reference fields 80 The maximum number of fields (across all objects) that can reference the user object

Raw Objects

Limit Description Limit Additional Information
Multi-value picklist fields per raw object 2  

Lifecycles & Workflows

Document Lifecycles

Limit Description Limit Additional Information
Lifecycle states per document lifecycle 100 This is a soft limit, but it will become a hard limit in an upcoming release.
Lifecycle stages per stage group 10  

Document Lifecycle Entry Actions

Limit Description Limit Additional Information
Entry action rules per lifecycle state 25  
Actions per entry action rule 10  
Conditions per entry action rule 5  

Document Lifecycle Entry Criteria

Limit Description Limit Additional Information
Entry criteria rules per lifecycle state 25  
Criteria per entry criteria rule 10 The number of criteria that can be configured for each criteria rule.
Conditions per entry criteria rule 5  

Document Lifecycle User Actions

Limit Description Limit Additional Information
User action rules per lifecycle state 50  
Actions per user action rule 10  
Conditions per user action rule 5  

Legacy Document Workflows

Limit Description Limit Additional Information
Overlay rules per lifecycle state 25  
Overlay templates per overlay rule 2  

Object Lifecycles

Limit Description Limit Additional Information
Lifecycle states per object lifecycle 100  
Lifecycle stages per stage group 10  

Object Lifecycle Entry Actions

Limit Description Limit Additional Information
Entry action rules per lifecycle state 25  
Actions per entry action rule 10  
Conditions per entry action rule 5  

Object Lifecycle Entry Criteria

Limit Description Limit Additional Information
Entry criteria rules per lifecycle state 25  
Criteria per entry criteria rule 10  
Conditions per entry criteria rule 5  

Object Lifecycle User Actions

Limit Description Limit Additional Information
User action rules per lifecycle state 25  
Actions per user action rule 10  
Conditions per user action rule 5  

Workflow Configuration

Limit Description Limit Additional Information
Conditions per rule in workflow decision steps 10  
Conditions per rule in workflow action steps 5  
Start step rules for multi-item workflows 30  
Start step rules for single-item workflows 100  
Roles you can prevent per workflow participant 5 The Roles not allowed to participate configuration option is only available in single-record workflows.

Saved Views

Limit Description Limit Additional Information
Saved views per user (for document tabs) 1,000 This limit applies across all document tabs available to the user.
Saved views per user (for object tabs) 1,000 This limit applies across all object tabs available to the user.
Saved views across all tabs 100,000 This limit applies to the total number of saved views across all users and tabs on the Vault.
Mandatory saved views per tab 10 The number of saved views that a view administrator can make non-removable from a user’s sidebar, per tab.

Document Tags

Limit Description Limit Additional Information
Automatically applied document tags 100 The number of document tags per Vault that can be configured to automatically apply upon document upload.
Phrases per document tag 20  

Search Collections

Limit Description Limit Additional Information
Objects per search collection 15  

Searchable Object Fields

Limit Description Limit Additional Information
Searchable object fields per Vault 50  
Searchable object fields per object 6  

Synonyms

Limit Description Limit Additional Information
Synonyms per Vault 3,000  

Reporting & Dashboards

Reports

Limit Description Limit Additional Information
Formula fields per report 10  

Flash Reports

Limit Description Limit Additional Information
Flash reports per Vault 400 This limit is applied at the Vault level (it is not a per user limit).

Multi-Pass

Limit Description Limit Additional Information
Formula fields per multi-pass report 10  
Report views per multi-pass report 10 The number of reports you can merge together into a multi-pass report.

Union All

Limit Description Limit Additional Information
Objects per union-all report 10  

Checklists

Checklist Designs

Limit Description Limit Additional Information
Sections per checklist design 20  
Questions per section 50  
Answers per question 20  
Checklist designs per aggregate checklist 6  
Reference documents per question 5  

UI

Tabs

Limit Description Limit Additional Information
Tabs per Vault 60 This does not include standard tabs.
Tabs per tab menu 20  
Filters per tab 5  
Tab collections per Vault 50  

Emails & Notifications

Email to Vault

Limit Description Limit Additional Information
Email size (including attachments) 40 MB  
Inbound email addresses 50  

Outbound Email Domains

Limit Description Limit Additional Information
Root domains per outbound email domain 15  
Outbound email domains 20  
Outbound email domains for each root domain 5  

Access Control (Security)

Dynamic Access Control

Limit Description Limit Additional Information
User role setup objects per Vault 5 User Role Setup’ is one of the object ‘classes’.
Fields per user role setup object 5  
Sharing rules per document lifecycle role 8  
Matching sharing rules per object 8  
Custom sharing rules per object 500  
Assignments per custom sharing rule on objects 500  

Permissions

Limit Description Limit Additional Information
Security profiles per Vault 100  
Permission sets per Vault 500  
Permission Sets per security profile 500  

User Role Assignment

Limit Description Limit Additional Information
User roles per user 15  

Vault Management

Sandboxes & Snapshots

Limit Description Limit Additional Information
Small size sandboxes per Vault 4 Additional Sandboxes can be purchased.
Medium size sandboxes per Vault 2 Additional Sandboxes can be purchased.
Full size sandboxes per Vaults 1 Additional Sandboxes can be purchased.
Snapshots per Sandbox Vault 2  
Sandbox depth 4 Sandbox Vaults can be granted a sandbox allowance of their own, allowing you to create sandboxes from sandboxes. This limit describes how many levels deep you can go.

VPK

Limit Description Limit Additional Information
Components per VPK outbound package 200  
Objects per VPK outbound package 100 The total number of objects that can be selected across all Datasets in a VPK outbound package.
Objects per Dataset 10 The total number of objects that can be selected per dataset includied in a VPK outbound package.

Vault Mobile

Create Document

Limit Description Limit Additional Information
Document upload sharing actions 25 This limit pertains to the number of sharing actions thatcan be configured to execute when uploading a new document using the Vault Mobile iOS or Android application.

Thresholds

The following limits pertain to how a Vault runs background processes, which have timeout periods and a max number of items they can process. If these limits are reached, this often results in failure to complete the process, an error being logged, but typically no user-facing error in the UI.

Vault Developer

SDK

Threshold Description Threshold Additional Information
SDK timeout 100 seconds The maximum amount of seconds SDK Code can run. After the limit the code will timeout, and the operation will be aborted.
Consumable memory per SDK entry point 40 MB  
Consumable memory per transaction 400 MB  
CPU time 10 seconds  
Request context size 5 MB  
SDK Entry Points per SDK trigger chain 10 If an SDK trigger causes another SDK trigger to execute, this is the maximum number of chained triggers that is allowed before the process shuts down.
Triggers per object-event combination 10 Object events include insert, update, and delete. This limit describes the maximum number of custom triggers that can be deploy per object, for each of the event types.
Custom code files per Vault 1,000  
Vault collections list, set, and map items 10,000  
Elements per batch processing array 500  

VQL

Threshold Description Threshold Additional Information
Post method query length 50,000 The maximum length of the Query to be submitted when using it as a Body of an API Call with the POST Method.
Get method query length 6,000 The maximum length of the Query to be submitted when using it as a URL Parameter with the GET Method.
Concurrent queries / query page requests per user per Vault 5 Vault restricts the number of concurrent queries and query page requests each user can make per Vault.
Query request timeout 30 minutes