Overview
A Profile is a predefined set of backup settings that helps streamline backup management for Microsoft 365 applications in Druva. Instead of configuring backup settings individually, you can define a profile and efficiently apply it to a group of resources.
Types of Backup Profiles
Druva provides two types of backup profiles for Microsoft 365 applications:
User Profiles – Manage backup settings for individual user applications like Exchange Online and OneDrive.
Backup Profile for Org App – Manage backup settings for organizational applications such as OneDrive, SharePoint, and Teams.
This article focuses on Org App Profiles. For details on User Profiles, see User Profiles.
Benefits of Backup Profile for Org App
By using Backup Profile for Org App, you can:
Standardize backup settings across multiple organizational resources.
Reduce manual configuration by applying settings to a group instead of individual resources.
Enhance backup management with attribute-based Auto-Configuration Rules.
Using Backup Profile for Org App with Auto-Configuration Rules
The Backup Profile for Org App, along with Auto-Configuration Rules, enhance the backup management of Microsoft 365 org applications. By using them together, you can create custom backup profiles and automatically apply them to a group of resources using attribute-based auto-configuration rules. To learn more about auto-configuration rules, refer to the Auto Configuration Rules.
Next Steps
Learn how to view backup profiles, create, manage and apply an Backup Profile for Org App below.
Explore Auto-Configuration Rules for dynamic profile assignment in Auto Configuration Rules.
Managing Backup Profiles
The Backup Profile listing page provides a centralized view of all your backup profiles, both default and custom. Access this page by clicking Backup Profiles in the left navigation menu under Org Apps. This page displays each profile's key settings, including:
Workload Type: The type of data protected by the profile (e.g., Teams, SharePoint, Groups).
Backup Schedule: The frequency with which backups are performed.
Retention: How long backups are stored.
Data Lock: Whether Data Lock is enabled for enhanced security.
The Backup Profile listing page also allows following actions:
Creating New Backup Profiles: Create a new, custom backup profile tailored to your specific needs.
Updating Profiles: Click a profile name to open the profile editor and modify its settings.
Deleting Profiles: Select the profile you wish to delete and click the delete button.
Default Backup Profile Provisioning
When you configure the Microsoft 365 app for data protection, default backup profiles for licensed Microsoft Org Apps are automatically provisioned. The assigned workloads determine the profile setup, ensuring that you receive a backup configuration tailored to your allocated services.
For example, if you have a SharePoint license, the initial default profile will include only SharePoint. If you later onboard to Teams or upgrade your license to include the Teams workload, the system automatically provisions a Teams profile during the license update. This dynamic approach ensures that backup profiles are always aligned with your current service allocation.
Default Profiles
The following default profiles are automatically created:
Default Groups Profile
Default Teams Profile
Default SharePoint Profile
Note: Default profile names cannot be edited.
The default backup properties for these profiles are detailed below.
Parameter (setting) | Default Value |
Name | Default < e.g. Default SharePoint Profile |
Description | Default < e.g. Default SharePoint Profile |
Workload Type | < SharePoint / Groups / Teams |
Backup Schedule | Once a Day |
Backup Retention | Daily : 7 Weekly : 4 Monthly : 12 |
Data Lock | Disabled |
Exclude Team Meeting Recordings | Enabled |
Exclude File Types and Extensions | Executables .exec;.osx;.ps1;.sh;.bat;.cmd;.app;.dmg;.pkg;.rpm;.deb;.msp;.ocx;.cpl;.sys;.drv;.com;.msi;.dll;.exe |
Exclude Relative URL paths | Empty |
Smart Backup | Enabled Default reconciliation period : 7 days |
Bulk Export | Disabled Export frequency - Once a Week |
Auto-delete disable sites | Disabled Auto-delete days configuration : 45 Days |
Creating a New Backup Profile for Org App
This section outlines the steps to create a new backup profile for your Microsoft 365 data.
Procedure
Access the Druva Console: Login to the Druva Console.
Navigate to Backup Profiles: In the left navigation pane, under the Org Apps section, click Backup Profiles.
Create a New Profile: Click the New Backup Profile button. The Backup Profile for Org App creation wizard will appear. This wizard guides you through the process, which is divided into three tabs: Overview, Backup Schedule & Retention, and Settings.
Step 1: Overview
On the "Overview" tab, provide the following information:
Name: Enter a name for the backup profile.
📝Note: The following special characters are not allowed in a profile name:“, |, ?, *, :, /, &, ;, >, `Description: (Optional) Add a brief description of the profile.
Workload Type: Select the type of Microsoft 365 data you want to back up: Groups, Teams, or SharePoint.
❗Important
- The workload type cannot be changed after the profile is created.
- When a Microsoft Groups Backup Profile is applied to a group of Microsoft Groups, the backup settings in that profile are applied to the Groups, their underlying Teams, and the associated site.
