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Create a profile

Specify the Microsoft 365 backup settings.

Updated over 2 months ago

A Profile refers to a collection of settings that are utilized to manage a group of user accounts. If you are an administrator, you may need to establish inSync accounts for individuals who work in diverse departments and roles within your company, and these users may have various types of data that require safeguarding across different data sources.

Using a profile can be highly beneficial as it enables you to establish standard backup configuration settings that can be automatically applied to all users who belong to that specific profile. This makes it easier for you to create user accounts in the future, as you can simply assign a profile to ensure that data protection requirements are consistent across multiple users throughout your organization.

inSync offers you a default profile that has various settings configured based on our findings and recommendations. You can create a new profile or simply choose to copy an existing profile and later modify its properties. Profiles ensure easy management of users because you no longer need to manage individual users. Using profiles, you can manage the following properties:

Administrator Abilities

User Abilities

Others

  • Access user's data

  • Define access policies such as:

    • Restore through web

    • Select login methods

    • Allow access through mobile devices.

  • Setup backup frequency

  • Define data retention

  • Set quota per user

  • Allow users to modify backup settings

  • Edit privacy settings

  • Restore data through web

  • Modify backup settings

  • Add folders for backup

  • Pause backups

  • Stop administrators from accessing user data

  • Define the maximum users that a profile can have

  • User login through Active Directory

  • inSync system tray icon and user

    notifications

📝 Note

The default values have been carefully chosen to provide optimal performance and functionality in most scenarios. You can customize these settings to suit your needs within the specified range.

To create a profile

  1. Login to the Druva Console.

  2. Go to the Microsoft 365/ Google Workspace console and click Profiles.

  3. Click Create New Profile. The profile creation wizard appears.

  4. Provide the appropriate information in each field as detailed in Steps and click Finish.

Procedure

  • Step 1: General

  • Step 2: Endpoints (Optional)

  • Step 3: SaaS Apps

Step 1: General

General_Profile_1.png

The following table describes the fields in the Summary and User Privacy & Access areas of the General page.

Enter the required fields and click Next.

In the Summary section, enter the Profile name, description and User limit.

Summary

Profile Name

Enter a name for the Profile. The name of a profile enables you to quickly identify and assign the profile while creating users.

You can set the names based on the departments or operating systems.

Example: Engineering, Sales, Marketing, Windows etc.

Description

Enter a description for the profile to assist the administrators in identifying the configuration parameters for the users assigned to the profile.

User Limit

Select one of the following options:

  • Unlimited- To assign unlimited users for a profile

  • Set Limit- To assign a user limit between 1 to 100000 for a profile.

In the User Privacy & Access section, select Access Policy,Backup Data Privacy Settings and Logs Privacy Settings to further select the related settings.

Access Policy

Allow restore from web browser

Select this checkbox to enable inSync Web access for users.
This capability will allow users to log in through web browser while away from their devices and restore device data. To know more, see About inSync Web.

Allow access to inSync web only through public gateway IPs

Select this checkbox to allow users to access inSync Web only when users login in through the corporate network.

Allow access from mobile devices

Select this checkbox to allow users to access backed-up data through mobile devices.

Allow users to login only through the MDM managed app: Select this checkbox to allow users to log in to Druva Mobile App using the MDM mobile app.

Enforce PIN for mobile access: Select this checkbox to make a four-digit security code mandatory for users to open Druva Mobile App.

📝Note

Druva has depricated backup support for Mobile device. To know more, see Deprecation of backup for Mobile Device Data.

Login using

Select one of the following options to activate inSync and log on to inSync Client and inSync Web:

  • inSync Password: If you want users to log in with a password.

  • AD/LDAP Account: If you want users to use their AD/LDAP username and password. Once opted, the Select AD/LDAP Server field appears. Select the IP address or the fully qualified domain name (FQDN) that contains the AD or LDAP server.

  • Single Sign-On: If you want users to log in using Single Sign-On.

