Overview
The Vaultastic Manage Data application allows administrators to manage data on the Vaultastic Active, Open and Deep Stores
The application provides a guided wizard that converts user inputs into LegacyFlo Schedular request parameters.
Administrators can use this application to:
- Create and submit data management requests
- View and manage data management requests within a domain
- Monitor execution progress and status
NOTE: Prior to the release of the Vaultastic Data Management application, administrators could use the LegacyFlo Scheduler application to manage data on a Vaultastic store.
Pre-requisites for copying or moving data to an external service
Before creating a New Data management request to copy or move data from a Vaultastic Store to an external service (such as an AWS S3 bucket), ensure that
- A connector is configured for the selected data destination and data type with the correct permissions to write data.
- Connector authentication keys are active and valid
- Required access permissions are available on the destination system (added)
Accessing the Application
To access the Manage Data application
Log in to your Vaultastic domain using administrator credentials.
Click on the Data Management application icon on the menu on the left-hand side.
The Vaultastic Data Management application will be launched in a new browser window.
Viewing Data Management Requests
The Data Management Requests page lists all management requests for the selected Vaultastic domain.
Select the domain using the domain selector in the top-right corner.
Requests are displayed with the most recent first.
Request List Columns
| Column | Description |
|---|---|
| Request ID | Unique request identifier |
| Description | Request description |
| Source Store | Vaultastic Store |
| Operation | Operation to be performed |
| Destination | For Move and Copy requests, the destination |
| Schedule | Data Management schedule |
| Status | Current request status |
| Last Execution Date | Date on which the last execution was scheduled |
Actions:
- Click a Request ID to view the request summary.
- Click the Status button to see execution details.
Request Actions
Available actions depend on the request status and the schedule type.
| Action | Description |
|---|---|
| Start | Starts execution. |
| Pause | Pauses execution. Available only for recurring schedules |
| Edit | Modify request configuration (only when status is Incomplete) |
| Delete | Remove request (only when status is Incomplete) |
Data Management Request Status
| Status | Description |
|---|---|
| Incomplete | Request configuration not finalized |
| Pending | Request scheduled but not started |
| WIP | Data Management request is currently being submitted |
| Complete | Data management request submitted successfully |
| Failed | Data Management execution submission failed |
List Controls
The Data Management Requests list provides:
Filtering by Status and Schedule
Page Size selection
Pagination controls
Creating a New Data management Request
Data managementrequests are created using a configuration wizard.
1. Launch the Wizard
Select the Vaultastic domain.
Click New Management request.
The Data Management Wizard opens.
2. Request Information
In the first step, Request Information, provide a unique ID for the request and a short description to help identify and track it later.
| Field | Description | Requirement |
|---|---|---|
| DMG-Request ID | Enter a unique ID for the data management request. The system adds the DMG- prefix to the ID entered. | Mandatory |
| Request Details | Enter a brief description explaining the purpose or nature of the request. | Optional, maximum 256 characters |
DMG-Request ID
Enter a meaningful and unique identifier for the request.
Example:
If you enter:
Invoice2026
the request ID will be displayed as:
DMG-Invoice2026
Tip: Use an ID that makes it easy to recognize the request later, such as a project name, invoice number, ticket number, or other internal reference.
Request Details
Provide a short description of the request. This helps users understand the purpose of the data management request when reviewing or tracking it.
Example:
Archive invoice data for FY 2025-26
The description can contain a maximum of 256 characters.
3. Select Store and Action
When Active Store is selected, the wizard provides the following action: Copy data
Copies email and chat data from the Active Store to the configured destination.
When Open Store is selected, the following actions are available:
| Action | Description |
|---|---|
| Move | Move files from the Open Store to the configured destination. |
| Copy | Copy files from the Open Store to the configured destination while retaining the source files. |
| Delete | Delete files from the Open Store. |
When Deep Store is selected, additional data management options are available.
| Action | Description |
|---|---|
| Move | Move files from the Deep Store to the configured destination. |
| Copy | Copy files from the Deep Store to the configured destination while retaining the source files. |
| Delete | Delete files from the Deep Store. |
| Restore | Restore files from the Deep Store. Use Restore when files stored in the Deep Store need to be restored. The files to be restored are identified based on the criteria defined in the subsequent Scope step. |
| Generate restoration report | Check the restored status of the files. Use Generate restoration report to check the restoration status of files. This option can be used to obtain information about whether the selected files have been successfully restored. |
Source Subfolder
For Open Store and Deep Store, an optional Source subfolder field is available.
Enter a subfolder if you want the data management operation to be limited to a specific folder within the selected store.
The files within this subfolder that match the search criteria defined in the subsequent Scope step will be considered for the selected action.
Example:
If the Source Store is Open Store and the Source subfolder is:
customer-data/2025
the operation will be restricted to files under that subfolder that meet the criteria specified in the next step.
Note: Leave this field blank if the operation should consider files across the applicable store rather than a specific subfolder.
4. Select the scope
4.1 Scope for Open Store / Deep Store
The Scope screen provides a Browse CSV option to upload the CSV file containing the file-selection criteria.
The wizard displays the following guidance:
Files in the source subfolder that match this list are considered for the selected action.
