Chapter Title. Time Warner Cable Business Class Online Backup. Administrator Guide. Version 1.2

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1 Chapter Title Time Warner Cable Business Class Online Backup Administrator Guide Version 1.2

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3 Table of Contents Table of Contents... 3 Chapter 1: Overview... 5 Introducing Online Backup... 5 Online Backup Admin Console Overview... 5 Chapter 2: Getting Started... 7 Activating Your Account... 7 Logging in to the Admin Console... 7 Chapter 3: Managing Users Adding Users Managing Users Deleting a User User Groups Chapter 4: Managing Machines Viewing Machines Editing a Machine Chapter 5: Managing Administrators Adding New Administrators Editing Administrator Information Deleting an Administrator Chapter 6: Configuring Clients Downloading the Online Backup Client Client Versions Creating a Custom Client Configuration Chapter 7: Managing Resources Managing License Keys Managing Storage Space Chapter 8: Restoring Files Restoring Files Status of File Restores Chapter 9: Graphs and Reports Using Graphs Using the Report Builder Managing Scheduled Reports Running Quick Reports Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 3

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5 Chapter 1: Overview The Administrator Portal allows administrators to easily manage their company s Time Warner Cable Business Class Online Backup account. This guide provides instructions on how administrators can set up and manage user accounts, view backup history and statistics, restore files, and configure optional settings. The following topics are discussed in this chapter: Introducing Online Backup Online Backup Admin Console Overview Introducing Online Backup Time Warner Cable Business Class Online Backup provides remote backup services for computers and servers. Your files are automatically backed up to a secure, off-site data center so that you can easily recover files that get damaged or lost. Backed up files are protected at all times files are encrypted before they are sent over the Internet, while they are being sent over the Internet, and when they are stored in the data center. Online Backup is easy to set up. Users simply download and install the Online Backup software on to their computers. Online Backup works in the background. By default, it goes to sleep whenever the computer is in use so that the computer and the network connection are not slowed down. Users have the flexibility to customize how the software works selecting when and how often backups occur, which files to backup, and other settings. For details on using the client software, see the Online Backup User Guides available in the Support section of the Admin Console. The initial backup will take the longest time and may take several days or longer since all selected files will need to be encrypted and sent to the Online Backup data center. A number of factors impact this initial backup time, including size of files to be backed up, amount of bandwidth and computer usage devoted to Online Backup, and upload speed. For a typical system on a typical broadband line, and if a user continues working on the computer during the backup, Online Backup backs up data at the rate of about 2-4 GB per day. If left undisturbed on a fast connection, however, you can back up over 9 GB in a single day. After the initial backup, subsequent backups will be much faster. Online Backup performs differential backups so that it only backs up the portions of files that have changed since the last time they were backed up. Online Backup Admin Console Overview The Admin Console is organized into the following areas: Dashboard: Provides backup history of users and list of computers that users have successfully registered. Users: Add new users, view user details, and add/manage user groups. Admins: Add and view administrators. Configuration: View and edit account information, and create customized client configurations. Resources: Assign and transfer license keys, and download software client News: View product release notes. Graphs & Reports: View, schedule and reports and graphs. Restores: Submit file restore requests and view history of restores Support: View User Guide for Windows, User Guide for Mac, Quick Start Guide, and FAQ Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 5

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7 Chapter 2: Getting Started The following topics are discussed in this chapter: Activating your account Logging in to the Admin Console Activating Your Account When your company signs up for Online Backup, you will receive a welcome . To activate your account: 1. Click on the activation link in the welcome You will see your User Name which is the address to which the welcome was sent. 3. Create a Password for your account. NOTE: The password must be at least eight (8) characters. 4. Click Log In to access the Admin Console. You are now ready set up users for your account. See Adding Users for details. If you need to log back into the Admin Console, see Logging in to the Admin Console. Logging in to the Admin Console As an administrator, you can log in to the Admin Console to manage your backup environment: 1. Go to Click on the Admin Login link. 2. Enter your User Name (which is the address associated with your administrator account) and Password. 3. Click Log In. After you log in to your site, you see the Dashboard page of the Admin Console. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 7