📝 Note

Single Sign-On (SSO) option is available only if it is configured in inSync. To configure SSO, see Set Up Single Sign-On (SSO).

Backup Data Privacy Settings

Allow admin access to user backup data

Select this checkbox to access the user's data and perform restore activities.

Allow users to edit data privacy settings.

Select this checkbox to allow users to edit the data privacy settings. If you allow users to edit data privacy settings, users can restrict administrators to

  • View or download user data.

  • Perform data restores.

  • Perform a search for user data.

  • View user audit trail activities, such as files and folder names that users have restored or downloaded.

  • Download data that users share with others. However, administrators can view the share activities for the users irrespective of the privacy settings.

❗ Important

Clear this check box if you do not want users to restrict the administrator to view/download the user backup data through inSync Client.

Logs Privacy Settings

Allow admin access to logs

Select this checkbox to access the inSync Client logs from user devices to analyze and troubleshoot the issues, especially for remote users.

Allow users to edit logs privacy settings

Select this checkbox to allow users to edit the logs privacy settings.

📝 Note

Users can restrict administrators from downloading log files by selecting this checkbox.

Set the Data Preservation & Alert duration in the Data Preservation and Backup Inactivity Alert section .

Data Preservation

Auto delete preserved users

Select this checkbox to automatically set the duration to delete the preserved users after a particular duration.

📝 Note

  • Once the user is auto-deleted, the backed-up data of that user is also deleted from inSync. You cannot recover this deleted data.

  • User data retention or deletion is based on the backup retention policy you have defined through profiles.

  • If a preserved user is under Legal Hold, the user will not be deleted.

Backup Inactivity Alert

Alert if user's data is not backed up for

Set the User Backup Inactivity alert if the user's data source is not connected to the inSync Cloud for a certain period.

Step 2: Endpoints (Optional)

If you have purchased Endpoints license, configure the backup & retention settings for Endpoints. For more information, see Create Profile for Endpoints.

Step 3: SaaS Apps

To start configuring backup and retention settings for SaaS Apps, Enable SaaS Apps Backup.

❗ Important

You can view and configure settings only for those SaaS Apps for which you have purchased a license and configured it in inSync. To purchase a license, contact your Account Manager or Druva Support.

create_new_profile_Saas_Apps.png

Configure Backup settings for Microsoft 365 Apps

You can configure the settings for the following user apps -

  • Exchange Online

  • OneDrive

❗ Important

Other supported Microsoft 365 apps like SharePoint Online, Teams, Groups, and so on, do not require a Profile to be configured. You can configure the backup settings at the App level while configuring it to protect in inSync. For more information, see Protect Microsoft 365 Apps.

Exchange Online

Configure settings for Exchange Online

  1. Click the slider to Enable Exchange Online backup.

❗ Important

In-Place Archive for Exchange Online is also backed up if Exchange Online is selected.

2. (Optional) If you want to Exclude Paths and Folders while backing up data, type the folder name or relative path to the folders that you want to exclude from backups.
​
Ensure that you separate consecutive entries using a semicolon (;) and there is no white space between two entries.
​
​Example: Let's assumeyou have the following folder in your Exchange Online:

  • Inbox/Mails

  • /Templates
    You specify Inbox/Mails ;Templates in the Exclude Paths field. Now, during the backup operation, inSync excludes Inbox/Mails and Templates from getting backed up.

❗ Important

Avoid using ':&' when specifying the path. for exclusion.

3. (Optional) If you want to backup the Exchange Online 'Recoverable Items' folder, which keeps the deleted emails, contacts, and calendar items in the Deletions and Purges items, select the Backup Recoverable Items checkbox. This enables administrators and users to restore or download data caused by accidental or malicious deletion.

OneDrive

Configure settings for OneDrive

  1. Click the slider to Enable OneDrive backup.

  2. (Optional) You can exclude specific files and specific file and folder paths from backup.

