USER GUIDE for Google Apps VERSION 3, JUNE 2014

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1 USER GUIDE for Google Apps VERSION 3, JUNE 2014

2 Contents 3 Introduction to Backupify 4 Quick-start guide 5 Administration 5 Logging in 6 Administrative dashboard 7 Header: switching domains or services 7 Header: notifications 8 Header: settings 8 Dashboard: finding users and their data 9 Dashboard: managing users 11 Dashboard: removing users 11 Dashboard: storage usage 11 Dashboard: domain watch 12 Settings: adding a new service or subdomain 13 Settings: account overview 13 Settings: domain settings 13 Settings: multiple admin users 14 Settings: support 15 Settings: API tokens 15 Service configuration options 16 Full domain export 16 Weekly status summary s 17 Using backups 17 Logging in 18 Setting a password 18 Navigating to archives 19 Viewing archives 20 Searching archives 20 Restoring archived data 21 Downloading archives 22 Initiating a backup 23 Best practices 23 User management: batch import 24 User management: auto-add users 25 Multiple administrators 25 Setting a password 26 Audit log 27 Customizing domain settings BACKUPIFY FOR GOOGLE APPS USER GUIDE 2

3 Introduction to Backupify Backupify is the leading provider of backup and recovery solutions, offering an all-in-one archiving, search and restore solution for Software-as-a-Service (SaaS) applications. As more data, services and organizations migrate from local hard drives to the always-on cloud, Backupify is pioneering the protections and processes that will keep your irreplaceable online information safe, useful and under your control. More than 7,000 businesses and over 700,000 users trust us to backup their data - with more signing up every day. Once you ve installed Backupify from the Google Apps Marketplace, daily backups are automatically scheduled for any user added to the platform. We currently backup the following Google Apps: Gmail, Chat, Drive, Contacts, Calendar, and Sites. Data is retrieved using Google APIs, encrypted both in transit and at rest, and transferred securely into the Amazon cloud where it is stored. There are two types of Backupify user accounts: administrator and end-user. An administrator has special permissions to modify setup, manage and assist end-users, and to perform mass data restores and exports. An end-user can only browse or search their own archives to restore or download lost items unless an administrator disables this feature. Learn more about our SLA and Backupify Security. For additional assistance contact Backupify Support or check out our Knowledge Base. BACKUPIFY FOR GOOGLE APPS USER GUIDE 3

4 Quick-start guide Manually adding users can be tedious. Our user features makes it easier. Learn how4 Need to restore a specific item or an entire account directly into Google? Learn how4 Use search to find backups faster. Learn how4 Initiate a backup job that will run immediately. Learn how4 Quickly review recent account activity. Learn how4 Add multiple administrators to an account. Learn how4 Export data to view it locally. Learn how4 Need to back up users on a subdomain? Learn how4 BACKUPIFY FOR GOOGLE APPS USER GUIDE 4

5 Administration Logging in Backupify can be accessed in two ways: 1. Via the Backupify website at Click Login, in the upper-right corner of the Backupify homepage. Entering the domain name and Google credentials (if not already logged into Google). We highly recommend creating a unique Backupify password in the rare case that Google OAuth is not available or to access backups quickly if not logged into Gogle. To do this, set a Backupify-specific password from the account tab after successfully logging in. 2. Via the apps icon in Google Apps. Find Backupify in Google Apps by clicking the apps icon in the upper-right corner. From the apps icon, select More to access Backupify. Log in using Google Apps credentials. Additional resources: Video on how to log in4 BACKUPIFY FOR GOOGLE APPS USER GUIDE 5

6 Administrative dashboard Once logged in, administrators will be presented with an administrative dashboard for their domain ADMINISTRATION Backupify administrative dashboard, for account administrators only. The administrative dashboard, shown exclusively to account administrators, allows users to do the following: 1. Switch to view another domain or service. 2. Access notifications for users on the domain. 3. Adjust the settings for the account. 4. Find users on the domain and quickly view, search, backup, or export their data. 5. View the status of the backup for each service. 6. Manage users and view a summary of active, archived, and unprotected users on the domain. 7. View the storage used across all users on the domain. 8. Scan recent domain activity for any noteworthy actions. BACKUPIFY FOR GOOGLE APPS USER GUIDE 6

