DocAve Online User Guide

DocAve Online User Guide
DocAve® Online 3
User Guide
Service Pack 17
Issued July 2017
Table of Contents
What’s New in the Guide ....................................................................................................................7
About DocAve Online..........................................................................................................................8
Submitting Documentation Feedback to AvePoint ................................................................................9
Support Information ......................................................................................................................... 10
Supported Browsers...................................................................................................................... 10
Supported Cloud Storage Information ............................................................................................ 10
Supported Concurrent Jobs ........................................................................................................... 11
Integration with AvePoint Online Services .......................................................................................... 12
AvePoint Online Services Versions: Commercial and U.S. Government Public Sector......................... 12
Before You Begin .............................................................................................................................. 13
Managing My Settings................................................................................................................... 13
Registering Office 365 Objects ....................................................................................................... 13
Products in DocAve Online ................................................................................................................ 15
Features Specific to DocAve Online Product Modules...................................................................... 18
Common Features..................................................................................................................... 18
Administrator............................................................................................................................ 19
Granular Backup & Restore ........................................................................................................ 24
Deployment Manager................................................................................................................ 32
Replicator ................................................................................................................................. 33
Content Manager ...................................................................................................................... 36
Job Monitor .............................................................................................................................. 38
Control Panel ............................................................................................................................ 40
Archiver.................................................................................................................................... 48
Report Center ........................................................................................................................... 50
Managing SharePoint Sites ................................................................................................................ 57
Working with the SharePoint Sites Tab........................................................................................... 57
Registering Site Collections by Manual Scan ................................................................................... 58
Registering Site Collections by Automatic Scan ............................................................................... 59
Registering Site Collections in Batch by Configuration File ............................................................... 60
Registering a Single Site Collection ................................................................................................. 61
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Reconnecting Site Collections ........................................................................................................ 62
Managing SharePoint Sites Groups ................................................................................................ 63
Creating a SharePoint Sites Group .............................................................................................. 63
Deleting SharePoint Sites Groups ............................................................................................... 63
Managing OneDrive for Business ....................................................................................................... 64
Working with the OneDrive for Business Tab .................................................................................. 64
Registering OneDrive for Business.................................................................................................. 65
Registering OneDrive for Business by Manual Scan...................................................................... 65
Registering OneDrive for Business by Automatic Scan.................................................................. 66
Registering in Batch by Configuration File ................................................................................... 67
Registering a Single OneDrive for Business .................................................................................. 68
Reconnecting OneDrive for Business .............................................................................................. 69
Managing OneDrive for Business Groups........................................................................................ 70
Creating a OneDrive for Business Group ..................................................................................... 70
Deleting OneDrive for Business Groups....................................................................................... 70
Managing Exchange Mailboxes.......................................................................................................... 71
Working with the Exchange Mailboxes Tab..................................................................................... 71
Registering Mailboxes by Manual Scan ........................................................................................... 72
Registering Mailboxes by Automatic Scan....................................................................................... 73
Registering a Single Mailbox .......................................................................................................... 74
Reconnecting Mailboxes ............................................................................................................... 75
Managing Exchange Mailboxes Groups .......................................................................................... 76
Creating an Exchange Mailboxes Group ...................................................................................... 76
Deleting Exchange Mailboxes Groups ......................................................................................... 76
Managing Office 365 Group Mailboxes .............................................................................................. 77
Working with the Office 365 Group Mailboxes Tab ......................................................................... 77
Registering Mailboxes by Manual Scan ........................................................................................... 77
Registering Mailboxes by Automatic Scan....................................................................................... 79
Reconnecting Mailboxes ............................................................................................................... 80
Managing Office 365 Group Mailboxes Groups ............................................................................... 81
Creating an Office 365 Group Mailboxes Group........................................................................... 81
Deleting Office 365 Group Mailboxes Groups .............................................................................. 81
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Managing Office 365 Group Team Sites.............................................................................................. 82
Working with the Office 365 Group Team Sites Tab ........................................................................ 82
Registering Office 365 Group Team Sites ........................................................................................ 82
Reconnecting Office 365 Group Team Sites .................................................................................... 84
Managing Groups for Office 365 Group Team Sites ......................................................................... 85
Creating a Group for Office 365 Group Team Sites....................................................................... 85
Deleting Groups for Office 365 Group Team Sites ........................................................................ 85
Configuring Dynamic Object Registration Settings .............................................................................. 86
Exchange Online Backup and Restore ................................................................................................ 88
Launching Exchange Online Backup and Restore ............................................................................. 88
User Interface Overview................................................................................................................ 88
Configuring Devices and Setting up Storage Policies ........................................................................ 88
Performing an Exchange Online Backup ......................................................................................... 89
Overview of Backup Types ......................................................................................................... 89
Selecting Content to Back Up ..................................................................................................... 90
Understanding Ad Hoc Backup ................................................................................................... 91
Using the Plan Builder................................................................................................................ 92
Performing an Exchange Online Restore......................................................................................... 94
Selecting Backed-Up Data to Restore .......................................................................................... 95
Performing an in Place Restore .................................................................................................. 97
Performing an Out of Place Restore ............................................................................................ 98
Restoring to a Storage Location .................................................................................................. 99
Checking a Job Status.................................................................................................................. 100
Additional Optional Configurations .............................................................................................. 100
Predefined Schemes................................................................................................................ 100
Advanced Predefined Scheme Settings ..................................................................................... 101
Identity Manager............................................................................................................................ 102
Launching Identity Manager ........................................................................................................ 102
User Interface Overview.............................................................................................................. 103
Creating a New User ................................................................................................................... 103
Creating Users in Batch ............................................................................................................... 104
Creating a Temporary User.......................................................................................................... 106
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Creating a New Group................................................................................................................. 106
Creating Groups in Batch ............................................................................................................. 106
Configuring a Policy Enforcer Profile ............................................................................................ 107
Creating a Policy Enforcer Profile.............................................................................................. 107
Managing Existing Policy Enforcer Profiles ................................................................................ 108
Managing Rules in Policy Enforcer Profile ................................................................................. 109
Performing a Test Run for a Policy Enforcer Profile .................................................................... 110
Checking Conflicting Rules in Separate Profiles.......................................................................... 111
Managing Existing Users.............................................................................................................. 111
Creating and Managing User Sets ............................................................................................. 111
Creating and Managing User Filters .......................................................................................... 112
Adding Users for Management................................................................................................. 113
Managing User List.................................................................................................................. 114
Editing User Details ................................................................................................................. 114
Resetting User Passwords ........................................................................................................ 115
Deleting Users......................................................................................................................... 115
Managing Groups for Users...................................................................................................... 116
License Management............................................................................................................... 117
Application Management......................................................................................................... 119
Mailbox Delegation Management ............................................................................................ 120
Managing Temporary Users ..................................................................................................... 121
Managing Deleted Users.......................................................................................................... 122
Managing Existing Groups ........................................................................................................... 122
Creating and Managing Group Sets........................................................................................... 123
Creating and Managing Group Filters........................................................................................ 123
Adding Groups for Management .............................................................................................. 124
Managing Group List ............................................................................................................... 125
Editing Group.......................................................................................................................... 125
Deleting Groups ...................................................................................................................... 126
Managing Members for Groups................................................................................................ 126
License Management............................................................................................................... 127
Application Management......................................................................................................... 129
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Mailbox Delegation Management ............................................................................................ 131
Managing DocAve Online Accounts.................................................................................................. 133
User Type ................................................................................................................................... 133
Power User................................................................................................................................. 133
Applying User-Based View ....................................................................................................... 133
Applying Object-Based View .................................................................................................... 135
Standard User............................................................................................................................. 137
Support...................................................................................................................................... 137
Managing an Office 365 Account ..................................................................................................... 138
Configuring Your Own Storage as a Physical Device .......................................................................... 139
Configuring Export Locations ........................................................................................................... 140
Managing Export Locations.......................................................................................................... 140
Creating and Editing Export Locations .......................................................................................... 140
Troubleshooting ............................................................................................................................. 142
Submitting Feedback ...................................................................................................................... 144
Bug Report ................................................................................................................................. 144
Interface Improvement ............................................................................................................... 144
Feature Suggestion ..................................................................................................................... 145
Best Practices for Backing Up Large Amounts of Data with Exchange Online Backup & Restore ........... 146
Making Efficient Plan Groups ....................................................................................................... 146
Best Practices for Backing Up Large Amounts of Data with Granular Backup & Restore....................... 147
Making Efficient Plan Groups ....................................................................................................... 147
Avoiding SharePoint Online Throttling.......................................................................................... 148
Appendix A: Data Types Supported by Exchange Online Backup and Restore ..................................... 149
Appendix B: Advanced Search for Exchange Online Time-based Restore ............................................ 155
Appendix C: Unsupported SharePoint Online Data Types .................................................................. 157
Appendix D: Office 365 Subscriptions Charged by DocAve Online ...................................................... 158
Appendix E: Database Limitations .................................................................................................... 160
Appendix F: Supported Design Element Mappings ............................................................................ 161
Notices and Copyright Information .................................................................................................. 162
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DocAve Online
What’s New in the Guide
•
Added the Replicating Office 365 Group Team Sites section for supporting Office 365
group team sites in DocAve Online Replicator.
•
Added instructions for the Refresh button in the Creating and Managing Group Sets
section.
•
Added the Running Auditor Reports or Configuration Reports for Office 365 Group Team
Sites section.
•
Removed Project Online Professional, Project Online Essentials, and Project Online
Premium from Appendix D: Office 365 Subscriptions Charged by DocAve Online.
•
Added the Deploying Office 365 Group Team Sites section.
•
Added the Deploying Nintex Workflow Definitions section.
•
Added the Working with Office 365 Group Team Sites section.
•
Added the Copying or Moving Office 365 Group Team Sites section.
•
Updated the note in the Working with the Exchange Mailboxes Tab section.
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About DocAve Online
DocAve Online offers powerful backup, administration, and management capabilities through a
Software as a Service (SaaS) platform, for organizations utilizing Microsoft Office 365 - SharePoint
Online, Exchange Online, and Office 365 Group. With DocAve Online, organizations can maintain the
same level of control over their cloud-based assets as they experience with on-premises solutions.
Hosted on Microsoft’s Azure Web Services, on their Infrastructure as a Service (IaaS) offerings, DocAve
Online empowers organizations to extend cloud computing as their specific business needs dictate by
enabling: simplified user and permissions management; granular content protection and failover
capabilities; on-demand content restructuring, user solutions, and site elements deployment;
customized reporting; synchronization and publication of content across sites and mailboxes.
The DocAve Online product suite is very similar to the DocAve on-premises suite with some key
differences that have evolved over time. This guide presents those key differences, however, for
detailed information about preforming tasks and actions that are duplicated between the DocAve
Online and DocAve products, see the DocAve guides below:
•
Granular Backup & Restore – For full details and guidelines about using Granular
Backup & Restore, refer to the Granular Backup and Restore User Guide.
•
Administrator – For full details and guidelines about using Administrator, refer to the
Administrator User Guide.
•
Content Manager – For full details and guidelines about using Content Manager, refer
to the Content Manager User Guide.
•
Deployment Manager – For full details and guidelines about using Deployment
Manager, refer to the Deployment Manager User Guide.
•
Replicator – For full details and guidelines about using Replicator, refer to the Replicator
User Guide.
•
Report Center – For full details and guidelines about using Report Center Audit Reports
and Configuration Reports, refer to the Report Center User Guide.
•
Archiver – For full details and guidelines about using Report Center Audit Re ports and
Configuration Reports, refer to the Archiver User Guide.
•
Control Panel – For full details and guidelines about using the Control Panel, refer to the
Control Panel Reference Guide.
•
Job Monitor – For full details and guidelines about using Job Monitor, refer to the Job
Monitor Reference Guide.
DocAve Online is available both commercially and for the U.S. Government Public Sector.
DocAve Online charges licensed users of several Office 365 subscriptions. For more information, refer to
Appendix D: Office 365 Subscriptions Charged by DocAve Online.
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DocAve Online
Submitting Documentation Feedback to AvePoint
AvePoint encourages customers to provide feedback regarding our product documentation. You can
Submit Your Feedback on our website.
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Support Information
This section provides the following support information:
•
Supported Browsers
•
Supported Cloud Storage Information
•
Supported Concurrent Jobs
Supported Browsers
The following table outlines the required browser versions to support DocAve Online.
Browser
Internet Explorer
Microsoft Edge
Google Chrome
Mozilla Firefox
Safari for Mac
Version
IE 11
The latest version
The latest version
The latest version
The latest version
Supported Cloud Storage Information
The following table provides the supported types of cloud storage.
Storage
Microsoft Azure Blob
Storage
Amazon S3
Compatible Amazon S3
Rackspace Cloud File
Dropbox
Box
OneDrive
TSM
SFTP
FTP
NetApp AltaVault
Additional Information
DocAve Online only supports writing backup data to the Block BLOBs
storage type.
N/A
N/A
N/A
N/A
N/A
Due to performance issues, AvePoint does not recommend using
OneDrive for storage when using DocAve Online.
N/A
DocAve Online supports configuring a specific folder structure in which to
store data in FTP, SFTP, and NetApp AltaVault. The data will be stored
according to the specified folder structure. If you do not configure this
field, the data will be stored in the FTP/SFTP/NetApp AltaVault root
folder. This is an optional configuration.
To configure a specific folder structure, in the Root Folder text box in
DocAve Online, enter the desired folder structure in FTP/SFTP/NetApp
AltaVault where you would like to store the data. If the specified folder
structure does not exist in FTP/SFTP/NetApp AltaVault, the folder
structure will be automatically created.
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DocAve Online
Supported Concurrent Jobs
DocAve Online can support a maximum of five concurrent jobs for a tenant. These five jobs can be
running from five different products within DocAve Online.
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Integration with AvePoint Online Services
DocAve Online is integrated with AvePoint Online Services. To sign up for a DocAve Online account, you
must first sign up for an account with AvePoint Online Services. AvePoint provides the following
methods to sign up for an AvePoint Online Services account:
•
Sign up on the AvePoint Online Services website.
•
On the AvePoint website, visit the AvePoint Online Services page or the DocAve Online
page.
•
To sign up for AvePoint Online Services for the U.S. Government Public Sector, access
the following URL: https://usgov.avepointonlineservices.com.
To access DocAve Online, use one of the entries above to sign in AvePoint Online Services. For details,
refer to the AvePoint Online Services User Guide.
From any page within DocAve Online you can navigate back to the AvePoint Online Services homepage
by clicking the drop-down arrow (
) at the top of the Welcome page and then clicking
AvePoint Online Services on the navigation bar. You can also click Governance Automation Online,
Compliance Guardian Online, File Share Navigator Online, DocAve Backup for Salesforce, or AvePoint
Cloud Insights to access the corresponding product.
AvePoint Online Services Versions: Commercial and U.S.
Government Public Sector
There are two versions of AvePoint Online Services: AvePoint Online Services, and a version available on
Microsoft’s Cloud Platform for U.S. Government. The U.S. Government Public Sector version of AvePoint
Online Services offers the same functionality as the Commercial version. For details, refer to the
AvePoint Online Services User Guide.
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DocAve Online
Before You Begin
Refer to the sections below to get started with DocAve Online.
Managing My Settings
Use My Settings to view and update your account information as well as the system language of your
DocAve Online interface. To edit My Settings, click the username in the top-right corner of the DocAve
Online homepage and then click Edit on the ribbon. You can update the following information:
•
Edit Information ─ A description about the currently logged in user.
•
E-mail Address ─ The e-mail address that you want to receive any account-related
notification e-mails.
•
Language Preference ─ The system language for your DocAve Online interface. Options
are: English, Japanese, or French.
Click OK on the ribbon to save you configurations, or click Cancel to exit without saving your changes.
To change the password of your account, go to the My Profile page in AvePoint Online Services. For
details, refer to the AvePoint Online Services User Guide.
Registering Office 365 Objects
To use DocAve Online to manage your Office 365 objects, including SharePoint Online site collections,
OneDrive for Business, Exchange Online mailboxes, Office 365 group mailboxes, and Office 365 group
team sites, the objects must be registered to specific groups.
If you enabled the Dynamic Object Registration feature in AvePoint Online Services, the objects will be
automatically scanned. After the scan process is finished, the detected objects are available in DocAve
Online.
If you did not enable the Dynamic Object Registration feature in AvePoint Online Services, you must
register the objects in DocAve Online. For more information, refer to the following sections:
•
Managing SharePoint Sites
•
Managing OneDrive for Business
•
Managing Exchange Mailboxes
•
Managing Office 365 Group Mailboxes
•
Managing Office 365 Group Team Sites
*Note: Currently, before running a Content Manager, Administrator, Granular Backup & Restore,
Deployment Manager, or Replicator job, the Office 365 users used to register the SharePoint Online site
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collections, OneDrive for Business, and/or Office 365 group team sites will be automatically granted the
Site Administrator permission. You can remove the Office 365 users from the Site Administrator group
manually after the job is finished, but the Site Administrator permission will still be granted to them
when running a job the next time.
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Products in DocAve Online
DocAve Online allows you to easily manage, restructure, report, and protect your Office 365 instances
from a centralized dashboard by using a suite of DocAve products, which includes:
•
Granular Backup & Restore – A fast, flexible, and intelligent backup solution for
Microsoft SharePoint. DocAve Online provides full fidelity backup and recovery, from a
site collection/My Site down to an individual item, while maintaining all metadata,
security, and version history. DocAve Online Granular Backup and Restore supports
restoring the contents to your storage, so you can access your content even if your
SharePoint Online environment goes down. For full details and guidelines about using
Granular Backup & Restore, refer to the Granular Backup and Restore User Guide.
*Note: If the DocAve Online Agent service gets restarted, the Granular Backup and
Restore jobs that were running may fail due to the timeout. DocAve Online will rerun
the timeout jobs again once the Agent service is restarted.
•
Administrator – Gives organizations universal control over their enterprise-wide
SharePoint landscape. Administrator simplifies the implementation and enforcement of
SharePoint access and content provisioning governance policies. Administrator offers
the most comprehensive solution to meet any organization’s SharePoint management
and administrative needs. For full details and guidelines about using Administrator, refer
to the Administrator User Guide.
*Note: If the current usage of your Policy Enforcer Database exceeds 80% of the total
provided space, you will receive an e-mail notification from the DocAve Online team to
inform you to free up space. For details on Policy Enforcer Database limitations and best
practices on how to maintain records and manage your consumption, refer to Appendix
E: Database Limitations.
•
Content Manager – Provides seamless migration of content from one location to
another with no backup needed. Content Manager allows the user to comprehensively
move, copy, and restructure the content and topology of their SharePoint environment
easily and accurately. For full details and guidelines about using Content Manager, refer
to the Content Manager User Guide.
•
Deployment Manager – Improves IT efficiency by automating SharePoint Online
implementation from staging to production. Deployment Manager automates the
change management process of user solutions, customizations, and site elements,
thereby:
o
Minimizing human error and cost overruns
o
Facilitating pre-production testing and deployment operations
For full details and guidelines about using Deployment Manager, refer to the
Deployment Manager User Guide.
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•
Replicator – Keeps content synchronized across one or more SharePoint Online
instances. Replicator can operate within SharePoint Online sites of the same Office 365
account, or between SharePoint Online sites of one Office 365 account to those of
another Office 365 account. For full details and guidelines about using Replicator, refer
to the Replicator User Guide.
