Overview
The Vaultastic Active Store eDiscovery application allows users to search and retrieve archived email communications.
This guide explains how to:
Log in to Vaultastic
Search archived emails
View messages
Export search results
It is intended for routine search and export tasks.
For advanced filtering, complex queries, and saved searches, refer to the Advanced & Saved Searches Guide.
Using the Active Store eDiscovery Application
Step 1 — Log in to Vaultastic
Open your Vaultastic domain in a web browser.
https://{your-domain}.vaultastic.com
Example:
https://acmecorp-com.vaultastic.com
Enter your Vault ID and password.
Your Vault ID is based on your primary email address in Vaultastic format.
Example:
| Primary Email | Vault ID |
|---|---|
| john.smith@acmecorp.com | john.smith@acmecorp-com.vaultastic.com |
If two-factor authentication (2FA) is enabled:
Enter the OTP sent to your registered email or mobile device.
Click Login.
If you have forgotten your password:
- Click Forgot Password
- Follow the reset instructions
Notes:
- Ensure the correct domain URL is used to avoid authentication failures
- Users must be provisioned in Vaultastic before login
Step 2 — Understand the Interface
After logging in, the Active Store eDiscovery interface is displayed.
The interface contains three sections.
| Section | Description |
|---|---|
| Left Pane | Application Switch is used to navigate between Vaultastic applications |
| Middle Pane | Search box and list of search results |
| Right Pane | Displays the selected email message |
Notes:
- Search operations are performed from the middle pane
- Email preview and details are shown in the right pane
Step 3 — Perform a Quick Keyword Search
Use the search box at the top of the middle pane to find emails.
View All Emails
Enter:
*
Press Enter.
Search by Email Address
Enter the sender or recipient email address.
Example:
john@domain.com
Press Enter.
Search by Keyword
Enter a keyword contained in the email subject, body, or attachment name.
Example:
invoice
Search by Exact Phrase
Use double quotation marks for phrase searches.
Example:
"quarterly report"
Search Behavior:
- Results are displayed in the middle pane
- Results are sorted by most recent emails first
- Matching keywords are indexed across email content and attachments
Step 4 — View Email Content
To view an email:
Click an email in the results list.
The message will open in the right pane.
Additional Details:
- Matching keywords are highlighted within the email
- Attachments (if present) are visible within the email view
- Navigate between emails by selecting different entries in the results list
Step 5 — Export Search Results
Search results can be exported for offline review.
To export results:
Click the three-dot menu in the top-right corner of the results pane.
Select Export Search Results.
Choose the export format.
Available formats include:
| Format | Description |
|---|---|
| EML | ZIP archive containing individual EML files |
| PST | Single PST file containing all emails |
| PST with Folders | PST file organized into Sent and Received folders |
Enter the email address where the download link should be sent.
Click Export.
Export Behavior:
- Export runs as a background job
- Email notifications are sent:
- When the export starts
- When the export completes
- The download link is shared via email
Notes:
- Export size and completion time depend on the result volume
- Ensure sufficient mailbox storage for receiving download links
Additional Actions
Download Search Summary
You can download metadata about search results.
Steps:
Click the three-dot menu in the results pane.
Select Download Search Summary.
Output:
- File format: CSV
- Includes metadata such as sender, recipient, subject, and timestamps
Restore or Collaborate (If Enabled)
Depending on your permissions, you may also be able to:
Restore emails to a vault
Download individual messages
Upload emails to Ideolve for collaboration
If these options are not available, contact your Vaultastic administrator.
Next Steps
For more advanced search capabilities, refer to:
This guide covers:
- Advanced filters
- Date range queries
- Complex query syntax
- Saved searches
Access and Permissions
Access to Active Store features depends on assigned roles and permissions.
- Users may have restricted access to:
- Export functionality
- Restore actions
- Collaboration features
If required access is unavailable, contact the administrator.
Limitations and Considerations
- Search results depend on indexed data availability
- Large exports may take longer to process
- Some actions are permission-controlled
- Attachment preview depends on file type support
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| Unable to log in | Incorrect credentials/domain | Verify URL and credentials |
| No search results | Incorrect query | Refine search terms |
| Export not received | Email delivery delay | Check spam/junk folder |
| Missing actions (restore/export) | Insufficient permissions | Contact administrator |