ArcTitan Demo Script

(Revised – October 2023)

This document will detail the key points you will want to hit on during a demonstration of the ArcTitan platform for any prospective customer. These points will vary depending on what the customer is looking for and the environment they are potentially deploying the solution in. It is suggested that any information on those key points should be detailed by the AE or CSM prior to the actual demonstration as this will help you craft the demonstration to be the most effective for converting the opportunity.

DEMONSTRATION SYSTEM CREDENTIALS

You will want to log into this prior to going ahead with the demonstration.

URL – https://app.eu.fcstitanhq.com
Tag – sa_demo
User – priv_user

Password – titanhq

ARCTITAN BASICS TO TOUCH ON AT START

Cloud-based mail archiving service
Fast search results

Helps with any compliance, such as HIPAA
Works with Outlook, Google Workspace, On-Prem Exchange servers, and other email platforms.
Full Azure integration (allows for Single Sign On for access to the archive)
Default setup is with 2 servers (main and failover) and is hosted geographically

Ensures data will be hosted in the country/region intended (US data in the US, Canadian data in Canada, UK data in the UK, EU data in the EU)

Infinite retention

Retention can be set if needed, but default setting keeps everything forever

Allows users remote access to archived mail through the portal
Levels of access to mail based on roles
Outlook Add-In available

LOGGING IN AND ROLES

Users will be directed to the portal instance and will be able to log in from there. There are two ways they would be able to do so:

Typing in the tag (the identifier at the end of the URL), then the account name (either a set up account or the user’s email), and password

Utilizing a Single Sign On (SSO) button which would allow the user to log in using either (depending on platform) Microsoft or Google credentials.

Every instance will have four user roles:

Administrator – Covers the initial configuration and also allows the user to monitor the mail flow to the archive and also initiate the Mailbox Reader and Folder Replication.

Privileged – User has access to search the entirety of the domain(s) hosted on ArcTitan.

Basic – User is restricted to just their individual mailbox for searches.

Data Guardian – Gets transcripts of searches run by Privileged Users and also approves/denies deletion requests.

The most common interactions will overwhelmingly be in either the Privileged or Basic User role. If a user has more than one role, they would be able to switch between these once logged in.

SEARCHES

(Note, this is being run using the Privileged User role. Basic Users would have the same functionalities in place, but with the key difference being mainly that their searches are restricted to just their individual mailbox.)

To execute the search, click the Search button and a new window will pop up asking for a reason regarding the search.

This is exclusive to Privileged Users as this level HAS TO GIVE A REASON FOR ANY SEARCH

Without the reason, the search will not proceed further.

Once the search reason is given, the screen will move on to the search dialog. You will see the following options:

Channels

Allows options to have the search run through the following on Emails:

Subject
Body
Attachments

Keywords (more on this below)
Recipient

Options:

From or To (default)
From
To

Timeframe

Multitude of options, but for the sake of the demo, you will want to go with the Any Date option, as this will show the total number of emails in the archive

Next, note the number of emails in the archive (517K) and then proceed to the Keywords option.
Type in the word “termination” and then note the new number of emails (drops to about 4400).
Then, enter the word “helsinki” and note the number of emails (down to 18).
Once completed, click on Search Archive and the Search window will disappear and the display will now show the list of emails on the left hand side of the panel.
There are Search Filters that can be accessed by clicking on the Filters button:

Recipient Count
Attachment Count
Email Size
Attachment Size
Attachment Type

You will want to use Recipient Count and check off 2 Recipients
The count will drop further (to 4).
Click on one of the emails shown, the details will fill in on the right hand side pane and you will also see an elipse (…) that will give you some options:

Download – downloads the current email into an eml file format and places it in the Downloads section for retrieval
Forward – allows an email to be either recovered to the user’s mailbox or another user’s mailbox
Print – prints the email up in a PDF format

At the bottom of the email in the right panel, you will also see a verification tag that certifies that the email was received and was unaltered. It also gives the date when the email was entered into the archive.
On the left hand side, there are further options available:

Sort Results

This allows the user to sort the results in either ascending or descending (default) order in the following manner:

Date Sent (default)
Sender
Recipient
Subject

(…) More

Download Results

User can download the entire contents of the search or selected emails in the following formats:

ZIP (individual eml files)
PDF
PST

Once run, contents of the download will be in the Downloads section for retrieval

Save Search

Users can save the search for use again at a later time.
If one or more emails are checked off, a new option appears – Save To Space

This allows the user to save the checked contents to a Space for further use.

SPACES

Spaces are areas where emails pulled from searches can be saved for later use.
Most common reasons for a Space:

Investigation
Data Retention
Useful emails the user wishes to find quickly

Accessing Spaces on the UI

Click on the Spaces tab to go into the Spaces section
A listing of the created spaces available will be listed. At the far right is an elipse (…) that contains the following options:

Edit Space
Copy Link for the Space
Clone Space
Share
Apply Legal Hold

Retains emails beyond any set retention policy if this is invoked
Would require Data Guardian approval to invoke and to remove

Sticky

Tacks selected Space to the top of the Spaces page

Delete Space

HISTORY (SEARCHES)

Three options in this page

Recent – self explanatory
Saved – can be re-run, edited, or shared
Shared – shows searches shared with colleagues

DATA GUARDIAN ROLE

Independent user of the system.
Does not have elevated search rights
Monitors access by the privileged user and other tasks
Accessing

Go to Change User after clicking avatar in top right

Can log in using the following creds:

Tag: sa_demo
User: dg_user
Password: titanhq

TRANSCRIPTS

Data Guardian sees this upon log-in
Listing of all searches performed by the privileged users
Can click on View Transcript to show the searches run during the session

Shows what searches were run, how many emails found, and length of session.

Can click on the actual search criteria to see the emails opened and actions taken.

DATA GUARDIAN ACTIONS

(NOTE: All actions would require a second Data Guardian to confirm)

Legal Hold

Allows for retention of emails in a Space beyond the set retention period

Emails would not be deleted if beyond retention period until the legal hold is removed

Removal is through request from the privileged user and confirmed by the data guardian

Email Deletion

Same process as with Legal Holds

Request made, DG approves/denies, second DG verifies before it goes through

BASIC USER

(Would need to use own instance to display. Use caution to be sure nothing confidential is displayed)

Basically, the user in question only has access to their own mailbox
No reason needed for search as it's only their inbox
Same functions as with the privileged user search once started

OUTLOOK ADD-IN

Only compatable with the newer UI
Dual Pane view allows users to go through Outlook and have recent emails from the sender show in the second pane
Can also sort by attachments, calendar invites, and correspondence
Also allows access to the ArcTitan UI

Would only be for the Basic User level