Searching through Vaults

 

The Vaultastic Application Interface


Vaultastic Version 4

The Vaultastic Application is accessible to users logging to Vaultastic using a Vault ID.

The Vaultastic Application is divided into three panes. The leftmost pane is the Application Switch. All the applications in Vaultastic are accessible from the Application Switch. If you have admin rights, you can switch to the Admin Panel by clicking on the icon.

The Middle pane is where you will see the search results. The controls on the top of the middle pane help you search for mail.  

The rightmost pane shows the content of the selected mail.

Vaultastic Version 3

To access the Vaultastic Application (called in eDiscovery View in Vaultastic Version 3), users have to log in to Vaultastic using a Vault ID and select the top left eDiscovery option corner of the Application switch.

The application is divided into three panes. The leftmost pane shows the list of saved searches. The middle pane shows the result of the current search, and the rightmost pane is where you see the selected email content. 

Searching through the vaults

Use the Quick Keyword Search

To search through the vaults, you can use the Quick Keyword Search Box.

The Quick Keyword Search Box is on the top of the middle pane in both Vaultastic Version 3 and Vaultastic Version 4.  

To see all mail, enter an asterisk (*) and press the Enter key. The search results are shown with the latest mail on top.

To search for mail sent or received on email id, enter the email id and press Enter.

To search for a keyword or a phrase, enter the text in the Quick Search edit box and press Enter. Phrases have to be enclosed in double-quotes.

Vaultastic will search for the keywords or phrases in the sender, recipient, subject, body, and attachment content. 

Use Saved Queries

If you have to repeatedly look for specific patterns, such as mail received by a particular id or mail with a common subject, saving the search query allows re-use.

In Vaultastic Version 3, the saved search interface is visible in the leftmost pane of the application.

In Vaultastic Version 4, you can access the Saved Search interface by clicking on the down arrow next to the search icon at the top right corner of the middle pane.

Defining or updating a saved query

To update an existing query, hover over a query in the list. From the options menu depicted by three vertical dots, select Update Search.

To create a new Saved Search Query, click on New Search.    

A saved search query consists of the following fields:

Sender

Clicking on the edit button next to Sender will pop-up a dialog box. 

You can enter the full email id, user id, or domain in the Sender field of the Saved Search Query. 

Click Save when done.

Recipients

Clicking on the edit button next to Recipients will pop-up a dialog box.  

To add email ids, type the full email id, user id, or domain and click on the + icon. 

To delete an email id, click on the - icon next to the id to be deleted.

To search for mail having ALL the values in the recipients' field, select the AND operator.

To search for mail having ANY of the values in the recipients' field, select the OR operator.

To see the query formed, click on Show Query. Once the final list is ready, click Save.

Keywords

The list of keywords to be searched for can be built in the same way as the recipient list, as described above, using the query builder.

To define more custom queries for the keyword, use the Query editor.

This pop up will have a single edit box, where you can paste your custom query.

Click Save when done.

Example of a custom query:
To locate a mail received by John or Meera but not by Mark, write a query as follows.
(“john@domain.com” OR “meera@domain.com”) NOT (“mark@domain.com”)

Note:

  • The application does not validate queries submitted from the Query Editor tab.
  • Queries submitted from the Query Editor tab have to be updated from the same tab.
  • Recipient id or Recipient name should be enclosed in the double-quotes.
  • Query combining operators should be written in capital letters
  • Special characters + – && || ! ( ) { } [ ] ^ ” ~ * ? : \ entered in the keyword are escaped by the tool
  • When a query contains Stop words, the result will be generated by substituting the given Stop word with all other stop words. Example: If the query has a “quick and free” phrase, then the Stop word “and” will be substituted with all the other Stop words during the search.
  • So any text with phrases such as “quick or free”, “quick is free” etc will also appear in the search results.
  • The list of English stop words are: a, an, and, are, as, at, be, but, by, for, if, in, into, is, it, no, not, of, on, or, such, that, the, their, then, there, these, they, this, to, was, will, with

Date range

If you want to search for a mail transacted on a single day, specify the date in the On field.

To specify the date range, you can

Select one of the predefined dates ranges in the drop-down list OR

Give the range in From Date and To Date fields.

Saving the changes

Give a name to your saved query and click Save.

Delete a saved query

Hover over the Saved Query and select the Delete Search option from the Options menu depicted by the three vertical dots.

Execute a saved query

Click on the name of the Saved Query. The middle pane will now show you the results. Clicking on any mail will open the mail in the right pane.

Get the most out of the search results.

Whether you use the quick search or a saved search, the mails' list will be shown in the middle pane.
Clicking on any mail item will show the mail in the rightmost pane. If your search query includes keywords to be searched in the subject or body, they will be highlighted. To browse through the search results, click on each mail in the middle pane.

Reply, forward, or download a mail (Available only in Vaultastic Version 4)

You can reply to or forward a mail from the search results in the view email pane on the right. You can also download a selected mail from the view mail pane.

Note: If you do not see the reply, reply all, forward or download options, contact your system administrator to enable them for your Vault ID. 

Download the search summary

Hover your mouse over the Options menu (depicted by three horizontal dots) in the middle pane's top right corner. Select the option to Download the search summary to CSV.

Upload search results to Ideolve

To collaborate around the mail, you have an option to upload the mail to Ideolve. Each mail will be added as an Ideolve note and can be shared with colleagues for further discussions and analysis.

Hover your mouse over the Options menu (depicted by three horizontal dots) in the middle pane's top right corner. Select the option to Upload all search results to Ideolve.

Export search results to PST or EML

You can export the search results to PST or EML files. 

To submit a job to export the search results, hover your mouse over the Options menu (depicted by three horizontal dots) in the middle pane's top right corner. Select the option to Export Search Results.

In the pop-up dialog box, select the Format. The two options are EML in a ZIP file or PST.

In the Send link to specify your email id. The email with the links to the ZIP or PST files will be sent to this email id. 

On submission of the job, the job will be processed in the background. You will receive a notification mail when the export job starts.

A mail will be sent to you with the links to download the ZIP (with EML) or PST files on successful completion.