Manage Users
For details on how to manage users in Management Console refer to Manage Domain Users. This chapter is intended for Google Workspace Backup super administrators and covers the following topics:
Add Users
To add new users to Google Backup
- Click Users in the horizontal menu bar on the service Dashboard
- Click the Account menu, then select Sync domain. Users will be added automatically.
With this menu you can:
- Sync Domain. Add all actual domain users/groups to the user grid. Shared mailboxes are also added and synchronized along with regular mailboxes. Every shared mailbox requires 1 user backup license.
- Add All to Backup. Add all actual domain users to backup.
- Export to CSV. Export all actual domain users to a comma-separated value file.
- Organizational Units. Navigate to the list of Organizational units to manage backup for them. You cannot create or rename Organizational units in Management Console, this is a Google Workspace group element.
- Auto-activate New Users. You can enable or disable auto-activation for new users
Manage Users and Organizational Units
To manage users and Organizational Units, select Users in the horizontal menu bar.
All users/organizational units are listed in the grid. Headers are active grid elements which allow you to sort lists according to specified criteria.
The grid contains the following data:
- User/Email. Username and email address. Super administrators are marked by star signs.
- Last Backup. Date and time of last backup
- Backup Size. User backups size on storage
- Backup License. Backup license status for the user. The following statuses are available:
- Assigned. This status means that the license is assigned to the user and is active. This status is painted green
- Not available. This status means that the license is either deleted or expired. To learn more about licenses, refer to the Licensing chapter
- Inactive. This status means that backup service is switched off for current users.
- Retention Policy. This status specifies whether the default or custom retention policy is used.
- Enabled service backups
Use the filters above the grid to filter the displayed user list.
The following filters are available:
User / Domain filter can be used to select:
- All. All users. This option clears the filter
- Backup On. All users with backup
- Backup Off. Al users without backup
- Users Non-domain with Backup. All users with configured backup that resides outside backed up domain
- Blocked/suspended Users. All users with sign-in blocked or suspended status
The following actions are available for selected users:
- Configure Backup. Configure backup for selected users
- Permissions. Configure permissions for selected users.
- Retention Policy. Configure retention policy for selected users
- Export to PST. Export selected users to PST
Organizational Units filter can be used to select:
- All Users:
- Not in OUs: All users not included in organizational units.
- Below you can select one of the existing organizational units.
User / Domain filter can be used to select:
- All: All users. This option clears the filter.
- Users in Domain: All users included in the backed-up domain.
- Users Not in Domain: All users with configured backup that reside outside the backed-up domain.
- Blocked/suspended Users: All users with sign-in blocked or suspended status.
Also, you can use search to filter the users by search expression. Type the search expression in the Enter Search Request box and click the search icon.
Icon Explication
Users grid contains a set of controls which can be used to manage settings. Learn grid icons and their meaning.
| Icon | Description |
|---|---|
 |
Mail backup settings for selected user |
 |
Google Drive backup settings for selected user |
 |
Contacts backup settings for selected user |
 |
Google Calendar backup settings for selected user |
Enable Users
To enable multiple users, select required users to turn on enabled status for these users/OUs (main selector). The Microsoft 365 / Google Workspace trial licenses will be assigned for these users. Trial licenses expire in 15 days. After the trial licenses expire, the commercial licenses will be assigned to these users, if available. To enable specific user, on Users select the user, and then turn user on on the side panel:
Configure Backup Options
To configure backup options for one user, select it, then click Configure Backup.
To configure backup options for multiple users, select required users to apply backup configuration to them. Once you select the required users, click Configure Backup.
In the pane to the right, enable or disable backup for Google services: Mail, Google Drive, Contacts, and Google Calendar.
Once you are done, click Save.
To configure Shared Drives backup, refer to Back up Shared Drives chapter.
To disable one or multiple users, select required users to turn off enabled status for these users/groups (main selector). The Microsoft 365 / Google Workspace licenses will be released for these users.
Configure User Permissions
To configure user permissions for one user, select the required user, then click Permissions.
To configure permissions for multiple users, select required users to apply permission configuration to them. Once you select the required users, click Configure Backup.
The following permissions are available:
- Sign In. Enable this option to allow users (except Google administrator which is granted with this permission by default) to sign in to console and view their settings
- Restore. Enable this option to allow selected users to restore data from the backup content.
To configure permissions for multiple users, select required users to apply permission configuration to them, then click Permissions. On the right pane select user permissions and set an alternate account for these users.
Once you are done, click Save.
Retention Policy
To create and assign a retention policy for users, refer to the Retention Policy chapter.
Export to PST
To export copies of messages, calendar events, and other items for selected users to a PST (personal storage table) file, select the required user(s) and click Export To PST. Export tasks will be created. You can monitor these tasks in Task Manager. After the task is complete, you will be notified by email. Notification will contain a link to the backup storage folder with exported PST file. You can download the exported PST file using this link. Alternatively, you can download the exported PST file from the Reporting > Export Results.
Refer to the Export to PST chapter for details.
Export to CSV
To export users data to a CSV (comma-separated values) file, select the required user(s), then click the Actions menu and select Export To CSV. The Users.csv file will be exported to your Downloads folder.
Delete Administrative Account
To delete administrative account:
- Open Dashboard.
- In the Account menu, click My Account.
- Click Delete Account on the bottom of the side panel.
- Confirm account deletion by clicking Delete. All data related to the domain users / user backups will be cleared, but user backups will not be deleted from the backup storage.
Delete Backup Content
To delete backup content, select the required user, then click Delete Backup.
- In the right pane, select Google services to be deleted from backup contents.
- Specify the alternate email address. Deletion operations require setting up an alternate email address..
- Click Delete. The backup content will be deleted from backup storage. In case you have a backup storage with enabled Object Lock (Immutability), the deletion is not available. Contact your cloud storage provider support for assistance.
Note that data deletion is not available without providing an alternate email password