Admin Console - Data Export

Owned by Chris Veneto
Last updated: Jun 15, 2023
6 min read

  • The Data Export section of the Admin Console allows an administrator in a PreVeil organization to download a decrypted copy of your organization’s data.

  • Performing a Data Export will require that an Approval Group be assigned to this activity prior to initiating an export. You can learn more about creating and assigning Approval Groups here.

  • When doing a Data Export, please ensure that you have enough disk space available in the destination location for the export to support the amount of data being exported.

Data Export Filters

There are three filters you can select from when performing a Data Export:

  • Users - The Users filter allows you to select all users or specific users within your organization for whom you wish to export the data.

    • The default state is for all the organization’s users to be selected.

  • Content - The Content filter allows you to select the type of data that will be exported. The options are:

    • Mail - The contents of the user’s PreVeil mailbox

    • Drive - The contents of the user’s Drive.

    • Logs - Activity logs related to the user’s account

    • ACL (Access Control List) Report - Details who the user has shared the contents of their Drive with.

  • Date Range - The timeframe from which you want to export the data.

    • The default timeframe is “Forever”, which will export all data from the user’s account going back to the moment it was created.

  • However, you can set a different timeframe, by clicking on the Date Range field. You can select from some pre-configured timeframe options, or create a Custom Range of your own.

Performing a Data Export

To initiate a Data Export:

  • In the Admin console for your PreVeil organization, select Data Export from the left-hand menu.

  • Configure the filters as needed for your export, and click on the Get Started button.

  • You will get a confirmation box. Click Yes to proceed.

  • This will begin the approval process.

    • The number of approvers required will be dependent on the configuration of the Approval Group assigned to the Data Export activity.

    • If the person requesting the Data Export is also a member of of the Approval Group assigned to the Data Export activity, their approval will be automatically granted, as demonstrated by the highlighted entry here.

  • To get approvals from the additional required members of the Approval Group, click on the Start button next to one of their names.

  • You will get the following screen. At this time you will want to reach out to the approver, as the approval process does need to be done in real time.

  • When the approver accesses PreVeil on their end, they will have the following badges indicating they have an approval request waiting.

  • Clicking on Approvals will bring them to the following screen. Have them select the entry to open it.

  • They will click on Start Approval.

  • A field where they can enter an eight character code will come up.

  • As the person requesting the approval, you will see the eight-character code on your end.

  • Read off the eight character code to the approver, and after they enter it on their end, have them click on the Approve button.

  • Repeat these steps as needed with any additional approvers.

  • Once all required approvals have been obtained, click on the Start Export button.

  • Select a location for the exported data to be saved to, and click on the Start Export button.

  • The location you select must be a folder that does not yet already exist, you cannot select a pre-existing folder to export the data to; the Data Export process will create the folder for you.

  • You will receive a notification that the export has started. The amount of time it will take to complete will vary based on the amount of data being exported.

  • This screen will change once the export has finished to indicate that it has been completed.

Data Export Output

  • Once the Data Export has completed, navigate to the location you specified for the exported data.

  • To access the exported Drive and Mail data, click on the folder with the email address of the user in question.

  • If you exported data for multiple users, each will have their own folder.

  • To access the Drive data, click on the Drive folder.

  • The data will be represented in the same folder format that the user has in their Drive.

  • Any standalone files that are not stored in any folders in Drive will be in the defaultCollection folder here.

  • Opening any of these folders will show the data within in whatever file format it was created as, and those files can be opened in the native applications for those file types.

  • To access the Mail data, click on the Mail folder.

  • Mail is broken up by the folders you have available in your PreVeil mailbox.

  • All of the individual email will be in a .eml format file. A .eml file can be opened with Microsoft Outlook.

  • The user’s Activity Log data will be present in the Logs.csv file.

  • If you exported data for multiple users, all user’s logs data will be in the same Logs.csv file.

  • The ACL (Access Control List) Report data can be found in either the organization_report.csv or user_report.csv files.