Overview
inSync provides the capability to up Microsoft 365 and Google Workspace SaaS Apps, which enables the backup of Exchange Online and OneDrive as part of Microsoft 365 backup and Gmail and Google Drive as part of Google Workspace backup.
This article outlines the mechanism to address the following scenarios.
Scenario 1:
Some users might only be utilizing specific parts of a Cloud App. For example, certain Microsoft 365 users may use only Exchange Online without accessing OneDrive, or vice-versa. Similarly, some Google Workspace users might exclusively use Gmail and not Google Drive, or the opposite.
In such cases, the following workflow applies:
Administrators set up an inSync profile that covers the backup for both SaaS apps—Exchange and OneDrive, as well as Gmail and Google Drive.
Users are then assigned to this profile.
inSync creates a corresponding Cloud App backup container for both Exchange Online and OneDrive, as well as Gmail and Google Drive.
However, if users are not utilizing one of the SaaS apps, such as OneDrive, inSync may not be able to find the OneDrive settings for those users in Microsoft 365, leading to a 'EUSERNOTFOUND' error.
To resolve this, administrators might choose to separate these users and back up only the Cloud Apps they are actually using.
Scenario 2:
Scenario 2 covers the following workflow:
A user was previously using both the SaaS Apps - Microsoft 365 and Google Workspace. This usage includes Exchange Online and OneDrive as part of Microsoft 365 as well as Gmail and Google Drive as part of Google Workspace.
Now, the user, as well as the inSync administrator, no longer require the backup for one of these SaaS Apps.
As a next step, the administrator deletes the unused Cloud App from the inSync Management Console. However, in the next auto-synchronization cycle, inSync recreates the Cloud App container for that user.
inSync creates a Cloud App container to back up the user's corresponding Cloud App as per the settings defined in the user's inSync Profile.
The profile management of these users can help address these scenarios.
Procedure
This section explains how to configure user profiles to back up a specific Cloud App for an individual user or multiple SaaS Apps for the same user.
The following procedure outlines the steps for a Microsoft 365 user with Exchange Online and OneDrive. Similar steps apply for a Google Workspace user with Gmail and Google Drive.
On the inSync Management Console, click Profiles and click Create New Profile.
Create three separate profiles to perform the backup for the following requirements:
Exchange Online Backup
OneDrive Backup
Exchange Online and OneDrive Backup
3. Select Exchange Online profile and in the SaaS Apps tab, click Edit.
4. On the Backup SaaS Apps tab, click Microsoft 365.
5. Select Exchange Online with the required settings to enable backup for Exchange Online only.
6. Click Save.
7. Click OneDrive profile.
8. Edit > SaaS Apps.
9. Select OneDrive with the required settings to enable backup for OneDrive only.
10. Click Save.
11. Select Exchange Online and OneDrive profile and in the SaaS Apps tab, click Edit.
12. On the Backup SaaS Apps tab, click Microsoft 365.
13. Select Exchange Online and OneDrive with the required settings to enable backup for both Exchange Online and OneDrive respectively.
14. Click Save.
15. As per the backup requirements, add users to the corresponding profile. You can add users to profiles individually or import users from a CSV file.
16. If users are no longer using either Exchange Online or OneDrive, move them to a corresponding profile. Click Users from the inSync Management Console menu bar.
17. Select the users from the list. Click More and select Change Profile to move users to a different profile.
📝 Note
If the Admin access to user data setting from the Profile settings for these users is set to No, then you cannot change the profile. By default, this option is always set to Yes. Learn more.
18. Once the users are added to the correct profiles as per the backup requirements, you can disable or delete the unused Cloud App backup. Navigate to the inSync Management Console > Data Sources > Microsoft 365 and select Exchange Online or OneDrive.
📝 Note
Deletion of the SaaS Apps is considered as a permanent deletion. Once you delete the Cloud App from the inSync Management Console, the data backed up for the Cloud App is deleted permanently and is not recoverable. Choose your options carefully.
Disabled access to user data
The following pointers are applicable if the administrator access to the user data is set to No.
You cannot move the users from the current profile to a new profile.
If you delete a Cloud App backup instead of disabling it from the current profile settings, inSync re-creates it in the next auto-synchronization cycle.
If the users are not using a specific Cloud App, then disable the unused Cloud App backup for those users. Once you disable it, inSync no longer attempts any backup for these SaaS Apps. As a result, you will not get any false alerts or notifications.
See Also
For more information about profile creation and backup settings, refer to the following resources: