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Enterprise Vault FAQ

FAQ Index

    Questings

    Questions

    What is Enterprise Vault; what does it provide me; what are the Archive rules?

    To find answers to all of these questions and many more, review the Enterprise Vault Reference Guide at this link:  http://www.illinois.gov/bccs/services/catalog/hosting/email/Documents/Enterprise_Vault-Reference_Guide.pdf

    What is a Shortcut and what does one look like?

    A shortcut is what is left after a mail item is archived into your vault.  It is a copy of the full text of the email minus any attachments.  The vault shortcut has a different icon within the mailbox than a standard message item.

    Vault Short Cut   Vault Shortcut

    Why do my shortcuts disappear?

    After the mail item is six months old the shortcut is automatically deleted from the user's mailbox by a vault administrative process.  The original vault item is still in the vault and can be searched/located using "Search Vaults" located under Enterprise Vault tab (Outlook 2013/2010). 

    Vault Search 2010   Outlook 2013/2010

     

    Vault Search 2003/2007   Outlook 2007

    Do I have to wait for items to be archived or can I place them in the vault myself?

    No, you do not need to wait.  You can push mail items into your vault by highlighting those items and clicking on the push the "Store" vault icon located under Enterprise Vault tab (Outlook 2013/2010).

    Vault Store 2010   Outlook 2013/Outlook 2010

    Vault Store 2003/2007   Outlook 2007

    Can I search both my live mailbox and my vaulted items?

    Yes.  You can search both your Outlook mailbox and your Archive vault data.  The mailbox search will search your mailbox items and any vault stubs you have remaining in the mailbox.  Enterprise Vault performs a full index of all items including attachments.  This means that when you search your vault, attachments will be included in the search.  However, the vault and mailbox searches need to be run separately.

    Can I search all vaults that I have rights to?

    Yes.  From within EVS (Enterprise Vault Search) select the drop-down arrow and select "Choose Folder".  A new window will appear and you will be able to select the vaults that you would like to search.
     

    Why do I receive an error that Enterprise Vault is not available in the early morning?

    Enterprise Vault Services are not available from 4:00 am – 8:00am am due to maintenance running on the system.  This will only affect users that are trying to manually archive or restore mail items.  Users will still be able to view their vaulted emails during these hours.

    Why don't I see the Enterprise Vault tab (Outlook 2013 or 2010) or the Enterprise Vault icons on my Outlook toolbar (Outlook 2003/2007)?

    If you don’t see the Enterprise Vault tab email CMS.BCCS.eVault@illinois.gov or contact the IT Service Desk at 800-366-8768.

    Why are there no longer any messages in my Outlook folders?

    Your messages now are located in your vault.  They can be accessed by clicking on the "Search Vaults" button located under the Enterprise Vault tab.  You can also use the Search Vault feature located in the same location.  The folder structure is presented within Outlook for you to copy future messages.

    Vault Search 2010   Outlook 2013/2010

     

    Vault Search 2003/2007   Outlook 2007

    Why does my folder structure in Outlook appear different?

    This is because your folder structure from your PSTs (if you had them) is now part of your Outlook mailbox and no longer a separate file on your network home drive.  It may appear to be in a different order which is caused by folders being alphabetically aligned.

    What happened to my PST files that were attached to my client?

    Once they are migrated into your Archive vault, they will be removed from the Client and the PST file will be deleted from the file system.

    Can I delete items from the Archive Vault?

    Deletion authority will depend on each Agency's/Customer's email deletion policies and legal procedures.  Please review those policies and legal procedures with your supervisor before proceeding with Archive Vault deletions.

    To the extent that deletion authority exists for one or more particular Archive Vault items, the option to delete is available.  While in "Search Vaults" you can highlight the mail items you want to delete, right click and click Delete.  You may need to refresh your browser within Archive Explorer to reflect that the deleted item is gone.  Note:  Deleting shortcuts in your mailbox will not delete those items in your Archive Vault.

    What if I do not move information to the Vault?

    Each night the system scans a user's mailbox and moves items older than 60 days into the corresponding folder in the Vault.  In addition to this, mail will be moved sooner when the mailbox reaches 85% capacity.  Messages with large attachments (i.e., 2.5 MB or larger) will be moved sooner than messages with smaller attachments.  This is done to keep the mailbox to a manageable level.  Accordingly users should no longer experience a “mailbox is full” situation preventing them from sending and receiving e-mail.

    Can I view vaulted messages using Outlook Web Access (OWA)?

    Yes.  The Enterprise Vault add-ins is integrated into OWA when you are enabled for Enterprise Vault.  All functionality that you have in Outlook is available in OWA.  To access the vault from OWA, an email will need to be opened and you will see the Enterprise Vault App that is integrated into OWA.

     

     

    If a user has access to another user's email, will they also be able to get into the other user's Vault?

    If you have rights to another user's mailbox set by your Email Administrator you will be able to access that user's vault.  If rights to the user's mailbox are set through delegation or through the email client, you will not have rights to the user's vault.  If vault rights are needed, contact your Agency IT Coordinator to submit an ESR to have vault rights set.

    How do I manipulate emails from my user vault (Restore, Delete, Move, Copy)?

    To move, copy or delete items you will highlight the one(s) you want, right click on the message(s), and choose the appropriate action.  It may take several minutes for the system to act on your request depending on the size and number of messages you are performing the action on.  If deleting a message, you may need to refresh the screen before the message(s) are removed from your screen.
     
     

    How do I perform an Advanced search and can I save my searches?

    Advanced search features are available by clicking on the red advanced link in the upper right-hand corner of the EVS screen.  The user can add in as many search criteria options as needed by clicking on the plus (+) sign next to any search field.
    Search criteria options include:  Received or Sent, From, Subject or Content, Subject, Content, All Recipients (To, CC, & BCC), To, CC, Size, Importance, Attachments, Folder, Archived Date, and Retention Category.
     

    Can I delete folders from my vault?

    No.  This version of Enterprise Vault does not allow for the deletion or hiding of folders within the vault.

    If I have access to several vaults, can I somehow separate them into groups so I don't have to scroll down through all listed vaults?

    Yes.  For users who have access to several other vaults, the new "Archive Group" feature introduced in Enterprise Vault 11 may be what they want to use.  To create an Archive Group for a group of vaults, select actions in the top right corner of EVS and select "Configure Archive Groups".

    Select the plus sign to create a new Archive Group.  After the group is created, select Email and right click on the archives that you would like to "Copy to Custom Archive Group".  Select the new Archive Group that you have created and select done.

    Once created, the new group with the associated archives will appear in the left pane of EVS.  The group can then be expanded or collapsed by clicking on the group name.