•
Report Center – Reports on the user lifecycle, item lifecycle, site actions, list deletion
events, permission changes, content type changes, or according to customized filters
from the collected audit records. To generate these reports, users are required to apply
the audit rules and retrieve audit data for the SharePoint Online objects. DocAve Online
Report Center also generates Configuration Reports to report on the configuration
details and the statistics for the selected scope. For full details and guidelines about
using Report Center Audit Reports and Configuration Reports, refer to the Report Center
User Guide.
*Note: If the current usage of your Auditor Database exceeded 80% of the total
provided space, you will receive an e-mail notification from the DocAve Online team to
inform you to free up space. For details on the Auditor Database limitations and best
practices on how to maintain records and manage your consumption, refer to Appendix
E: Database Limitations.
*Note: DocAve Online will automatically prune Compliance Reports ten days old from
the Report database. If a report was generated on the 1st of the month, the data will be
pruned on the 11th.
•
Archiver – Deletes dormant content (from items to sites) based on fully-customizable
business rules or an on-demand basis tiered storage management and the support of
backup and recovery.
The following products are specific to DocAve Online:
•
Exchange Online Backup and Restore – A fast, flexible, and intelligent backup solution
for Microsoft Exchange. DocAve provides full fidelity backup and recovery, from a
mailbox down to an individual item, while maintaining all forms, types, and metadata.
For full details and guidelines about using Exchange Online Backup and Restore, refer to
the Exchange Online Backup and Restore section.
*Note: If the DocAve Online Agent service gets restarted, the Exchange Online Backup
and Restore jobs that were running may fail due to the timeout. DocAve Online will
rerun the jobs that timed out again once the Agent service is restored.
•
Identity Manager – AvePoint Identity Manager helps administrators easily manage
cloud identities, licenses, and access to applications and features synchronized with
Azure Active Directory, such as Office 365. For full details and guidelines about using
Identity Manager, refer to the Identity Manager section.
The following DocAve products are available in DocAve Online for configuring the DocAve Online
settings and viewing job information:
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DocAve Online
•
Control Panel – The central interface for managing DocAve Online and how it interacts
with your SharePoint/Exchange Online environment. Control Panel is also integrated
into other products, which enables you to configure relevant settings without having to
leave the interface of the product you are using. For full details and guidelines about
using the Control Panel, refer to the Control Panel Reference Guide.
•
Job Monitor – Allows you to view the details or status of jobs, download reports, and
manage jobs, all from a central interface. Job Monitor is also integrated into other
products, which enables you to manage jobs inside their corresponding products with
additional features specific to the product itself. For full details and guidelines about
using Job Monitor, refer to the Job Monitor Reference Guide.
*Note: DocAve Online supports the Job Queue feature to view and manage the jobs
waiting in a queue. If the number of jobs running in DocAve Online exceeds the resource
limitation, the jobs will be waiting and displayed in the Job Queue list. The Promote
action promotes any selected waiting job to the top of the queue. The Delete action
deletes the selected waiting jobs from the queue.
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Features Specific to DocAve Online Product Modules
The features included in this section are specific to the DocAve Online product modules . Any features
included in this section are not supported in the DocAve on-premises version of the product modules.
Common Features
The following features are specific to multiple modules in DocAve Online.
Authentication Methods for the Create Container Feature
When using the Create Container feature for Administrator, Archiver, Content Manager, Deployment
Manager, Granular Backup & Restore, and Replicator, you must select one of the following
authentication methods:
•
Use a service account profile – If your organization does not have multi-factor
authentication enabled in Office 365, choose this method and select an Office 365
service account profile that was configured in AvePoint Online Services. For more
information about creating the service account profiles, refer to the Creating a Service
Account Profile section in the AvePoint Online Services User Guide.
•
Use an app profile – If your organization uses multi-factor authentication (MFA) in
Office 365, choose this method. Select an app profile for Office 365 and select an Office
365 account profile that has MFS enabled. Both profiles were created in AvePoint Online
Services. For more information about creating the profiles, refer to the Creating an App
Profile for Office 365 and Creating a Service Account Profile sections in the AvePoint
Online Services User Guide.
Automatically Activated Site Collection Features Related to Workflow
Some workflow templates in SharePoint Online require activated site collection features.
When using Archiver, Content Manager, Deployment Manager, Replicator, or Granular Backup and
Restore to restore workflow definitions that contain one or more of these workflow templates, DocAve
Online will automatically activate the corresponding site collection features in the destination if they are
deactivated.
The table below lists the workflow templates and the corresponding site collection features.
Workflow Template
Three-state
Disposition Approval
Approval – SharePoint 2010
Collect Feedback – SharePoint 2010
Collect Signatures – SharePoint 2010
Publishing Approval
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Site Collection Feature
Three-state Workflow
Disposition Approval Workflow
Workflows
Workflows
Workflows
Publishing Approval Workflow
DocAve Online
Administrator
The following features are specific to DocAve Online Administrator. For full details and guidelines about
using Administrator features not specific to DocAve Online, refer to the Administrator User Guide.
Working with Office 365 Group Team Sites
In DocAve Online Administrator, all features, except for Deactivated Account Cleaner, under the
Security tab support working with Office 365 group team sites.
Excluding Hidden Lists and System Lists When Performing a Security Search
When you perform a security search to search for specific permissions, DocAve Online Administrator
supports excluding hidden lists and system lists from the search results after you select the Exclude
Hidden Lists and Exclude System Lists checkboxes.
Exporting Information on Group Owners and Group Settings Using Export Groups for
Editing
After using the Export Groups for Editing feature to export SharePoint groups and the users in these
groups for editing, the information on group owners and group settings will be included in the exported
configuration file.
*Note: The information on group owners and group settings in the exported configuration file cannot be
imported back to SharePoint Online using the Import Configuration File feature.
Applying Settings to Newly Added Site Collections
After applying a profile or plan to a SharePoint Sites group, some functions in DocAve Online
Administrator support applying settings in the profile or plan to site collections that are newly added to
the selected SharePoint Sites group. Settings in the profile or plan will be automatically applied to these
site collections after another job completes. These functions are:
•
Create or Apply Profile
•
Admin Search
•
Security Search
•
Check Broken Link
•
Search Web Parts
•
Deactivated Account Cleaner
Checking for Available Storage
DocAve Online Administrator supports checking how much storage is available in your system when
creating a new site collection.
When creating a new site collection in the Administrator > Management > New Site Collection page,
click the Check Available Storage button in the Storage Quota section, and the available storage is
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19
displayed. If the entered storage quota for this new site collection is larger than the available storage, an
error message appears when clicking Save in the New Site Collection page to inform you that the new
site collection cannot be created due to the storage limitation.
Checking for Broken Links
In Check Broken Link, within the selected node you can check for broken e-mail addresses in the page
contents and broken document URLs of documents with the Link to a Document content type.
*Note: When a user shares a document using Get a link, the URL redirects to the page where this
document resides. When the document is deleted, the URL will not be returned as a broken link during a
scan because the Check Broken Link function cannot determine if the source document is deleted.
1. Select one or more site collections/sites from the tree, and then click the Management tab.
2. Click Check Broken Link on the ribbon.
3. From the Link Type Selection section, select one or more link types that you want to check.
•
E-mail addresses – Check and report all e-mail addresses in the page contents no matter
whether or not the e-mail addresses are broken. If a Check Broken Link job completes
successfully, access Job Monitor > View Details > E-mail Address to view e-mail address
details. All e-mail addresses and their locations will be listed.
•
Links to documents – Check broken document URLs of documents with the Link to a
Document content type.
4. Configure other settings as needed.
Configuring External Sharing Settings
The DocAve Online Administrator controls how users invite people outside their organizations to access
content.
*Note: External Sharing settings that are configured for site collections in DocAve Online are restricted
by the sharing settings that have been configured for the tenant where these site collections reside in
SharePoint admin center. For OneDrive for Business, External Sharing settings are also restricted by the
sharing settings that have been configured for the My Site site collection.
*Note: External Sharing is only available at the site collection level.
1. Select one or more site collection nodes from the tree.
2. Navigate to Management > General Management > External Sharing.
3. Click External Sharing on the ribbon. The External Sharing configuration screen appears.
4. Select one of the following options:
•
20
Do not allow sharing outside your organization – Select this option to forbid sharing
content in the selected site collections with users outside your organization.
DocAve Online
•
Allow sharing only with the external users that already exist in your organization’s
directory – Select this option to allow sharing content in the selected site collections
only with external users who already exist in your organization’s directory.
•
Allow users to invite and share with authenticated external user – Select this option to
allow sharing content in the selected site collections with external users. External users
can access the shared content by accepting the sharing invitations and signing in as
authenticated users.
•
Allow sharing with all external users, and by using anonymous access links – Select this
option to allow sharing content in the selected site collections with external users.
External users can access the shared content either by signing in as authenticated users
or by opening the guest links.
*Note: Anonymous guest links can be forwarded or shared with other people, who are
also able to view or edit the shared content without signing in.
5. Click OK to save the configurations.
*Note: If more than one site collection is selected, you can:
•
Click Show All Applied Site Collections to view the selected site collections.
•
Click Edit for individual objects to individually configure External Sharing settings for
the selected site collections.
•
Click Set all to default to set the External Sharing settings for all selected site collections
to the default value.
Exporting Security Groups using Export Groups for Editing
Select a site collection and navigate to Administrator > Security > Export Groups for Editing. DocAve
Online supports exporting security groups when the security groups exist in SharePoint groups as users.
Running Jobs to Delete SharePoint Objects
DocAve Online Administrator supports running jobs to delete SharePoint objects.
*Note: Only list, library, and site level deletions are supported.
Running Jobs to Batch Fixing Out-of-Policy Modifications
DocAve Online Administrator supports running jobs to batch fixing out-of-policy modifications.
Security Search Supports Searching Administrator Permissions
Security Search supports searching Administrator permissions including inherited permissions and
explicit permissions.
Adding a Send an E-mail Invitation Option on Grant Permissions Interface
DocAve Online Administrator supports sending an e-mail invitation to the users specified in the Select
Users field when granting permissions.
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Using GB as Unit Value of Storage Quota in Site Collection
DocAve Online Administrator supports using GB as the unit value of the storage quota when creating a
new site collection.
Searching Nodes Using the Advanced Search Feature
DocAve Online Administrator provides the Advanced Search feature for Sites, Lists, or Folders nodes on
the scope tree. Using this feature, users can narrow down the search criteria and display fewer nodes.
To search nodes using the Advanced Search feature, complete the following steps:
1. Right-click the node and then select Advanced Search.
2. In Advanced Search, click Add a Criterion and configure the following settings:
a. Rule – Select the rule for which you wish to search. You can use the URL rule and the
Name rule to filter site/list/library/folder level nodes.
b. Condition – Select the condition for the rule from the drop-down list.
c. Value – Enter the value for the rule in the text box.
d. To add additional criteria, click Add a Criterion, and repeat the steps above. You can
change the logical relationships between the criteria by clicking And or Or. By default,
the logical relationship is set to And.
o
And means that the child nodes that meet all of the criteria will be included in
the result.
o
Or means that the child nodes that meet any of the criteria will be included in
the result.
The Basic Filter Condition area displays the logical relationships of the filter criteria.
3. Click Search to start searching the child nodes.
Importing Custom Site Collection Template Solution File
When creating a site collection using the New Site Collection feature, you can import a custom template
solution (.wsp) file that will be used to create the site collection.
1. In the New Site Collection window, go to the Template Selection field and click the Custom tab.
2. Click Browse to select your desired .wsp file in the Open window.
Supported Policy Enforcer Rules
Some Policy Enforcer rules are unique to DocAve Online. Refer to the table below for more information.
Rule Name
Site Collection Audit Settings
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Description
Control the audit settings of a site
collection.
Event Type
Scan Site Collection Level
Condition
DocAve Online
Rule Name
Scan External Users
External Sharing Settings
Site Owner Restriction
Active Directory Group
Restriction
Regional Settings
SharePoint Designer Settings
Description
Scan all external users in the site
collections where external sharing
is disabled.
Control the sharing settings of the
SharePoint site collections and
OneDrive for Business.
Control the users or groups that
are allowed to be added into the
owner groups of SharePoint sites.
Restrict the addition of any AD
groups into SharePoint sites.
Control regional settings for sites.
Control the SharePoint Designer
Settings for sites within a site
collection.
Event Type
Scan Site Collection Level
Condition
Scan Site Collection Level
Condition
Scan Site Level Condition
Scan Site Collection Level
Condition
Scan Site Level Condition
Scan Site Collection Level
Condition
Policy Enforcer Rules for Security Groups/Active Directory Federation Services (ADFS)
Groups
DocAve Online Policy Enforcer allows you to establish limitations for certain actions and changes that
have occurred in SharePoint Online environments.
DocAve Online Administrator Policy Enforcer allows you to check for security groups/ADFS Groups in the
following rules:
•
Content Creation/Content Upload
•
Grant, Revoke, and/or Modify Permissions Privilege
•
Delete
•
Move
•
Copy
Deleting a SharePoint Online Security Group
To delete a SharePoint Online security group, select a site collection/site, and navigate to Security >
Users and Permissions > People and Groups, and then complete the following steps:
1. Click Groups to display all of the groups.
2. Click Edit beside the security group that you want to delete. In the Change setting for: page, you
will see the security group name.
3. Click Delete in the bottom-right corner of the page to delete the security group.
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Configuring Site Level Navigation Element Settings in Batch
You can configure whether or not the Quick Launch and Tree View navigation elements are enabled on
multiple sites in batch using DocAve Online Administrator.
To configure site level navigation element settings in batch, select more than one site, navigate to
Configuration > Navigation Elements, and then complete the following steps:
1. Follow these steps to configure the Quick Launch settings in batch.
2. Select the Enable Quick Launch checkbox to configure the Quick Launch in batch.
3. Click Edit for individual objects.
•
Click Show All Applied Sites to view the selected sites.
•
Select the Enable Quick Launch checkbox to display the Quick Launch on the site.
•
Deselect the Enable Quick Launch checkbox to not display the Quick Launch on the site.
4. Click OK to save the configurations.
5. You can also click Set all to default to set the individual settings to the default settings.
6. Follow these steps to configure the Tree View settings in batch.
7. Select the Enable Tree View checkbox to configure the Tree View in batch.
8. Click Edit for individual objects.
•
Click Show All Applied Sites to view the selected sites.
•
Select the Enable Tree View checkbox to display the Tree View on the site.
•
Deselect the Enable Tree View checkbox to not display the Tree View on the site.
9. Click OK to save the configurations.
•
You can also click Set all to default to set the individual settings to the default settings.
Granular Backup & Restore
The following features are specific to DocAve Online Granular Backup & Restore . For full details and
guidelines about using Granular Backup & Restore features not specific to DocAve Online, refer to the
Granular Backup and Restore User Guide.
*Note: If a SharePoint Online site collection has been deleted, the deleted site collection will be skipped
for backup and will not be recorded in the backup job report.
For more information about Granular Backup & Restore best practices, see Best Practices for Backing Up
Large Amounts of Data with Granular Backup & Restore.
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List View
To configure List View settings, navigate to Ad Hoc Backup > Default Settings > List View, or Plan
Builder – Form Mode > Advanced > List View.
Select the Include list view checkbox to back up the list views in the Granular Backup job.
Version Settings
If there are documents with multiple versions that need to be backed up, you can choose whether or
not to split the cache file for versions in a Granular Backup job.
Navigate to Ad Hoc Backup > Default Settings > Include Versions, or Plan Builder – Form Mode >
Advanced > Include versions. Select the Include versions checkbox and then select the Split the cache
file for versions checkbox.
When the Split the cache file for versions checkbox is selected, each version included in the backup job
will be cached in an individual file. After a version is backed up, the corresponding cache file will be
deleted.
Managed Metadata Service Settings
In Granular Backup plans, you can choose whether or not to back up the entire associated Managed
Metadata Services, the related term sets, or the terms and their parents associated directly with the
data.
To configure the managed metadata service settings, navigate to Ad Hoc Backup > Default Settings >
Managed Metadata Service Setting, or Plan Builder – Form Mode > Advanced > Managed Metadata
Service Setting. The Back up Managed Metadata Service checkbox and the Term set radio button are
selected by default. Deselect the checkbox if you do not want to back up the related Managed Metadata
Services.
By selecting the Back up Managed Metadata Service checkbox, you can select the Term, Term set, or
Managed Metadata Service radio button.
•
Term – Back up terms that are used in the source, their parent terms, the term sets
where the used terms reside, and the names of the groups where the used terms reside.
•
Term set – Back up the whole term sets where the used terms reside in the source
(regardless if the terms in the term sets are used by the source node or not).
•
Managed Metadata Service – Back up the whole Managed Metadata Services that are
related to the source node.
Incremental Backup Job Settings
In Granular Backup plans, you can choose whether or not to automatically stop running an incremental
backup job when a full backup job has started.
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To configure the incremental backup job settings, navigate to Plan Builder – Form Mode > Advanced >
Incremental Backup Job Setting. Select the Automatically stop incremental backup job checkbox if you
want to stop running the incremental backup job automatically when a full backup job of the same plan
has started.
System Update Settings
In Granular Backup plans, you can choose whether or not to back up files updated in SYSTEM_UPDATE
events during incremental backup jobs.
To configure the system update settings, navigate to Plan Builder – Form Mode > Advanced > System
Update Setting. Select the Skip files updated in SYSTEM_UPDATE events checkbox if you do not want
to back up these files during incremental backup jobs.
Custom Property Bag Settings
In DocAve Online Granular Backup and Restore, you can choose whether or not to restore the custom
property bag of the site collection and/or site to be restored using Time-based restore.
To configure the custom property bag settings, navigate to Restore > Restore Settings > Custom
Property Bag Setting in the Restore tab. Select the Include custom property bag checkbox if you want
to restore the custom property bag.
•
If you are about to restore a site collection, the custom property bags of the top-level
site and sub sites in this site collection will be restored.
•
If you are about to restore a site, the custom property bags of this site will be restored.
Retrieving Data from Cache
In DocAve Online Granular Backup and Restore, you can choose whether or not to cache the backup
data from the physical device when restoring the data with Time-based restore.
To configure the Retrieve Data from Cache settings, navigate to Restore > Restore Settings > Retrieve
Data from Cache in the Restore tab. If the Retrieve data from cache checkbox is selected, the backup
data will be downloaded to the cache and then be retrieved from the cache when restoring the data.
*Note: Retrieving data from the cache may increase the job time. It is not recommended to select the
Retrieve data from cache checkbox.
Configuring Information Rights Management Settings
To configure Information Rights Management settings, navigate to Ad Hoc Backup > Default Settings >
Information Rights Management Settings, or Plan Builder – Form Mode > Advanced > Information
Rights Management (IRM) Settings.
If the Information Rights Management settings are enabled in SharePoint Online and the Disable
Information Rights Management (IRM) Settings checkbox is:
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•
Selected, then IRM Settings will be temporarily disabled on the individual list/library
while it is being backed up and re-enabled once the backup for this list/library is
complete.
*Note: If you perform an Out of place restore job to restore the backup data to a
destination list/library with IRM Settings disabled, or perform a Restore to storage
policy job to restore the backup data to a device, anyone who has access to the
destination can access the restored data.
•
Deselected, then the content you backed up will remain encrypted, and the restored
backup data can only be functional in the destination when the Granular in place restore
is performed.
*Note: If the source list/library is completely deleted from SharePoint Online, then the
restored backup data cannot be accessed through SharePoint Online after the in place
restore.
Backing up a Sites Group
To back up a sites group, navigate to Granular Backup and Restore > Backup and complete the
following steps:
1. Expand the tree in the Source panel to display the objects that you want to back up.
2. Select a sites group node, and use the Plan Builder to create a plan.
Note the following:
•
You can select multiple sites group nodes to back up, but you cannot select a sites group
node and nodes at another level at the same time.
