Archive and Restore
As soon as you initiate the backup, you can view the backed up data in the “Archives” page.
Click on “Archives & Restore” tab to view backed up data and other related settings of the backed up users as shown in the figure below
In Archive Users page, you can view the following details:
Backed up user names
Backed up user’s Gmail account status
Services backed up for each user
Storage quota used to backup for each user and adjust the storage quota as per the requirement
Recently backed up dates for each user
Backup status in terms of percentage
Scheduler to stop or reactivate the user backups
Our Backup implements “Single Instancing” strategy for seamless backup and restore
Single instancing strategy retains only one copy of backed up content that is shared among multiple users, thus eliminating repeated backup of duplicate data copies of the same content.
This technique is implemented to improve the storage usage and backup efficiency.
For example, a document is shared with n number of users.
Backup of such shared document occurs only once, while the backup of the same document for the rest of the users will be considered as “file reference backup” (at the backend), thus eliminating the issue of repeated file storage.
However, every user who has shared that document will be able to find the backed up document/file in their archives page, thus enabling each user to restore or export individually whenever required.
You can list the backed up users based on Google’s email account status via “Account Status” option. Choose any one option from drop down to filter the backed up users based on “Account Status” namely:
Filter user archives using any of the following options
Enter user email address
Choose the “Domain name” from the drop down, to view the archives of the specific domain
Scheduler lets you to stop or reactivate the user backups
Backup Scheduler has two options in drop down namely: “Active” and “Stop”
For example, say 50% of your backup is done and you wish to stop the backup abruptly
In such cases, you can choose the “Stop” option for a particular user, and this will halt the backup process
To initiate the backup process again, choose “Active” and this will start the backup schedule from the point where the backup was stopped
Progress field displays the backup status in terms of percentage.
When the numerical data is displayed as 0%, then it may represent following two scenarios;
Your data backup would have not started yet
You would have set retention policy for the backed up data as “one day”, and thus backed up data would have got deleted the next day, and thus there is no data available to backup
Clicking on numerical link will take you to the “User Profile Report” page, which displays quick backup summary of the chosen user.
Click on the “user” link to get navigated to the corresponding user’s “Archive” page as shown below.
Click the service tab to view the archived data of each service.
Restore button comes with three options as shown below.
Choose the data items selectively to restore data on random basis or you can perform bulk data restore by choosing the data at folder level
Select the data items to be restored, click on “Restore” button and choose “Selected Items” option
You can restore to the same email address or to a different user email address within your domain.
Note: Restoring data to a different user is termed as “Cross User Restore”.
During restore, check “Create new label for restore”; which creates a new folder (where folder name will be of the restore date) in the user account, where you are planning to restore.
And the selected data items to be restored get stored in that label.
This helps you to understand which data gets restored on what date.
Specify the email address and click on “Submit” button. A message box appears stating the restore status, click on “Restore Report” to view the detailed status.
Restore report details about “restore” history which includes the following:
Restored user email addresses
Details of the restored data
You can also export data similarly as shown below.
Choose the backed up data to be exported, click “Export” and choose “Selected Items” option.
A pop up message appears stating the export process status, click on “Archive Exports” link to view in detail about the export process.
You will be navigated to “Export report” page, which displays history of export operations performed by the domain users
Click on “Download” button to export the data items to your local system
You can search for specific archived data by using “Date filter” option
Choose the “From” and “To” dates and click on “Apply” button as shown below
After choosing the date, click on “Filter” button to view the searched data
You can also search for specific data by entering the keywords in search textbox and click “Search” button
The searched data will appear as shown below
You can restore or export the searched item with the help of “Restore” and “Export” options respectively
“View Menus” option lists the following:
Account level restore
View export report
View restore report
Account Level Restore
Restore the entire user account back to the same user email address or to a different user email address with “Account level restore” option.
Go to View Menus —- > Account Level Restore; the screen appears as shown below.
Enter the email address to which you want restore
Select the services
Click on “Restore” button
A pop up message box appears stating the restore status as shown below.
Click on “Account Level Restore Report” link to view the report, and the report screen appears as shown below.
This report lists the user email addresses (both source and destination) of archived and restored accounts.
To view the restored account details, click on “View Report” button and a pop up window appears as shown below.
Apart from account level restore, “View Menus” option lets you to get navigated to export and restore reports as shown below.
View Exports Reports
In views menu, click “View Archive Exports”.
The list of users whose data are chosen for export gets displayed in “Archive Exports” report.
View Restore Report
In views menu, click “Restore Report” option to view the restored data and other related details.
View Group Archives
To view the backed up groups, click on “View Group Archives” button as shown in the figure below
In the “Group Archives” page, you can restore the archived groups using “Restore” button and navigate to “Archives & Restore” page using “View User Archives” button
Manage Group page lists all the backed up groups along with the following details:
Group email id
No of Group owners
Count of Group members
Click on “View” to take a look at the group member email addresses.
User Profile Report
User profile report displays a quick snapshot of the backup status and related settings at “User Level” in the form of tables and knob charts.
Click on “Profile” button to view the user backup summary details as shown below.
Backup Storage Status
Backup Storage Status table displays the storage details of the backed up services & item list, along with the last and next backup dates.
Daily Backup Status
Daily Backup Status lists the user backup storage details performed by the user in “First in First Out” order (i.e., you can find the details of the data that is backed up initially in the first folder). Hover the mouse on the folder to view the backed up data details.
Daily Backup Count
Displays the backed up service data count for the user along with the respective dates.
Manage User Settings
To modify the backed up user settings, click on “Manage User Settings” button and you will be navigated to user backup settings page.
You can modify the following:
Turn ON or OFF the Google apps services to/from backup respectively
Exclude the unwanted data backup by excluding trash and spam folders
Specify the number of document revisions to be backed up
“Archived Content Visibility” option lets you to decide administrator access to view the archived data of domain users
ON option – Archived data of Administrator account alone will be visible to the Administrator
OFF option – Archived data of the Administrator account along with all other domain users becomes visible to the Administrator
Control the scope of drive backup by choosing the option “Owned by Me” to back up the documents that are owned by you alone, or choose “Shared with me” to back up all the documents which includes both owned and shared documents
Storage and Retention
Set the backup storage limit per user.
You can either choose “Unlimited” or create the storage limit in MB or GB or TB.
Define the retention period for emails, document and calendars.
Choose unlimited option to retain the backed up data in AWS cloud forever or specify the time limit in terms of days or months or years; which will delete the backed up data as per the time limit on incremental basis.
“Backup now” option lets you to perform instant on demand backup for a specific user.
Clicking on the “Backup Now” option will open a pop up window as shown below.
Choose the services to be backed up
Click on “Backup Now” button and this does instant backup of the chosen service for a specific user
The operational process of “Backup now” feature is regardless of auto backup scheduler (where the backup occurs in two schedules every day)
Whenever you want to backup any user specific data instantly apart from the regular backup schedule, you can make use of “Backup Now” option
Click on “Backup Now”, the backup occurs in a normal pattern; it begins from the point where the backup was paused and backs up new or updated data of the domain user
Additionally, the backup occurs based on the retention period settings for the chosen user
However, the deletion of data on incremental basis as per the retention settings will not be applicable with “Backup Now” feature