Vaultastic Audit Trails

Overview 

The Audit Trails Dashboard provides visibility into critical operations performed by users within Vaultastic.

It allows administrators to monitor activity across the following Vaultastic applications:

• Admin Panel

• Active Store eDiscovery

• Open Store

• Deep Store

• Customer Account

The dashboard helps administrators:

• Track administrative and user actions

• Review operational activity

• Investigate changes made in Vaultastic

• Maintain an audit record of system usage

Audit records can be viewed as:

• Summary statistics (Stats view)
• Detailed operation logs (Logs view) 

Accessing the Audit Trails Dashboard 

To access the Audit Trails Dashboard:

1. Log in to your Vaultastic domain using a Vault ID with administrator privileges.

   • By default, the postmaster ID of the Vaultastic domain has admin rights.

2. From the Application Switch on the left side of the interface, click the Audit Trails Dashboard icon.

3. The dashboard opens in a new browser tab.

Viewing Audit Trail Data 

Once the dashboard is open, configure the filters to view relevant audit data.

From the top-right corner:

1. Select the Domain
   • For a single domain: disable Show Organization Data
   • For all domains: enable Show Organization Data
2. Select the Application
3. Select Year and Month

From the top-left corner:

Choose the display format:

• Stats – summary of operations
• Logs – detailed audit records

Viewing Audit Statistics 

The Stats view provides a summary of the number of critical operations performed by users in the selected application.

You can display the statistics as:

• Chart view – graphical representation of operation counts

• Table view – tabular representation of operation counts

Statistics can also be downloaded using the download option available in the top-right corner of the section.

Viewing Audit Logs 

The Logs view displays detailed records of user operations.

Logs are shown in a tabular format and include details about each action performed in the selected application.

You can customize and filter the logs as follows:

Use the Columns dropdown to:

• Add fields to the table
• Remove unnecessary fields

Filter Logs

Use the Search (magnifying glass) icon to filter logs by:

• Date (within selected month)
• Actor (user performing the action)
• Operation type

Time Zone Display

• Default: UTC
• Use the toggle to switch to the local time zone

Clear Filters

Click Clear Filter to remove all applied filters

Download Logs

Click the Download icon (top-right) to export logs

Audit Trail Views

Applications Covered by Audit Trails

Audit Data Retention

• Audit data is stored for a defined retention period (as per system configuration or policy)
• Data older than the retention period may not be available in the dashboard
• For long-term storage, download and archive logs externally

Audit Log Fields and Definitions

Each audit log entry may include the following fields:

Access Control and Permissions

• Only users with administrator privileges can access Audit Trails
• Visibility may vary based on:
  • Domain scope
  • Organization-level access
• Ensure appropriate role assignment before troubleshooting access issues

Limitations and Scope

• Audit Trails capture system-level and application-level actions only
• Does not capture:
  • External system activity
  • User actions outside Vaultastic
• Filtering is limited to available indexed fields
• Data is restricted to the selected time range (Month/Year)

Troubleshooting

No data visible

• Verify selected domain and application
• Check time range (month/year)
• Confirm the Show Organization Data setting

Missing logs

• Check retention period
• Confirm the operation falls under the supported audit scope

Incorrect time displayed

• Verify time zone toggle (UTC vs local)

Unable to download logs

• Ensure the browser allows downloads
• Check user permissions