7 Let s take a tour of the administrative dashboard, starting with the header. Header: switching domains or services To view another service or domain/sub-domain within a Backupify account, click the dropdown arrow icon, located on the left side of the header. ADMINISTRATION The Backupify header hosts the service dropdown, notifications, account settings and Help links. Header: notifications Notifications, which indicate that a backup isn t running properly, appear in the header when logged into Backupify. They are also included in the weekly status summary s. Any new notifications will be counted and shown in red near the notifications icon. 3 reasons for a notification: 1. A user was renamed in and their old nickname was deleted. 2. A setting is not optimally configured. 3. There was a issue detecting a user or a user s data during a backup. If a user has a notification: Click on the notifications icon in the header. Expand the user that is experiencing a problem. Follow the instructions to correct the issue. If the instructions are not applicable, or problem persists, please contact Backupify Support. BACKUPIFY FOR GOOGLE APPS USER GUIDE 7

8 Header: settings Account settings can be accessed via the gear icon that appears in the header. Account Settings menu Administrators can choose to view and edit settings, add services to back up, or add users from the account settings menu. See the settings section for more information. ADMINISTRATION Dashboard: finding users and their data From the dashboard, administrators can easily search for a end-user within the platform by first name, last name or address. Once an end-user is selected, a preview will load directly on the dashboard. From this view, an administrator can: View Google Service Archives for a end-user, by service. Search for a document, , or file within a given service. View backup Status, storage usage, or the date of the Last Backup, by service. Start a backup for any or all services by clicking the Backup Now icon. Export one or more services. User preview shown on administrative dashboard. Additional resources: Video on how to export a user s account4 Help article on the different backup statuses4 BACKUPIFY FOR GOOGLE APPS USER GUIDE 8

9 Dashboard: managing users A summary of active, archived, and unprotected users (not protected) can be viewed from the administrative dashboard: User status: ADMINISTRATION Active users are those being backed up on a regular basis. Archived users are those who have been suspended or deleted from the Google domain. They are not actively being backed up since no new data is being added to their Google account. Backupify will retain backups for archived users and administrators can view and retrieve backed up data for these users. Users are not protected if they exist on the domain, but they have not been added to the Backupify platform. Click the View Users button to view/download a list of all users currently protected by Backupify or to remove users. Download the full list by clicking the CSV link. To add new users to Backupify: Click Add Users within the user summary section of the dashboard or click the gear icon and select add users. A page will load featuring three tabs: Manually Add Users, Upload CSV, or Add by OU (organizational unit). To Manually Add Users: Select one or more (up to 100) users or select all by clicking the Name checkbox. Use the search form to find specific user(s) within the list. Select add accounts to move the users to the Add Accounts to Backupify column. Click Save. To Upload CSV file (batch add users): Click the Upload CSV tab. Browse and select the CSV file with the list of users to add and follow instructions to create the CSV or learn more in Best Practices. Click add accounts. BACKUPIFY FOR GOOGLE APPS USER GUIDE 9

10 ADMINISTRATION To Add by OU: Click the Add by OU tab. Select the group of users to add. Select add accounts to move the group to the Add Accounts to Backupify column. Click Save. Enterprise and Enterprise+ customers can also add users via our Google Apps API by visiting API Documentation on the Backupify website. BACKUPIFY FOR GOOGLE APPS USER GUIDE 10

