Vaultastic Open & Deep Quick Start Guide

Overview

The Open Store and Deep Store are file-based archival tiers within Vaultastic used to preserve files and datasets outside the Active Store.

These stores are typically used for:

• archived files and exports

• long-term document retention

• application data archives

• compliance and evidentiary records

The two stores differ in how files are accessed.

This guide explains how to:

• access the store applications

• upload and manage files

• search and filter stored files

• download or delete files

• restore files stored in Deep Archive

Accessing the Open Store or Deep Store

Step 1 — Log in to Vaultastic

Open your Vaultastic domain in a web browser.

https://{your-domain}.vaultastic.com

Enter your Vault ID and password.

Complete authentication if two-factor authentication (2FA) is enabled.

Click Login.

Step 2 — Launch the Store Application

After logging in:

1. Open the Application Switch in the left navigation pane.

2. Select either:

   • Open Store

   • Deep Store

3. Select the appropriate domain from the domain selector in the top-right corner.

The store interface will load for the selected domain.

Understanding Open Store and Deep Store

Open Store

Files stored in Open Store are immediately available.

You can perform the following operations directly:

• view file contents

• download files

• copy files to other storage systems

• delete files

Open Store is designed for medium-term archival where occasional access is expected.

Deep Store

Files stored in Deep Store are placed in Deep Archive state.

While in this state, files cannot be:

• viewed

• downloaded

• copied

• processed

To access the file, a restore request must first be submitted.

Typical restoration time is 24–48 hours.

After restoration, the file becomes temporarily accessible and standard file operations can be performed.

Deep Store is intended for long-term preservation of rarely accessed data.

Store Interface Overview

The store interface contains three primary sections.

The file list shows:

• file name

• file size

• last modified date

Files are retrieved in batches. Scroll down to load additional files.

Upload Files from Desktop

To upload files directly from your computer:

1. Click Upload Files From Desktop button.

2. Select the required files.

3. Click Upload.

After upload completes, the files appear in the file list.

NOTE: Files uploaded using the application will directly go to the Deep Archive state. Whereas files uploaded to the Deep Store via LegacyFlo requests or automation will be in the restored state for 5 days before they are moved to the Deep Archive state.

Searching and Filtering Files

To search or filter files:

1. Click the Filter icon.

2. Define the required search criteria.

Supported filters include:

File Name

• starts with

• ends with

• contains

File Size

• minimum size

• maximum size

Date

• predefined date ranges

• specific date

• custom date range

Click Fetch to display matching files.

Viewing Files: Flat View vs Folder View

Flat View (Default)

Flat View displays all files stored in the domain.

Characteristics:

• filtering applies across the entire store

• hovering over a file displays the full file path

Folder View

Folder View displays files within the selected folder.

Characteristics:

• navigation uses a breadcrumb path

• filtering applies only to the current folder

Managing Folders

Create a Folder

To create a new folder:

1. Click Create New Folder.

2. Enter the folder name.

3. Click Done.

Delete a Folder

Folders can be deleted only when empty.

Delete or move files inside the folder before deleting it.

Downloading Files

Download a Single File

Click the Download icon next to the file.

Download Multiple Files

1. Select the required files.

2. Click Download Selected.

The selected files will be downloaded as a ZIP archive.

Deleting Files

Delete a Single File

Click the Delete icon next to the file.

Delete Multiple Files

1. Select the files.

2. Click Delete Selected.

⚠ Deletion is permanent and cannot be undone.

Restoring Files in Deep Store

Files stored in Deep Store must be restored before they can be used.

To restore a file:

1. Select the file.

2. Click Restore.

3. Submit the restore request.

After restoration:

• the file becomes temporarily accessible

• download, copy, view, or delete operations become available

If a file has not been restored, these operations cannot be performed.

Copying Files to External Cloud Storage

Files can be copied to supported cloud platforms.

Supported destinations include:

• AWS S3

• Google Cloud Storage

• Azure Blob Storage

• E2E Object Storage

• Airtel Object Storage

To copy files:

1. Select the files.

2. Click the Copy Files option.

3. Select the destination type and registered connector

A Data upload request is generated to perform the transfer.

Progress can be tracked using the Data Upload application.

NOTE: If a direct option to copy to a destination cloud is not visible, the LegacyFlo or the Scheduler applications integrated with Vaultastic can be used for the data transfer.

Exporting File Metadata

To download a list of files and their metadata:

1. Click Download list as CSV.

The exported file includes metadata for:

• files in the selected folder

• subfolders (in supported versions)

Performance Limits

Daily Download Limit

To control download usage, Vaultastic applies a daily download limit to downloads from the Open Store and Deep Store applications.

The default daily limit is 10 GiB per organization, per application. The limit is independent for Open Store and Deep Store.

How the limit is applied

• The default download limit is 10 GiB per organization per application per UTC day.
• Download usage is tracked separately for each organization.
• Open Store and Deep Store have separate limits. An organization receives its own 10 GiB daily limit for Open Store and another 10 GiB daily limit for Deep Store.
• Downloads by all users and all domains within an organization contribute to that organization's usage for the respective application.
• Usage resets at 00:00 UTC every day.
• Downloading data in one organization does not affect the quota of another organization.

Example:

If Organization A downloads 200 MB from Open Store, this usage is counted only against Organization A's Open Store quota. It does not reduce the available quota for Organization B or Organization A's Deep Store quota.

Download quota information

There is no separate quota screen. Quota information is displayed directly on the file list in the application.

When usage information is available, the file count/size row displays the current usage:

Downloaded today: 4.0 MB of 10.0 MB

Download limit messages

If a download cannot be completed because of the daily limit, Vaultastic displays an appropriate message:

A successful download continues to use the standard success message: Successfully downloaded file.

After a successful download, the displayed usage is updated using the remaining quota returned with the download link.

Other limits

Approximate bandwidth guidance:

Progress bars are displayed during uploads and downloads.

Summary

The Open Store provides immediate access to archived files and is suitable for medium-term archival.

The Deep Store stores files in Deep Archive state and requires restoration before access, making it suitable for long-term, rarely accessed data.

For working with email archive files and export formats, refer to:

Working with PST, ZIP and CSV Files.