•
A plan that includes a sites group node cannot be shared with a standard user, but it can
be shared with a support user. If you edit a plan that is shared with a standard user, you
cannot add sites group nodes to it.
•
All of the site collections, OneDrive for Business sites, and Office 365 group team sites
that are within the selected sites groups will be included in the plan.
•
Site collections or OneDrive for Business sites that are newly added to a sites group,
including the ones that are discovered by the automatic scan, will also be included in an
existing plan if the sites group is included in the plan. For more information about the
automatic scan, refer to Registering Site Collections by Automatic Scan and Registering
OneDrive for Business by Automatic Scan.
•
Office 365 group team sites that are newly added to a group for Office 365 group team
sites will also be included in an existing plan if the group is included in the plan.
Restoring to a Storage Policy
To restore the granular content to the designated storage policy, navigate to Granular Backup and
Restore > Restore and complete the following steps:
1. In Restore tab, select Restore on the ribbon.
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2. In the Restore Method page, select Time-based restore or Object-based restore as the restore
method. Click Next.
3. For Time-based restore, the Job Selection page appears. Select the backup job that contains the
granular content that you want to restore. Click Next. The Data Selection page appears. Expand
the Backup Data tree to select the desired SharePoint Online lists, libraries, folders, items,
and/or files on the tree. Click Next.
*Note: If you select the Only restore security option in the Global settings for content
configuration field to only restore the security of the selected content, Restore to storage
policy will be disabled.
For Object-based restore, the Object Search page appears. Configure the settings to search for
objects that you want to restore. Click Next. The Data Selection page appears. Expand the
Search Data tree to locate and select objects to be restored. Click Next. For more information
about Object Search and Data Selection, refer to Object-based Restore.
*Note: DocAve Online Granular Backup and Restore only supports searching for objects on the
document level using Object-based restore.
4. In the Restore Type page, select Restore to storage policy to restore the selected objects.
5. Select a previously created storage policy as the destination to store the restored granular
content, or select New Storage Policy from the drop-down list to create a new storage policy for
the restored granular content.
6. Click Next. For the rest of the settings in the Restore wizard, refer to the Granular Backup and
Restore User Guide.
*Note: The default storage, Microsoft Azure Blob Storage, cannot be used to perform the
restore. You must configure your own storage. Refer to Configuring Devices and Setting up
Storage Policies for more information on how to configure a device.
Apps Conflict Resolution
In DocAve Online, Granular Restore supports Skip and Overwrite as the Apps conflict resolution. To
configure the Apps conflict resolution setting, navigate to Granular Restore > Restore > Restore
Settings.
In the Conflict Resolution of the Restore Settings step, you can select Skip or Overwrite from the Apps
conflict resolution drop-down list.
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•
Skip – If the apps in the source and destination conflict, the destination app and
AppData will remain unchanged.
•
Overwrite – If the apps in the source and destination conflict, the destination app and
AppData will be removed, an app in the latest version will be downloaded and installed
from the app store, and the backed up AppData will be restored to the destination.
DocAve Online
Restoring a Thread
To configure the restore thread setting, navigate to Granular Restore > Restore > Restore Settings. In
the Restore Thread files, you can choose to use a single thread or multiple threads during the restore.
•
Single thread − A single thread is used during restore.
•
Multiple thread − Multiple threads are used during restore.
Importing a Custom Site Collection Template Solution File
When creating a site collection on the destination tree for an out-of-place restore, you can import a
custom template solution (.wsp) file to create the site collection with a custom template.
1. In the Create Container window, go to Template Selection and click the Custom tab.
2. Click Browse to select your desired .wsp file in the Open window.
Ignoring the Differences of Columns and Content Types, and Restoring the Items
DocAve Online Granular Backup and Restore provides a new conflict resolution for dependent items if
you choose to restore the item dependent columns and content types to maintain item integrity.
When building a Granular Restore job, you can select Ignore the differences of columns and content
types, and restore the items from the drop-down list in the Item Depended Columns and Content
Types field in Restore Settings. With this option selected, the conflict of columns and content types will
be ignored and the dependent items will be restored to the destination.
Retrying the Retention Job
If the retention job to move the Granular Backup data from the SFTP storage to FTP storage is finished
with an exception, the retention job will be automatically retried.
Backing up and Restoring Office 365 Group Team Sites
In DocAve Online, Granular Backup and Restore supports backing up and restoring Office 365 group
team sites.
*Note: Only In place restore job can be performed to restore Office 365 group team sites.
Backing up OneDrive for Business Objects
In a DocAve Online Granular Backup job, you can choose whether to back up the entire OneDrive for
Business object or not.
•
If a OneDrive for Business group node is selected in the job, only the Documents library,
the related metadata, and the related permissions will be backed up. If the Site
Notebook feature is activated, the Site Assets library, the related metadata, and the
related permissions will also be backed up.
•
If the Select All checkbox under a OneDrive for Business group node is selected or if one
or multiple OneDrive for Business object nodes are selected, the OneDrive for Business
objects will be backed up as follows:
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o
If a OneDrive for Business object is expanded, the entire OneDrive for Business
object will be backed up.
o
If a OneDrive for Business object is not expanded, only the Documents library,
the related metadata, and the related permissions will be backed up. If the Site
Notebook feature is activated, the Site Assets library, the related metadata, and
the related permissions will also be backed up.
*Note: If OneDrive for Business group nodes are selected or the selected OneDrive for Business object
nodes are not expanded, the backup settings for workflow, list view, Information Rights Management,
and Managed Metadata Service are not applied to OneDrive for Business objects.
Object-based Restore
DocAve Online Granular Backup and Restore supports object-based restore. To configure an objectbased restore job, complete the following steps:
1. Navigate to Granular Backup and Restore > Restore > Object-based Restore > Object Search.
2. In the Object Search page, complete the following configurations:
•
Restore Object Level – Only Document level is supported. Only objects on the
document level can be searched and restored.
•
Condition – Configure conditions to narrow down search results. Select a rule, configure
the condition, enter the value, and click Add to add a condition. Multiple conditions can
be added. Click the Delete ( ) button to delete the condition that is no longer needed.
*Note: The following condition rules can be selected: Created By, Modified By, Created
Time, Document Name, and Document Size.
*Note: Depending on the conditions you configured, you can change the logical
relationships between the condition rules. There are currently two logical relationships:
And and Or. By default, the logic is set to And. To change the logical relationship, click
on the logical relationship link. The And logical relationship means that the content
which meets all of the rules will be filtered and included in the result. The Or logic
means that the content which meets any one of the rules will be filtered and included in
the result. You can view the logical relationship of the conditions in the Basic Filter
Conditions section. If the logical relationship is (1 Or 2 And 3), the contents that meet
the condition rule 3 either meet the condition rule 1 or condition rule 2 will be filtered.
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•
Backup Job Selection – Choose whether or not to include backup jobs that have
stopped, failed, and finished with exception when searching for objects. Select the
Include job(s) with only partial backup data checkbox if you want to include those jobs
when searching for objects. Note that the data may be incomplete in those jobs.
•
Backup Time Range – Select the backup time range to limit the search scope by
selecting an option from the Time range drop-down list. The following options can be
selected: Last 7 Days, Last Week, This Month, Last Month, and Customized.
DocAve Online
*Note: DocAve Online Granular Backup and Restore only supports searching for the
data that backed up after 2017-02-20 00:00:00.
3. When finished configuring the search settings, click Next. The Data Selection page appears. In
the Data Selection page, complete the following steps to select the date to be restored:
a. Expand the My Registered Sites node.
b. To locate objects in a node, hover the mouse over the node and click locate the object
in this scope to the right of the node.
To locate objects in multiple nodes, select nodes where you want to locate objects by
selecting the corresponding checkboxes. Click Locate on the ribbon to directly locate
objects in the selected nodes according to search settings configured in the Object
Search page.
A job for searching for objects you are about to restore has started. The job process and
detailed information can be viewed in Job Monitor.
*Note: Only one search job can be running at a time when configuring an object-based
restore.
c. Open Job Monitor.
d. Select the finished search job, and click Search Result on the ribbon to go back to the
Data Selection page. The My Registered Sites node is expanded to the Items level, and
the number of the search results is displayed to the right of each Items node.
e. To select the object to be restored, complete the following steps:
i.
Click Items. The object selection window appears.
ii. Select one or multiple objects to be restored. If you want to restore an object’s
security, select the Security checkbox next to the object.
The latest job that backed up the object is selected by default.
If you want to change the job from where the backup data of the object will be
retrieved, click Job Selection in the File Name column of this object. The job
selection window appears. The jobs that back up this object and meet the
search settings configured in the Object Search page are listed in the window.
Select a job, and click OK.
*Note: Only one backup job can be selected for an object.
iii. Click OK in the object selection window to save the selection and close the
window.
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4. When finished selecting objects to be restored, click Next. Configure the Restore Type, Restore
Settings, and Schedule to finish the settings for a restore job.
Deployment Manager
The following features are specific to DocAve Online Deployment Manager. For full details and
guidelines about using Deployment Manager features not specific to DocAve Online, refer to the
Deployment Manager User Guide.
Deploying Specific Site Settings
You can choose to deploy specific types of site settings to a destination site.
In the Deployment Manager > Online Deploy interface, click the Site Settings node under a top-level
site or site. Site settings are classified as the following types:
•
Regional Settings – When deploying regional settings to a destination site, the locale
setting of the destination site will be kept.
•
Access Request Settings – If the destination site where you select to deploy the source
access request settings inherits permissions from its parent, the permission inheritance
of the destination site will be automatically broken.
•
SharePoint Designer Settings – This type of settings can only be deployed to a
destination top-level site or site collection.
•
Language Settings – The default language of the destination site will be kept.
•
Audit Settings – This type of settings can only be deployed to a destination top-level site
or site collection.
•
Look and Feel – When deploying look and feel to a destination site collection, top-level
site, or site, the Theme Gallery library in the source top-level site will be deployed to the
destination top-level site.
•
Title and Description – Only the title and description of the source site will be deployed.
•
Other Settings – The other site settings except for settings above.
If one or all types of site settings are selected to be deployed to a destination site collection, a message
will appear after you click Add to Queue, letting you select whether to deploy the settings to the
destination top-level site only or deploy to all sites in the site collection.
Ignoring the Differences of Columns and Content Types, and Deploying the Items
You can choose to ignore conflicting columns and content types and deploy the dependent items to the
destination.
In the Deployment Manager > Online Deploy interface, select a folder or an item in the source and then
select a folder in the destination, or you can select a root folder and select a list or root folder in the
destination. Click Add to Queue. A new conflict resolution for dependent items appears in the
Configuration field of the Add to Queue interface.
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After selecting the Deploy the item-dependent columns and content types to maintain item integrity
option in the Configuration field, you can see the Ignore the differences of columns and content types,
and deploy the items option in the Conflict resolution for dependent items: drop-down list. With this
option selected, the conflict of columns and content types will be ignored and the dependent items will
be deployed to the destination.
Deploying Form Page Web Parts
In the Add to Queue interface, find the Form Page Web Part field. Select the Deploy Web parts that are
within form pages checkbox in this field to deploy all Web parts in the pages that are in the Forms
folder within the selected source node, to the destination. By default, the checkbox is deselected.
*Note: The deployment only works when the selected source node is a site collection.
Deploying Languages
In the Add to Queue interface, find the Language Setting field. Select the Deploy default and alternate
languages checkbox in this field to deploy the source default language and alternate languages to the
destination.
*Note: Only English, German, and French are supported in the language deployment. This field only
appears when at least a source list/library/column is included in the deployment.
Deploying Office 365 Group Team Sites
In DocAve Online, Deployment Manager supports deploying Office 365 group team sites.
Deploying Nintex Workflow Definitions
In DocAve Online, Deployment Manager supports deploying Nintex workflow definitions when the
Include workflow definition checkbox is selected in the deployment.
Save Mapping and Run Immediately in Queue Tools
In the Queue Tools interface, click Save on the ribbon after editing a mapping in a plan. A drop-down list
appears.
•
Save Mapping – Select this option to save changes to the mapping.
•
Save – Select this option to save changes to the plan, and then exit the Queue Tools
interface.
•
Save and Run Now – Select this option to save changes to the plan, run the plan
immediately, and then exit the Queue Tools interface.
Replicator
The following features are specific to DocAve Online Replicator. For full details and guidelines about
using Replicator features not specific to DocAve Online, refer to the Replicator User Guide.
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Information Rights Management Settings
To configure the Information Rights Management settings, navigate to Profile Settings > Advanced
Options > Information Rights Management Settings.
If the Information Rights Management settings are enabled in SharePoint Online and the Disable
Information Rights Management (IRM) Settings checkbox is:
•
Selected, then IRM Settings will be temporarily disabled on the individual list/library
while it is being replicated and re-enabled once the replication operation on this
list/library is complete.
•
Deselected, then Replicator does not work with the IRM Settings enabled library/list and
the library/list cannot be replicated.
Restoring a Thread
To configure Restore Thread, navigate to Profile Settings > Advanced Options > Restore Thread.
•
Single thread – A single thread is used during restore.
•
Multiple threads – Multiple threads are used during restore.
Ignoring Column and Content Type Conflicts, and Replicating the Items
DocAve Online Replicator provides a new conflict resolution for dependent items if you choose to
replicate the item dependent columns and content types to maintain item integrity.
1. Navigate to Profile Settings > Replication Options > Configuration > Advanced.
2. Select the Deal with the item-dependent column and content types checkbox.
3. Choose Replicate the item-dependent columns and content types to maintain item integrity.
4. In the Conflict resolution for dependent items drop-down list, you can see a new resolution
Ignore the differences of columns and content types, and replicate the items. With this option
selected, the conflict of columns and content types will be ignored and the dependent items will
be replicated to the destination.
Enabling Sync Deletions from Data Destination
DocAve Online Replicator allows you to enable sync deletions from data destination in two-way
replication jobs. Deletions in the data destination will be synchronized to the data source, in order to
maintain the consistency of source and destination. Navigate to Profile Settings > Replication Options >
Content, and select the Sync deletions from data destination checkbox.
*Note: The sync deletion feature is only supported for libraries, lists, folders, documents, and items.
Importing Custom Site Collection Template Solution File
When creating a site collection on the destination tree, you can import a custom template solution
(.wsp) file that will be used to create the site collection.
1. In the Create Container window, go to Template Selection and click the Custom tab.
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2. Click Browse to select your desired .wsp file in the Open window.
Real Time Details
In Real Time Details, you can view, query, and export detailed real-time replication records.
*Note: Real-time replication is only supported on one way list/folder/item level mappings. The
supported real-time events are actions in list/folder/item levels.
On the Home tab, click Real Time Details on the ribbon. The Real Time Details tab appears.
The records of failed real-time replication jobs run within the last five days are displayed when you enter
the interface for the first time. In this interface, you can change the number of records displayed per
page by selecting the desired number from the Show-rows drop-down menu in the lower right-hand
corner.
Querying Records
To query your desired real-time replication records, you can define a query scope by clicking Search
Scope. Then, configure the following settings:
1. Time Range – Define the time range of the records to add to your scope.
•
All jobs – All real-time replication jobs are added into your scope.
•
Jobs within – Select your desired time range from the drop-down menu or select
Custom and define your time range from the calendar.
2. Plan Name – Select your desired plan from the drop-down menu to add to your scope. By
default, All Plans is selected.
3. Mapping Selection – Select your desired mappings from the drop-down menu to add to your
scope. By default, All Mappings is selected.
*Note: This field only appears after you have selected a plan in the Plan Name field.
4. Object Type – Select your desired SharePoint Online object type from the drop-down menu to
add to your scope. By default, all object types are selected.
5. Status – Select your desired record status from the drop-down menu to add to your scope. By
default, Failed is selected.
6. Click Query to finish defining your scope and start to query your desired records or click Cancel
to exit. To redefine your query scope, click Reset.
Viewing Detailed Records
To view details of a specific record, select your desired record, and click View Details on the ribbon, or
click the triangle on the lower-right corner of the Record Name column and select View Details. In the
pop-up View Details interface, you can review basic information and advanced information about the
selected record.
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Exporting Query Records
When you finish querying your desired records, you can export the query results. Click Export Query
Result in the Query Action area on the ribbon and the export interface appears. In the pop-up window,
select the report format as XLS, CSV, or TXT, and then click Export to export the query results
immediately.
Replicating Office 365 Group Team Sites
In DocAve Online, Replicator supports replicating Office 365 group team sites.
Content Manager
The following features are specific to DocAve Online Content Manager. For full details and guidelines
about using Content Manager features not specific to DocAve Online, refer to the Content Manager
User Guide.
Copying or Moving Office 365 Group Team Sites
In DocAve Online, Content Manager supports copying or moving Office 365 group team sites.
Configuring Detailed Settings for Configuration
To configure detailed settings for Configuration, navigate to Default Copy Settings/Default Move
Settings/Plan Builder – Wizard Mode > Data Selection/Plan Builder – Form Mode > Configuration. Select
the Copy configuration, Move configuration, or Copy/Move configuration checkbox, then select the
configurations that you want to copy or move.
•
Site Collection Level – Site collection features and properties.
•
Site Level – Site features and properties, Site column and content type, Navigation and
quick launch, Site template and list template, Web parts, page layout, master pages and
other hidden lists.
•
List Level – List settings and Public views.
Choose one of the following options to deal with the item-dependent columns and content types:
•
Copy/Move the item-dependent columns and content types to maintain item integrity.
With this option selected, choose one of the following conflict resolutions for
dependent items to deal with the conflict:
•
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o
Do not copy/move the columns and content types, or the corresponding items
o
Overwrite the columns and content types
o
Append the columns and content types to destination
o
Ignore the difference of columns and content types, and copy/move the items
Do not copy/move the item-dependent columns or content types. Report the items if
the corresponding column or content type is not found in destination.
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Configuring Detailed Settings for Security
To configure detailed settings for Security, navigate to Default Copy Settings/Default Move Settings/Plan
Builder – Wizard Mode > Data Selection/Plan Builder – Form Mode > Security. Select the Copy security,
Move security or Copy/Move security checkbox, and then select the securities that you want to copy or
move:
•
Site Collection Level – Users, groups, and permission levels. Permission levels enable
you to replicate customized permission levels from the source to the target properly.
•
Site Level – Users, groups, and site permissions.
•
List Level – Users, groups, and list permissions.
•
Folder Level – Users, groups, and folder permissions.
•
Item Level – Users, groups, and item permissions.
Configuring Information Rights Management Settings
To configure Information Rights Management Settings, navigate to Default Copy Settings/Default Move
Settings/Plan Builder – Wizard Mode > Data Selection/Plan Builder – Form Mode > Information Rights
Management Settings.
If the Information Rights Management Settings are enabled in SharePoint Online and the Disable
Information Rights Management (IRM) Settings checkbox is:
•
Selected, IRM Settings will be disabled temporarily on the individual list/library while it
is being copied or moved and re-enabled once the operation on this list/library is
complete.
•
Deselected, Content Manager does not work with the IRM Settings enabled library/list
and the library/list cannot be copied or moved.
Configuring Custom Property Bag Setting
To configure apps conflict resolution, navigate to Default Copy Settings/Default Move Settings/Plan
Builder – Wizard Mode > Data Selection/Plan Builder – Form Mode > Custom Property Bag Setting.
Select the Include custom property bag checkbox to copy/move the custom property bags to the
destination.
Configuring Apps Conflict Resolution
To configure apps conflict resolution, navigate to Default Copy Settings/Default Move Settings/Plan
Builder – Wizard Mode > Data Selection/Plan Builder – Form Mode > Conflict Resolution > Apps
conflict resolution.
