Provision Vaults

Note: From the release of Vaultastic Version 4 (V4), users of a Vaultastic domain are called vaults If your domain is hosted on Vaultastic Version 3, substitute "vault" with "user" when referring to the instructions in this document

Overview

Every user, whose mail needs to be archived and who needs access to her own archive, will need an individual Vault in your Vaultastic domain.

There are three ways to provision vaults in a Vaultastic domain:

1. To create one vault at a time from the admin panel.
2. To create vaults in bulk by uploading a csv file with the vault details from the Admin Panel.
3. To enable auto vault creation. (This option should be used only in case you are going to enable live email archiving for all the users on your primary domain)

Manually create one vault at a time

Step 1: Add Vaults

  1. Log in to the Vaultastic application using Vault ID with the admin rights and navigate to the Admin Panel.

  2. From the left pane,

    • Select the domain from the list of domains.

    • Click the Vaults option to view the list of vaults present on the domain. 

  3. From the middle pane, click the Add Vault icon.

  1. In the Add Vault pop-up, provide the vault id, password, and access.

    • Click the + sign to enter the record. 

    • Repeat the steps to add more vaults.

    • When done adding all the vaults, click Continue to validate the input and add the vaults.

      Note: The vault id and primary email id MUST be the same. For example, if primary email id of the user is amit@acmecorp.com, then Vault id of that user MUST be amit@acmecorp-com.vaultastic.com

Step 2: Update Vault Properties

For all the newly added vaults set Primary email id. The primary email address will be used by the system to send automatic alerts and also to route mail to the right Vault.

Create Vaults in Bulk by importing a CSV

For creating vaults in bulk, follow the steps mentioned below:

  1. Log in to the Vaultastic application using Vault ID with the admin rights and navigate to the Admin Panel.

  2. From the left pane,

    • Select the Vaultastic domain from the list of domains.

    • Click the Vaults option to view the list of vaults present on the domain.

  3. Click the Import Vaults option from the Vaults drop-down menu in the middle pane.

  4. In the Create new vaults/ Update vault properties dialog box, select Add new vaults from the CSV. Selecting this option will create the new vaults mentioned in the CSV file. To update the vault properties, select Update the properties of existing and new vaults from the CSV.

    Select File to be imported from your machine. (Click the link to Check the CSV File format to be followed to create vaults in bulk by importing a CSV.)

  5. Locate the required CSV file on your machine.

  6. Click Continue to proceed.

  7. In the first pass, the application validates the CSV records.  The validation status is displayed on the next screen. 

    If there are warnings, you can Ignore the warnings and Update the valid vault properties OR you can Cancel the import

    In the second pass, all new vaults are added.  

    For the third pass to start, click on the Update Properties button.

    The system will now validate the vault properties in the CSV and display the status. To view the invalid properties, click on Show Invalid vault properties. To ignore the invalid properties and proceed, select the Ignoring invalid vault properties checkbox and click on Update

  8. The screen will show the updated status. Click Done to exit the dialog box. The newly added vaults will be shown in the middle pane.

CSV File format to be followed to import multiple vaults

Vaultastic V4 

FIELD NAME

RECOMMENDATION

EXAMPLE

(CSV USING OFFICE SOFTWARE)

EXAMPLE

(CSV USING NOTEPAD)

username

(Required to create a vault or update vault property)

  • A CSV file MUST contain username

  • username of the Vaultastic id MUST be same as username of the primary email id

    Example:

    If primary email id is amit.patil@mithi.com then, username of the Vaultastic id must be amit.patil

  • username should not contain space or special character except “.” ,”-“, “_”

  • Do not append the user name with domain name

  • username is used to create vault. Vault ID created automatically in the format username@domain-name

amit

amit123

amit.patil

amit-patil

amit_patil

“amit”

“amit123”

“amit.patil”

“amit-patil”

“amit_patil”

password

(Required to create a vault)

  • password should be at least 8 characters long

  • password should contain one alphabet, one numeral and one special character

  • Blank password in the CSV file will be replaced with the default password

password@1

“password@1”

classofservice

(This is the Plan assigned to the user. Required to create a user or update user property)

Only allowed value is "hold" 

“hold”

“hold”

alternateemailaddress

Specify the primary email address of the vault. This will be used by Vaultastic to filter incoming mail and also send automatic alerts.