    • Exclude File Types - If you do not want inSync certain file types, select and enter those in Exclude File Types. If you are looking for a specific file type and if it does not appear in the standard list, type the file extension in the adjacent box.

    • Exclude Paths - Type the file or folder name or relative path to the files and folders that you want to exclude from backups in Exclude Paths. Ensure that you separate consecutive entries using a semicolon (;) and there is no white space between two entries.
      ​
      Let's assumeyou have the following folders in your OneDrive:

    • /Druva/Templates/Paths.txt

    • Druva/Paths.txt

    • You specify Paths.txt in the Exclude Paths field. Now, during the backup operation, inSync excludes Paths.txt from the folders ‘/Druva/Templates/Paths.txt’ and ‘/Druva/Paths.txt’ from getting backed up

  3. By default, backup of Teams Meeting Recordings (TMR) is excluded. Microsoft stores the Teams Meeting Recordings (TMR) in OneDrive and SharePoint. To ensure better backup speed, all files from the default folder path of Teams Meeting Recordings are excluded from the backups by default. To backup Teams Meeting Recordings (TMR), clear the check box.

Configure Backup Settings for Google Workspace Apps

If you have a Google Workspace license, you can configure the settings for the following user apps -

  • Gmail

  • Google Drive

❗ Important

Shared Drive does not require a Profile to be configured. You can configure the backup settings while configuring Google Workspace for data protection in inSync. For more information, see Protect Google Workspace Apps.

Gmail

Configure settings for Gmail

  1. Click the slider to Enable Gmail backup.

  2. (Optional) You can exclude specific files and specific file and folder paths from backup. Type the folder name or relative path to the folders that you want to exclude from backups in Exclude Paths. Ensure that you separate consecutive entries using a semicolon (;) and there is no white space between two entries.

    Example: Ifyou have the following folder in your Gmail:

    • Inbox/Mails

    • /Templates

    You specify Inbox/Mails ;Templates in the Exclude Paths field. Now, during the backup operation, inSync excludes Inbox/Mails and Templates from getting backed up.

    📝 Note

    Avoid using ':&' when specifying the path. for exclusion.

Google Drive

Configure settings for Google Drive

  1. Click the slider to Enable Google Drive backup.

  2. (Optional) You can exclude specific files and specific file and folder paths from backup.

    • Exclude File Types - If you do not want inSync certain file types, select and enter those in Exclude File Types. If you are looking for a specific file type and if it does not appear in the standard list, type the file extension in the adjacent box.

    • Exclude Paths - Type the file or folder name or relative path to the files and folders that you want to exclude from backups in Exclude Paths. Ensure that you separate consecutive entries using a semicolon (;) and there is no white space between two entries.
      Let's assumeyou have the following folders in your Google Drive:

  • /Druva/Templates/Paths.txt

  • /Druva/Paths.txt

You specify Paths.txt in the Exclude Paths field. Now, during the backup operation, inSync excludes Paths.txt from the folders ‘/Druva/Templates/Paths.txt’ and ‘/Druva/Paths.txt’ from getting backed up.

  • Backup shared data owned by other users: Select this checkbox if you want to backup all the Google Drive users' data (owner's data and data shared by other users).

❗ Important

Selecting the Backup shared data owned by other users checkbox might slower your incremental backups. For faster backup and restore, it is recommended to deselect this checkbox. For existing administrators, this checkbox is selected by default. You have to manually deselect this option.

Backup Schedule & Retention

Configure Backup Schedule & Retention settings

Field

Action

Backup Schedule

Backup every

Select how frequently you want inSync to back up SaaS Apps data. By default, inSync performs the backup operation once a day. For more information, see Define the backup interval for SaaS Apps.

Data Retention for files

Retain all Snapshots For

Set the duration in days to retain all the daily backups.

Example: If you set the duration to retain snapshots for five days and the backup is completed on January 5, it will delete the backup data from the storage on January 10.


For more information about the retention policy, see Configure the backup retention policy.