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Skip – If the apps in the source and destination conflict, the conflict will be skipped. The
destination app and AppData will remain unchanged.
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•
Overwrite – If the apps in the source and destination conflict, the destination app and
AppData will be removed, an app in the latest version will be downloaded and installed
from app store, and the backed up AppData will be restored to the destination.
Preserving Modified By and Modified Time
To configure Preserve Modified By and Modified Time settings, navigate to Default Copy
Settings/Default Move Settings/Plan Builder – Wizard Mode > Data Selection/Plan Builder – Form
Mode > Preserve Modified By and Modified Time.
Select Yes to preserve the source documents’ column value of Modified By and Modified when copying
or moving documents to the destination. Otherwise, select No.
*Note: If this feature is enabled, Content Manager will use a single thread to back up the source data,
and it may take more time to complete the Content Manager job.
*Note: This option only affects the destination library when Create major and minor (draft) versions is
enabled.
Importing Custom Site Collection Template Solution File
When creating a site collection on the destination tree, you can import a custom template solution
(.wsp) file that will be used to create the site collection.
1. In the Create Container window, go to Template Selection and click Custom.
2. Click Browse to select the .wsp file in the Open window.
Job Monitor
The following features are specific to DocAve Online Job Monitor. For full details and guidelines about
using Job Monitor features not specific to DocAve Online, refer to the Job Monitor Reference Guide.
Job Queue
DocAve Online supports the Job Queue feature to view and manage the jobs waiting in the queue. If the
number of running jobs in DocAve Online exceeds the resource limitation, the jobs will be waiting and
displayed in the Job Queue list. All of the Run Now jobs and the scheduled jobs (when the scheduled
time is met) will be calculated by the resource limitation. Then the Run Now jobs and the scheduled jobs
designated to execute will be added to waiting jobs displaying in the Job Queue list.
You can configure the Time Zone on the ribbon of the Job Queue tab by specifying one of the options
below to display in the job information.
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•
Default – Displays (UTC) Coordinated Universal Time as the default time zone. The
default time zone for scheduled jobs is based on the time zone configured for each
schedule.
•
Local – Displays the time zone that the Internet Explorer (IE) browser used to access
DocAve.
DocAve Online
To manage the waiting jobs in Job Queue, perform any of the following actions:
•
Refresh the Job Queue interface – Click Refresh on the ribbon to get the most up-todate information on the waiting jobs.
•
Filter the waiting jobs – Click Product on the ribbon, and then select the product names
to display jobs of the selected products.
•
Promote the waiting jobs – Select a waiting job, and then click Promote on the ribbon to
promote the selected waiting job to the top.
•
Delete the waiting jobs – Select one or more waiting jobs, and then click Delete to
delete the selected waiting jobs from the queue.
Copying Job ID
DocAve Online Job Monitor supports copying the job ID of a specific job. To copy a job ID, complete the
following steps:
1. Double-click a job ID to make the job ID selected. You can also click the left mouse button in
front of the job ID you want to copy, and then drag the mouse to make the job ID selected.
2. Right-click the job ID, and select the Copy option from the drop-down menu.
3. The job ID is copied to your clipboard, and you can paste the job ID to your desired location.
Job Report Download Settings
DocAve Online Job Monitor supports selecting the job report type and export location when
downloading a job report. To configure these settings, complete the following steps:
1. Select the job for which report you want to download, and click Download on the ribbon. The
Download Job Report window appears.
2. Find and configure settings in the following sections:
•
Column Selection – Select the columns included in the report.
o
Current columns – The currently displayed columns in the Job Monitor.
*Note: This option is only available when you click Download in the Job Details
page.
o
•
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All columns – All columns contained in the Job Monitor.
Export Settings – Select an export type for downloading the report.
o
Export to local immediately – Select this option to download the report to the
download location of the current browser.
o
Export to a specified export location – Select this option to download the
report to a configured export location. Once it selected, the Export Location
section appears. You can select an existing export location for downloading the
report. You can also click New Export Location to create a new one.
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•
Job Report – Click Advanced at the bottom of the window, and the Job Report section
appears. Select the job report type in this section.
o
Simplified – Collect skipped and failed records in the job.
o
Detailed – Collect successful, skipped, and failed records in the job.
*Note: Selecting this job report type will increase the time in downloading the
job report.
3. Click OK to start the job report download.
Control Panel
The following features are specific to DocAve Online Control Panel. For full details and guidelines about
using the Control Panel features not specific to DocAve Online, refer to the Control Panel Reference
Guide.
Viewing Storage Usage of Each Plan in Physical Device
To view the storage usage of each plan, complete the following steps:
1. Navigate to Control Panel > Physical Device.
2. Select a physical device and click View Details on the ribbon.
3. On the Data tab, click View Details under the Actions column for your desired module.
4. In the new window, the storage usage of each plan is displayed under the Data Size column.
Deleting Exchange Online Data from the Physical Device
To delete the data that was backed-up by an Exchange Online Backup & Restore plan, together with the
plan’s related job records and job reports, complete the following steps:
1. Navigate to Control Panel > Physical Device.
2. Select a physical device and click View Details on the ribbon.
3. On the Data tab, click View Details under the Actions column of the Exchange Online Backup
module.
4. For the plan that contains the data you are about to delete, click Delete All Data. A pop-up
window appears to ask you to confirm your deletion. All of the data that was backed -up by the
plan, and all of the job records and job reports related to this plan will be deleted.
You can also select the Remove the DocAve Online plan as well. checkbox to delete this plan
from DocAve Online during the data deletion.
5. Click OK to delete the data.
Deleting SharePoint Online Data from the Physical Device
To delete the SharePoint Online data that was backed-up by a Granular Backup plan, together with the
plan’s related job records and job reports, complete the following steps:
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1. Navigate to Control Panel > Physical Device.
2. Select a physical device and click View Details on the ribbon.
3. On the Data tab, click View Details under the Actions column of the Granular Backup module.
4. For the plan that contains the data you are about to delete, click Delete All Data. A pop-up
window appears to ask you to confirm your deletion. All of the data that was backed-up by the
plan, and all of the job records and job reports related to this plan will be deleted.
You can also select the Remove the DocAve Online plan as well. checkbox to delete this plan
from DocAve Online during the data deletion.
5. Click OK to delete the data.
French is Available for Mapping
DocAve Online supports French for mapping. To select French as the language that the source node is
displayed in or as the language that you want to display the destination node in, navigate to Control
Panel > Language Mapping, on the Create a New Language Mapping/Edit Language Mapping interface,
select French from the Source language drop-down list or the Target language drop-down list.
Configuring NetApp AltaVault Physical Device
To create or edit a NetApp AltaVault physical device, complete the following steps:
1. Navigate to Control Panel > Physical Device.
2. Click Create and then select Physical Device from the drop-down menu to create a physical
device, or select the physical device and then click Edit to modify an existing physical device. The
Create Physical Device or Edit Physical Device interface appears.
3. Physical Device Name – Enter a Name for this physical device. Then, enter an optional
Description for future reference.
4. Storage Type – Select NetApp AltaVault from the drop-down list.
5. Storage Type Configuration – Configure the following settings:
•
Host – Enter the IP address of the server where the NetApp AltaVault resides.
•
Port – Enter the port of the server where the NetApp AltaVault resides.
•
Root folder – Enter the root folder where you wish to access.
•
Username – Enter the username used to access the root folder.
•
Password – Enter the corresponding password of the user used to access the root
folder.
•
Private key file – If the server where the NetApp AltaVault resides supports the private
key file, click Browse to upload a private key file.
•
Private key password – Enter the corresponding password of the uploaded private key
file.
Click Validation Test to verify that the information you entered is correct.
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6. Click OK to save the configurations and return to the Storage Configuration interface. After the
physical device is saved, it will be listed in the Physical Device tab.
Configuring SFTP Physical Device
To create or edit an SFTP physical device, complete the following steps:
1. Navigate to Control Panel > Physical Device.
2. Click Create and then select Physical Device from the drop-down menu to create a physical
device, or select the physical device and then click Edit to modify an existing physical device. The
Create Physical Device or Edit Physical Device interface appears.
3. Physical Device Name – Enter a Name for this physical device. Then, enter an optional
Description for future reference.
4. Storage Type – Select SFTP from the drop-down list.
5. Storage Type Configuration – Configure the following settings:
•
Host – Enter the IP address of the SFTP server.
•
Port – Enter the port of the SFTP server.
•
Root folder – Enter the root folder where you wish to access.
•
Username – Enter the username used to access the root folder.
•
Password – Enter the corresponding password of the user used to access the root
folder.
•
Private key file – If the SFTP server supports the private key file, click Browse to upload
a private key file.
•
Private key password – Enter the corresponding password of the uploaded private key
file.
Click Validation Test to verify that the information you entered is correct.
6. Click OK to save the configurations and return to the Storage Configuration interface. After the
physical device is saved, it will be listed in the Physical Device tab.
Configuring Box Physical Device
To create or edit a Box physical device, complete the following steps:
1. Navigate to Control Panel > Physical Device.
2. Click Create and then select Physical Device from the drop-down menu to create a physical
device, or select the physical device and then click Edit to modify an existing physical device. The
Create Physical Device or Edit Physical Device interface appears.
3. Physical Device Name – Enter a Name for this physical device. Then, enter an optional
Description for future reference.
4. Storage Type – Select Box from the drop-down list.
5. Storage Type Configuration – Configure the following settings:
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•
Root Folder Name – Enter the folder name you want to synchronize with this library.
•
E-mail Address – Enter the e-mail address to access Box.
•
Refresh token – Click Refresh token. Enter the e-mail address and the password of the
Box account in the pop-up window to log into Box and then the token will appear in this
pop-up window. Enter the appeared token in the Refresh token text box.
•
Advanced – Enter the following extended parameters in advanced settings if necessary.
If you have multiple parameters to enter, press Enter on your keyboard to separate the
parameters. Refer to the instructions below to add parameters.
o
RetryInterval – Customize the retry interval when the network connection is
interrupted. You are allowed to enter any positive integer between 0 and
2147483646 (the unit is millisecond). For example, RetryInterval=30000 means
that it will try to reconnect every 30000 milliseconds.
If you do not configure this parameter, the value is 30000 milliseconds by
default.
o
RetryCount – Customize the reconnection times after the network connection is
interrupted. You are allowed to enter any positive integer between 0 and
2147483646. For example, RetryCount=10 represents when the network
connection is interrupted, it can reconnect up to 10 times.
If you do not configure this parameter, the value is 6 by default.
Click Validation Test to verify that the information you entered is correct.
6. Click OK to save the configurations and return to the Storage Configuration interface. After the
physical device is saved, it will be listed in the Physical Device tab.
Configuring Dropbox Physical Device
To create or edit a Dropbox physical device, complete the following steps:
1. Navigate to Control Panel > Physical Device.
2. Click Create and then select Physical Device from the drop-down menu to create a physical
device, or select the physical device and then click Edit to modify an existing physical device. The
Create Physical Device or Edit Physical Device interface appears.
3. Physical Device Name – Enter a Name for this physical device. Then, enter an optional
Description for future reference.
4. Storage Type – Select Dropbox from the drop-down list.
5. Storage Type Configuration – Configure the following settings:
•
Root Folder Name – Enter a name for the root folder which will be created in the
Dropbox and used to store the data.
•
Token secret – Click Retrieve Token. Enter the e-mail address and the password of the
Dropbox account in the pop-up window to log into Dropbox, and then the token will
appear in this pop-up window. Enter the appeared token in the Token secret text box.
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43
•
Advanced – Enter the following extended parameters in advanced settings if necessary.
If you have multiple parameters to enter, press Enter on your keyboard to separate the
parameters. Refer to the instructions below to add parameters.
o
RetryInterval – Customize the retry interval when the network connection is
interrupted. You are allowed to enter any positive integer between 0 and
2147483646 (the unit is millisecond). For example, RetryInterval=30000 means
that it will try to reconnect every 30000 milliseconds.
If you do not configure this parameter, the value is 30000 milliseconds by
default.
o
RetryCount – Customize the reconnection times after the network connection is
interrupted. You are allowed to enter any positive integer between 0 and
2147483646. For example, RetryCount=10 represents when the network
connection is interrupted, it can reconnect at most 10 times.
If you do not configure this parameter, the value is 6 by default.
Click Validation Test to verify that the information you entered is correct.
6. Click OK to save the configurations and return to the Storage Configuration interface. After the
physical device is saved, it will be listed in the Physical Device tab.
Configuring OneDrive Physical Device
To create or edit a OneDrive physical device, complete the following steps:
1. Navigate to Control Panel > Physical Device.
2. Click Create and then select Physical Device from the drop-down menu to create a physical
device, or select the physical device and then click Edit to modify an existing physical device. The
Create Physical Device or Edit Physical Device interface appears.
3. Physical Device Name – Enter a Name for this physical device. Then, enter an optional
Description for future reference.
4. Storage Type – Select OneDrive from the drop-down list.
5. Storage Type Configuration – Configure the following settings:
•
Root Folder Name – Enter a name for the root folder which will be created in the
OneDrive and used to store the data.
•
Refresh Token – Click Refresh Token. Enter the e-mail address and the password of the
OneDrive account in the pop-up window to log into OneDrive, and then the token will
appear in this pop-up window. Enter the appeared token in the Refresh Token text box.
•
Advanced – Enter the following extended parameters in advanced settings if necessary.
If you have multiple parameters to enter, press Enter on your keyboard to separate the
parameters. Refer to the instructions below to add parameters.
o
44
RetryInterval – Customize the retry interval when the network connection is
interrupted. You are allowed to enter any positive integer between 0 and
DocAve Online
2147483646 (the unit is millisecond). For example, RetryInterval=30000 means
that it will try to reconnect every 30000 milliseconds.
If you do not configure this parameter, the value is 30000 milliseconds by
default.
o
RetryCount – Customize the reconnection times after the network connection is
interrupted. You are allowed to enter any positive integer between 0 and
2147483646. For example, RetryCount=10 represents when the network
connection is interrupted, it can reconnect at most 10 times.
If you do not configure this parameter, the value is 6 by default.
Click Validation Test to verify that the information you entered is correct.
6. Click OK to save the configurations and return to the Storage Configuration interface. After the
physical device is saved, it will be listed in the Physical Device tab.
Creating a Security Profile
To create a security profile, complete the steps below:
1. Navigate to Control Panel > Security Profile.
2. Click Create. The Create a New Security Profile interface appears.
3. Enter a Name and optional Description for the security profile.
4. Encryption Method – Select the encryption method and encryption key length to be used in the
encryption.
•
Specify an encryption method – Select an encryption method.
•
Encryption Key Length(bit) – Select the key length of the encryption.
5. Encryption Key/Key from Azure Key Vault – Choose to automatically generate the encryption
key, generate an encryption key from a custom seed, or use a key generated from Azure Key
Vault.
•
Automatically generate an Encryption key – DocAve Online will generate a randomized
key for you.
•
Generate Encryption Key from seed – Select this option to have DocAve Online
generate a key based on the seed you enter. If you choose this method, enter a seed
into the Seed text box and then enter the same seed into the Confirm seed text box.
•
Use the Key Generated from Azure Key Vault – Select this option and then select a key
vault security profile configured in AvePoint Online Services from the Key Vault Security
Profile drop-down list.
6. Click OK to save these configurations and return to the Security Profile Interface, or click Cancel
to return to the Security Profile interface without saving these configurations.
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Configuring Backup Type Retention Rule
If the backup type retention rule for the current storage policy is configured for the first time, the Keep
partial backup data for jobs Stopped, Failed, or Finished with Exception checkbox is unselected by
default. You can select this checkbox to retain data from jobs that were Stopped, Failed, or Finished with
Exception. These partial backups will count the same as a completed backup when it comes to your
retention policies. After the upgrade of DocAve Online, when you edit the storage policy, the default
status for this checkbox remains the same as the checkbox status before the upgrade.
Configuring Compatible Amazon S3 Physical Device
To create a Compatible Amazon S3 physical device, complete the following steps:
1. Navigate to Control Panel > Physical Device.
2. Click Create and then select Physical Device from the drop-down menu to create a physical
device, or select the physical device and then click Edit to modify an existing physical device. The
Create Physical Device or Edit Physical Device interface appears.
3. Physical Device Name – Enter a Name for this physical device. Then, enter an optional
Description for future reference.
4. Storage Type – Select Compatible Amazon S3 from the drop-down list.
5. Storage Type Configuration – Configure the following settings:
•
Bucket name – Enter the bucket name you wish to access.
•
Access key ID – Enter the corresponding access key ID to access the specified bucket.
•
Secret access key – Enter the corresponding secret key ID to access the specified bucket.
•
Endpoint – Enter the URL used to connect to the place where you want to store the
data.
*Note: The URL must begin with “http://” or “https://”.
•
Advanced – Enter the following extended parameters in Advanced settings if necessary.
If you have multiple parameters to enter, press Enter on your keyboard to separate the
parameters. Refer to the instructions below to add parameters.
o
RetryInterval – Customize the retry interval when the network connection is
interrupted. Enter any positive integer between 0 and 2147483646 (the unit is
millisecond). For example, RetryInterval=30000 means that it will try to
reconnect every 30000 milliseconds.
If you do not configure this parameter, the value is 30000 milliseconds by
default.
o
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RetryCount – Customize the reconnection times after the network connection is
interrupted. Enter any positive integer between 0 and 2147483646. For
example, RetryCount=6 represents when the network connection is interrupted,
it can reconnect at most 6 times.
DocAve Online
If you do not configure this parameter, the value is 6 by default.
o
CustomizedMetadata – Configure if DocAve Online customized metadata or
user-added metadata is supported. By default, DocAve Online customized
metadata and user added metadata are all supported in DocAve Online.
o
CustomizedMode=Close – This physical device will not support DocAve Online
customized metadata or user added metadata.
o
CustomizedMode=SupportAll – This physical device will support all DocAve
Online customized metadata and user added metadata.
o
CustomizedMode=DocAveOnly – This physical device will only support DocAve
Online customized metadata.
o
CustomizedMode=CustomizedOnly – This physical device will only support
user-added metadata.
Click Validation Test to verify that the information you entered is correct.
6. Click OK to save the configurations and return to the Storage Configuration interface. After the
physical device is saved, it will be listed in the Physical Device tab.
Configuring Group Mapping in User Mapping
When configuring the user mapping, to map the permissions of the group in the source to the group in
the destination, enter the group names in the Source Username and Destination Username text boxes.
*Note: This function applies to the security groups, Office 365 groups, and mail-enabled security groups.
Distribution lists cannot use this function.
*Note: In User Mapping, users can only map to users and groups can only map to groups.
When there are more than one group in the destination with the name you entered in the Destination
Username text box, among the groups with that name, if:
•
There are only Office 365 groups and one security group with that same name, the
permissions of the group in the source will be mapped to that security group.
•
There are only Office 365 groups and one mail-enabled security group with that same
name, the permissions of the group in the source will be mapped to that mail -enabled
security group.
•
There are more than one security group and/or mail-enabled security group with that
same name, the permissions of the group in the source will be mapped to one of those
security groups/mail-enabled security groups randomly.
When there are more than one group in the source with the name you entered in the Source Username
text box, the permissions of the source groups with that same name will be mapped to the entered
destination group.
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If the group in the source and the group in the destination share the same name, the permissions of the
group in the source will be mapped to the group in the de stination automatically. There is no need to
configure the group mapping in User Mapping in this situation.
