Upload Data

Overview

The Vaultastic Data Upload application allows administrators to upload data from external data sources using pre-configured connectors.

The application provides a guided wizard that converts user inputs into LegacyFlo Schedular request parameters.

Administrators can use this application to:

• Create and submit upload requests
• View and manage upload requests within a domain
• Monitor execution progress and status

NOTE: Prior to the release of the Vaultastic Data Upload application, administrators could use the LegacyFlo Scheduler applcation to upload data to a Vaultastic store. For details, refer to this document.

Pre-requisites

Before creating a New Upload request, ensure that

1. A connector is configured for the selected data source and data type
2. Connector authentication keys are active and valid
3. Required access permissions are available on the source system (added)

Accessing the Application

To access the Upload Data application

1. Log in to your Vaultastic domain using administrator credentials.

2. Click on the Data Uploader application icon on the menu on the left-hand side.

3. The Vaultastic Data Upload application will be launched in a new browser window.

Viewing Upload Requests

The Upload Requests page lists all upload 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

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.

Upload Request Status

List Controls

The Upload Requests list provides:

• Filtering by Status and Schedule

• Page Size selection

• Pagination controls

Creating a New Upload Request

Upload requests are created using a configuration wizard.

1. Launch the Wizard

1. Select the Vaultastic domain.

2. Click New Upload.

3. The Upload Wizard opens.

2. Request Details

Request ID

• Prefixed automatically with UPL-

• Letters and numbers only

• Maximum length: 128 characters

Description

• Optional text description

• Maximum length: 256 characters

3. Select Data Source

Choose the data source.

The corresponding connector must already be configured.

4. Select Data Type or Connector

Depending on the data source:

5. Provide Source Inputs

Input requirements depend on the selected source.

M365 / Google Workspace (Email, Drive, Teams/Chat)

• Upload a CSV file containing user IDs or distribution list IDs.
• One ID per line.
• IDs must belong to the primary domain.

IMAP Mail Server

• Upload a CSV file containing the user ID and password and an optional folder name per line.

SharePoint Documents

• Provide site names, one per line.

Cloud / On-prem Storage

• Select the bucket or container

• Optionally specify a folder

• If not specified, the entire bucket/container is uploaded.

6. Select Data Destination

Select the Vaultastic Store where the data will be uploaded.

7. Select Data Format

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 Upload 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

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 Upload 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 upload requests and executions are logged
• Execution logs can be downloaded for troubleshooting
• Request history is retained for audit purposes

Known Limitations

• Large uploads may take longer, depending on the source system limits
• API throttling may impact execution timelines
• Once schedules cannot be re-run (new request required)