8 Chapter 2: Getting Started About the Dashboard The Admin Console opens to the Dashboard view. To manage your account, use the menu on the left. Figure 1: Dashboard view of the Admin Console The Admin Console's main page is called the Dashboard. The Dashboard page displays two panels by default: the Backups panel and the Machines panel. The Backups panel displays a graphical representation of the backup history for each user. The Machines panel displays a list of machines that users have registered successfully. About the Backups Panel The Backups panel displays two graphical representations of your backup history. The Backup Overview pie graph displays the number of successful backups within the last 24 hours, one week, and over one week. The Backups made in the last week graph displays the number of backups made during the last week and what days they were performed on. In addition, the Backups made in the last week graph displays the maximum number of backups performed at one time and the average number of backups performed. If you click on the Backup within 24 hours, Backup within 1 week, or Backup over 1 week old links, the Machine panel is filtered to show only the machines that meet the criteria you choose. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 8

9 Chapter 2: Getting Started About the Machines Panel The Machines panel displays a list of machines that are currently registered to the account. The list displays the machine name, user, amount of storage used / amount available, creation date, and date of last backup. To see additional information about a machine, click the machine name. A new panel opens to display details, such as the owner of the machine, the space used, when the last backup occurred, the machine's encryption type, client version, the license key used, last requested restore, when the restore finished, the number of files requested, the size of the restore, and the status of the download. To close the panel, click the X in the top right corner of the panel. To see additional information about the user, you can click the name of the user. A new panel opens to display user details, such as creation date of the user, quota (space used by the user in gigabytes), address where the user was created from, a list of computers assigned to the user, the encryption type for each computer, spaced used and available for each computer, when the last backup occurred for each computer, and the license key used for each computer. To close the panel, click the X in the top right corner of the panel. From the Machines panel, you can search for machines in the Machines list. Enter the name of a user or the name of a machine in the Search field, then click Search. A list of available users or machines matching your search criteria appears. Working with Windows When you click one of the links in the Admin Console, information for the link displays in windows in the middle of the screen. These windows can be opened, minimized, and refreshed. To open a window and display the information, click the right arrow button.. Figure 2: Open Window To minimize a window to a single line, click the down arrow button. Figure 3: Minimized Window To refresh the information in a window, click the refresh button. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 9

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11 Chapter 3: Managing Users The following topics are discussed in this chapter: Adding Users Managing Users Deleting a User User Groups Adding Users When a new user is added n the Admin Console, a welcome is sent to the user. This contains a link to download the Online Backup client software and a unique license key to activate the software. If the user has multiple machines, each machine is configured separately and requires its own license key. To add a user: 2. In the left menu, click Add New User under Users. Figure 4: Add New User link in the Admin Console 3. Enter the following values: In the Name field, type the user's name. In the field, type the user's address. In the # of Server Licenses field, specify the number of licenses you want to allocate for the user. If a user needs to back up multiple computers, each computer will need a separate license key. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 11

12 Chapter 3: Managing Users NOTE: We recommend you assign Server Licenses to all users. Server licenses back up both personal computers and servers. In the Desired Quota per Server License field, specify the amount of backup storage (in GB) you want to allocate for the user. You must assign a minimum of 1 GB for each user. Disregard the # of Desktop Licenses and Desired Quota per Desktop License fields and leave empty. 4. Click Save Changes when you are finished. A welcome is sent to the user with a link to download the software client and license key(s) required to install and setup Online Backup. Viewing a New User Report The New User report shows the number of users who have signed up per hour, per week, per month, or per year. 2. In the left menu, click New users under Graphs and Reports. Figure 5: Add New User link in the Admin Console 3. Select the time frame for the report: The number of users who have signed up each hour for the last 24 hours. The number of users who have signed up in the last week. The number of users who have signed up in the last month. The number of users you have signed up in the last year. 4. (Optional) Click Advanced to configure a custom report interval. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 12

13 Chapter 3: Managing Users Managing Users Viewing User Accounts You can view the following information about a user: Name of the machine that each user has backed up with Online Backup Amount of space that users have used Last time the machine was backed up License key for the user's account per machine 2. In the left menu, click Search/List Users under Users. 3. Click the address of the user whose information you want to view. 4. A window appears at the bottom of the Users page. Figure 6: User Information Changing Storage Space for a User To change the storage space for a specific machine that belongs to a user: 2. In the left menu, click Search/List Users under Users. 3. Click the address of the user you want to change storage space. 4. In the Storage Used column, click change. 5. Enter the amount of server backup storage (in GB) you want to allocate for the machine, then click Submit. Logging In as a User When you log in as a user, you are logged in to the Admin Console as that user with the same rights and privileges as the user you logged in as. Any open browser session will act as that user as well. 2. In the left menu, click Search/List Users under Users. 3. Click the address of the user whom you want to log in as. 4. Click Log in as User. 5. A new browser window appears and you are logged in as the selected user. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 13