11 Dashboard: removing users Note: Once a user is removed from Backupify, their backed up data will be purged and no longer accessible to restore or export. Exercise caution when completing this action and only remove users when absolutely necessary. Only an administrator can remove users from the dashboard. Here s how: 1. Click View Users from the main dashboard. 2. Click the + icon to expand the user to be removed. 3. Click Remove this account. 4. When prompted, confirm the removal of the user by selecting remove service. ADMINISTRATION Additional resources: Video on how to remove a user4 Dashboard: storage usage The total storage bar displays how much storage each service is consuming across all users in the domain. Dashboard: domain watch The domain watch shows the last 15 actions recorded in the domain s activity log. Noteworthy activities are highlighted, including failed logins, billing changes, domain settings changes, user removal, and full service exports for any user. This concludes the dashboard tour. BACKUPIFY FOR GOOGLE APPS USER GUIDE 11

12 Settings: adding a new service or sub-domain Once Backupify is installed for a primary domain, users can back up additional sub-domains within the same account. Add a sub-domain managed by the same Google administrator by clicking the gear icon in the header and selecting add services. On the Select Services page, click add domain, enter sub-domain, and click Submit to add it to account. Select add services ADMINISTRATION Select add domain to configure a new sub-domain within account. To back up another service, such as Twitter or Facebook, select add service and follow instructions to authenticate and configure the new backups. Once configured, the sub-domain, or new service, will be accessible (as will all services within the account) from the dropdown arrow icon, located on the left side of the header. BACKUPIFY FOR GOOGLE APPS USER GUIDE 12

13 Settings: account overview The account overview displays boxes containing the following account information: a list of Services to which the account is subscribed, a Billing Overview, as well as Contact Information. Users can also download the Account Activity Log (CSV), which lists all user actions within the domain, including IP addresses. This same CSV is available directly from the dashboard as well. For more information about the audit log, visit the section on Audit Log or our Knowledge Base. ADMINISTRATION Settings: domain settings Access domain settings to download a list (CSV) of users backed up by domain/sub-domain or to configure Backupify to auto-add new Google domain users. For more information on this feature, view Best practices. Settings: multiple administrator users The primary administrator can select one or any number of users backed up within the domain to become an additional administrator for the account. BACKUPIFY FOR GOOGLE APPS USER GUIDE 13

14 To appoint additional administrators to an account, click the account settings icon from the gear icon. Within settings, click the admin roles tab. Search for users by address and click the Make Admin button. An administrator can also remove admin users here by clicking the remove link next to an administrator s name. Additional administrators can add/remove users as well as view and resolve notifications. To learn more about additional administrators, visit our Knowledge Base. ADMINISTRATION For more information on multiple administrators, view Best practices. Settings: support From the support tab, administrators can grant their Backupify support representative temporary access to their account to view the user s instance in order to troubleshoot issues. BACKUPIFY FOR GOOGLE APPS USER GUIDE 14

15 Settings: API tokens In order to utilize the User Management API to provision users, available for Enterprise customers only, an administrator must generate two unique keys. For more information on the Google Apps API, visit the documentation page. Service configuration options There are a few more service configuration options available to primary administrators: Disabling backup of service(s) across the domain: If an administrator does not use one of the Google services or simply doesn t opt to back a specific service up, they may request to remove backup for said service. For example, if a customer does not use Google Calendar, they may request to disable Calendar backups for all users in a domain. This rule will also apply to any new users added to the account. Disabling end-user access to Backupify: A primary administrator can prevent end-users from accessing Backupify by submitting a request to the Customer Support team. When end-users log in, they will see the message as shown below. Child user view when access to Backupify is disabled. Shared docs backup: By default, Backupify only backs up the documents owned by a user. To back up shared documents, submit a request with Backupify Support. Please be aware of the storage implications across your domain. Gmail data retention: Enterprise and Enterprise+ customers can specify a data retention period for s in an account.. This data retention period can be set at any number of days. For example, if an administrator sets the data retention period to 180 days, all user across a domain that is older than 6 months will be purged from backups. BACKUPIFY FOR GOOGLE APPS USER GUIDE 15

16 Full domain export A full domain export, which is a paid feature, can be requested by the primary administrator of a domain by contacting Sales or Customer Support. Learn more about full domain exports here. Weekly status summary s Every Tuesday morning, the primary administrator will receive an with the subject line: Your weekly online backup summary from Backupify. This contains any new notifications, a health status of domain users broken out by service, and the date of the last backup. Note: additional administrators do not receive the weekly status . BACKUPIFY FOR GOOGLE APPS USER GUIDE 16

