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Vaultastic admin guide

Table of Contents

Provision users on Vaultastic Manually

Once your domain is provisioned on Vaultastic, users are added to the domain automatically. If required you can provision more users manually one-by-one or in bulk by importing a CSV file.

After provisioning users manually one-by-one, you have to set their properties like First Name, Last Name, Primary email id and so on. If you are importing users from CSV, you can set user properties in CSV file itself.


Add Users one-by-one

Steps to provision users on the Vaultastic domain

1. Log in to Vaultastic . If you have signed in using the postmaster account, you will be taken to the Admin Panel. If you have logged as another user with an admin role, navigate to the Admin Panel console.

Admin panel shown to postmaster.png

2. From the left pane,

  • Select the Vaultastic domain from the list of domains you have the rights to manage.
  • Click the Users option to view the list of users present on the domain.

3. From the middle pane, click the Add User icon.

Add user icon on admin panel.png

4. On the Add User window, provide the details

  • User name

Note : User name of the Vaultastic id and primary email id MUST be the same.

For example: If primary email id of the user is [email protected],
then Vaultastic id of that user MUST be
[email protected]

  • Set password .

Note : Ensure the password follows the password complexity rules set for the domain.

  • For plan, choose
Plan Details
Continuity
  • Mails archived by the users in Continuity plan will not be visible in EDiscovery.
Tracer
  • Mails archived by the users in Tracer plan will be indexed and visible in EDiscovery
Durability
  • Mails archived by the users in Durability plan will be indexed and visible in EDiscovery
Hold
  • Mails archived by the users in Hold plan will not be visible in EDiscovery.


  • Click the + sign to enter the record
  • Repeat the steps to add more users
  • Continue to validate user details
  • Click Done to exit the process.

Add user one by one.png

Import Users CSV spreadsheet

Steps to provision users on Vaultastic

1. Navigate to the Admin Panel

Admin panel link on user panel.png

2. From the left pane,

  • Select the Vaultastic domain from the list of domains you have the rights to manage.
  • Click the Users option to view the list of users present on the domain.

3. Click the Import Users icon to add multiple user records saved in a CSV file format.

Import users icon on admin panel.png

4. Select File to be imported from your machine.

Before importing the CSV, make sure it follows the format recommended.
Click the link to Check the CSV File format to be followed to import multiple users

Select file icon on import users window.png

5. Locate the required CSV file on your machine.

Browse import users csv.png

6. Click Continue to proceed.
The application validates the user details, checks for duplicate records and shows the update status.

Vaultastic Import Users 4.png

7. After user validation,

  • You can Ignore the warnings and Update the valid properties of the users.
OR
  • You can Cancel the import and update user records in the CSV file.
OR
  • If users are added successfully, click the Update Properties button which updates all the user records with the properties mentioned in the CSV and displays the updation status.

Vaultastic Import Users 5.png

8. You can view the invalid properties ignored by the application.

  • You can ignore the invalid properties and proceed to continue
OR
  • Update the CSV with valid data and re-import the CSV.

Vaultastic Import Users 6.png

9. Once the update is complete, click the Done button to exit the process.

Vaultastic Import Users 7.png

10. You can see the newly added users in the list.

Update User's Account Information

For all the newly added users, set the user properties mentioned below.

Set First Name, Last Name of the user

Set First Name and Last Name of the user.
Display Name is generated automatically by combining First Name and Last Name.

Set Primary Email ID

Provide Primary Email ID of the user.
Primary email id is used while resetting the forgotten password of the account.
User will receive the verification code required to reset the password of the account on this id.

Set Mail From id

Specify the primary id of the user as the Mail From id of the user.
If user replies to/ forwards a mail using the Vaultastic account, it will be sent from the mail from id specified in this box.

Users account information.png

Assign Vaultastic Plan

The plans assigned to the user will decide,

- if the mails archived on Vaultastic will be indexed and visible in EDiscovery search.

- storage assigned to them. Vaultastic offers unlimited storage for all the users except users with Hold plan.

- retention period for the mails archived on the Vaultastic cloud.

Please click here to see the latest plans offered by Vaultastic.

EDiscovery refers to the process of seeking, locating and searching email data on Vaultastic which uses an advanced indexing mechanism to ensure quick and accurate results even for very large volume of email data.

Mails archived for users who are provisioned under Continuity and Hold plan are excluded in the EDiscovery search. You need to upgrade the plan for these users if you need to capture their mails in EDiscovery.


Continuity

Mails archived are excluded in EDiscovery search.

Tracer

Mails archived will be indexed and visible in EDiscovery

Durability

Mails archived will be indexed and visible in EDiscovery

Hold

Mails archived are excluded in EDiscovery search.

Users account plan.png

Assign Role

Every organization has administrative roles, one is a senior admin role and a junior admin role.

The system generates the role name automatically which follows the format Org_<Org-name>_<Role> where org name is the email id provided when creating the Vaultastic domain.