14 Chapter 3: Managing Users Modifying User Accounts The Admin Console allows you to change the following items to a user s account: password, , name, and user group. To make these changes: 2. In the left menu, click Search/List Users under Users. 3. Click the address of the user whose information you want to change. To change user password: a) Click Change User Password. b) Enter the user's new password in the Password field and again in the Confirm Password field. c) Click Save Changes. To change user address: a) Click Change User . b) Enter the user's address in the New field. c) Click Save Changes. To change user name: a) Next to Name, click Change. b) Enter the user s new name. c) Click Submit. To change user group: a) Next to User Group, click Change. b) In the User Group field, enter the user group. c) Click Submit. NOTE: When a user is moved to a new user group, the user keeps the same storage quota. However, the user's configuration changes to that of the new user group. The new configuration takes effect the next time the user backs up data. Searching and Filtering User Lists 2. In the left menu, click Search/List Users under Users. 3. You can filter the user list with one of the two options: In the Search field, enter the text for which you want to search. Click Clear search to see the full list again. In the Filter drop-down list, select the desired filter. 4. Click Submit. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 14

15 Chapter 3: Managing Users Exporting the User List You can export the user list to a CSV file that can be opened by a spreadsheet application. 2. In the left menu, click Search/List Users under Users. 3. Click Export to Excel (CSV). 4. Perform one of the following actions: Click Save to Disk to save the file to disk, then click OK. Select Open with to open the file immediately with the associated application, then click OK. 5. (Conditional) If you selected Save to Disk, browse to the location on your computer where you want to save the file, then click OK. Deleting a User When you delete a user, the storage space and license keys assigned to that user become available for new users. Any machines assigned to that user are deleted and their data is no longer available for backup or restore. 2. In the left menu, click Search/List Users under Users. 3. Click the address of the user you want to delete. 4. Click Delete User, then click OK to confirm you want to delete the user. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 15

16 Chapter 3: Managing Users User Groups With User Groups, you can create groups of users based on their roles, organizations, storage needs, or other factors. Each user group can be assigned additional administrators to manage the group. For example, all users in a branch location will be assigned to the Branch User Group with a local administrator assigned to the user group. Users can be added to a user group during the initial creation of their accounts, or they can be added after their accounts have been created. All users are put into the default user groups if the administrator has not yet created additional user groups. When you create an account, you specify a storage quota that determines the total amount of data that can be backed up. By default, this storage quota is assigned to the default user group, where it can be divided up between the licenses stored in that user group. If you create additional user groups, you reassign resources (storage quotas and license keys) from the default user group to the new user groups. It is important to track your overall quota for all the machines in each user group so that you save adequate storage space for new users. Adding a User Group 2. In the left menu, click Add New User Group under Users. 3. In the Name field, type the name of the new user group. 4. (Optional) In the Billing Code field, type an appropriate billing code. The billing code is an optional code used internally by your organization for example a code assigning the cost to specific cost center and is not used by Time Warner Cable Business Class billing. 5. In the Default Storage for Server Licenses field, specify the amount of default storage space to be assigned to for the new user group. NOTE: You can use Server Licenses to back up both personal computers and servers. 6. Disregard the Default Storage for Desktop Licenses field and leave the field empty. 7. Click Save Changes. After you have added a new user group, you need to transfer resources to that user group. See Transferring Resources on page 36 for more information. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 16

17 Chapter 3: Managing Users User Group List The List User Groups window allows you to view all your user groups with a summary of the following information: The name of the user groups. Number of users and administrators associated with each user group. Number of license keys that exist and have been assigned. Quota for each user group, how much space has been allocated, and how much of it is in use. You can view the user group list and export to a CSV file. 2. In the left menu, click Add New User Group under Users. Figure 7: User Group List 3. To sort the list, click the column heading by which you want to sort. 4. To filter the list, select the filter criteria from the Filter drop-down list. None: Disables filtering on the user group list. Non-empty: Displays a list of user groups that have at least one user. 5. To export your user group list or a set of search results from within your list to a CSV file: Click Export to Excel (CSV). Select Save to Disk. Browse to the location on your machine where you want to save the file, then click OK. Your user groups list is saved as a CSV file, which can be opened by most spreadsheet applications. Editing a User Group When you click on a user group in your user group list, that user group displays in a new window. By default, the Users tab is displayed. From the Users tab, you can view a list of users and make edits to individual user accounts. 2. In the left menu, click Add New User Group under Users. 3. Click the name of the user group you want to view or edit. A new window appears at the bottom of the page with your selected user group information. 4. Click Change to the right of Default quota for new installs. 5. Enter the new default number of gigabytes (GB) in the appropriate field. This number must be at least 1 GB. 6. Click Submit. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 17

