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Deployment-specificRun keyword, participant, date, attachment, and enabled semantic searches.
Aevis
BetaAevis captures business email for retention, compliance review, and eDiscovery. It helps compliance and legal teams search messages, place records on hold, review audit history, and export evidence without giving broad mailbox access.
Beta operating manual
Aevis beta compliance manual
Search, preserve, review, and export archived email through an approved Aevis beta interface without altering source mailboxes.
Audience, scope, and prerequisites
Covers controlled beta use of archive search, case preservation, export, and audit capabilities when exposed by the tenant. The verified repository contains backend and architecture assets but no reviewable end-user frontend, so labels and paths may differ by deployment.
Who this is for
- Authorized compliance and legal reviewers
- Records-management operators
- Aevis security and support staff
Before you sign in
- Documented legal, compliance, investigation, or records purpose
- An Aevis role scoped to the correct tenant and data population
- Approved search terms, date range, custodians, and export destination
- Legal approval before placing or releasing a hold
Roles and responsibilities
| Role | Access | Responsibilities |
|---|---|---|
| Reviewer | Search and preview archive records within assigned scope. |
|
| Case or records operator | Create cases, holds, and controlled exports when enabled. |
|
| Administrator or auditor | Manage ingestion, retention, and audit configuration outside normal review. |
|
Search and review archived email
Begin with the narrowest defensible query and expand only when the review purpose requires it.
Run a scoped archive search
Combine participants, dates, keywords, and attachment criteria to reduce unrelated exposure.
- 1Record the authority and scope
Identify matter, requester, custodians, date range, and approved terms.
- 2Choose exact filters
Use sender, recipient, subject, date, message ID, attachment, direction, or classification filters when exposed.
- 3Run keyword search first
Use semantic similarity only when approved and record that it can broaden results.
- 4Review a sample
Confirm relevance, thread context, timestamps, and tenant before expanding.
- 5Save the query evidence
Record filters, time, result count, reviewer, and any approved refinement.
Expected result
The review produces a reproducible result set bounded to the authorized matter.
Review a message and attachment
Verify archive identity and context before classifying a message as relevant.
- 1Open the archived record
Check message ID, sender, recipients, sent and received times, and ingestion state.
- 2Review thread context
Do not interpret a single message without necessary preceding or following communication.
- 3Inspect attachments safely
Use the approved preview or analysis path and avoid uncontrolled local downloads.
- 4Treat AI fields as suggestions
Verify summaries, PII labels, entities, sentiment, and classifications against the message.
- 5Record relevance
Apply the approved case or review decision without modifying the immutable source record.
Expected result
The message’s identity, context, and relevance decision are traceable without changing archived evidence.
Preserve and export evidence
Holds and exports require separation of duties, immutable scope records, and approved storage.
Place records on legal hold
Preserve an approved result set or custodian scope against normal disposition.
ForCase operator
- 1Confirm authorization
Record matter ID, approver, custodians, scope, and start date.
- 2Create or open the case
Use a unique, non-sensitive case name and controlled membership.
- 3Attach the preserved scope
Use saved query criteria or identified records and verify result counts.
- 4Activate the hold
Confirm the interface reports active preservation.
- 5Audit and notify
Record the hold event and notify the approved stakeholders without disclosing content unnecessarily.
Expected result
An authorized case shows an active, auditable hold over the intended archive scope.
Create and verify an eDiscovery export
Export only the approved scope and preserve provenance and chain of custody.
- 1Freeze the result set
Record query, custodians, date range, count, case, and approver.
- 2Create the export
Choose the approved format and include required metadata and audit manifest.
- 3Monitor the job
Wait for a terminal state; do not launch duplicates during processing.
- 4Verify integrity
Compare counts, manifest, checksums, representative messages, and attachments.
- 5Transfer securely
Move the export to the approved evidence repository and record recipient, time, and retention.
Expected result
The export matches the authorized scope and has a verifiable manifest, integrity record, and custody trail.
Security and data handling
- Use minimum-necessary search scope and case membership.
- Treat archived mail, search terms, exports, and audit records as regulated evidence.
- Do not change retention or release holds without documented authority.
- Verify AI classification and summaries against original message content.
- Keep exports in approved encrypted evidence storage with custody records.
Known limitations
Read before relying on an unsupported workflow
These limits describe the source-pinned Aevis beta source release 5d3f022 scope and must be rechecked when the product changes.
- No end-user frontend is present in the verified source revision, so actual labels and paths require a tenant walkthrough.
- Architecture documentation describes capabilities that may not all be enabled in the beta deployment.
- Semantic search and AI analysis are aids, not complete or deterministic discovery methods.
- Encrypted-message content depends on available keys and approved decryption workflows.
- A successful SMTP ingestion path does not prove every expected mailbox is journaling correctly.
Troubleshooting
You cannot sign in to Aevis
Likely cause: The session expired, the identity is not assigned to the application, or the tenant claim is missing.
- Open the application from the approved portal and complete sign-in again.
- Confirm that the correct organizational identity and tenant are selected.
- If access is still denied, record the time and request an entitlement check from support.
A documented action or navigation item is not visible
Likely cause: The current role, release, tenant configuration, or feature flag does not expose that operation.
- Confirm the role and prerequisites listed for the procedure.
- Reload the page after signing in again; do not attempt to bypass the interface through direct URLs.
- Ask the product owner whether the feature is enabled for the tenant before reporting a defect.
A saved change or background operation is not visible
Likely cause: Validation failed, processing is still running, or the current view is stale or filtered.
- Review inline validation, status indicators, filters, and the selected tenant or workspace.
- Refresh once and search for the item by its stable name or identifier.
- Do not repeat irreversible or externally visible actions until the original operation status is known.
Expected messages are absent
Likely cause: Journaling, ingestion, indexing, tenant scope, date interpretation, or encrypted-content processing is incomplete.
- Verify the approved mailbox and time window without broadening access unnecessarily.
- Check ingestion and index health through the operator channel.
- Preserve the query and report the gap; do not infer that a message never existed.
An export count differs from search results
Likely cause: The result set changed, permissions differ, processing skipped items, or attachment/message counting rules differ.
- Freeze and compare the exact query and time.
- Review export job errors and manifest.
- Do not deliver the export until the difference is explained and approved.
Contact support
Contact support when
- A repeatable Aevis error blocks an approved workflow
- Expected data, permissions, or tenant boundaries appear incorrect
- A security, privacy, compliance, or data-loss concern is suspected
- A hold may be missing, released, or scoped incorrectly
- Archive ingestion or export completeness cannot be demonstrated
- Cross-tenant or unauthorized message access is suspected
Include
- The page, action, and expected result
- The exact error text and time of occurrence, including time zone
- Your tenant, role, browser, and a sanitized record or item identifier
- Whether the problem can be reproduced and which troubleshooting steps were tried
Never include
- Passwords, access tokens, API keys, recovery codes, or session cookies
- Unredacted personal, health, financial, or other regulated data
- Private encryption keys or complete confidential documents unless an approved channel is provided