Step 2: Backup Schedule & Retention
This tab defines the backup frequency and data retention policy.
Backup Schedule: Select the backup frequency. Options include once a day, twice a day, and other intervals. The default backup frequency is once a day.
Backup Retention: Specify how long to retain backup snapshots.
Retain Daily Snapshots for: Enter the number of days to retain daily backups. For example, if you set this to 5 days and a backup completes on January 5th, the data will be deleted on January 10th.
Retain Weekly Snapshots for: Enter the number of weeks to retain weekly backups. The weekly backup is the last backup taken in a calendar week (starting on Sunday).
Retain Monthly Snapshots for: Enter the number of months to retain monthly backups. The monthly backup is the last backup taken in a calendar month.
Data Lock: Select the Enable Data Lock option to prevent accidental or malicious deletion of snapshots.
❗Important: Once enabled, Data Lock cannot be disabled, and the following actions will are restricted:
Disabling the Data Lock setting.
Deleting snapshots, users, and devices associated with the profile.
Editing the retention period.
Changing user profiles.
Removing user licenses.
For more information, see Data Lock.
Step 3: Settings
This tab allows you to configure additional backup settings.
Smart Backup: Toggle Smart Backup on or off. Smart Backup for SharePoint Online uses an intelligent algorithm to selectively back up sites with content changes, optimizing resource utilization. It still captures all changes that do not impact the site modified time during mandatory backups, which are scheduled at user-defined intervals (2-90 days, default: 7 days). For more information, see Smart Backup for SharePoint.
Inclusions and Exclusions:
Exclude Teams Meeting Recording: Select this option to exclude the default folder path for Teams meeting recordings from the backup.
Exclude File Types and Extensions: Enter the file types you want to exclude, separated by semicolons (;). Do not include spaces between entries. Example:
.tmp;.log;.bakExclude Relative URL Patch: Enter the file or folder name or relative path to the files and folders you want to exclude from backups, separated by semicolons (;). Do not include spaces between entries. Example: folder1/file1.txt;folder2
You can exclude specific subsites, document libraries, or lists from backup using Relative URL Paths.
Guidelines:
A Relative URL is the portion after the root site URL.
%20represents a space character. You can use%20or regular spaces.For lists, include the Lists/ prefix.
Examples
Site Content Type | Title | Complete URL | Relative URL |
Root Site | Druva University | Not Applicable | |
Document Library (root) | inSync Course Documents |
| |
List (root) | inSync PM List |
| |
Subsite | InSync Phoenix Subsite | inSyncPhoenixAppSubsite | |
Library in Subsite | SaaS Apps Product Documents |
| |
List in Subsite | Cloud App Developer List |
| |
Subsite under Subsite | Salesforce Subsite |
|
Other Settings:
Auto Deletion: This feature automatically removes resources that have been deleted in Microsoft and disabled in Druva after a specified number of days (Default is 45 days). However, auto deletion does not work if the resources are disabled in Druva but still exist in Microsoft.
How It Works: When a resource remains disabled for the specified period, an alert is sent to administrators two days before deletion. After the period elapses, the resource is automatically deleted.
Configuration Details:
Default Status: Disabled.
Allowed Range: The minimum retention period is 30 days, and the maximum is 7,305 days (approximately 20 years).
💡Tip
It is not mandatory to create a backup profile before creating a rule. You can create a backup profile during the custom rule setup process. In the rule creation wizard, select "Create New Backup Profile" from the dropdown menu and follow the step-by-step instructions.
Updating a Profile
You can update certain properties of a backup profile after its creation. Some settings are permanent and cannot be changed after the profile is created. These are typically related to core profile configurations like workload selection.
Procedure:
Navigate to Backup Profile Listing.
Open Profile Summary: Click the name of the profile you want to update. This opens the profile's summary page.
Access Summary Tab
This tab displays all profile details. The Resource tab shows affected resources but cannot be edited.Find the card on the Summary tab containing the property you wish to change.
Click the Edit button next to the relevant card. Follow the on-screen instructions to modify the property.
📝Note:
Once a profile is created, the following properties cannot be modified:Workload: The associated workload cannot be changed.
Data Lock Settings (for data lock-enabled profiles):
Retention settings cannot be edited.
Data lock disabling: You cannot disable the data lock from the user interface once it is enabled.
Deleting A Profile
Deleting a backup profile is irreversible. Once a profile is deleted, it cannot be recovered.
Procedure:
On the profile listing page, select the backup profile you want to delete.
Click the Delete button.
On the confirmation screen, provide a reason for the deletion (optional), and then click Delete.
📝Notes:
You cannot delete a profile if it is the default profile for a workload.
You cannot delete a profile if an auto-configuration rule is mapped to it.