We are currently using backup for the entire domain, but management wants to turn off backups for our suspended users.

If a user is suspended, we will not be able to backup any of his data, Google will not provide his data. So, the backups stop on their own in this case.



Are there any additional steps needed to purge the no-longer-needed backups of the users
You can go to Backup> Settings> Manage Users page. There, you can filter for users, and click on the delete option to purge the user from backup. If there are too  many users to delete, please send the user list to helpdesk@syscloud.com. We will delete them from the backend.



What is the proper workflow to disable backups for an OU without effectively losing the backups for the rest of the domain?

For example, consider the example OU of Test, only for whom you want the backup to run.

  1. Go to Backup> Settings> Backup settings and switch OFF 'Add new Domain users'. -- this will disable auto-backup at domain-level, so that no new user added to the domain is backed-up
  2. Go to Backup> Settings> Manage Users, and go to Org Units.
  3. For every OU except Test, switch OFF auto-backup. -- this will disable auto-backup at OU level so that no new user added to the OU is backed-up
  4. For every OU except Test, pause the backup (button is available under actions) -- this will disable backup for already archived users in the OU.

Now, only users under Test OU will be actively backed-up. Also, only the new users added in the Test OU will be auto-backed up into the application. If you move users out of the Test OU, the backup will stop for them. If you move users into the Test OU, backup will resume for them.



I'm unable to change our Syscloud account username
This is a unique business name that is auto-generated using the Name of the user who installs the application. This cannot be changed. And also, this does not affect any aspect of the backup.



What happens when I rename an already archived user?

The newly renamed user will be backed-up afresh as a new user. The old address data will not be deleted, it will be present in the archives associated to the old email address of the user.



How can I restore a particular version of a Google Drive doc? i.e, From a specific date?

In the Backup Drive archive, if you click on the 'View Details' option for a particular file, you will be able to see the list of revisions backed-up of this file and you will be able restore it from here.



Some dates on documents in Drive archives are not accurate. Why?

The date shown in the Drive archives is actually the last modified date of the document.



How to add a domain to my Syscloud account?

Please go to Backup> Settings> Manage Domains page, and then click on 'Add Domain' button. Choose the type of domain to be added, provide the domain name & its Admin email-id, and then add it.


How to remove a domain from my Syscloud account?

Currently there are no provisions for the user to remove a domain from his Syscloud account. Contact us at helpdesk@sysclooud.com and we'll do it from the backend. Note that when the domain is removed, the backup archives of all the users of that domain will be deleted permanently.


Is it possible to remove/delete multiple users from our backup account using a CSV file?

No, multiple users deletion at once is not possible. You have to delete the archived users one-by-one in the Backup> Manage Users page. on our side. For bulk deletion of users, please send a request to us at helpdesk@sysclooud.com.

This is a conscious decision we have made to not provide bulk/automated deletion options for customers. Because, there is always a chance for things to go wrong in these kind of situations and inadvertent deletion of data may occur, which beats the very purpose of our application. That's why we have only provided option to delete user accounts one by one so to make sure that user is clearly aware of what he is doing.


Where can I check the Groups that have synced into the application?

In the Backup> Settings> Manage Groups page, you can see all the Groups that are synced in.



I need to search email/documents that have been archived.  How and where do I do it?

  1. go to Backup> Archives & Restore page.

  2. search for the user for whom you want the data for, and then click on the username.

  3. you will be redirected into the user's archives. You will find backup archives of GMail/Drive.

  4. You can search for the files/emails you need using the search bar present at the right-side of archive page.



I need a copy of the archived data. How do I get it?

In the user's archive page, you can select the data and Export them. Once you have initiated a export, you can download the exported data in Backup> Reports> Export Reports page.



I recently noticed that a user will show as two separate users in SysCloud once we change their email address. Why is this?
In our application, if a user is renamed, it will considered as a new user altogether for the backup. The old email will be shown as an alias. This is because, when you rename a user in Google, Google can change the metadata of the user's account to match it. But since our application is a read-only app it cannot change any metadata on our side for the user. Hence, when we fetch the list of users, the renamed user will show up as an new user to us. Hence, new user's backup will only have data point forward from the renaming.



How can I free up some backup credit?
To free up backup credits, you will have to delete the user's backup archives whom you do not intend to backup. This can be done from the Backup> Settings> Manage Users page, and clicking on the 'X' (delete) button for a specific archived user. 1 user backup takes up 1 backup credit. Hence, when you delete 1 user archive, 1 backup credit is freed up.



How to delete a user's archive from my backup account?
You can delete a user's backup archives whom you do not intend to backup by going to the Backup> Settings> Manage Users page, and clicking on the 'X' (delete) button for a specific archived user.



How would a regular user (non-admin) access his backup archives? Is there a way to set this up?

The Syscloud app will show up in the app launcher menu for the regular user too. They can launch it from there to access their archives. The backup admin can set this up in the Backup> Settings> Backup Settings page, under the 'Self-Service' section. There are 2 options,Grant End-user Access - you can choose to enable/disable access for the users to use the backup application to view their archives and restore data from it.

End-user Export Enable - you can choose to enable/disable the user to export and download the archived data to their local computer.



How would an admin give users access to particular Syscloud features or user accounts?

The Admin cannot provide other users access to tow or more selective account archives. He can either make the other user an admin, or he can leave the user to remain a normal one. Checkout the Setup> Manage Admin Roles page. There are 2 roles available for Backup module, the Super Admin & the Backup Administrator.1. Super Admin - Will have full access to all users archive and can export/restore data from the user archives.2. Backup Admin - Will be able to view all users archive, but will not be able to export/restore data for the users.3. Normal User - this is the default for all the users who can only view their archives, export/restore their data. Note, as mentioned before, this feature for the normal users can be controlled by the Admin with the options in Backup> Settings> Backup Settings page, under the 'Self-Service' section.