Mapping Users in Source Domain to Destination Domain in User Mapping
When configuring the user mapping, to map the users in the source domain to the destination domain,
enter the usernames in the format of {0}@domain.onmicrosoft.com in the Source Username and
Destination Username text boxes.
If the login names of the users in the source domain and destination domain are the same, the user in
the source domain will be mapped to the destination domain.
*Note: The priority of this kind of user mapping rules for users in a domain is lower than the user
mapping rules for a single user.
*Note: This function only applies to Content Manager and Deployment Manager.
Archiver
The following features are specific to DocAve Online Archiver. For full details and guidelines about using
Archiver features not specific to DocAve Online, refer to the Archiver User Guide.
Archiving and Restoring List Views
In the Archiver tab of DocAve Online Archiver, selecting the Include list views checkbox in the List View
field of the Settings pane allows you to archive list views in the selected node.
To restore the archived list views, perform an in place restore with the Include list views checkbox in the
List View field selected in the Restore Settings step.
Archiving and Restoring Apps
When applying a Site Collection or Site level Archiver rule to a node, apps in the site collections or sites
that meet the rule can also be archived and restored.
When configuring an Archiver Restore job to restore archived apps, you can select the resolution action
for app conflicts in the Restore Settings step. If the instance ID of an archived app is the same as that of
an existing app on the destination node, a conflict occurs. Select Overwrite to replace the existing app
and AppData in the destination with the archived app and AppData, or select Skip to keep the
destination app and AppData and not restore the archived app and AppData.
*Note: DocAve Online Archiver only supports archiving and restoring the definition of third-party apps.
Disabling Information Rights Management
In the Archiver tab of DocAve Online Archiver, selecting the Disable Information Rights Management
(IRM) checkbox in the Information Rights Management (IRM) Setting field of the Settings pane allows
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you to disable IRM during backup. Disabling IRM will release the usage restrictions on the files in the
backup. The IRM will be re-enabled after backup.
*Note: If the Use the IRM service specified in your configuration option is selected in the Information
Rights Management (IRM) field of the SharePoint admin center settings, and the Disable Information
Rights Management (IRM) checkbox is selected when running an Archiver job, the backup data will not
be encrypted when being restored by an Out of place restore job. A potential risk may exist that every
user that has permission to the storage location can view the data.
Performing an Out of Place Restore
Refer to the following steps to perform an out of place restore:
1. Navigate to Archiver > Archiver Restore. The Archiver Restore tab appears.
2. In Data Selection, select the archived data from the tree structure that you want to restore.
*Note: This type of restore only supports restoring data in list, folder, and item levels.
3. After selecting the archived data to restore, click Next. The Restore Type page appears.
4. In Restore Type, configure the following settings:
•
Restore Type – Select Out of place restore to restore the archived data to the logical
device in the storage policy selected below.
•
Destination – Select one of the configured storage policies for the archived data from
the drop-down list, or select New Storage Policy to create a new one.
*Note: The Destination field only appears after you select the Out of place restore in
the Restore Type field.
5. Click Next to access the Restore Settings page.
6. In Restore Settings, configure the following settings:
•
Notification – Configure e-mail notification settings. Select the desired notification
profile from the drop-down list.
•
Schedule Settings – Select when to restore the archived data.
o
Restore once the wizard finished – Run the restore job immediately after you
have finished using the wizard.
o
Start time – Configure a schedule yourself and choose a start time. Click the link
below the start time to switch the time zone.
7. When finished, click Next. The Overview page appears.
8. In the Overview page, review your selections. Click Edit beside the row you want to edit to open
the corresponding settings page.
9. Confirm all the configurations and click Finish.
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Report Center
The following feature is specific to DocAve Online Report Center. For full details and guidelines about
using Report Center Audit Reports and Configuration Reports not specific to DocAve Online, refer to the
Report Center User Guide.
Creating Auditor Reports for My Registered Sites Groups
In DocAve Online Report Center, you can generate Auditor Reports by selecting one or more registered
SharePoint Sites or OneDrive for Business groups to report for the user activities and events within the
sites that have been added or will be added to the selected groups. In addition, you can select the Select
All option under the My Registered Sites node to include all of the existing SharePoint Sites groups and
OneDrive for Business groups and the SharePoint Sites or OneDrive for Business newly added to these
groups after the plan is saved.
Reporting on SharePoint Online Site Collections for Sharing Outside Your Company
DocAve Online Configuration Report supports reporting for Sharing Outside Your Company on
SharePoint Online site collections. Refer to the following steps to run the Configuration Report on the
Sharing Outside Your Company information:
1. Navigate to Administration Report > Configuration Reports.
2. In the Scope configuration area, click on a group to expand the data tree and select one or more
site collections.
3. In the Please configure report setting area, click General Settings and select the Sharing
Outside Your Company option.
*Note: Reporting on Sharing Outside Your Company is only available on the site collection level.
4. For details on configuring a Configuration Report profile and running a Confi guration Report,
refer to the Report Center User Guide.
Reporting on Office 365 Audit Logs for SharePoint Online, Exchange Online, Azure AD
DocAve Online Office 365 Activity Reports support reporting for activities in SharePoint Online,
Exchange Online, or Azure AD by collecting Office 365 audit logs. Refer to the following steps to run the
Office 365 Activity Report for activities in SharePoint Online, Exchange Online, Azure AD, or Sway by
collecting the Office 365 audit logs information:
1. Navigate to Compliance Reports > Office 365 Activity Reports.
2. Please specify a time range – In the time range configuration area, choose one of the following
options:
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•
Duration – Check the Duration checkbox, and then select the time range you want from
the drop-down menu. There are seven durations provided, respectively This Month,
Last Month, Last 2 Months, This Week, Last Week, Last 2 Weeks, and Today.
•
Last __ Day(s)/Week(s)/Month(s) – Enter an integer into the text box and select by
Day(s)/Week(s)/Month(s) from the drop-down menu. For example, if you enter 10 in
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the text box, and select Day(s) from the drop-down menu, and then you run the job,
you will collect the data of the latest 10 days.
•
Custom – Check the Custom checkbox to customize the time range.
3. Please configure a schedule (Optional) – In the schedule configuration area, choose one of the
following options:
•
No Schedule – Select this option if you do not want to configure a schedule for this
profile. If you choose this option, you must collect the data manually by clicking Save
Profile and Run Report.
•
Configure the schedule myself – Select this option to configure the specific time you
want to collect the data of this profile. A schedule configuration area appears. You can
customize the schedule with the following options:
o
Start time – Select the date and time for collecting the data.
*Note: The start time cannot be earlier than the current time.
o
Interval – Enter an integer into the text box and select Days or Weeks. The data
will be collected repeatedly based on this schedule. Click Calendar View to see
the schedules in a calendar.
o
Schedule ending – Designate when to stop collecting the data of this profile.
Select No end date for the data of this profile to be collected repeatedly until
you stop it manually. Select End after ___ occurrences to have the job stopped
after the defined occurrences that you configured in the text box. Select End by
Date + Time to specify the exact date and time to stop collecting the data.
4. Please select a notification profile (Optional) – In this area, you can select a previously
configured e-mail notification profile, and then click View to access detailed information or, click
New E-mail to create a new e-mail notification profile. For details on creating an e-mail
notification profile, see the User Notification Settings section in the DocAve 6 Control Panel
Reference Guide.
5. Filters – The following filters are configurable in the Office 365 Activity Reports:
•
•
User Filter – Click to load the User Filter tab to set the users whose activity you want to
view or do not want to view.
o
Include All Users – By default this option is selected. The activities of all users
can be viewed.
o
Users to Include – Enter the users whose activity you want to view.
o
Users to Exclude – Enter the users whose activity you do not wish to view.
Action Filter – Click to load the Action Filter tab to select the actions to be included in
the reports.
o
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All Actions – By default this option is selected. The all actions of users can be
viewed.
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o
•
Custom Action – Select the actions you want to view. You can click Clear All to
clear all your selections.
Object Filter – Click to load the Object Filter tab to set the objects you want to view or
do not want to view.
o
Include All Objects – By default this option is selected. All objects of actions can
be viewed.
o
Objects to Include – Enter the key words of the URLs of the objects you want to
view. You can click Add another object filter to filter more objects to be
included in the reports.
*Note: All the objects whose URLs match one of the filters will be included in
the reports.
o
Objects to Exclude – Enter the key words of the URLs of the objects you do not
want to view. You can click Add another object filter to filter more objects to be
excluded in the reports.
*Note: All the objects whose URLs match one of the filters will be excluded in
the reports.
•
Data Source Filter – Click to load the Data Source Filter tab to set the data source by
selecting the corresponding options. By default, the All Products option is selected, and
all activities in SharePoint Online, Exchange Online, and Azure AD are included in the
reports.
6. Click Save profile and run report to save the configuration and then run the job. After the job
finishes, the report is displayed in the Report Display pane. You can click Show Report to view
the history data collected before. However, if this profile has no running job record, the Show
Report is grayed out.
Exporting the Report File with Custom File Name
DocAve Online Configuration Reports, Auditor Reports, and DocAve Auditor report support exporting
report files to custom file names.
To export the Configuration Reports with the custom file name, complete the settings below:
1. When configuring the Configuration Reports profile, expand the Export Report Settings tab.
2. Select the desired report format and export location, and then select the Specify a file name:
option. Enter the custom file name into the text box next to this option. The Configuration
Reports will be exported to the export location in the selected format with the custom file
name.
3. For details on Generating Configuration Reports, refer to the Report Center User Guide.
To export the scheduled Auditor Reports with the custom file name, complete the settings below:
1. When configuring a report profile for Auditor Reports, expand the Please configure a schedule
(Optional) tab.
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2. Select the Configure the schedule myself option, and then select the Export report option. The
Export Report Settings field appears.
3. Select the desired report format and export location, and then select the Specify a file name:
option. Enter the custom file name into the text box next to this option. The Auditor Reports will
be exported to the export location in the selected format with the custom file name as
scheduled.
4. For details on Generating Auditor Reports, refer to the Report Center User Guide.
To save and export the Auditor Reports to a datasheet with the custom file name, complete the settings
below:
1. After you have finished configuring the Auditor Reports profile, cli ck Save and Export to
Datasheet on the ribbon. The Export to Datasheet window appears.
2. Select the desired report format and export location, and then select the Specify a file name:
option. Enter the custom file name into the text box next to this option. The Auditor Reports will
be exported to the export location in the selected format with the custom file name.
3. For details on Generating Auditor Reports, refer to the Report Center User Guide.
To export the DocAve Auditor report with the custom file name, complete the settings below:
1. In the DocAve Reports interface, click Export to Datasheet on the ribbon. The Export to
Datasheet window appears.
2. In the File Name field, select the Specify a file name: option. Enter the custom file name into the
text box next to this option. The DocAve Auditor report will be exported to the export location
in the selected format with the custom file name, containing the re cords in the selected data
range.
3. For details on Generating DocAve Auditor report, refer to the Report Center User Guide.
Including All External Users or Users with Guest Links in Compliance Reports
In DocAve Online Compliance Reports, you can configure the user filters to include all external users or
include all users with guest links. Complete the steps below:
1. When configuring a report profile of Compliance Reports, go to the right pane where the report
is displayed.
2. Click User Filters to expand the list. Select the Include all external users option to report on the
external users’ activities or select the Include all users with guest links option to report on the
user activities of the anonymous users.
3. Click OK on the drop-down list.
*Note: For details on creating or configuring a Compliance Reports profile, refer to Report Center User
Guide.
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Customizing a Database for Report Center
You can designate a custom database in Microsoft Azure SQL to store the retrieved data f or Report
Center Compliance Reports. AvePoint suggests adding a custom database if the free space of the default
database provided by AvePoint is about to run out.
Complete the steps below to customize a Report Center database:
1. Navigate to Control Panel > Database Configuration > Report Center Database.
2. In the Database Configuration tab, the default database used by Report Center is displayed in
the table showing the used space and the free space.
3. Click Add. The Add a Report Center Database window appears.
4. Enter the hostname or IP address of the database server into the Database Server text box, and
then enter the database name.
*Note: The entered database must have more than 1 GB of free space.
5. Enter the username and password in SQL Authentication to access the database. Click
Validation Test.
*Note: The user used to access the database must have the db_owner role to the added
database.
6. After successfully tested the information, click Save to save this custom database.
The custom database will be displayed in order of when they were added in the table for Report Center
Database. The databases will be used in order.
You can perform the following actions on the existing custom databases:
•
Edit – Select the database that you want to edit, and then click Edit on the ribbon. You
can change the authentication information as desired, and then click Save to save your
edits.
•
Remove – Select the database that you want to remove, and then click Remove on the
ribbon. A confirmation window appears notifying you that the reports generated with
the associated database will become unavailable. In addition, if the retrieved data of a
site collection is stored in the removed database, the data retrieval job that is retrieving
data of the site collection will fail as the database cannot be connected.
Pruning Audit Data of the Registered Sites Removed from DocAve Online
The Audit Pruning feature in Report Center supports pruning the audit data of the SharePoint Online
site collection or OneDrive for Business.
The data tree in the Audit Pruning interface is displayed according to the retrieved audit data, instead of
the registered SharePoint Online site collections or OneDrive for Business. Therefore, the site owner and
the Power Users can view all of the nodes with audit data and prune; the Standard Users and the
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Support Users can view and prune the nodes with audit data shared to them. After all of the audit data
on a certain node is pruned, the node will be removed from the tree.
For details on creating an Audit Pruning profile, refer to Report Center User Guide.
*Note: When you select the Select All option under My Registered Sites node, all of the OneDrive for
Business groups and SharePoint Sites groups on the tree are selected. The Audit Pruning job will
automatically include the OneDrive for Business and SharePoint Online sites that are added to the
selected groups after the plan is saved.
Exporting a Report to a ZIP File
The Export to a .zip File feature in Report Center allows you to export Compliance Reports to a ZIP file,
when the export location is a SharePoint Online Document Library. You can use this feature as follows.
•
Export Report Settings – If you want to configure a report profile to generate and
export Compliance Reports to ZIP files according to a custom schedule, complete the
settings below.
i.
When configuring a report profile, expand the Please configure a schedule
(Optional) area and select the Configure the schedule myself option.
ii. Select the Export report option. The Export Report Settings area appears.
iii. In the Export Report Settings area, select an export location of SharePoint
Online Document Library, and select the Export to a .zip File option to export
the generated report to a ZIP file.
iv. Configure the rest of the settings. For details, refer to the Auditor Report
section of Report Center User Guide.
•
Save and Export to Datasheet – If you want to export Compliance Reports to a
datasheet in a ZIP file after it has been generated, complete the settings below.
i.
After you have finished generating the Compliance Reports, to export the
reports to datasheet, click Save and Export to Datasheet on the ribbon. The
Export to Datasheet window appears.
ii. In the Export to Datasheet window, configure the report format, export
location, and file name for the exported file, and select the Export to a .zip File
option to export the generated report to a ZIP file.
*Note: The Export to a .zip File option is only available when the export location is a
SharePoint Online Document library.
Extending the Time Range of Compliance Reports to 12 Months
Compliance Reports allow you to collect data from the last 12 months. If you want to configure a report
profile to generate Compliance Reports to show the data in a time range more than 2 months, complete
the settings below:
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1. When configuring a report profile, expand the Please specify a time range area and configure a
time range for the collected data.
2. You can select the Last or Custom option to configure a time range more than 2 months.
3. Configure the rest of the settings. For details, refer to the Report Center User Guide.
*Note: If the number of audit records for a generated Compliance Reports is greater than 1 million, a
message will pop up informing you that the Report Display pane cannot display the collected audit
records, as the number of audit records is too large. You must export the report to view the records, and
the cache file of the report will not be saved. The cache files of the Compliance Reports with less than 1
million audit records will be stored for 3 days.
Anonymizing the Username Information Displayed in All Reports
The Anonymous Settings feature in Report Center allows you to anonymize the username information
displayed in all reports of Report Center, and the username information will be replaced by user IDs
which consist of sequential numbers and characters. Each user will have a unique ID. To enable this
feature, follow the steps below:
1. Navigate to Report Center > Settings > Anonymous Settings.
2. Select the Enable the anonymous function to anonymize the username information displayed
in all reports of Report Center.
3. Click Save on the ribbon to save your configuration. To cancel your changes, click Cancel.
Running Auditor Reports or Configuration Reports for Office 365 Group Team Sites
DocAve Online Report Center supports reporting on the Office 365 group team sites. You can run the
following reports for Office 365 group team sites:
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•
Auditor Reports – Navigate to Report Center > Compliance Reports > Auditor Reports.
Select one of the User Lifecycle, Site Access, List Deletion, Item Lifecycle, Permission
Changes, and Custom Reports. Create a new profile by entering a new name in the
Report Profile text box, and select an Office 365 group team site under My Registered
Sites node. Configure the Time Range, Schedule (optional), or E-mail Notification
(optional) settings, and click Save Profile and Run Report on the ribbon to generate an
Auditor Report for the Office 365 group team site.
•
Configuration Reports – Navigate to Report Center > Administration Reports >
Configuration Reports. Create a new profile by entering a new name in the Report
Profile text box, and select an Office 365 group team site under My Registered Sites
node. Configure the Export Report Settings, Schedule (optional), E-mail Notification
(optional), or Report Settings, and click Save Profile and Run Report on the ribbon to
generate a Configuration Report for the Office 365 group team site.
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Managing SharePoint Sites
Use SharePoint Sites to register SharePoint Online sites to DocAve Online in order for those sites to be
managed by DocAve Online. You can also manage SharePoint Sites groups. A SharePoint Sites group is a
collection of registered SharePoint Online site collections, which allows you to centrally manage and
allocate your SharePoint Online sites.
To access the SharePoint Sites tab for DocAve Online, complete the following steps:
1. In the Control Panel interface, click SharePoint Sites under the Office 365 Settings heading.
2. When finished with the SharePoint Online sites management, click Cancel on the ribbon to close
the SharePoint Sites page.
Working with the SharePoint Sites Tab
With the SharePoint Sites tab activated, perform the actions on the ribbon according to your
requirements. The buttons in the Site Collection Registration Mode group are mainly used to choose
the method of adding site collections to SharePoint Sites group.
•
Scan Mode – Scan site collections to add to SharePoint Sites groups.
•
Batch Import – Import site collections in batch to add to SharePoint Sites groups.
•
Single Site Collection – Add site collections one by one to SharePoint Sites groups
manually.
The buttons in the Site Collection Management group are mainly used to manage the SharePoint Online
sites and SharePoint Sites group.
•
Reconnect – When the site collections added in the SharePoint Sites group fail to
connect, reconnect them by specifying your Office 365 credentials.
•
New Group – Create a new SharePoint Sites group.
•
Delete – Delete the selected SharePoint Sites groups or site collections.
The following buttons in the Actions group are used mainly to manage SharePoint Online sites:
•
Add – Add the selected site collections on the left pane to the se lected SharePoint Sites
group on the right SharePoint Sites Group pane.
•
Remove – Remove the site collections from the selected SharePoint Sites group.
•
Scan – Scan the site collections in your SharePoint Online manually or automatically.
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Registering Site Collections by Manual Scan
Registering site collections to SharePoint Sites groups allows you to centrally manage and allocate your
SharePoint Online sites after scanning site collections manually. To register site collections you need to:
1. Scan the site collections in your SharePoint Online manually.
2. Add the desired site collections to the selected SharePoint Sites groups.
To start registering site collections to SharePoint Sites groups, complete the following steps:
1. With the SharePoint Sites tab activated, click Scan Mode in the Site Collection Registration
Mode group on the ribbon. Then, click Scan in the Actions group and select Manual Scan from
the drop-down menu, or you can click the Scan link on the left Site Collection pane. A pop-up
window appears.