Example: The Forgot password application uses this id to send a one time password or OTP.

amit.patil@baya.in

“amit.patil@baya.in”

accountstatus

  • Only allowed value is "enabled"

enabled

“enabled”

Vaultastic V3

 Download the sample CSV file to import multiple vaults on Vaultastic

FIELD NAME

RECOMMENDATION

EXAMPLE

(CSV USING OFFICE SOFTWARE)

EXAMPLE

(CSV USING NOTEPAD)

username

(Required to create a user or update user property)

  • A CSV file MUST contain username

  • username of the Vaultastic id MUST be same as username of the primary email id

    Example:

    If primary email id is amit.patil@mithi.com then, username of the Vaultastic id must be amit.patil

  • username should not contain space or special character except “.” ,”-“, “_”

  • Do not append the user name with domain name

  • username is used to create userid for the user. userid is created automatically in the format username@domain-name

amit

amit123

amit.patil

amit-patil

amit_patil

“amit”

“amit123”

“amit.patil”

“amit-patil”

“amit_patil”

password

(Required to create a user)

  • password should be at least 8 characters long

  • password should contain one alphabet, one numeral and one special character

  • Blank password in the CSV file will be replaced with the default password

password@1

“password@1”

classofservice

(This is the Plan assigned to the user. Required to create a user or update user property)

continuity / tracer / durability / hold continuity

“tracer”

“tracer”

firstname

  • First name of the user

  • First name is concatenated with Last name to form the Display name of the user. It is displayed in the From field when user sends an email.

Amit

“Amit”

lastname

Last name of the user

Patil

“Patil”

alternateemailaddress

Specify the primary email address of the user. This will be used by the system to filter incoming mail and also send automatic alerts.

Example: The Forgot password application uses this id to send a one time password or OTP.

amit.patil@baya.in

“amit.patil@baya.in”

mailfromid

Specify the primary email address of the user. This will be used when user replies to or forwards a mail from the Vaultastic account.

amit.patil@baya.in

“amit.patil@baya.in”

accountstatus

  • Specify the account status of the user as Enabled.

  • A user whose account status is enabled can access the Vaultastic account.

enabled

“enabled”

Automatic Vault Creation

Enabling Auto Vault Creation

To enable the Auto Vault Creation property,

  1. Log in to the Vaultastic application using Vault ID with the admin rights and navigate to the Admin Panel.

  2. From the left pane, select your domain to be customized.

    1. Enable the Auto Vault Creation property displayed under the Auto Vault Creation section. 

    2. For Vaultastic V3, the Plan Applied property specifies the default plan to be assigned for the users created automatically. 

    3. Enable/Disable conversion of email ids having a '+' addressing scheme to normal email ids using the Mail translation for + addressing property.

      When this option is enabled, a vault having the id before the + character in the original email id will be auto-provisioned. For example, if the mail for sales+87382782173@acmecorp.com arrives for archiving, then the id sales@acmecorp-com.vaultastic.com will be auto-provisioned, and the mail will be archived to the sales account.

    4. Save the settings.

Defining the exclude list for auto vault creation

  1. Log in to the Vaultastic application using Vault ID with the admin rights and navigate to the Admin Panel.

  2. From the left pane, select your domain to be customized.

  3. Expand the options for Auto Vault Creation

  4. Turn On the setting for Enable Selective Archiving

  5. In Skip Archiving for email ids give the list of primary email ids to be excluded (not Vault ids). For each id, enter the full email id and click on the + icon.

  6. Click on Save at the bottom right to save your changes.