18 Chapter 3: Managing Users Viewing a User Group's Administrators Each user group has at least one administrator assigned to it. To view a list of administrators assigned to a user group: 2. In the left menu, click Add New User Group under Users. 3. Click the name of the user group whose administrator you want to view. 4. Click the Admins tab. A list of the names and addresses of the assigned administrators appears. Figure 9: User Group Administrators List Deleting a User Group 2. In the left menu, click Add New User Group under Users. 3. Click the name of the user group you want to delete. 4. In the upper-right corner of the specific client display, click Delete User Group. NOTE: You cannot delete the default user group. 5. Click OK to delete the user group. All users assigned to this user group are reassigned to the default user group. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 18

19 Chapter 4: Managing Machines The following topics are discussed in this chapter: Viewing Machines Editing Machines Viewing Machines The Machines window provides information on the computers that are backed up by Online Backup within your company. After a machine is activated, it is listed in the Search/List Machines window. Figure 10: Machine List The Search/List Machines window displays the following information: Each machine's name The machine's corresponding user's name The amount of storage space used for each machine and the machine's quota The date each machine's account was created The amount of time elapsed since the machine's last backup Search/List Machines You can search for a machine using the machine's name. If you are unsure of the machine's name but know the user of the machine, use Search/List Users to find the user and list the assigned machines. 1. Go to Click on the Admin Login link and log in (see page 7 for details). 2. In the left menu, click the Search/ List Machines under Users. 3. In the Search field, enter the text to search. 4. Click Submit. 5. If you wish to filter the search results based on the last time a machine is backed up, go to the Filter drop-down Export to Excel list and select from one of the four options: None Backed up with 24 hours Backed up within 1 week Backed up over 1 week old 6. To export the list of machines to a CSV file that can be opened in a spreadsheet, click on the link. Time Warner Cable Business Class is a trademark of Time Warner Inc. Used under license Time Warner Cable. All rights reserved. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 19

20 Chapter 4: Managing Administrators Viewing Individual Machines 2. In the left menu, click Search/List Machines under Users. 3. Click the machine s name that you wish to view. 4. Click an individual machine in the first column to view and edit the information about that machine. The window shows the following information for backups: Start date and time for backups Type of backup (automatic or manual); this column also shows restores Duration of backup Result of backup (Success or Failure) Total number of files backed up Total size of files backed up (in bytes) Number of files encoded (compressed) Total size of files encoded Total number of files transferred (may not match total number of files backed up due to encoding) Total size of files transferred The window shows the following information for restores: Unique ID for restores Date restore was requested Date restore finished Number of files retrieved Total size of files retrieved (in bytes) Download status (expired or downloaded) 5. To view a machine s backup history, click on View Logfile. The logfile may help you troubleshoot the reason for a computer that is not backing up correctly. Editing a Machine Changing a Machine's Storage Space 2. In the left menu, click Search/List Machines under Users. 3. In the Space Used column next to the machine you want to change, click change. 4. Enter the amount of server backup storage (in GB) you want to allocate for the machine, then click Submit. The assigned quota is subtracted from the total storage space available for your account. Deleting a Machine When a machine is deleted, its key becomes available for reuse. The data from that machine is no longer available and cannot be restored. 2. In the left menu, click Search/List Machines under Users. 3. Click the name of the machine you want to delete. 4. Click Delete Machine, then click OK to confirm the deletion. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 20

21 Chapter 4: Managing Administrators Replacing a Machine Before you replace a machine you must: Identify a machine that you want to replace. It must have been previously backed up. Identify the new replacement machine which must have the client software installed and running, using a valid license key. CAUTION: Once you replace a machine by clicking Submit, the changes cannot be reversed. When you replace a machine, you associate its backup data and history with a new machine. Any backup dataa associated with the new machine is deleted. The license key from the original machine is deleted. If the new machine is in the same user group as the original machine, the new machine retains the client configuration settings of the original machine. If the new machine is in a different user group, it inherits the client configuration settings associated with that group. TIP: Backed up files from the original machine can be restored to the new replacement machine for a period of 30 days after the original machine's last backup. To replacee a machine: 1. Go to Click on the Admin Login link and log in (see page 7 for details). 2. In the left menu, click Search/List Machines under Users. 3. Click the name of the machine you want to replace. NOTE: Any existing backup data and history associated with this machine will be deleted. 4. Click Replace Machine. The Machines screen displays a list of machines. 5. From the list of machines, select the original machine to be replaced. 6. Click Submit. 7. Enter your password, then click Submit to complete the task. Restoring Files You can estore files for a machine using the Admin Console. For more informationn see Restoring Files on page 39 for details. Time Warner Cable Business Class is a trademark of Time Warner Inc. Used under license Time Warner Cable. All rights reserved. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 21