For example, for an organization Baya incorporation, assume org-name is [email protected] The system automatically generates roles for the organization as follows

1. Senior Admin Role - [email protected]_admin

2. Junior Admin Role - [email protected]_jradmin

3. No Admin role - [email protected]_none

The table below lists the admin capabilities assigned to a role.

senior admin

A user assigned a senior admin role will be able to access the Admin Panel and can perform all administrative tasks including updating domain properties, adding users, changing user access rights, deleting users, reseting user passwords, assigning admin roles and changing the ediscovery viewing rights.

junior admin A user assigned a junior admin role will be able to access the Admin Panel and can perform all administrative tasks except for deleting users, changing user passwords, assigning admin roles and changing the ediscovery viewing rights.
none A user with no admin rights will not see the Admin Panel

By default, a system user called postmaster is created in every Vaultastic account. This user has the senior admin role assigned. When you login using the postmaster account, you will be taken directly to the Admin Panel and will be able to perform all administrative tasks without any restriction.

In addition a senior admin can assign admin roles to any other user on the Vaultastic domain from admin panel.

Vaultastic assign role to user.png

Manage user's access to Vaultastic account

As an admin, you can manage the access rights of the users on the Vaultastic domain.

Account Status Access to Vaultastic Account
Partial Mails are archived but user cannot access the Vaultastic account
Enabled User can access the Vaultastic account
Disabled
  • Mail will not archive on Vaultastic
  • User can not access the Vaultastic account

By default you should keep access to the Vaultastic account Partial for all the users.
Enable the access to the Vaultastic account for users as required.

Users account access.png

Save the settings

Click the Save button to update the changes.

Update Security Settings

Reset the password of a user's account

If required, you can reset the password of the user's account on Vaultstic.
Enter the new password as per the complexity configured for your domain.
Click the Save button to update the password.

Configure Password Expiry and Age

As an administrator, secure your Vaultastic domain by enforcing security policies such as password expiry, complexity and history for your domain and individual users on the domain.

From the left pane, choose the domain and select the required user.


To enable password expiry for a user, turn this setting on.

In the Password age box, mention the number of days after which the password will expire automatically.

Users for whom password expiry has been set will receive regular email alerts to update their passwords.

If the password expiry for a domain is off, then the password expiry for all the users is disabled, irrespective of their individual settings.

On password expiry, the user will not be able to log in to her Vaultastic account and will have to use the forgot password link to reset the password.

Control access to the operations to be performed

As an admin, you can control the access to the operations a user can perform from the Vaultastic self service portal.

  • Toggle the Enable Reply all or Forward switch to allow/deny a user to reply, reply all or forward a mail from the Vaultastic self service portal.
  • Toggle the Enable download and export switch to allow/deny a user to download or export mail from her Vaultastic account.
  • Click the Save button to update the settings configured for the user.

Users security settings.png

Configure Account Lockout

Unlock user's account

The Account Lockout feature ensures that hackers cannot find out a user's password by brute force.

As you enable the account lockout feature on the domain, user’s accounts will be automatically locked out when the number of unique invalid login attempts exceeds the given threshold in the specified interval.

Once the account lockout is enabled for the domain, you can use a users account locked property to see which users have been automatically locked out.

To remove the lock, set the value to Off and Save.

Account lockout.png


Configure EDiscovery View

The ediscovery module of Vaultastic allows users to search across mailboxes and folders. This works on an index. Whether or not a user's data is indexed is controlled by the user's plan.

In addition, the administrator of a Vaultastic domain can control the access to indexed data for individual users.

By default, a new user created on Vaultastic can ONLY see his or her own data in the eDiscovery interface, provided the user is under a Tracer or Durability plan.

And by default the admin users (postmaster and the registered user who is also assigned the admin role) can see the index data for all users under the Tracer or Durability plan. Note if there are no users in the Tracer or Durability plans, the ediscovery interface will not show any results for any query.

To control the access to the indexed data, the admin can Give access ONLY to a fixed set of users OR give access to the indexed data of all users except for a fixed set.

Let us see how this is done by example.

To allow access to index data for only a fixed set of users, choose ONLY for users given in the list below for the Show mails option. In the list below give the list of Vaultastic accounts. To allow access only to the user's data enter Self. To allow access to data of additional users, enter the Vaultastic ids. To allow access to the indexed data of all users, enter all.

Please note, if the plan of the user is not Tracer or Durability, the data will not be indexed.

To allow access to index data for all users, with the exception of a few, select the option for ALL users EXCEPT for the users given in the list below for the Show mails option. In the list below, give the list of Vaultastic accounts to be excluded.


From the left pane, click the user to configure EDiscovery View. Select the Edicovery View tab and configure.

  • The sample shown in the figure shows that the user can view the indexed data for two users.

Configure ediscovery.png

View storage consumed by a user

Vaultastic displays the storage limit assigned to the user and total storage consumed by that user on Vaultastic. In Vaultastic, the storage assigned for all the plans except Hold is unlimited and will be depicted by the keyword "Not Available"

The storage used is computed periodically and shown on the admin panel.