Provision Users

Overview

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

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

1. To create users one at a time using the admin panel.
2. To create users in bulk by uploading a csv file with the user details in the Admin Panel.
3. To enable auto user 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 provision users one at a time

Step 1: Add Users

  1. Log in to Vaultastic. If you have signed in using the postmaster account, you will be taken to the Admin Panel. If you have logged as another user with an admin role, navigate to the Admin Panel console.
  2. From the left pane,

    • Select the Vaultastic domain from the list of domains.

    • Click the Users option to view the list of users present on the domain.

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

  1. In the Add User pop-up, provide the user name, password and plan. Click the + sign to enter the record. Repeat the steps to add more users. When done adding all the users details, click Continue to validate the input and add the users.
    Note: User name of the Vaultastic id and primary email id MUST be the same. For example if primary email id of the user is amit@acmecoep.com, then Vaultastic id of that user MUST be amit@acmecorp-com.vaultastic.com

Step 2: Update User’s Account Information

For all the newly added users, set the following user properties:

  1. First name & last name: These are used to automatically generate the display name for the user
  2. Primary email id: The primary email is required for all Vaultastic notifications, including the OTP for the resetting the password.
  3. Mail from id: The mail from id should contain the primary email id of the user. All replies and mail forwards are sent using this id.

Provision Users in Bulk by uploading a CSV with user details

Adding users

  1. Log in to Vaultastic. If you have signed in using the postmaster account, you will be taken to the Admin Panel. If you have logged as another user with an admin role, navigate to the Admin Panel console.

  2. From the left pane,

    • Select the Vaultastic domain from the list of domains.

    • Click the Users option to view the list of users present on the domain.

  3. Click the Import Users icon.

  4. In the Create new users / Update user properties dialog box, select Add new users from the csv to add new users to the domain. Selecting this option will create the new users mentioned in the CSV file. To update properties of users, select Update the properties of existing and new users from the CSV.

    Select File to be imported from your machine. (Click the link to Check the CSV File format to be followed to import multiple users.)

  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 in the next screen. 

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

    In the second pass, all new users are added.  For the third pass to start, click on the Update Properties button

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

  9. The screen will show the update status. Click Done to exit the dialog box. The newly added users will be shown in the middle pane.

CSV File format to be followed to import multiple users

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 User Provisioning

Note: You tube link to the video is https://www.youtube.com/embed/CxziRssu8Fk 

Enabling Auto User Provisioning

To enable the Auto User Creation property,

  1. Log in to the Vaultastic self service portal as an admin user and navigate to the Admin Panel

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

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

    2. 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 Vaultastic user 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 user provisioning

  1. Log in to the Vaultastic self service portal as an admin user and navigate to the Admin Panel
  2. From the left pane, select your domain to be customized.
  3. Expand the options for Auto User Creation
  4. Turn On the setting for Enable Selective Archiving
  5. In Skip Archiving for email ids give the list of original email ids to be excluded (not Vaultastic 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.