17 Using backups Logging in Backupify can be accessed by administrators and users in two ways: 1. Via the Backupify website at Click Login, in the upper-right corner of the Backupify homepage. Entering the domain name and Google credentials (if not already logged into Google). We highly recommend creating a unique Backupify password in the rare case that Google OAuth is not available. To do this, set a Backupify-specific password from the account tab after successfully logging in. 2. Via the apps icon within Google Apps. Find Backupify in Google Apps by clicking the apps icon in the upper-right corner. From the apps icon, select More to access Backupify. Log in using Google Apps credentials. Additional resources: Video on how to log in4 BACKUPIFY FOR GOOGLE APPS USER GUIDE 17

18 Setting a Backupify password To set a Backupify password, log into account, click the gear icon in the header and select account settings. Click the change password tab. Enter a password, confirm that password, and click Save. After this action is performed, a user can log into the platform via the Backupify website using Backupify credentials without being logged into Google. This comes in handy when Google is inaccessible. Navigating to archives From the administrative dashboard, an account administrator can: USING BACKUPS Search and view a user s archives. To view all users, click View Users from the user summary area. To view a user s archive, click the + to the left of the user name. Under the View Service Archives header, click to view a specific service archive for said user. From the main screen, an end-user can: View service archives. By default, a service will load automatically to view. To switch service views, click the tab of said service archive (i.e. Mail, Drive, Calendar, Contacts or Sites). BACKUPIFY FOR GOOGLE APPS USER GUIDE 18

19 Viewing archives The archive tab has several areas. Let s go through them one-by-one USING BACKUPS From the status bar, a user can: 1. Manually start a backup by clicking the backup icon. Backups will run automatically, however a user may force them at any time using this icon. Please note that while a backup job is in progress, no new jobs can be initiated. 2. View the status and date of the last backup that ran for a service. 3. View a count of the total items backed up. 4. View the export, restore and backup history for a given service by clicking the History dropdown arrow. 5. Export All data for that user s service - available to administrators only. 6. Restore select or all items. Full service restore is available to administrators only. A backup search bar is located to beneath the status bar on the right side. Use this search bar to view specific backed up items. For more information on searching archives, view the search section of this guide. Beneath the status header lives a list of the backed up items for the service. Service-specific metadata for each item is listed. For example, the from, subject, and date is shown for s, while the file type, document name, deleted status, date modified and owner is shown for Drive items. BACKUPIFY FOR GOOGLE APPS USER GUIDE 19

20 Click on any of the items to view the content and/or the metadata. From the item detail view, click to request a Restore or to Download information locally. Searching archives An administrator or end-user: Administrators and end-users can initiate a search using the search bar when viewing a service. USING BACKUPS Type in a Keyword search term (all metadata associated with the archives is searched: To/ From, Subject, Title, Labels, Folders, Name, etc.). To refine search results, expand the Advanced Search and edit search criteria. To clear the search and return to the full list of items in the service, click the X. Restoring archived data Restoring works the same way for each service. First, locate the item(s) to restore by browsing or searching and select them by clicking the checkbox to the left of the item(s). From here: Click the dark blue Restore tab located within the status bar. Select the appropriate restore options. a. Choose to restore the selected items, or all items, for the service. Note: Only administrators can initiate a full restore. Depending on the amount of data within an account, this could take some time to complete. If there are errors during the restore, the administrator will receive a detailed report via . b. Select the user to which the items will be restored. Only administrators can choose to restore to a different end-user than the original owner. Confirm the restore by selecting Restore. The item will be restored to the Google Apps account of the selected user with the appropriate labels, tags and sharing permissions applied. The item will appear in a (Backupify Restore) folder/label/calendar/group. BACKUPIFY FOR GOOGLE APPS USER GUIDE 20