Retain Weekly Snapshots For

Set the duration in weeks to retain all the weekly backups.

📝 Note

The weekly backup is the last backup in a calendar week. The calendar week starts on Sunday.

Retain Monthly Snapshots For

Set this duration in months to retain all the monthly backups.

Note: The monthly backup is the last backup in a calendar month.

For more information about the retention policy, see Configure the backup retention policy.

📝 Note

The monthly backup is the last backup in a calendar month.

Data Retention for Emails

Apply files data retention settings for emails

Select this option if you want to apply the files' data retention settings for Microsoft 365 Exchange Online and Gmail snapshots.

inSync retains the email backed-up snapshots within the storage as per the configured daily, weekly, and monthly retention period settings for files.

For example, if you specify that you want to retain all backups for 5 days and inSync completed the backup operation on January 6, 2019. inSync retains the email backed-up snapshots till January 11, 2019.

For more information about retention policy, see Configure the backup retention policy.

Delete emails older than

❗ Important

  • If you have selected this option, then the Retention Period assigned to the files is not applicable for Microsoft 365 Exchange Online and Gmail snapshots.

  • Delete Emails older than option is applicable for Microsoft 365 Exchange Online and Gmail only.

Select and type the number of months up to which you want inSync to retain all backed up emails within Exchange Online and Gmail snapshots.

For example, if you type 6, inSync will retain all emails across all snapshots whose sent or received timestamp is less than 6 months old.

By default, inSync retains emails for 84 months.

Emails are retained based on the email’s event date and timestamp. The maximum retention period that you can specify is 250 months and the minimum is 1 month. Type zero (0) for unlimited retention of emails.

For more information about retention policy, see Configure the backup retention policy.

📝 Note

Data retention settings for files and emails do not apply in the following scenarios:

  • If the users associated with the SaaS Apps profile are put on Legal Hold.

  • If the retention settings for Files for the SaaS Apps profile has unlimited retention settings for daily, weekly, and monthly frequencies. i.e. The Retention Settings for Files for the SaaS Apps profile is set to Zero.

Data Lock

Enable Data Lock

📝 Note

Only Druva Cloud Administrators can enable the Data Lock feature.

Enable Data Lock: Select the Enable Data Lock option to enable the data lock to prevent the snapshots from any accidental or malicious deletion.

After the profile is enabled with the Data Lock feature, you will see the data lock icon next to the profile on Manage Profile page. When you hover over the icon, a message stating Data Lock is enabled appears.

For more information, see Data Lock.

📝 Note

Once you enable a profile with the Data Lock feature, you cannot:

  • Disable the Data Lock setting.

  • Delete the snapshots, users, and devices associated with the profile.

  • Edit the retention period.

  • Change profile of users.

  • Remove license of users.

Global Exclusions

Configure Global Exclusions

You can create a global exclusion list for file types, file names, and folders that you want to exclude from inSync backups. inSync excludes the files types that you specify in the global exclude list irrespective of the filters set at the folder level by the administrator or the user. For example, if you do not want inSync to back up .mpg files from user account, you must add .mpg to the global exclude list.

For more information on how you can configure the global exclude list, see Configure a global exclusion list for files and folders.

  1. In the Exclude File Types box, type the file types that you want to exclude from the backup. The file extensions are automatically added to the adjacent field. If you want to remove a file type, click the file type.

📝 Note

Exclusions of file types are supported for OneDrive and Google Drive only.

2. In the Exclude Paths and Folders box , type the file or folder name or relative path to the files and folders that you want to exclude from backups. Ensure that you separate consecutive entries using a semicolon (;) and there is no white space between two entries.

❗ Important

  • For Gmail and Exchange Online, only folder name or relative paths are supported for Exclude Paths. For example, Birthdays;United State s holidays;Calendar

  • For Google Drive and OneDrive, folder or file name or relative paths are supported for Exclude Paths. For example, /Druva/Templates/Paths.txt;Templates

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