How do I make sure everything beyond three months is backed up for all of our accounts?

Go to the Backup> Settings> Backup Settings page. In the 'Storage & Retention' section, you can set the data retention period for the GMail, Drive and Calendar service. After making any setting changes in this page, make sure you check the 'Apply to all archived user settings' checkbox which ensures that the newly updated backup settings are also applied to the already archived users. If it is not checked, the updated backup settings will only be applied to users who will be newly added into backup point forward in time.You can also set backup settings at the user-level in the Backup> Settings> Manage Users page. You can click on the gear icon for the respective user to open up the backup setting page for that particular user.



How do I import the exported Mail data?

The exported mails will be in the .eml file format. You can check other third-party tools Mozilla Thunderbird to import the exported .eml files.



How do I import the exported Drive data?

The Google Drive export can be extracted from the zip file and then upload it directly into Google Drive.



the "my drive" folder in syscloud archive has thousands of files and folders in the root where as when I look at my drive in google drive there's only tens of files..
When a user clicks on the Drive archives, by default we show all the files that are backed-up. Hence, you see thousands of files listed. Please click on the 'My Drive' folder, and you will the see the actual files under the My Drive folder.



I don't see the folder structure listed. I only see My Drive folder listed in my Drive archive

The folder structure is present. Please click on the '>' icon beside the My Drive folder to see the folder structure.



When I do a full account export of a users archive, the exported archive size is much greater than the size shown in the backup archive. Why is this?

For example an account example@abc.com, the Drive size shown as 600MB which is the total size of the files that are owned by this user. The size of the files shared to this user from any other user are not considered in this total size. This is same as that of GDrive storage calculation of Google. In your Syscloud account, when backing up this example@abc.com account, you have chosen to backup 'all Drive documents' for this account. This will include all the files that are owned by this user & also the files shared to this user. Hence, when you export this user's Drive, the export size differs from what is shown in the Drive archive because the size of the shared files is added into the export size.



How to export/restore the filtered items in the user archive?

Once the filter is applied, the customer can choose Restore>All or Export>All option to restore or export all the filtered items.


Which of the following apps or services are included in your solution (please note any caveats or exceptions)?

Gmail - Supported

Calendar - Supported

Contacts - Supported

Groups - Supported

Drive - Supported

Team Drives - Supported

Sites - Supported

Photos - Not Supported


What information is required from us to participate in your free trial?

You need to install the Syscloud application and try out the TRIAL version of our app.


What happens to our data after the free trial ends if we choose not to continue with your service? 

After the free Trial ends, the account will be suspended. Then after a predetermined no. of days, we'll delete the account's data permanently.


What is the frequency of backups taken and at what time of day?

The backup run once a day, at a per-determined time for every archived user.


Can we request a backup on an ad hoc basis?

You can request backup on demand.


What types of alerts, logs, and reporting are provided of our backups and what is their frequency?

Emails notifications are sent for export/restore of data in the account. Alerts are shown in application for errors in the backup process.


Can we restore directly to a user account?

Yes.


Can we restore to a different account or device?

Yes, but within the same domain.


Are folder structures and file permissions retained when we restore?

Yes.


Can users request and do restores on their own without IT involvement?

Yes. End-user access is available.


Can we search for and restore individual files or groups of files?

Yes.


Are new users added to our domain automatically included in backups?

Auto-backup at the Domain-level & OU-level are available.


Do you offer two-factor authentication?

No.


Do you provide a systems status site that shows current status and past outages?

No.


How to restore/export a older version of a file which is backed up?

If you want to retrieve a file revision that is older to the latest backed-up version, then you will have to set up revisions of the files to be backed up. This can be done in the Backup> Settings> Backup Settings page, under the 'Data' section, there is option to set the 'No. of Document Revisions' to be backed-up. According to this setting, the revisions of the document provided by Google will be backed-up. And when in the Drive archives of the user, if you click on the 'View Details' option of the file, you will be shown the historical revisions of the file available for restore/export. You can choose the revision you want from here and restore/export it.(check snaps attached)


Can we get an notification Report or Updates on Backup Failures?

Notification is shown in a yellow box when if there is a domain-wide issue in backup, like application not being installed properly, or change in Super Admin user, etc., The user-wise backup issues can be checked by going to the Backup> Settings> Manage Users page, and using 'Notifications' filter. This will list out the users having issues in their backup, and you can see the issue for each user by clicking on the red button(!) corresponding to the user. You would have to take the necessary actions for the issue.


BACKUP AUDIT REPORT, where can we find it?

Please go to Backup> Report> Activity Report page to see the activity report of the application account. You can use the provided filters to check activities done in your app account.


Can users delete something from their backup archive?

No. Users can't delete any data from their backup archive. They can only restore/export the data.


Can you explain the different admin roles and their privileges?

There are 4 default admin roles available. They are Super Administrator, Administrator, Backup Admin, Security Admin.
  1. Super Administrator - Super administrator will have full access to Syscloud application
  2. Administrator - will have almost the same access as the super admin, but certain settings and functionalities are not available for this user role (refer attached snap for differences)
  3. Backup Administrator - Will have access to check the reports of the overall Backup application. Will not be able to see the Security options.
  4. Security AdministratorWill have access to check the reports of the overall Security application. Will not be able to see the Backup options.