Vaultastic Stores Overview

Note: The Vaultastic Inactive Store will henceforth be called the Vaultastic Open Store. During the transition, you will find references for both names within the documentation and other communications.


Vaultastic is a cloud-based enterprise information archival and management solution. Vaultastic has three stores into which your data can be archived. These are the Active Store used to archive email data which is required to be accessed frequently and quickly. The Vaultastic Open Store is where you can preserve data in files which is accessed infrequently.  The third store is the Live Store, where you can archive data from helpdesk systems, CRM systems, website forms, and other sources. The Live Store as the name suggests allows you to collaborate on the data within it.

Live Store

The Live Store of Vaultastic is powered by Ideolve.

The contents of the Live Store are notes in workspaces. Each workspace corresponds to a source of data. These notes are created by the live archiving from systems such as a helpdesk, CRM, etc. The contents of Live Store are searchable using keywords and can be tagged. Admins can invite users to workspaces. Invitees can search through, download and view the archive data. Invitees can also collaborate on the content.

Active Store

The contents of the Active Store are emails that are searchable and accessible via the eDiscovery interface of Vaultastic. The Active Store is organized in different Vaults corresponding to mailboxes on the primary email domain.

Open Store

The contents of the Open Store are files. The contents of the Open Store are searchable using the file names using the Open Storage Application

Difference between the Vaultastic Stores

Live StoreActive StoreOpen Store
  • Archive live data from sources such as a helpdesk, a CRM, website forms, etc.
  • Email data that is frequently accessed.
  • Files and backups which are infrequently accessed.
  • The Live Store application powered by Ideolve

  • Notes
  • Email
  • Data files
  • Workspace. Each workspace corresponds to a source of data
  • The Active Store is organized as Vaults. Vaults correspond to the email ids on the primary mail server.
  • A single folder per Vaultastic domain. 
Methods of Upload
Methods of Download
  • Note export from the Live Store
  • Notes & their comments are searchable using keywords or phrases, tags and the authors of notes/comments.
  • Mails are searchable using sender, recipients, date, and keywords
  • Search using the file name 
  • Browse the file content using the content-list
File Operations allowed
  • Export note content
  • Download, export (in PST or EML formats), upload to Ideolve, reply, reply all, forward, and forward as an attachment
  • Download, delete
  • Invitees to the workspaces
Tagging of content for fast search
  • Available
  • Not available
  • Not available
Collaboration features such as comments, mentions, notifications
  • Available
  • Not available
  • Not available

When to use the Vaultastic Live Store

Data on the Vaultastic Live Store is collected in real-time as it is transacted/created on the source. This data immediately becomes available for search and download. The Vaultastic Live Store is powered by Ideolve.

Case 1: When you want to archive live communication data from a ticketing system

Each ticket on the helpdesk is a note in the Helpdesk workspace on the Live Store. Every communication by the support agents logged into the ticketing system or any customer responses gets added to the notes as comments. Workspace members can view, download, tag, and comment on the notes. Members can even post comments from the Live Store to the ticket on the helpdesk.

Case 2: When you want to archive live updates from accounts and deals on a CRM system

Each account or deal created in the CRM system gets a corresponding note in the CRM workspace in the Live Store. Updates to the accounts and deals get automatically recorded as comments to the Live Store notes. . Workspace members can view, download, tag, and comment on the notes

Case 3: When you want to archive data collected from website forms

Your website form can contain important customer information that needs to be archived. Each form filled is stored as a note on the relevant workspace

Case 4: When you want to archive email data and want to make the emails ready for sharing

Data from the Active Store or any other email source can be uploaded to the Live Store for further collaboration.

When to use the Vaultastic Active Store

Case 1: Archiving mail data using the journaling or forwarding or BCC feature of the primary mail server

If you want to archive messages using the journaling, BCC, or forwarding feature of the primary server, the data has to be uploaded to the Active Store.

Case 2: You want to search through data available in data files such as EML, PST, Maildir or MBOX

If you want to be able to search through data files for specific mail using search criteria such as sender, recipients, keywords or date ranges, the data has to be in the Active Store of Vaultastic.

Case 3: You want to collect data in mailboxes on the mail servers and make it searchable

If you want to backup the mailbox content on the primary server and make the content searchable, then the data has to be uploaded to the Vaultastic Active Store using LegacyFlo.

When to use the Vaultastic Open Store

Case 1: Upload  files to a Cloud Store

If your organization is looking for a low-cost option to save files on the cloud, then the Vaultastic Open Store is a good option.

Case 2: You want to reduce the size of mailboxes on the primary store but do not want to make the email data searchable

Suppose you are looking to reduce the mailboxes' size on the primary mail server but have not enabled live mail archiving to Vaultastic Active Store. In that case, you can use LegacyFlo to upload data directly from the mailboxes on the primary mail server to the Open Store. 

Case 3: You are looking at reducing the size of Vaults on the Active Store

You have enabled live mail archiving from your mail server to the vaults on the Active Store and now are looking at reducing the Active Storage usage without deleting the data. In this case, you can move data from the Active Store to the Open Store using LegacyFlo.

Case 4: You are looking to backup data from other sources such as GDrive

You can use a LgeacyFlo request to back up data from GDrive, OneDrive, Freshdesk Solutions, and other sources to the Vaultastic Open Store.