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23 Chapter 5: Managing Administrators The following topics are discussed in this chapter: Adding New Administrators Editing Administrator Information Deleting an Administrator Adding New Administrators You can add other administrators to manage the Online Backup account. 2. In the left menu, click Add New Admin under Admins. 3. In the Name field, type the new administrator's name 4. In the field, type the new administrator's address. 5. From the Parent Admin drop-down list, select a Parent Admin. 6. In the User Group(s) box, select the user group you want to assign to the new administrator. 7. In the Role(s) box, select the Customer Admin role. 8. Click Save Changes. After you save the new administrator, an is automatically sent to him with instructions to activate the new account using the link included in the . Logging In as an Administrator If you want to view the rights and privileges of another administrator, you can log in as another administrator. This can help verify that you assigned the correct privileges to the administrator. 2. In the left menu, click List Admins under Admins. 3. Click the name of the administrator to log in as. 4. Click Act as admin_name. Admin_name is replaced with the name of the user that you clicked. 5. To stop acting as the administrator, click stop masquerading. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 23

24 Chapter 4: Managing Administrators Editing Administrator Information One person can have separate user and administrator identities. Editing the administrator information does not change the information for that person's user identity. For example, if the address is changed for the administrator, any user identities belonging to that same person still show the old address until they are also changed. If you want to change the administrator information of someone else: 2. In the left menu, click Add New Admin under Admins. 3. Click the name of the administrator you wish to edit. 4. In the Name field, make any necessary changes. 5. In the text field, make any necessary changes. 6. From the Parent Admin drop-down list, select the correct senior administrator. 7. Click Save Changes. If you want to change your information as an administrator: 2. In the left menu, click Account Details under Configuration. 3. Click Change next to the item you want to change. 4. After making the appropriate changes, click Submit. Deleting an Administrator 2. In the left menu, click List Admin under Admins. 3. Click Delete Admin. 4. Click OK to confirm the deletion. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 24

25 Chapter 6: Configuring Clients The Online Backup software client is installed on user computers to allow users to configure their backups, restore files, and track their backup histories. The following topics are discussed in this chapter: Downloading the Client Client Versions Creating a Custom Client Configuration Downloading the Online Backup Client The Download Online Backup Client window allows you to download the latest version of Online Backup, as well as older versions. It also includes the MD5 string, the date the client was generated, and the release notes. 2. In the left menu, click Download Online Backup Client under Resources. 3. Click the link for the client you want to download. 4. Save the file to your hard drive and launch it when you are ready to install it. 5. Click Release Notes to view additional information about the client version. Client Versions To ensure users have the latest versions of the Online Backup client, clients are automatically upgraded without user intervention as upgrades become available. To create a custom rule to push automatic updates based on user groups: 2. In the left menu, click Edit Client Version under Configuration. 3. In the Upgrade To drop-down list, select the appropriate client version. 4. In the Current Version drop-down list, select from one of the following qualifiers: Any version: Any version of the client that isn't the selected upgrade version >=: Any version of the client that is greater than or equal to the selected upgrade version <=: Any version of the client that is less than or equal to the selected upgrade version Between: Any version of the client that is between the selected versions of the client 5. In the User Group drop-down list, select the user group to apply this rule. You can choose either all user groups (the default) or a single user group. 6. In the Operating System drop-down list, select the range of operating systems that will receive the client update. Current choices are Windows 2000, Windows XP, Windows 2003, and Windows Vista. 7. (Optional) Select Required Upgrade to force users to upgrade to the client specified in the rule. 8. Click Submit. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 25

26 Configuring Clients Creating a Custom Client Configuration You can customize the default settings on the Online Backup client that your users will download and install onto their computers. The configuration settings are categorized into the following five areas: Preferences: set or lock the options available to machines using the local client. Scheduling: schedule backups for all the machines assigned this configuration. Bandwidth Throttling: enable and customize bandwidth throttling for all the machines assigned this configuration Windows Backup Sets: customize backup sets available to all Windows computers assigned this configuration Mac Backup Sets: customize backup sets available to all Mac computers assigned this configuration User Groups allows you to apply a designated configuration to specific user groups, so each user group has its own default settings. Figure 11: Client Configuration options To customize the client configuration: 2. In the left menu, click Client Configuration under Configuration. 3. Type the name of the custom client configuration in the Name field, and click Next. 4. In the License Type drop-down list, select Server, then click Next. 5. Click on the tab that you wish to customize and select the appropriate options as described in the following section. 6. After you are finished, click Save Changes. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 26