2. On the pop-up window, specify your Office 365 credentials by selecting an authentication profile
or entering the corresponding information. To scan all site collections in your domain, make
sure the Office 365 user ID you specified has the global administrator role or SharePoint
administrator role.
•
Select an authentication profile – Select an authentication profile from the drop-down
list. For more information of authentication profile, refer to Managing an Office 365
Account.
•
Provide the credentials – Enter your Office 365 credentials. You can select the Our
organization uses a custom SharePoint Online admin center URL checkbox to
customize the SharePoint Online admin center URL. Select Save as an authentication
profile to save the entered information as an authentication profile.
3. Click Connect to connect to your SharePoint Online.
4. After connecting successfully, DocAve Online automatically starts to scan the site collections in
SharePoint Online. All available site collections are displayed on the Site Collection pane after
scanning. The site collections that have been registered to your SharePoint Sites groups will not
display.
5. On the Site Collection pane, find your desired site collections, and then select the checkboxes
next to the site collection URL. You can also perform the following actions:
•
To select all site collections, select the Select All checkbox.
•
To search for the site collections, enter the keyword in the Input Keyword text box, then
click the magnifying glass ( ) button to search and locate the site collections whose
URL contains the entered keyword.
*Note: The search box supports wildcards (? and *). ? represents a character and *
represents multiple characters. For example, enter ?abc* to search the site collections
whose URLs start with an unknown character and have multiple unknown characters
after abc.
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6. On the SharePoint Sites Group pane, select a SharePoint Sites group. You can also perform the
following actions:
•
To create a new SharePoint Sites group, click the plus sign (
) button on the
pane or New Group on the ribbon. Enter a group name in the text box and click the
checkmark ( ) button to save this new group.
•
To search for the site collections under the SharePoint Sites groups, enter the keyword
in the Input Keyword text box, then click the magnifying glass ( ) button to search and
locate the site collections whose URL contains the entered keyword.
*Note: The search box supports wildcard (? and *) to search for the site collections
under the SharePoint Sites groups. ? represents a character and * represents multiple
characters. For example, enter ?abc* to search the site collections whose URLs start
with an unknown character and have multiple unknown characters after abc.
•
To delete SharePoint Sites groups, select the groups and then click Delete on the ribbon
or the delete (
) button to delete the selected groups. The site collections added
to the group will be moved to the Site Collection pane.
7. Click Add on the ribbon or Add>> between the two panes to add the selected site collections to
the selected SharePoint Sites group. The added site collections will not display in the left pane.
To remove the site collections from the group, select the group to include all site collections or
expand the group to select the specified site collections and then click Remove on the ribbon or
<<Remove to move the site collections from the group to the Site Collection pane.
8. Click Save to save changes and complete the process of registering site collections. To cancel
your changes, click Cancel.
Registering Site Collections by Automatic Scan
Registering site collections to SharePoint Sites groups allows you to centrally manage and allocate your
SharePoint Online sites after scanning site collections automatically. The Auto Scan function allows you
to register the site collections that a configured Office 365 account can access and have not been added
to DocAve Online to a mapped SharePoint Sites group automatically.
*Note: Only the Power Users can register site collections by automatic scan.
*Note: The automatic scan will be run every 3 days, then the site collections newly added in Office 365
will be added to the mapped SharePoint Sites group. If a backup plan selects the mapped SharePoint
Sites group as the source node, to include the newly added site collections in the source node before
the next automatic scan time, you can manually register the newly added site collections to the
SharePoint Sites group.
To configure the auto scan settings, complete the following steps:
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59
1. With SharePoint Sites activated, click Scan Mode in the Site Collection Registration Mode
group on the ribbon. Then, click Scan in the Actions group and select Auto Scan from the dropdown menu. The Auto Scan Settings for SharePoint Sites interface appears.
2. Click Add an Auto Scan Mapping. The Connect to SharePoint Online window appears.
3. Specify your Office 365 credentials by selecting an authentication profile or entering the
corresponding information. To scan all site collections in your domain, make sure the Office 365
user ID you specified has the global administrator role or SharePoint administrator role.
•
Select an authentication profile – Select an authentication profile from the drop-down
list. For more information of authentication profile, refer to Managing an Office 365
Account.
•
Provide the credentials – Enter your Office 365 credentials. You can select the Our
organization uses a custom SharePoint Online admin center URL checkbox to
customize the SharePoint Online admin center URL. Select Save as an authentication
profile to save the entered information as an authentication profile.
4. Click Connect to connect to your SharePoint Online.
5. After connecting successfully, select the SharePoint Sites group where you want to register the
site collections from the SharePoint Sites Group drop-down list.
6. Click Validation Test to validate whether the Office 365 account can connect to Office 365.
7. To add another mapping, click Add an Auto Scan Mapping and repeat the steps above.
*Note: The same Office 365 account cannot be mapped to different groups.
To delete a mapping, click the Delete (
) button.
8. Click Save to save the configurations. To cancel your changes, click Cancel.
Registering Site Collections in Batch by Configuration File
To register site collections to a specified SharePoint Sites group in batch by using a configuration file,
download a configure file template first. Then provide the site collection information in the file, import
the file, and register site collections to the specified SharePoint Sites group.
1. With the SharePoint Sites tab activated, click Batch Import on the ribbon.
2. Click Download Template on the ribbon.
3. In the pop-up window, select a location to save the Import_SiteCollection_Template.xls file.
You can modify the file name according to your requirements.
4. Open the configuration file and enter the URL of the site collections under the Site Collection
column.
5. Save changes to the file and close it.
6. Upload your site collection template – On the left pane of the SharePoint Sites page, upload
the template by clicking Browse.
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7. Username and Password – Specify your Office 365 credentials that have access to all site
collections.
*Note: The user specified here must be the administrator for all site collections. If DocAve
discovers that the specified user does not have access to any site collection, a message will pop
up to let you choose whether to import this kind of site collection. Though this kind of site
collection can be imported and registered to the selected group successfully, they cannot be
managed via DocAve Online. You can reconnect to this kind of site collections later. Find more
information in Reconnecting Site Collections.
8. Our organization uses a custom SharePoint Online admin center URL – Select this checkbox to
customize the SharePoint Online admin center URL.
9. Select a SharePoint Sites group on the SharePoint Sites Group pane. You can also perform the
following actions:
•
To create a new SharePoint Sites group, click the plus sign (
) button on the
pane or New Group on the ribbon. Enter a group name in the text box and click the
checkmark ( ) button to save this new group.
•
To search for the site collections under the SharePoint Sites groups, enter the keyword
in the Input Keyword text box, then click the magnifying glass ( ) button to search and
locate the site collections whose URL contains the entered keyword.
•
To delete the SharePoint Sites groups, select the groups and then click Delete on the
ribbon or the delete (
) button to delete the selected groups. The site
collections added to the group will be moved to the Site Collection pane.
10. Click Add on the ribbon or Add>> between the two panes to add the site collections in the file to
the selected SharePoint Sites group.
11. Click Save to save changes and complete the process of registering site collections. To cancel
your changes, click Cancel.
Registering a Single Site Collection
Registering a single site collection to SharePoint Sites groups allows you to add your desi red site
collection to SharePoint Sites groups one by one fast and conveniently. To add a single site collection to
your desired SharePoint Sites groups manually, complete the following steps:
1. With SharePoint Sites activated, click Single Site Collection in the Site Collection Registration
Mode group on the ribbon.
2. Enter the Site Collection URL, Username, and Password in the left pane. Make sure the user you
specified has Site Collection Administrator permissions to the specified site collection.
3. Our organization uses a custom SharePoint Online admin center URL – Select this checkbox to
customize the SharePoint Online admin center URL.
4. In SharePoint Sites Group, select a SharePoint Sites group. You can also perform the following
actions:
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•
To create a new SharePoint Sites group, click the plus sign (
) button on the
pane or New Group on the ribbon. Enter a group name in the text box and click the
checkmark ( ) button to save this new group.
•
To search for the site collections under the SharePoint Sites groups, enter the keyword
in the Input Keyword text box, then click the magnifying glass ( ) button to search and
locate the site collections whose URL contains the entered keyword.
•
To delete the SharePoint Sites groups, select the groups and then click Delete on the
ribbon or the delete (
) button to delete the selected groups. The site
collections added to the group will be moved to the Site Collection pane.
5. Click Add on the ribbon or Add>> between the two panes to add the specified site collection to
the selected SharePoint Sites group. The added site collection will not display in the left pane.
6. Click Save to save changes and complete the process of registering site collections. To cancel
your changes, click Cancel.
Reconnecting Site Collections
If DocAve Online cannot connect to the site collections that have been registered to SharePoint Sites
group, then they will not be managed via DocAve Online. When this happens, you can reconnect the site
collections. Each time when loading the SharePoint Sites page, DocAve Online will automatically check
whether all registered site collections can be connected or not. If it fails to connect some site collections,
a message will appear under the ribbon. To reconnect the site collections, complete the following:
1. Click Clear All to remove the unconnected site collections from the SharePoint Sites groups.
2. Reconnect the site collections.
a. With the SharePoint Sites tab activated, expand the SharePoint Sites group to find the
site collections whose URL is greyed out.
b. Click the reconnect (
) button next to the site collection URL.
c. In the Site Collection Connection pop-up window, specify your Office 365 user ID and
password.
*Note: The user specified here must have Site Collection Administrator permissions to
the site collection that you want to reconnect.
d. Click Connect to reconnect the site collection.
If the password of your Office 365 account has been changed, select the site collections registered by
this Office 365 account and click Reconnect on the ribbon. On the Site Collection Connection pop-up
window, enter your Office 365 user ID and the latest password, and then click Connect.
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Managing SharePoint Sites Groups
A SharePoint Sites group is a collection of registered SharePoint Online site collections that allows you to
centrally manage and allocate your SharePoint Online sites. You can perform the following actions in the
SharePoint Sites page to manage your groups:
•
New Group – Create a new SharePoint Sites group.
•
Delete – Delete the selected SharePoint Sites groups.
Creating a SharePoint Sites Group
To create a new SharePoint Sites group, complete the following steps:
1. In the SharePoint Sites page, click New Group on the ribbon or the plus sign (
button on the SharePoint Sites Group pane.
)
2. Enter a group name in the text box.
3. Click the checkmark ( ) button to save this new group.
4. Repeat steps from 1 to 3 to create new groups.
Deleting SharePoint Sites Groups
To delete a SharePoint Sites group, complete the following steps:
1. In the SharePoint Sites page, select the groups you want to delete on the SharePoint Sites
Group pane. To delete all groups, select the Select All checkbox.
2. Click Delete on the ribbon or the delete (
) button on the pane. A pop-up window
appears and asks you to confirm your operation.
3. Click Groups and Contents to delete the selected groups and the corresponding contents, or
click Contents Only to delete the contents only.
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Managing OneDrive for Business
Use OneDrive for Business to register SharePoint Online OneDrive for Business to DocAve Online in
order for those OneDrive for Business to be managed by DocAve Online Granular Backup & Restore,
Administrator, Content Manager, Replicator, and Report Center. You can also manage OneDrive for
Business groups. An OneDrive for Business group is a collection of registered SharePoint Online
OneDrive for Business that allows you to centrally manage and allocate your SharePoint Online
OneDrive for Business.
To access the OneDrive for Business tab for DocAve Online, complete the following steps:
1. In Control Panel, click OneDrive for Business under the Office 365 Settings heading.
2. When finished with the OneDrive for Business management, click Cancel on the ribbon to close
the OneDrive for Business page.
Working with the OneDrive for Business Tab
With the OneDrive for Business tab activated, perform the actions on the ribbon according to your
requirements. The buttons in the OneDrive for Business Registration Mode group are mainly used to
choose the method of adding OneDrive for Business to the OneDrive for Business group.
•
Scan Mode – Scan OneDrive for Business to add to OneDrive for Business groups.
•
Batch Import – Import OneDrive for Business in batch to add to OneDrive for Business
groups.
•
Single OneDrive for Business – Add OneDrive for Business one by one to OneDrive for
Business groups manually.
The buttons in the Site Collection Management group are mainly used to manage the OneDrive for
Business and OneDrive for Business group.
•
Reconnect – When the OneDrive for Business added in the OneDrive for Business group
fail to connect, reconnect them by specifying your Office 365 credentials.
•
New Group – Create a new OneDrive for Business group.
•
Delete – Delete the selected OneDrive for Business groups or OneDrive for Business.
The following buttons in the Actions group are used mainly to manage OneDrive for Business:
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•
Add – Add the selected OneDrive for Business on the left pane to the selected OneDrive
for Business group on the right OneDrive for Business Group pane.
•
Remove – Remove OneDrive for Business from the selected OneDrive for Business
group.
•
Scan – Scan the OneDrive for Business in your SharePoint Online manually or
automatically.
DocAve Online
Registering OneDrive for Business
Refer to the following sections to learn more about how to register OneDrive for Business.
Registering OneDrive for Business by Manual Scan
Registering OneDrive for Business to OneDrive for Business groups allows you to centrally manage and
allocate your SharePoint Online OneDrive for Business after scanning OneDrive for Business manually.
To register OneDrive for Business you need to:
1. Scan OneDrive for Business in your SharePoint Online manually.
2. Add the desired OneDrive for Business to the selected OneDrive for Business groups.
To start registering OneDrive for Business to OneDrive for Business groups, complete the following
steps:
1. With the OneDrive for Business tab activated, click Scan Mode in the OneDrive for Business
Registration Mode group on the ribbon. Then, click Scan in the Actions group and select
Manual Scan from the drop-down menu, or you can click the Scan link on the left OneDrive for
Business pane. A pop-up window appears.
2. On the pop-up window, specify your Office 365 credentials by selecting an authentication profile
or entering the corresponding information. To scan all OneDrive for Business in your Office 365
tenant, make sure the Office 365 user ID you specified has the global administrator role or
SharePoint administrator role.
•
Select an authentication profile – Select an authentication profile from the drop-down
list. For more information of authentication profile, refer to Managing an Office 365
Account.
•
Provide the credentials – Enter your Office 365 credentials. You can select the Our
organization uses a custom SharePoint Online admin center URL checkbox to
customize the SharePoint Online admin center URL. Select Save as an authentication
profile to save the entered information as an authentication profile.
3. Click Connect to connect to your SharePoint Online.
4. After connecting successfully, DocAve Online automatically starts to scan OneDrive for Business
in SharePoint Online. All available OneDrive for Business objects are displayed on the OneDrive
for Business pane after scanning. The OneDrive for Business objects that have been registered
to your OneDrive for Business groups will not display.
5. On the OneDrive for Business pane, find your desired OneDrive for Business, and then select
the checkboxes next to the Office 365 account. You can also perform the following actions:
•
To select all OneDrive for Business, select the Select All checkbox.
•
To search for OneDrive for Business, enter the keyword in the Input Keyword text box,
then click the magnifying glass ( ) button to search and locate the OneDrive for
Business whose Office 365 account contains the entered keyword.
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*Note: The search box supports wildcards (? and *). ? represents a character and *
represents multiple characters. For example, enter ?abc* to search OneDrive for
Business whose Office 365 account starts with an unknown character and has multiple
unknown characters after abc.
6. In the OneDrive for Business Group pane, select a OneDrive for Business group. You can also
perform the following actions:
•
To create a new OneDrive for Business group, click the plus sign (
) button
on the pane or New Group on the ribbon. Enter a group name in the text box and click
the checkmark ( ) button to save this new group.
•
To search for the OneDrive for Business under the OneDrive for Business groups, enter
the keyword in the Input Keyword text box, then click the magnifying glass ( ) button
to search and locate the OneDrive for Business whose Office 365 account contains the
entered keyword.
*Note: The search box supports wildcard (? and *) to search for the OneDrive for
Business under the OneDrive for Business groups. ? represents a character and *
represents multiple characters. For example, enter ?abc* to search the OneDrive for
Business whose Office 365 accounts start with an unknown character and have multiple
unknown characters after abc.
•
To delete OneDrive for Business groups, select the groups and then click Delete on the
ribbon or the delete (
) button to delete the selected groups. The OneDrive for
Business added to the group will be moved to the OneDrive for Business pane.
7. Click Add on the ribbon or Add>> between the two panes to add the selected OneDrive for
Business to the selected OneDrive for Business group. The added OneDrive for Business will not
display in the left pane.
To remove the OneDrive for Business from the group, select the group to include all OneDrive
for Business or expand the group to select the specified OneDrive for Business and then click
Remove on the ribbon or <<Remove to move the OneDrive for Business from the group to the
OneDrive for Business pane.
8. Click Save to save changes and complete the process of registering OneDrive for Business. To
cancel your changes, click Cancel.
Registering OneDrive for Business by Automatic Scan
Registering OneDrive for Business to OneDrive for Business groups allows you to centrally manage and
allocate your SharePoint Online OneDrive for Business after scanning OneDrive for Business
automatically. The Auto Scan function allows you to register the OneDrive for Business that a configured
Office 365 account can access and have not been added to DocAve Online to a mapped OneDrive for
Business group automatically.
*Note: Only the Power Users can register OneDrive for Business by automatic scan.
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*Note: The automatic scan will be run every 3 days, then the OneDrive for Business that is newly added
in Office 365 will be added to the mapped OneDrive for Business group. If a backup plan selects the
mapped OneDrive for Business group as the source node, to include the newly added One Drive for
Business in the source node before the next automatic scan time, you can manually register the newly
added OneDrive for Business to the OneDrive for Business group.
To configure the auto scan settings, complete the following steps:
1. With OneDrive for Business activated, click Scan Mode in the OneDrive for Business
Registration Mode group on the ribbon. Then, click Scan in the Actions group and select Auto
Scan from the drop-down menu. The Auto Scan Settings for OneDrive for Business interface
appears.
2. Click Add an Auto Scan Mapping. The Connect to SharePoint Online window appears.
3. Specify your Office 365 credentials by selecting an authentication profile or entering the
corresponding information. To scan all OneDrive for Business in your Office 365 tenant, make
sure the Office 365 user ID you specified has the global administrator role or SharePoint
administrator role.
•
Select an authentication profile – Select an authentication profile from the drop-down
list. For more information of authentication profile, refer to Managing an Office 365
Account.
•
Provide the credentials – Enter your Office 365 credentials. You can select the Our
organization uses a custom SharePoint Online admin center URL checkbox to
customize the SharePoint Online admin center URL. Select Save as an authentication
profile to save the entered information as an authentication profile.
4. Click Connect to connect to your SharePoint Online.
5. After connecting successfully, select the OneDrive for Business group where you want to
register the OneDrive for Business from the OneDrive for Business Group drop-down list.
6. Click Validation Test to validate whether the Office 365 account can connect to Office 365.
7. To add another mapping, click Add an Auto Scan Mapping and repeat the steps above.
*Note: The same Office 365 account cannot be mapped to different groups.
To delete a mapping, click the Delete (
) button.
8. Click Save to save the configurations. To cancel your changes, click Cancel.
Registering in Batch by Configuration File
To register OneDrive for Business to a specified OneDrive for Business group in batch by using a
configuration file, download a configuration file template first. Then provide the OneDrive for Business
information in the file, import the file, and register OneDrive for Business to the specified OneDrive for
Business group.
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1. With OneDrive for Business activated, click Batch Import on the ribbon.
2. Click Download Template on the ribbon.
3. In the pop-up window, select a location to save the Import_OneDrive_for_Business_Template
file. You can modify the file name according to your requirements.
4. Open the configuration file and enter the Office 365 user IDs of the users whose OneDrive for
Business will be registered.
