What do "Just this once" and "Always trust" mean?

Updated 5 Oct 2026 · 3 min read

Your vault's email address lets family members forward documents straight in. If an email comes from someone ViamOne doesn't know, like your insurer, your accountant or a doctor's office, nothing is added until the vault owner or an admin says yes. This keeps strangers from putting files in your vault if your address ever gets passed around.

People who sign in to your vault never need approval. Their emails go straight in.

How you'll know

When an email from someone new arrives:

The vault owner gets an email titled "Someone tried to add files to your ViamOne vault". Its Review this email button brings you to the choices below.
A notification says "Review needed: email to your vault".
A row appears on Home, under Today: "Email from" the sender's address, how many attachments, and an Unknown sender label with the days left to decide.

Decide on Home

Open Home on viamone.com or in the ViamOne app.
Find the email row under Today. It lists the attachment names and the email's subject.
Choose one:

Just this once adds these files to the vault. The next email from this sender will ask you again.
Always trust adds these files and remembers the sender. Their future emails go straight into the vault.
Reject throws the files away. Nothing is added.

If nobody decides within 14 days, the email is discarded and nothing is added.

Note: Only the vault owner and admins see these rows and can approve or reject.

Which one should I choose?

Choose Just this once for a one-off, like a hotel sending a booking, or when you aren't sure yet. Choose Always trust for a sender you expect to hear from again, such as your own work email or your family doctor.

Security: Choose Always trust only for addresses you know well, and Reject anything you weren't expecting, even if it seems to come from a company you use.

See or remove trusted senders

Everyone you've chosen to always trust is listed under Trusted senders. Removing someone doesn't remove files they've already sent; their next email just waits for approval again.

Sign in at viamone.com.
In the left menu, under Family, click People.
Under Vault email, find Trusted senders.
Click the X next to the address you want to remove.

The Trusted senders list only appears once you've trusted at least one address.

Didn't work?

I don't see the email on Home

Only the vault owner and admins see these rows. If it's been more than 14 days, the email was discarded, so ask the sender to send it again. If the sender signs in to your vault, their email didn't need approval and is already in the vault.

I chose Just this once and the next email asked again

That's expected. Just this once only covers that one email. If you want this sender's emails to go straight in, choose Always trust next time.

I trusted someone by mistake

Remove them from Trusted senders as shown above. Any files they already sent stay in your vault; delete those you don't want.

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