27 Configuring Clients Preferences For information on a preference setting, click more to view a short description. To hide the text, click less. Figure 12: Preferences settings Preferences with a Lock checkbox beside it can be locked so that a user cannot change the preference. General Options are preferences that apply to both Windows and Mac clients as described in the table below: General Preferences Install new versions of Online Backup silently when they are made available Allow users to back up network drives Number of days of unsuccessful backups to wait before showing a warning Description Automatically installs the latest updates when they are made available without prompting the user to install the updates. Allows users to back up mapped network drives on their local machines. Specify the number of days before a warning is displayed to the user if the client has not backed up within the allotted time. Windows-Specific Options are preferences that only apply to Windows clients. Windows Preferences Enable restore button Enable in-client restore tab Restrict restores to the logged-in user s profile Don t show restore menu in Windows Explorer Don t show Online Backup virtual drive in My Computer Show tooltips in Online Backup Config Description Displays the Restore button in the Online Backup Status window. This allows the client to do a restore from within the client. Displays the Restore tab in the Online Backup client. This allows the client to do a restore from within the client. Prevents a user from restoring another user's data on a machine shared by multiple Windows users. It is enabled by default. Hides the Online Backup Restore menu when in Windows Explorer. Hides the virtual drive when you open My Computer. Displays a description of an item in the Settings window when you hover your mouse over that item. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 27

28 Configuring Clients Windows Preferences Use Volume Shadow Service to back up locked files when available Pop up Online Backup Status window after every backup Pop up Online Backup Notification message at the beginning of every backup Pop up a warning periodically when the user is over quota Attempt automatic backups even if network connection is not detected Start automatic backups if the computer is running on battery power Show advanced backup set features (e.g., exclusionary backup sets) Display all system backup sets to the user, even if they don t contain any files Don t allow users to add/edit backup sets Don t allow users to select or deselect files in the File System tab Allow Local Backup Enable LAN support Allow users to back up encrypted files and folders Enable VSS backup set support (Windows XP or later) Show all protected operating system files Don t show shell icon overlays in Windows Explorer Proxy Settings Use this slider to tweak the impact that Online Backup will have on PC and Internet performance when the computer is in use Description Allows the user to use Microsoft s Volume Shadow Copy Service to back up files that are locked. Launches the status window after every successful backup. Launches the status window at the beginning of every backup. Displays a warning message periodically stating that the client is over quota. Forces Online Backup to attempt backups even if your Internet connection doesn t appear to be available. Allows Online Backup to continue backing up your data even if your laptop is unplugged. If you deselect this option, the Online Backup client will not start a new backup. However, if you have already started a backup while your laptop is plugged in, unplugging the laptop does not stop the backup process. Allows you to define a set that will prevent files from being backed up, instead of including files to be backed up. Displays all available backup sets even if there are no files in the backup set. Normally, only backup sets that have files are displayed. Prevents users from being able to add or edit the backup sets that are available. Prevents users from being able to change what files are selected in the File System tab of the client. Lets users backup to drives locally configured on their machines. Allows users to back up to a drive on your local area network (LAN). Allows users to back up files and folders that are encrypted on the file system. Allows users to back up data from applications that leverage the Volume Shadow Copy Service. This includes registry and COM+ data, as well as server applications like Microsoft Exchange, Active Directory, Microsoft SQL Server and SYSVOL. Reveals protected operating system files and folders, including C:\Program Files and C:\Windows directories Prevents users from seeing backup status icon overlays on files and folders in Windows Explorer. Several proxy options are available: No Proxy (Direct Connect): Client does not use a proxy to connect to the Online Backup servers. Use a Specified Proxy: If you select this you must specify the host name or URL and port to the proxy server. For example, Use Machine Default Proxy: Client verifies if your machine is using a proxy and tries to use the same proxy settings. Auto-detected Proxy Settings: Client tries to auto detect the proxy settings. If the client is able to detect the settings, then the client uses those settings. Use a PAC Script: If your company uses a PAC script to set the proxy settings for your users, then you must specify the URL of where the PAC script is located. Slide the bar to the left for less of an impact and to the right for quicker backups but a larger impact on the machine. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 28