5. Save changes to the file and close it.
6. Click Browse to upload the template.
7. Username and Password – Specify your Office 365 credentials that have access to all OneDrive
for Business.
*Note: The user specified here must be the owner of the OneDrive for Business that you want to
register to the specified OneDrive for Business group, or own the global administrator role or
SharePoint administrator role.
8. Our organization uses a custom SharePoint Online admin center URL – Select this checkbox to
customize the SharePoint Online admin center URL.
9. Select an OneDrive for Business group on the OneDrive for Business Group pane. You can also
perform the following actions:
•
To create a new OneDrive for Business group, click the plus sign (
) button
on the pane or New Group on the ribbon. Enter a group name in the text box and click
the checkmark ( ) button to save this new group.
•
To search for the OneDrive for Business under the OneDrive for Business groups, enter
the keyword in the Input Keyword text box, then click the magnifying glass ( ) button
to search and locate the OneDrive for Business whose Office 365 account contains the
entered keyword.
•
To delete the OneDrive for Business groups, select the groups and then click Delete on
the ribbon or the delete (
) button to delete the selected groups. The OneDrive
for Business added to the group will be moved to the OneDrive for Business pane.
10. Click Add on the ribbon or Add>> between the two panes to add the OneDrive for Business in
the file to the selected OneDrive for Business group.
11. Click Save to complete the process of registering OneDrive for Business. To cancel your changes,
click Cancel.
Registering a Single OneDrive for Business
Registering a single OneDrive for Business allows you to add your desired OneDrive for Business to
OneDrive for Business group fast and conveniently. To add a single OneDrive for Business to your
desired OneDrive for Business group manually, complete the following steps:
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1. With OneDrive for Business activated, click Single OneDrive for Business in the OneDrive for
Business Registration Mode group on the ribbon.
2. Enter the Username and Password in the left pane. Make sure the user you specified is the
owner of the specified OneDrive for Business.
3. Our organization uses a custom SharePoint Online admin center URL – Select this checkbox to
customize the SharePoint Online admin center URL.
4. On the OneDrive for Business Group pane, select an OneDrive for Business group. You can
perform the following actions:
•
To create a new OneDrive for Business group, click the plus sign (
) button
on the pane or New Group on the ribbon. Enter a group name in the text box and click
the checkmark ( ) button to save this new group.
•
To search for the OneDrive for Business under the OneDrive for Business groups, enter
the keyword in the Input Keyword text box, then click the magnifying glass ( ) button
to search and locate the OneDrive for Business whose Office 365 account contains the
entered keyword.
•
To delete OneDrive for Business groups, select the groups and then click Delete on the
ribbon or the delete (
) button to delete the selected groups. The OneDrive for
Business added to the group will be moved to the OneDrive for Business pane.
5. Click Add on the ribbon or Add>> between the two panes to add the OneDrive for Business in
the file to the selected OneDrive for Business group.
6. Click Save to complete the process of registering the OneDrive for Business. To cancel your
changes, click Cancel.
Reconnecting OneDrive for Business
If DocAve Online cannot connect to the OneDrive for Business that have been registered to the
OneDrive for Business group, then they will not be managed via DocAve Online. When this happens, you
can reconnect OneDrive for Business. When loading the OneDrive for Business page, DocAve Online will
automatically check whether or not all registered OneDrive for Business can be connected. If it fails to
connect, a message will appear under the ribbon. To reconnect the OneDrive for Business, complete the
following:
1. Click Clear All to remove the unconnected OneDrive for Business from the OneDrive for
Business groups.
2. Reconnect the OneDrive for Business.
a. With the OneDrive for Business tab activated, expand the OneDrive for Business group
to find the OneDrive for Business whose Office 365 account is greyed out.
b. Click the reconnect (
DocAve Online
) button next to the Office 365 user ID.
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c. In the OneDrive for Business Connection pop-up window, specify your Office 365 user
ID and password.
*Note: The user specified here must be the owner of the OneDrive for Business that you
want to reconnect, or have the global administrator role or SharePoint administrator
role assigned.
d. Click Connect to reconnect the OneDrive for Business.
If the password of your Office 365 account has been changed, select the OneDrive for Business
registered by this Office 365 account and click Reconnect on the ribbon. On the OneDrive for Business
Connection pop-up window, enter your Office 365 user ID and the latest password, and then click
Connect.
Managing OneDrive for Business Groups
A OneDrive for Business group is a collection of registered SharePoint Online OneDrive for Business that
allows you to centrally manage and allocate your SharePoint Online OneDrive for Business. You can
perform the following actions in the OneDrive for Business page to manage your groups:
•
New Group – Create a new OneDrive for Business group.
•
Delete – Delete the selected OneDrive for Business groups.
Creating a OneDrive for Business Group
To create a new OneDrive for Business group, complete the following steps:
1. In the OneDrive for Business page, click New Group on the ribbon or the plus sign
(
) button on the OneDrive for Business Group pane.
2. Enter a group name in the text box.
3. Click the checkmark ( ) button to save this new group.
4. Repeat steps from 1 to 3 to create new groups.
Deleting OneDrive for Business Groups
To delete a OneDrive for Business group, complete the following steps:
1. In the OneDrive for Business page, select the groups you want to delete on the OneDrive for
Business Group pane. To delete all groups, select the Select All checkbox.
2. Click Delete on the ribbon or the delete (
) button on the pane. A pop-up window
appears and asks you to confirm your operation.
3. Click Groups and Contents to delete the selected groups and the corresponding contents, or
click Contents Only to delete the contents only.
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Managing Exchange Mailboxes
Use Exchange Mailboxes (located in DocAve Online Control Panel) to register Exchange Online
mailboxes including the User mailboxes, In-Place Archived mailboxes, and Resource (Room and
Equipment) mailboxes to DocAve Online in order for those mailboxes to be managed via DocAve Online.
You can also manage Exchange Mailboxes groups. An Exchange Mailboxes group is a collection of
registered Exchange Online mailboxes, which allows you to centrally manage and allocate your Exchange
Online mailboxes.
To access the Exchange Mailboxes tab for DocAve Online, complete the following steps:
1. In Control Panel click Exchange Mailboxes under the Office 365 Settings heading.
2. When finished with the Exchange mailboxes management, click Cancel on the ribbon to close
the Exchange Mailboxes page.
Working with the Exchange Mailboxes Tab
With the Exchange Mailboxes tab activated, perform the actions on the ribbon according to your
requirements. The buttons in the Mailbox Registration group are mainly used to choose the method of
adding mailboxes to Exchange Mailboxes group.
*Note: For the supported mailbox types, refer to the Appendix A: Data Types Supported by Exchange
Online Backup and Restore section. AvePoint recommends registering your mailbox objects through
Dynamics Object Registration of AvePoint Online Service. Besides, you cannot scan or add the Public
Folder Mailboxes through the Mailbox Registration in the DocAve Online interface. To back up and
restore the Public Folder Mailboxes via Exchange Online Backup and Restore, register the Public Folder
Mailboxes using service account profile or app profile in Dynamic Object Registration.
•
Scan Mailboxes – Scan mailboxes to add to Exchange Mailboxes group.
•
Add Single Mailbox – Add mailboxes one by one to Exchange Mailboxes groups
manually.
The buttons in the Actions group are mainly used to manage the Exchange Online mailboxes and
Exchange Mailboxes group.
•
Reconnect – When the mailboxes added in Exchange Mailboxes group fail to connect,
reconnect them by specifying your Office 365 credentials.
•
New Group – Create a new Exchange Mailboxes group.
•
Delete – Delete the selected Exchange Mailboxes groups or mailboxes.
•
Add – Add the selected mailboxes on the left pane to the selected Exchange Mailboxes
group on the right Exchange Mailboxes Group pane.
•
Remove – Remove the mailboxes from the selected Exchange Mailboxes group.
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•
Scan – Scan the mailboxes in your Exchange Online manually or automatically.
Registering Mailboxes by Manual Scan
Registering mailboxes to Exchange Mailboxes groups allows you to centrally manage and allocate your
Exchange Online mailboxes after scanning mailboxes manually. For best results, it is recommended that
you select a separate admin account for registering mailboxes. This will help alleviate any potential
performance issues when registering. To register mailboxes, you need to:
1. Scan the mailboxes in your Exchange Online manually.
2. Add the desired mailboxes to the selected Exchange Mailboxes groups.
To start registering mailboxes to Exchange Mailboxes groups, complete the following steps:
1. With the Exchange Mailboxes tab activated, click Scan Mailboxes in the Mailbox Registration
group on the ribbon. Then, click Scan in the Actions group and select Manual Scan from the
drop-down menu, or you can click the Scan link on the left Mailbox pane. A pop-up window
appears.
2. On the pop-up window, specify your Office 365 credentials. To scan all mailboxes in your
Exchange Online, make sure the Office 365 user ID you specified has the global administrator
role or Exchange administrator role.
•
Select an authentication profile – Select an authentication profile from the drop-down
list. For more information of authentication profile, refer to Managing an Office 365
Account.
•
Provide the credentials – Enter your Office 365 user ID and password in the
corresponding text boxes. You can select Save as an authentication profile to save the
entered information as an authentication profile.
•
Include the In-Place Archived Mailboxes – Select this checkbox to scan the In-Place
Archived mailboxes.
•
Include the Resource (Room and Equipment) Mailboxes – Select this checkbox to scan
the Resource (Room and Equipment) mailboxes.
3. Click Connect to connect to Exchange Online.
4. After connecting successfully, DocAve Online automatically starts to scan the mailboxes in
Exchange Online. All available mailboxes are displayed on the Mailbox pane after scanning. The
mailboxes that have been registered to your Exchange Mailboxes groups will not be displayed.
5. On the Mailbox pane, find your desired mailboxes, and then select the checkboxes next to the
mailboxes. You can also perform the following actions:
72
•
To select all mailboxes, select the Select All checkbox.
•
To search for the mailboxes, enter the keyword in the Input Keyword text box, then
click the magnifying glass ( ) button to search and locate the mailboxes whose Office
365 account contains the entered keyword.
DocAve Online
*Note: The search box supports wildcards (? and *). ? represents a character and *
represents multiple characters. For example, enter ?abc* to search the mailboxes
whose Office 365 account starts with an unknown character and has multiple unknown
characters after abc.
6. On the Exchange Mailboxes Group pane, select an Exchange Mailboxes group. You can also
perform the following actions:
•
To create a new Exchange Mailboxes group, click the plus sign (
) button on
the pane or New Group on the ribbon. Enter a group name in the text box and click the
checkmark ( ) button to save this new group.
•
To search for the mailboxes under the Exchange Mailboxes groups, enter the keyword in
the Input Keyword text box, then click the magnifying glass ( ) button to search and
locate the mailboxes whose Office 365 account contains the entered keyword.
*Note: The search box supports wildcard (? and *) to search for the mailboxes under the
Exchange Mailboxes groups. ? represents a character and * represents multiple
characters. For example, enter ?abc* to search the mailboxes whose Office 365 account
starts with an unknown character and has multiple unknown characters after abc.
•
To delete the Exchange Mailboxes groups, select the groups and then click Delete on
the ribbon or the delete (
) button to delete the selected groups. The mailboxes
added to the group will be moved to the Mailbox pane.
7. Click Add on the ribbon or Add>> between the two panes to add the selected mailboxes to the
selected Exchange Mailboxes group. The added mailboxes will not display in the left pane.
To remove the mailboxes from the group, select the group to include all mailboxes or expand
the group to select the specified mailboxes and then click Remove on the ribbon or <<Remove
to move the mailboxes from the group to the Mailbox pane.
8. Click Save to save changes and complete the process of registering mailboxes. To cancel your
changes, click Cancel.
Registering Mailboxes by Automatic Scan
Registering mailboxes to Exchange Mailboxes groups allows you to centrally manage and allocate your
Exchange Online mailboxes after scanning mailboxes automatically. The Auto Scan function allows you
to register the mailboxes that a configured Office 365 account can access and have not been added to
DocAve Online to a mapped Exchange Mailboxes group automatically.
*Note: Only the Power Users can register mailboxes by automatic scan.
*Note: The automatic scan will be run every 3 days, then the mailboxes newly added in Office 365 will
be added to the mapped Exchange Mailboxes group. If a backup plan selects the mapped Exchange
Mailboxes group as the source node, to include the newly added mailboxes in the so urce node before
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the next automatic scan time, you can manually register the newly added mailboxes to the Exchange
Mailboxes group.
To configure the auto scan settings, complete the following steps:
1. With Exchange Mailboxes activated, click Scan Mailboxes in the Mailbox Registration group on
the ribbon. Then, click Scan in the Actions group and select Auto Scan from the drop-down
menu. The Auto Scan Settings for Exchange Mailboxes interface appears.
2. Click Add an Auto Scan Mapping. The Connect to Exchange Online window appears.
3. Specify your Office 365 credentials by selecting an authentication profile or entering the
corresponding information. To scan all mailboxes in your Exchange Online, make sure the Office
365 user ID you specified has the global administrator role or Exchange administrator role.
•
Select an authentication profile – Select an authentication profile from the drop-down
list. For more information of authentication profile, refer to Managing an Office 365
Account.
•
Provide the credentials – Enter your Office 365 credentials. You can select Save as an
authentication profile to save the entered information as an authentication profile.
•
Include the In-Place Archived Mailboxes – Select this checkbox to scan the In-Place
Archived mailboxes.
•
Include the Resource (Room and Equipment) Mailboxes – Select this checkbox to scan
the Resource (Room and Equipment) mailboxes.
4. Click Connect to connect to Exchange Online.
5. After connecting successfully, select the Exchange Mailboxes group where you want to register
the mailboxes from the Mailbox Group drop-down list.
6. Click Validation Test to validate whether the Office 365 account can connect to Office 365.
7. To add another mapping, click Add an Auto Scan Mapping and repeat the steps above.
*Note: The same Office 365 account cannot be mapped to different groups.
To delete a mapping, click the Delete (
) button.
8. Click Save to save the configurations. To cancel your changes, click Cancel.
Registering a Single Mailbox
Registering a single mailbox to Exchange Mailboxes groups allows you to add your desired mailbox to
Exchange Mailboxes groups one by one fast and conveniently. To register a single mailbox to your
desired Exchange Mailboxes groups manually, complete the following steps:
1. With Exchange Mailboxes activated, click Add Single Mailbox in the Mailbox Registration group
on the ribbon.
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2. Enter the Mailbox address and Password in the left pane. Make sure the user you specified has
access to the specified mailbox.
3. In the Exchange Mailboxes Group pane, select an Exchange Mailboxes group. You can also
perform the following actions:
•
To create a new Exchange Mailboxes group, click the plus sign (
) button on
the pane or New Group on the ribbon. Enter a group name in the text box and click the
checkmark ( ) button to save this new group.
•
To search for the mailboxes under the Exchange Mailboxes groups, enter the keyword in
the Input Keyword text box, then click the magnifying glass ( ) button to search and
locate the mailboxes whose Office 365 account contains the entered keyword.
•
To delete Exchange Mailboxes groups, select the groups and then click Delete on the
ribbon or the delete (
) button to delete the selected groups. The mailboxes
added to the group will be moved to the Mailbox pane.
4. Click Add on the ribbon or Add>> between the two panes to add the specified mailbox to the
selected Exchange Mailboxes group. The added mailbox will not display in the left pane.
5. Click Save to save changes and complete the process of registering mailboxes. To cancel your
changes, click Cancel.
Reconnecting Mailboxes
If DocAve Online cannot connect to the mailboxes that have been registered to Exchange Mailboxes
group, then they will not be managed via DocAve Online. When this happens, you can reconnect the
mailboxes. Each time when loading the Exchange Mailboxes page, DocAve Online will automatically
check whether or not all registered mailboxes can be connected to. If it fails to connect to mailboxes, a
message will appear under the ribbon. To reconnect the mailboxes, complete the following:
1. Click Clear All to remove the unconnected mailboxes from the Exchange Mailboxes groups.
2. Reconnect the mailboxes.
a. With the Exchange Mailboxes tab activated, expand the Exchange Mailboxes group to
find the mailboxes whose Office 365 account is greyed out.
b. Click the reconnect (
) button next to the mailbox.
c. In the Connection pop-up window, specify your Office 365 user ID and password.
d. Click Connect to reconnect the mailbox.
If the password of your Office 365 account has been changed, select the mailboxes registered by this
Office 365 account and click Reconnect on the ribbon. On the Connection pop-up window, enter your
Office 365 user ID and the latest password, and then click Connect.
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Managing Exchange Mailboxes Groups
An Exchange Mailboxes group is a collection of registered Exchange Online mailboxes that allows you to
centrally manage and allocate your Exchange Online mailboxes. You can perform the following actions in
the Exchange Mailboxes page to manage your groups:
•
New Group – Create a new Exchange Mailboxes group.
•
Delete – Delete the selected Exchange Mailboxes groups.
Creating an Exchange Mailboxes Group
To create a new Exchange Mailboxes group, complete the following steps:
1. In the Exchange Mailboxes page, click New Group on the ribbon or the plus sign (
button on the Exchange Mailboxes Group pane.
)
2. Enter a group name in the text box.
3. Click the checkmark ( ) button to save this new group.
4. Repeat steps 1 to 3 to create new groups.
Deleting Exchange Mailboxes Groups
To delete an Exchange Mailboxes group, complete the following steps:
1. In the Exchange Mailboxes page, select the groups you want to delete on the Exchange
Mailboxes Group pane. To delete all groups, select the Select All checkbox.
2. Click Delete on the ribbon or the delete (
) button on the pane. A pop-up window
appears and asks you to confirm your operation.
3. Click Groups and Mailboxes to delete the selected groups and the corresponding mailboxes, or
click Mailboxes to only delete the mailboxes in the groups.
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Managing Office 365 Group Mailboxes
Use Office 365 Group Mailboxes (located in DocAve Online Control Panel) to register Office 365 group
mailboxes to DocAve Online in order for those mailboxes to be managed via DocAve Online.
You can also manage Office 365 Group Mailboxes groups. An Office 365 Group Mailboxes group is a
collection of registered Office 365 group mailboxes, which allows you to centrally manage and allocate
your Office 365 group mailboxes.
To access the Office 365 Group Mailboxes tab for DocAve Online, complete the following steps:
1. In Control Panel click Office 365 Group Mailboxes under the Office 365 Settings heading.
2. When finished with the Office 365 group mailboxes management, click Cancel on the ribbon to
close the Office 365 Group Mailboxes page.
Working with the Office 365 Group Mailboxes Tab
With the Office 365 Group Mailboxes tab activated, perform the actions on the ribbon according to
your requirements. The Scan Mailboxes button in the Mailbox Registration group is used to scan Office
365 group mailboxes to add to Office 365 Group Mailboxes group.
The buttons in the Actions group are mainly used to manage the Office 365 group mailboxes and Office
365 Group Mailboxes group.
•
Reconnect – When the mailboxes added in Office 365 Group Mailboxes group fail to
connect, reconnect them by specifying your Office 365 credentials.
•
New Group – Create a new Office 365 Group Mailboxes group.
•
Delete – Delete the selected Office 365 Group Mailboxes groups or mailboxes.
•
Add – Add the selected mailboxes on the left pane to the selected Office 365 Group
Mailboxes group on the right Office 365 Group Mailboxes Group pane.
•
Remove – Remove the mailboxes from the selected Office 365 Group Mailboxes group.
•
Scan – Scan the Office 365 group mailboxes manually or automatically.
