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 on the Active Store.
Every user whose email/chat transcripts is archived in Vaultastic Active Store, must have a corresponding vault.
Vaults can be provisioned using one of the following methods:
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 and 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.
Vaultastic validates the records before creating vaults and updating properties.
Automatic Vault Creation
Automatic vault creation provisions vaults dynamically when archived mail is received for users in the domain.
This is typically used when email journaling or forwarding is enabled for the entire domain.
Vaultastic automatically creates a vault for any user whose email appears in the archive stream.
To enable auto vault creation:
Open Admin Panel → Domain Settings.
Enable Auto Vault Creation.
Save the configuration.
Vault creation typically occurs within 30–60 minutes after receiving the first archived mail.
You can also define exceptions by specifying accounts that should not be auto-provisioned.
Controlling Access to Vault Data
Users access archived email & chat transcripts on the Active Store through 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 control whether users are allowed to:
Download messages
Export search results
Restore mail to inbox
Upload mail to Ideolve
These settings apply to the selected vault.
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
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.
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
Exported files are stored securely and a download link is sent by email.
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 the vault and its archived data.
This action cannot be undone.
Open Admin Panel → Vaults.
Select the vault.
Click Delete.
Confirm the deletion.