29 Configuring Clients Scheduling Backups The Scheduling tab allows you to set backup schedule parameters. Figure 13: Scheduling settings Two scheduling options are available: Automatic: automatically backs up data whenever the computer is not in use. Scheduled: backups data at a specified time and interval. Scheduling Settings Automatic Scheduled Force users to use these scheduling options Don t allow users to suspend backups Description Settings indicate when automatic backups will occur based on computer usage: Maximum amount of CPU usage before Online Backup stops all backups Minimum time computer is idle Maximum number of times backups should occur per day If you do not want users to be able to change a parameter, click on the Lock checkbox. Set frequency, time and intervals for backups to occur. Requires users to use these scheduling options. Prevents users from suspending backups. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 29

30 Configuring Clients Bandwidth Throttling In the Bandwidth Throttling tab, you can determine how much of a user s Internet connection is used during a backup. To understand how bandwidth throttling works, imagine a set of two power lines running to and from your office, but instead of power, information such as word processing files or images is flowing through the lines. One line is only for uploading to the Internet (Online Backup backups, , etc.), while the other is only for downloading from the internet (incoming , photos, programs, etc.). Your Internet service provider supplies your information lines and determines the size of those lines. Only so much data can flow through them at a time. During some parts of the day (or always, depending on your service), users might need Online Backup to use less of their upload bandwidth so other higher priority services such as can use it. This is called "throttling." While throttling determines the amount of bandwidth that is dedicated to Online Backup, Backup Speed determines how much of a user s computer's resources (CPU) are dedicated to the encryption and backup of files. Figure 14: Bandwidth Throttling settings Bandwidth Throttling Settings Enable bandwidth throttle Force users to use these bandwidth throttling options Enforce hidden bandwidth limit (regardless of setting above) Description To enable bandwidth throttling, check this box. Enter the number of kilobits per second (Kbps) permitted for backups. The higher the number, the faster the backup. Select time frame when throttling will take effect. Requires users to use these bandwidth options. Bandwidth limit is enforced but is hidden from users. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 30

31 Configuring Clients Backup Sets A fast and easy way to select files for backup is to use backup sets which groups files according to file type in specified directories. Each time a new file of a type that has been selected in a backup set is saved to the computer, Online Backup automatically selects that file for all subsequent backups. For example, selecting the Word Processing Documents backup set automatically backs up all Microsoft Word, OpenOffice.org, WordPerfect, Adobe Acrobat, and text files under the My Documents and Desktop folders. You can specify which backup sets are shown by default to users. Online Backup provides common backup sets which you can use as is or else customize. You also have the option of creating a new backup set. Working with Windows Backup Sets To view, edit, create or delete backup sets that are included in Windows clients, go to the Windows Backup Sets tab. Select the Lock checkbox beside backup sets that should not be changed by users. Figure 15: Windows Backup Sets If you wish to edit existing backup sets or create new ones, refer to the following table for details. Backup Set Fields Name Files matching this set will be EXCLUDED from the final backup set Where to Search Rules Description Name of the backup set. Create a backup set to specify files that should be EXCLUDED from backup. Use one of the predefined special file system keywords to automatically copy it to the search location field (e.g., %My Documents%, %Desktop%). You can also enter a drive letter and folder on a local drive or drive share, such as C:\BACKUP. To add additional search locations, click Add Search Location. To delete a search location, click Delete. (Optional): Click Add Rule to add rules to your backup set (see Backup Set Rules). Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 31

32 Configuring Clients Backup Set Rules (Windows) There are many possible rule combinations for backup sets. They are all based on either including or excluding certain files according to your specifications. The following sections explain the different options you can use to build a rule. Including and Excluding Data The first criterion is whether to include or exclude the data from the backup set. Click the first drop-down and select: Include to include data. Exclude to exclude data. Selecting File Attributes Select attributes for files that you want included in a backup set by selecting the following: File Type: Specify the file extension in the text box. Examples are.exe,.doc,.txt,.pdf. Size: Select either is less than or is greater than for your option, then specify the number of kilobytes in the text box. Last Modified: Select either before, after, or between from the next drop-down list. Before and after allow you to select one date for the date field. If you select between, two date fields appear so you can set the range. You can enter the date manually or select the date from a calendar that appears when you click the date field drop-down menu. File Name: Select one of the following from the next drop-down list: is, is not, starts with, doesn t start with, ends with, doesn t end with. Specify the word or characters in the text box. NOTE: If you are specifying the name of a file, and if that name contains a space, you must enclose the entire name within quotation marks. For example, if the file name is expense reports, you must type "expense reports". Folder Name: Select one of the following from the next drop-down list: is, is not, starts with, doesn t start with, ends with, doesn t end with. Specify the word or characters in the text box, and then select the desired criteria that you want to search: Files or Files and folders. NOTE: If you are specifying the name of a folder, and if that name contains a space, you must enclose the entire name within quotation marks. For example, if the folder name is my docs, you must type "my docs". Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 32

