Overview
In the Active Store, archived emails and chat transcripts are organized into virtual vaults. Each vault typically corresponds to a user mailbox and contains the archived data for that user.
Administrators use the Admin Panel to:
Create and manage vaults
Assign access permissions
Control search visibility in eDiscovery
Configure authentication and security policies
Manage exports and downloads
Creating Vaults
A vault represents the archive of a single user’s email or chat transcripts.
Each archived user must have a corresponding vault.
Vaults can be provisioned using:
Manual vault creation
Bulk import using a CSV file
Automatic vault creation during live archiving
Create a vault manually
Log in to the Admin Panel.
Select the Vaultastic domain.
Navigate to Vaults.
Click Add Vault.
Enter the vault details
Click Save.
The Vault ID must match the username of the primary email address.
Example
Primary email: amit@acmecorp.com
Vault ID: amit@acmecorp-com.vaultastic.com
Create vaults in bulk
Go to Admin Panel → Vaults.
Select Import Vaults.
Upload a CSV file containing vault details.
Validate and confirm the import.
System behavior:
- Invalid records are rejected during validation
- Valid records are created or updated
CSV file must include:
- Primary Email
- Vault ID
- User Name (optional)
- Status (optional)
CSV file Rules
- One record per vault
- Duplicate Vault IDs are rejected
- Invalid email formats are rejected
Automatic Vault Creation
Vaults are automatically created when archived data is received for users.
Typical usage:
Enabled when journaling or forwarding is configured for the domain.
System behavior:
- Vault is created when the first archived message is received
- Creation delay: typically 30–60 minutes
Enable Auto Vault Creation
- Go to Admin Panel → Domain Settings
- Enable Auto Vault Creation
- Save
Exceptions
Specific accounts can be excluded from auto-provisioning.
Controlling Access to Vault Data
Users can access archived email & chat transcripts in the Active Store via the eDiscovery interface.
Access control determines which vaults a user can search and view.
Two access models are supported:
| Access Type | Description |
|---|---|
| Self Service | Users can access only their own archive |
| Full Access | Users can search across selected vaults |
Administrators can grant cross-vault access for legal, compliance, or audit teams.
To configure vault access:
Open Admin Panel → Vaults.
Select a vault.
Expand User Access.
Choose Self Service or Full Access.
Select vaults that the user can view.
Save the configuration.
Security Controls for Active Store
Vaultastic provides security controls to restrict how archived mail can be accessed or used.
Administrators can enable/disable:
Download messages
Export search results
Restore mail to the inbox
Upload mail to Ideolve
Configure Security Controls
Open Admin Panel → Vaults.
Select a vault.
Expand Security.
Enable or disable the required actions.
Save the configuration.
Account Security Controls
Account Lockout
Vaultastic protects accounts against brute-force attacks by locking accounts after repeated failed login attempts.
Configure account lockout:
Go to Admin Panel → Domain Settings → Account Lockout.
Enable the feature.
Configure:
maximum failed attempts
lockout interval
unlock behavior
Save
Password Policies
Password policies enforce security standards for all vault accounts.
Administrators can configure:
password complexity
password history
password expiry
To configure the password policies
Navigate to Admin Panel → Domain Settings → Password Policies.
Configure the desired rules.
Save the settings.
Two-Factor Authentication
Two-Factor Authentication (2FA) adds an additional login verification step using a one-time password.
Enable 2FA:
Go to Admin Panel → Domain → Security.
Enable 2FA.
Save the configuration.
Note: 2FA can also be enabled per vault.
Exporting Vault Data
Administrators can export archived mail from a vault for compliance, audit, or migration.
Supported formats:
PST
PST with folders
EML
Behavior
- Export is processed as a job
- The download link is sent via email
- Files are stored securely
Exported files are stored securely, and a download link is emailed.
Go to Admin Panel → Vaults.
Select the vault.
Click Export.
Choose the format.
Submit the export job.
Managing Vault Accounts
Reset Password
Senior administrators can reset the password for any vault account.
Go to Admin Panel → Vaults.
Select the vault.
Open Authentication.
Set the new password.
Save.
Unlock Account
Accounts locked due to repeated failed logins can be manually unlocked.
Open Admin Panel → Vaults.
Select the vault.
Expand Authentication.
Disable Account Locked.
Save.
Deleting Vaults
Deleting a vault permanently removes:
- Vault configuration
- Archived data
This action cannot be reversed.
This action cannot be undone.
Open Admin Panel → Vaults.
Select the vault.
Click Delete.
Confirm the deletion.
Vault Naming and ID Rules
- Vault ID must be unique within the domain
- Must follow system-generated format
- Must map to a valid user identity
- Special characters are normalized automatically
Audit and Logging
The system logs the following vault-related activities in the Audit logs:
- Vault creation (manual/bulk/auto)
- Access permission changes
- Security configuration updates
- Export operations
- Account lock/unlock events
- Vault deletion
Operational Limits and Behavior
- Vault creation is asynchronous in auto mode
- Export jobs are queued and processed in order
- Large exports may take longer, depending on the data size
- Access changes take effect immediately after save
- Deleted vaults cannot be recovered