21 Downloading archives Locate the item(s) to restore by browsing or searching. Once located, click the item to view item details box (for Drive items, this is called the metadata panel). Next steps: Click Download from within the details box (or the metadata panel for Drive documents). Download will begin immediately. Choose a local location to which the item will be saved. The item will be downloaded in its original format. Google Docs will be downloaded in the Microsoft Office equivalent. USING BACKUPS Users can also download Gmail attachments from within a backup. To do this, click on any file attachment while previewing an within Gmail backups. Attachment will immediately download to a user s desktop. BACKUPIFY FOR GOOGLE APPS USER GUIDE 21

22 Administrators can request a full export of a user s service(s). A service export can be initiated from the dashboard user preview, or from the service s archives page in the status bar. An administrator will receive an when the export is initiated. Once export has completed, the administrator will receive another containing a link and download instructions. The download link remains valid for 30 days and can be accessed from within a user s history section. Downloading previous versions Backupify keeps unlimited daily versions of user documents. To access previous versions for an archive, browse or search for the relevant item. Next steps: Once item is selected, click the Previous Versions button located in the upper-right corner of the page, or, from the item s details box or metadata panel, click Download Previous Versions to expand the section. If there are additional versions of the document, the dates will be listed here. Select any version to immediately begin the download. Initiating a backup Administrators and end-users can initiate service backup at any point by selecting the backup button located beneath the Backup Now column. The service will be immediately queued for the next available backup slot. Initiating a manual backup does not impact the automated backup schedule for the service. The daily scheduled backup will continue to occur at its regularly scheduled interval. BACKUPIFY FOR GOOGLE APPS USER GUIDE 22

23 Best practices Here are some quick tips to help users to get started with Backupify. Please feel free to contact Backupify Support for any additional questions. User management: batch import Depending on the size and complexity of a domain, manually adding users is not always ideal. To batch import users, users can upload a CSV list of users. Users can create a CSV list from scratch or export a list directly from a Google Apps account. To import a CSV list of users: First, log into Backupify. From the dashboard, click Add Users. From the Add Users page, click the Upload CSV tab, browse and select the csv file, and click add accounts button to start the import. BACKUPIFY FOR GOOGLE APPS USER GUIDE 23

24 A few important notes about the CSV: Existing Backupify users are ignored, so no need to worry about creating duplicate accounts. Backupify currently limits the CSV import to 2500 users per upload. To add more users, use multiple CSVs to complete the import or contact Backupify Support for assistance. The CSV must contain a list of addresses within the first column. The column must have a header. All other column data will be ignored. User management: auto-add users BEST PRACTICES Once all users to be backed up have been added to the Backupify account, we suggest turning on the user auto-add feature to ensure that any new users added to Google Apps in the future will automatically be added to the Backupify platform. To turn on auto-add, log into Backupify, click the gear icon, and select account settings. When the settings page loads, click the domain settings tab. Select a domain from the domain picker. Click the box to Automatically add new accounts to Backupify and click the Save button. A few important notes about auto-add: To enable auto-add for sub-domains, use the domain picker to go through each sub-domain and manually turn on the feature. Auto-add will only bring over new users created in Google after the auto-add feature is enabled. Existing Google Apps users will not be added automatically. Backupify checks for new users once a day. If a service within a domain has been disabled from backups, any newly added users will have this service disabled from backups as well. For invoiced accounts with no paid licenses remaining, new users will not be added automatically. BACKUPIFY FOR GOOGLE APPS USER GUIDE 24