33 Configuring Clients Working with Mac Backup Sets To view, edit, create or delete backup sets that are included in Mac clients, go to the Mac Backup Sets tab. Select the Lock checkbox beside backup sets that should not be changed by users. Figure 16: Mac Backup Sets If you wish to edit existing backup sets or create new ones, refer to the following table for details. Backup Set Fields Name Files matching this set will be EXCLUDED from the final backup set Where to Search Spotlight Query Description Name of the backup set. Create a backup set to specify files that should be EXCLUDED from backup. Specify a path from where files should be searched, such as /USERS/USER1. All subfolders are included. If left blank, this backup set will apply to all folders. Specify a file type to include (or exclude if you are creating an exclusionary backup set), such as.doc. You can also use Spotlight Query syntax to search for a file with certain attributes (see Using Spotlight Query). Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 33

34 Configuring Clients Using Spotlight Query (Mac) Online Backup does not access the Apple Spotlight at the root-level. However, a limited number of Spotlight queries are supported. The following Spotlight file metadata attributes are searchable in Online Backup. kmditemfsname kmditemdisplayname kmditemfilename kmditemcontenttype kmditemcontentcreationdate kmditemcontentmodificationdate kmditemfssize For information on Spotlight Queries and to view the official syntax, go to: The only change from the official syntax is that Online Backup does NOT support the "wcd" string modifiers nor does it support the "InRange()" function Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 34

35 Chapter 7: Managing Resources Resources are divided into two categories: license keys and storage space. Each machine requires a unique license key and has its own quota of disk space available. As the administrator for your account, you can purchase additional resources to assign to your users. The following topics are discussed in this chapter: Managing License Keys Managing Storage Space Managing License Keys Assigning Keys Because each user must have a unique license key, Online Backup allows you to assign keys to individual users within your account. Depending on how you have transferred resources, you might see a list of the available keys in your account or you might have to select a user group to assign the keys. 2. In the left menu, click Assign Keys under Resources. 3. If you have assigned resources to multiple user groups, select the user group, then click Submit. 4. If you are distributing resources from the default user group, enter the amount of storage space desired in the Quota field next to the license key you want to assign. NOTE: Online Backup does not limit the number of license keys that you can assign as long as you have sufficient storage space available. If you need more than ten license keys or need to purchase additional storage space, please contact your local Time Warner Cable Business Class sales representative. 5. Enter the address of the user to whom you want to assign the key. 6. If you want Online Backup to automatically send an to the user, select Send s. 7. Click Assign. Viewing User Group License Keys 2. In the left menu, click the List User Groups under Users. 3. Click the name of the user group whose license keys you want to view. 4. Click the Keys tab. A list of license keys, associated computers, and users appears. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 35

36 Managing Resources Managing Storage Space The storage space quota is the actual amount a computer can backup. You must allocate at least 1 gigabyte (GB) of space to each user. After the first gigabyte of storage, you can allocate storage in additional GB increments. Transferring Resources The Transfer Resources window allows you to move resources (license keys and storage) between user groups. This is useful if you have under-utilized resources that you want to allocate to other user groups. After creating user groups and prior to adding users, transfer the license and storage resources to the user group by following these steps: 2. In the left menu, click Transfer Resources under Resources. 3. In the Source user group field, select the user group that the resources will be transferred from. 4. In the Target user group field, select the user group that the resources will be transferred to. 5. In the Server License field, select the number of licenses to transfer. NOTE: Since Online Backup licenses are available for either Desktop or Server backups, we recommend that all licenses assigned to users are Server licenses. 6. In the Server Storage field, specify the number of gigabytes (GB) to transfer. 7. In the Desktop Storage field, specify the number of gigabytes (GB) to transfer. 8. Click Continue. A confirmation notice appears to confirm the transfer of resources. Changing the Default Storage Quota for a User Group You can adjust the amount of storage new users receive by changing the default storage space for a user group. 2. In the left menu, click List User Groups under Users. 3. Click the name of the user group you want to view or edit. 4. Click Change to the right of Default quota for new installs. 5. In the Server field, enter the amount of default storage space to be assigned in the user group. NOTE: Since Online Backup licenses are available for either Desktop or Server backups, we recommend that all licenses assigned to users are Server licenses. 6. Click Submit. Business Class Online Backup: Administrator Guide (OLB_ADMIN-0411) Page 36