Upload the Scope CSV
- Click Browse CSV.
- Select the CSV file containing the required file list/criteria.
- The uploaded file is used to identify the files that will be considered for the selected action.
- Click Next to proceed to Review Scope.
If no CSV is uploaded
If no CSV file is selected, the wizard displays:
No file selected — the entire store path will be processed.
This means that the operation is not restricted to a specific list of files. The entire applicable store path will be considered.
Important: If a Source subfolder was specified in Step 2, the scope is applied within that source subfolder. If no source subfolder was specified, the applicable store path is considered.
4.2 Scope for Active Store
For the Active Store workflow, Step 3 is Vaults List rather than Scope.
The screen instructs the user to:
Upload a list of vaults in the required CSV format.
Click Browse CSV to upload the vault list.
The required CSV format is available through the information icon next to the instructions.
After uploading the CSV:
- The system reads the vault list.
- The selected vaults are used to define the data that will be included in the Active Store operation.
- Click Next to proceed to Review Vaults List.
5. Provide Destination Details
The Data Destination step defines where the selected data will be copied, moved, or restored.
The available destination options depend on the Source Store selected.
5.1 Active Store as the Source
When Active Store is selected as the Source Store, the destination is restricted to another Vaultastic Store.
Available Destination
Vaultastic Store
Copy or move data into a Vaultastic Open or Deep Store.
This means Active Store data can be transferred only to a Vaultastic Open Store or Deep Store.
5.2 Open Store / Deep Store as the Source
When Open Store or Deep Store is selected as the Source Store, multiple destination types are available.
The available options are:| Destination | Description |
|---|---|
| Vaultastic Store | Copy or move data into a Vaultastic Open or Deep Store. |
| M365 | Copy or move data to a Microsoft 365 service. |
| Google Workspace | Copy or move data to a Google Workspace service. |
| Cloud Storage | Copy or move data to a cloud object store. |
| On-prem Storage | Copy or move data to an on-premises storage system connected through an FTP/SFTP server. |
6: Select Service
The Service step is used to select the destination service that will receive the data.
The services displayed depend on the Data Destination selected.
For example, when a destination that supports Microsoft 365 services is selected, the wizard displays the available services that can receive the files.
7: Destination Details
Enter the information required for the selected destination service. The fields shown depend on the Data Destination and Service selected.
Example: M365 → OneDrive
Enter:
- Destination folder: Folder where the files should be stored in OneDrive.
- Destination user: Enter the username only, without the domain.
The domain is automatically taken from the selected Vaultastic domain.
Example:
Username: john
Domain: @mithi.com
Destination user: john@mithi.com
8. Configure Upload Schedule
Available schedules:
Once
Daily
Weekly
Monthly
Yearly
9. Configure Status Alerts
Provide an email address to receive alerts related to the upload request.
Monitoring Execution
To monitor job progress,
- Click Status from the request list.
The progress page contains two sections.
Schedule Details
Displays the Schedule ID and provides actions to:
Copy Schedule ID
Refresh status
Start pending requests
Filter execution history
Download execution details
Execution History
Displays all executions for the request, with the most recent first.
Notes:
Pending requests show no executions.
Requests scheduled as Once generate a single execution.
Execution Information
| Field | Description |
|---|---|
| Execution ID | Unique identifier |
| Last Execution Date | Time of execution |
| Execution Progress | Current status |
| View Details | Opens execution details |
Execution Details
Selecting View Details shows additional information.
Execution Summary
Displays:
Total LegacyFlo requests generated
Number successfully submitted
Number failed to submit
Each metric can be exported to CSV.
LegacyFlo Request Details
Lists all submitted LegacyFlo requests and their execution status.
Failure Handling & Retry Strategies
Failures can be temporary or permanent.
Temporary failures may include:
- Network interruptions
- Daily API rate limits
- Resource allocation delays
Permanent failures may include:
- Invalid user IDs or credentials
- Misconfigured connectors
- Expired authentication keys
The Data Management and LegacyFlo system is built to handle temporary errors. The system will automatically retry jobs stalled due to temporary errors. There are self-correction measures in place to handle internal errors caused by issues such as resource allocation failures.
For permanent failures due to incorrect input, you will be alerted to the correction to be made by our teams, who regularly monitor the executions. You can also download error logs from the LegacyFlo interface.
System behavior:
- Automatically retries temporary failures
- Performs internal recovery for system-level issues
Error handling:
- Error details are available via execution logs
- Logs can be downloaded from the interface
Escalation:
- If failures persist beyond expected retry cycles, raise a support ticket
However, in general, we recommend waiting for a day or so for the system to self correct. If there is no resolution withi that time, you can esalate to the support team via a ticket.
Data Validation for CSV files with user details
- CSV files must follow required formats (one entry per line unless specified)
- No duplicate entries in input files
- Ensure encoding is UTF-8 for CSV uploads
Logging and Audit
- All requests and executions are logged
- Execution logs can be downloaded for troubleshooting
- Request history is retained for audit purposes
Known Limitations
- Large management requests may take longer.
- API throttling may impact execution timelines
- Once schedules cannot be re-run (new request required)