25 Multiple administrators We suggest that every account on Backupify have at least one additional administrator because it allows other users within an organization to access backups in case the account owner is not available. This eliminates a single point of failure when needing to recover critical backed up data. To add an additional administrator, log into Backupify account, click the gear icon in the header and select account settings. From the settings page, click the admin roles tab and search for user. Click the + Make Admin to add selected user as an additional administrator. Alternatively, revoke a user s administrator status by clicking the remove link within the list of current administrators. BEST PRACTICES Additional administrators can: View content, view metadata, search metadata, download, and restore. Perform full service restores and exports. View backup history, trigger an immediate backup. Add and remove users, view a user s audit log. A few important notes about multiple admins: If using sub-domains, only users from the primary domain can be an additional administrator. Additional administrator functionality is only available for Enterprise customers. Setting a Backupify password We suggest setting a Backupify-specific password for the administrator account(s). By default, users log into Backupify using Google Apps credentials. However, by setting a Backupify-specific password for an account, users can log in with having to authenticate through Google. This can be useful if a user is not logged into Google. It is also useful in cases where Google authentication is down or when a Google account has been compromised. BACKUPIFY FOR GOOGLE APPS USER GUIDE 25

26 To set a Backupify password, log into the Backupify account, click the gear icon in the header and select account settings. From the account settings page, click the change password tab. Enter and confirm a password and click Save. Afterwards, when logging into the account, use Backupify credentials if needed. BEST PRACTICES A few important notes about Backupify credentials: This will only set a password for a user account in Backupify. It does not change Google credentials. There is a separate Backupify section on the Login page to use these credentials. Audit log We suggest that users periodically access and view the audit log containing all recent account activities by users within the account. Be mindful of what has been done in Backupify and by whom. We currently offer two ways to access the audit log information for an account:. Domain watch The domain watch displays the latest activity on a Backupify account, highlighting noteworthy activity. To view this, log into the Backupify account and scroll down {see image below). BACKUPIFY FOR GOOGLE APPS USER GUIDE 26

27 Export Audit Log Download an entire audit log history to a CSV file to view all account activity since inception of the account. Simply log into Backupify, click the gear icon in the header, and select account settings. When the account settings page loads, select the account overview tab. In the Account Activity Log section, click Download. BEST PRACTICES A few important notes about the audit log: Actions tracked: Item Restore, Full Service Restore, Item download, Full Service Export, User(s) added to/ removed from backup, Services removed from backup, Backup Now triggered, Change to Domain Settings, Change to Billing Information, Sub-Domain Added for Backup, Item Detail Page Viewed, Login \ Logout (explicit), Salesforce API limit change. Information logged: Action Type, Username for the backupify user who performed the action, Service name (Google Apps, GMail, Google Drive, Salesforce, etc), Day and time the change was committed (UTC timestamp), IP address, Event description. Customize domain settings To further customize a Backupify account for an organization s needs, we suggest users review the following configuration options and contact Backupify Support to enable any of them. Shared docs backup: By default, Backupify only backs up the Google Drive documents of which the user is the owner. Documents that have been shared with the user are not backed up. To backup all owned and shared Drive documents, contact Backupify Support. Disabling child login: By default, all users added to Backupify can log into their Backupify account using their Google Apps credentials. Many administrators prefer this as it empowers their end-users to restore backed up records on their own. However, others prefer that only administrators can log into the account. To disable domain children from logging into Backupify, contact Backupify Support. Removing Google services: By default, Backupify backs up all five Google services (Gmail, Drive, Calendar, Contacts, Sites) for every user added to the account. To customize the services backed up within an account, contact Backupify Support. Remember: when a service is disabled from backing up within a domain, all users within the account will be disabled from this backup. BACKUPIFY FOR GOOGLE APPS USER GUIDE 27

28 Configurable data retention - Enterprise plans only: By default, Backupify backs up all Gmail records for users and retains those backups forever. However, some organizations have specific legal, or other, data compliance regulations that require them to retain data for a set period of time. For these customers, a configurable data retention policy can be applied to a Gmail backup service. Enabling this feature discards all backed up Gmail records older than the specified retention period. For more information on configurable data retention and how to enable it, contact Backupify Support. This service is only available on Enterprise plans. Full domain export: Administrators can export all backed up records for a user/service and store or view it locally. This process works well when exporting a few users services. For a full domain export, Backupify leverages a professional service, which is available for an additional cost. To obtain a full domain export, contact Backupify Support. BEST PRACTICES BACKUPIFY FOR GOOGLE APPS USER GUIDE 28

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