Registering Mailboxes by Manual Scan
Registering mailboxes to Office 365 Group Mailboxes groups allows you to centrally manage and
allocate your Office 365 group mailboxes after scanning mailboxes manually. For best results, it is
recommended that you select a separate admin account for registering mailboxes. This will help
alleviate any potential performance issues when registering. To register mailboxes, you need to:
1. Scan the Office 365 group mailboxes manually.
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2. Add the desired mailboxes to the selected Office 365 Group Mailboxes groups.
To start registering mailboxes to Office 365 Group Mailboxes groups, complete the following steps:
1. With the Office 365 Group Mailboxes tab activated, click Scan Mailboxes in the Mailbox
Registration group on the ribbon. Then, click Scan in the Actions group and select Manual Scan
from the drop-down menu, or you can click the Scan link on the left Mailbox pane. A pop-up
window appears.
2. On the pop-up window, specify your Office 365 credentials. To scan all your Office 365 group
mailboxes, make sure the Office 365 user ID you specified has the global administrator role or
Exchange administrator role.
•
Select an authentication profile – Select an authentication profile from the drop-down
list. For more information of authentication profile, refer to Managing an Office 365
Account.
•
Provide the credentials – Enter your Office 365 user ID and password in the
corresponding text boxes. You can select Save as an authentication profile to save the
entered information as an authentication profile.
3. Click Connect to connect to Office 365 group.
4. After connecting successfully, DocAve Online automatically starts to scan the Office 365 group
mailboxes. All available mailboxes are displayed on the Mailbox pane after scanning. The
mailboxes that have been registered to your Office 365 Group Mailboxes groups will not be
displayed.
5. On the Mailbox pane, find your desired mailboxes, and then select the checkboxes next to the
mailboxes. You can also perform the following actions:
•
To select all mailboxes, select the Select All checkbox.
•
To search for the mailboxes, enter the keyword in the Input Keyword text box, then
click the magnifying glass ( ) button to search and locate the mailboxes whose Office
365 group e-mail address contains the entered keyword.
*Note: The search box supports wildcards (? and *). ? represents a character and *
represents multiple characters. For example, enter ?abc* to search the mailboxes
whose Office 365 group e-mail address starts with an unknown character and has
multiple unknown characters after abc.
6. On the Office 365 Group Mailboxes Group pane, select an Office 365 Group Mailboxes group.
You can also perform the following actions:
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•
To create a new Office 365 Group Mailboxes group, click the plus sign (
)
button on the pane or New Group on the ribbon. Enter a group name in the text box
and click the checkmark ( ) button to save this new group.
•
To search for the mailboxes under the Office 365 Group Mailboxes groups, enter the
keyword in the Input Keyword text box, then click the magnifying glass ( ) button to
search and locate the mailboxes whose Office 365 group e-mail address contains the
entered keyword.
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*Note: The search box supports wildcard (? and *) to search for the mailboxes under the
Office 365 Group Mailboxes groups. ? represents a character and * represents multiple
characters. For example, enter ?abc* to search the mailboxes whose Office 365 group email address starts with an unknown character and has multiple unknown characters
after abc.
•
To delete the Office 365 Group Mailboxes groups, select the groups and then click
Delete on the ribbon or the delete (
) button to delete the selected groups. The
mailboxes added to the group will be moved to the Mailbox pane.
7. Click Add on the ribbon or Add>> between the two panes to add the selected mailboxes to the
selected Office 365 Group Mailboxes group. The added mailboxes will not display in the left
pane.
To remove the mailboxes from the group, select the group to include all mailboxes or expand
the group to select the specified mailboxes and then click Remove on the ribbon or <<Remove
to move the mailboxes from the group to the Mailbox pane.
8. To Save to save changes and complete the process of registering mailboxes. To cancel your
changes, click Cancel.
Registering Mailboxes by Automatic Scan
Registering mailboxes to Office 365 Group Mailboxes groups allows you to centrally manage and
allocate your Office 365 group mailboxes after scanning mailboxes automatically. The Auto Scan
function allows you to register the mailboxes that a configured Office 365 account can access and have
not been added to DocAve Online to a mapped Office 365 Group Mailboxes group automatically.
*Note: Only the Power Users can register mailboxes by automatic scan.
*Note: The automatic scan will be run every 3 days, then the mailboxes newly adde d in Office 365 will
be added to the mapped Office 365 Group Mailboxes group. If a backup plan selects the mapped Office
365 Group Mailboxes group as the source node, to include the newly added mailboxes in the source
node before the next automatic scan time, you can manually register the newly added mailboxes to the
Office 365 Group Mailboxes group.
To configure the auto scan settings, complete the following steps:
1. With Office 365 Group Mailboxes activated, click Scan Mailboxes in the Mailbox Registration
group on the ribbon. Then, click Scan in the Actions group and select Auto Scan from the dropdown menu. The Auto Scan Settings for Office 365 Group Mailboxes interface appears.
2. Click Add an Auto Scan Mapping. The Connect to Office 365 Group window appears.
3. Specify your Office 365 credentials by selecting an authentication profile or entering the
corresponding information. To scan all Office 365 group mailboxes, make sure the Office 365
user ID you specified has the global administrator role or Exchange administrator role.
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•
Select an authentication profile – Select an authentication profile from the drop-down
list. For more information of authentication profile, refer to Managing an Office 365
Account.
•
Provide the credentials – Enter your Office 365 credentials. You can select Save as an
authentication profile to save the entered information as an authentication profile.
4. Click Connect to connect to Office 365 group.
5. After connecting successfully, select the Office 365 Group Mailboxes group where you want to
register the mailboxes from the Mailbox Group drop-down list.
6. Click Validation Test to validate whether the Office 365 account can connect to Office 365.
7. To add another mapping, click Add an Auto Scan Mapping and repeat the steps above.
*Note: The same Office 365 account cannot be mapped to different groups.
To delete a mapping, click the Delete (
) button.
8. Click Save to save the configurations. To cancel your changes, click Cancel.
Reconnecting Mailboxes
If DocAve Online cannot connect to the mailboxes that have been registered to Office 365 Group
Mailboxes group, then they will not be managed via DocAve Online. When this happens, you can
reconnect the mailboxes. Each time when loading the Office 365 Group Mailboxes page, DocAve Online
will automatically check whether or not all registered mailboxes can be connected to. If it fails to
connect to mailboxes, a message will appear under the ribbon. To reconnect the mailboxes, complete
the following:
1. Click Clear All to remove the unconnected mailboxes from the Office 365 Group Mailboxes
groups.
2. Reconnect the mailboxes.
a. With the Office 365 Group Mailboxes tab activated, expand the Office 365 Group
Mailboxes group to find the mailboxes whose Office 365 group e-mail address is greyed
out.
b. Click the reconnect (
) button next to the mailbox.
c. In the Connection pop-up window, specify your Office 365 user ID and password.
d. Click Connect to reconnect the mailbox.
If the password of your Office 365 account has been changed, select the mailboxes registered by this
Office 365 account and click Reconnect on the ribbon. On the Connection pop-up window, enter your
Office 365 user ID and the latest password, and then click Connect.
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Managing Office 365 Group Mailboxes Groups
An Office 365 Group Mailboxes group is a collection of registered Office 365 group mailboxes that allows
you to centrally manage and allocate your Office 365 group mailboxes. You can perform the following
actions in the Office 365 Group Mailboxes page to manage your groups:
•
New Group – Create a new Office 365 Group Mailboxes group.
•
Delete – Delete the selected Office 365 Group Mailboxes groups.
Creating an Office 365 Group Mailboxes Group
To create a new Office 365 Group Mailboxes group, complete the following steps:
1. In the Office 365 Group Mailboxes page, click New Group on the ribbon or the plus sign
(
) button on the Office 365 Group Mailboxes Group pane.
2. Enter a group name in the text box.
3. Click the checkmark ( ) button to save this new group.
4. Repeat steps 1 to 3 to create new groups.
Deleting Office 365 Group Mailboxes Groups
To delete an Office 365 Group Mailboxes group, complete the following steps:
1. In the Office 365 Group Mailboxes page, select the groups you want to delete on the Office 365
Group Mailboxes Group pane. To delete all groups, select the Select All checkbox.
2. Click Delete on the ribbon or the delete (
) button on the pane. A pop-up window
appears and asks you to confirm your operation.
3. Click Groups and Mailboxes to delete the selected groups and the corresponding mailboxes, or
click Mailboxes to only delete the mailboxes in the groups.
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Managing Office 365 Group Team Sites
Use Office 365 Group Team Sites to register Office 365 group team sites to DocAve Online and manage
the sites with DocAve Online modules. You can also manage groups for Office 365 group team sites. A
group for Office 365 group team sites is a collection of registered Office 365 group team sites that allows
you to centrally manage and allocate your Office 365 group team sites.
To access the Office 365 Group Team Sites tab for DocAve Online, complete the following steps:
1. In Control Panel, click Office 365 Group Team Sites under the Office 365 Settings heading.
2. When finished with the Office 365 group team sites management, click Cancel on the ribbon to
close the Office 365 Group Team Sites page.
*Note: The Global Administrator Account is the only admin account that can scan Office 365
group team sites in DocAve Online.
Working with the Office 365 Group Team Sites Tab
With the Office 365 Group Team Sites tab activated, perform the actions on the ribbon according to
your requirements. The Scan Mode button in the Office 365 Group Team Sites Registration Mode
group is used to scan Office 365 group team sites to add to the corresponding groups.
The buttons in the Office 365 Group Team Sites Management group are mainly used to manage the
Office 365 group team sites and the corresponding group.
•
Reconnect – When the Office 365 group team sites added in the group fail to connect,
reconnect them by specifying your Office 365 credentials.
•
New Group – Create a new group for Office 365 group team sites.
•
Delete – Delete the selected groups or Office 365 group team sites.
The following buttons in the Actions group are used mainly to manage Office 365 group team sites:
•
Add – Add the selected Office 365 group team sites on the left pane to the selected
group on the right Office 365 Group Team Sites Group pane.
•
Remove – Remove Office 365 group team sites from the selected group.
•
Scan – Scan the Office 365 group team sites manually.
Registering Office 365 Group Team Sites
Registering Office 365 group team sites to the corresponding groups allows you to centrally manage and
allocate your Office 365 group team sites after scanning Office 365 group team sites manually. To
register Office 365 group team sites, you need to:
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1. Scan Office 365 group team sites manually.
2. Add the desired Office 365 group team sites to the selected groups.
To start registering Office 365 group team sites to the corresponding groups, complete the following
steps:
1. With the Office 365 Group Team Sites tab activated, click Scan in the Actions group and select
Manual Scan from the drop-down menu, or you can click the Scan link on the left Office 365
Group Team Site pane. A pop-up window appears.
2. On the pop-up window, specify your Office 365 credentials by selecting an authentication profile
or entering the corresponding information. To scan all Office 365 group team sites in your
domain, make sure the Office 365 user ID you specified has the global administrator role.
•
Select an authentication profile – Select an authentication profile from the drop-down
list. For more information of authentication profile, refer to Managing an Office 365
Account.
•
Provide the credentials – Enter your Office 365 credentials. You can select the Our
organization uses a custom SharePoint Online admin center URL checkbox to
customize the SharePoint Online admin center URL. Select Save as an authentication
profile to save the entered information as an authentication profile.
3. Click Connect to connect to Office 365 group.
4. After connecting successfully, DocAve Online automatically starts to scan the Office 365 group
team sites. All available Office 365 group team sites are displayed on the Office 365 Group Team
Site pane after scanning. The Office 365 group team sites that have been registered to the
corresponding groups will not display.
5. On the Office 365 Group Team Site pane, find your desired Office 365 group team sites, and
then select the checkboxes next to the Office 365 group e-mail address. You can also perform
the following actions:
•
To select all Office 365 group team sites, select the Select All checkbox.
•
To search for the Office 365 group team sites, enter the keyword in the Input Keyword
text box, then click the magnifying glass ( ) button to search and locate the Office 365
group team sites whose Office 365 group e-mail address contains the entered keyword.
*Note: The search box supports wildcards (? and *). ? represents a character and *
represents multiple characters. For example, enter ?abc* to search the Office 365 group
team sites whose Office 365 group e-mail address starts with an unknown character and
has multiple unknown characters after abc.
6. In the Office 365 Group Team Sites Group pane, select a group. You can also perform the
following actions:
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DocAve Online
To create a new group for Office 365 group team sites, click the plus sign
(
) button on the pane or New Group on the ribbon. Enter a group name in
the text box and click the checkmark ( ) button to save this new group.
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•
To search for the Office 365 group team sites under the groups, enter the keyword in
the Input Keyword text box, then click the magnifying glass ( ) button to search and
locate the Office 365 group team sites whose Office 365 group e-mail address contains
the entered keyword.
*Note: The search box supports wildcard (? and *) to search for the Office 365 group
team sites under the groups. ? represents a character and * represents multiple
characters. For example, enter ?abc* to search the Office 365 group team sites whose
Office 365 group e-mail address starts with an unknown character and has multiple
unknown characters after abc.
•
To delete groups for Office 365 group team sites, select the groups and then click Delete
on the ribbon or the delete (
) button to delete the selected groups. The Office
365 group team sites added to the group will be moved to the Office 365 Group Team
Site pane.
7. Click Add on the ribbon or Add>> between the two panes to add the selected Office 365 group
team sites to the selected group. The added Office 365 group team sites will not display in the
left pane.
To remove the Office 365 group team sites from the group, select the group to include all Office
365 group team sites or expand the group to select the specified Office 365 group team sites
and then click Remove on the ribbon or <<Remove to move the Office 365 group team sites
from the group to the Office 365 Group Team Site pane.
8. Click Save to save changes and complete the process of registering Office 365 group team sites.
To cancel your changes, click Cancel.
Reconnecting Office 365 Group Team Sites
If DocAve Online cannot connect to the Office 365 group team sites that have been registered to the
group, then they will not be managed via DocAve Online. When this happens, you can reconnect the
Office 365 group team sites. Each time when loading the Office 365 Group Team Sites page, DocAve
Online will automatically check whether all registered Office 365 group team sites can be connected or
not. If it fails to connect some Office 365 group team sites, a message will appear under the ribbon. To
reconnect the Office 365 group team sites, complete the following:
1. Click Clear All to remove the unconnected Office 365 group team sites from the groups.
2. Reconnect the Office 365 group team sites.
a. With the Office 365 Group Team Sites tab activated, expand the group to find the Office
365 group team sites whose Office 365 group e-mail address is greyed out.
b. Click the reconnect (
) button next to the Office 365 group e-mail address.
c. In the Office 365 Group Team Site Connection pop-up window, specify your Office 365
user ID and password.
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*Note: The user specified here must have the global administrator role.
d. Click Connect to reconnect the Office 365 group team site.
If the password of your Office 365 account has been changed, select the Office 365 group team sites
registered by this Office 365 account and click Reconnect on the ribbon. On the Office 365 Group Team
Site Connection pop-up window, enter your Office 365 user ID and the latest password, and then click
Connect.
Managing Groups for Office 365 Group Team Sites
A group for Office 365 group team sites is a collection of registered Office 365 group team sites that
allows you to centrally manage and allocate your Office 365 group team sites. You can perform the
following actions in the Office 365 Group Team Sites page to manage your groups:
•
New Group – Create a new group for Office 365 group team sites.
•
Delete – Delete the selected groups.
Creating a Group for Office 365 Group Team Sites
To create a new group for Office 365 group team sites, complete the following steps:
1. In the Office 365 Group Team Sites page, click New Group on the ribbon or the plus sign
(
) button on the Office 365 Group Team Sites Group pane.
2. Enter a group name in the text box.
3. Click the checkmark ( ) button to save this new group.
4. Repeat steps from 1 to 3 to create new groups.
Deleting Groups for Office 365 Group Team Sites
To delete a group for Office 365 group team sites, complete the following steps:
1. In the Office 365 Group Team Sites page, select the groups you want to delete on the Office 365
Group Team Sites Group pane. To delete all groups, select the Select All checkbox.
) button on the pane. A pop-up window
2. Click Delete on the ribbon or the delete (
appears and asks you to confirm your operation.
3. Click Groups and Contents to delete the selected groups and the corresponding contents, or
click Contents Only to delete the contents only.
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Configuring Dynamic Object Registration Settings
After dynamic object registration settings are configured in AvePoint Online Services, configure the
dynamic object registration settings in DocAve Online so that conflict groups or conflict objects can be
synchronized from AvePoint Online Services to DocAve Online.
To configure the dynamic object registration settings, complete the steps below:
1. Navigate to Control Panel > Dynamic Object Registration Settings. The Dynamic Object
Registration Settings interface appears.
2. If a group (container) name in AvePoint Online Services conflicts with an existing group in
DocAve Online, the group, both in AvePoint Online Services and DocAve Online, is a conflict
group.
If an object name in AvePoint Online Services conflicts with an existing object in DocAve Online,
the object, both in AvePoint Online Services and DocAve Online, is a conflict object.
You have three options to resolve the conflict if there is a conflict group or conflict object: Skip,
Merge, and Replace.
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•
Skip – Objects already registered in DocAve Online will not be synchronized from
AvePoint Online Services, but other objects in AvePoint Online Services will be
synchronized to DocAve Online. For example, AvePoint Online Services group A has an
object 1 and object 2, DocAve Online group A has an object 1. After synchronizing from
AvePoint Online Services, group A and object 1 will not be changed in DocAve Online,
while object 2 will be added from AvePoint Online Services to DocAve Online group A.
•
Merge – The conflict groups or conflict objects in AvePoint Online Services will be
synchronized to DocAve Online. For the conflict groups, the newly added objects in the
conflict group in AvePoint Online Services will be synchronized to the conflict group in
DocAve Online. For the conflict objects, if the group where DocAve Online conflict
object exists is different from the group where AvePoint Online Services conflict object
exists, the DocAve Online conflict object will be moved to the group with the same
name as the group where AvePoint Online Services conflict object exists. For example,
AvePoint Online Services group A has an object 1, DocAve Online group B also has an
object 1. After synchronizing from AvePoint Online Services, group A will be
synchronized to DocAve Online, and object 1 will be moved from group B to group A in
DocAve Online. If the group where DocAve Online conflict object exists is with the same
name as the group where AvePoint Online Services conflict object exists, the DocAve
Online conflict object will have no changes. For example, AvePoint Online Services group
A has an object 1, DocAve Online group A also has an object 1. Object 1 in DocAve
Online will not be changed. Merge is selected by default.
•
Replace – The conflict groups or conflict objects in AvePoint Online Services will be
synchronized to DocAve Online. For the conflict groups, the newly added objects in the
conflict group in AvePoint Online Services will be synchronized to the conflict group in
DocAve Online. For the conflict objects, if the group where DocAve Online conflict
object exists is different from the group where AvePoint Online Services conflict object
DocAve Online
exists, the DocAve Online conflict object will be moved to the group with the same
name as the group where AvePoint Online Services conflict object exists. For example,
AvePoint Online Services group A has an object 1, DocAve Online group B also has an
object 1. After synchronizing from AvePoint Online Services, group A will be
synchronized to DocAve Online, and object 1 will be moved from group B to group A in
DocAve Online. If the group where DocAve Online conflict object exists is with the same
name as the group where AvePoint Online Services conflict object exists, the DocAve
Online conflict object will have no changes. For example, AvePoint Online Services group
A has an object 1, DocAve Online group A also has an object 1. Object 1 in DocAve
Online will not be changed. If the conflict group or conflict object is deleted in Dynamic
Object Registration in AvePoint Online Services, the corresponding conflict group or
conflict object will be removed from DocAve Online synchronously. If Yes is selected for
the Enable this profile to automatically remove objects that were deleted in Office
365? option in a dynamic object registration profile in AvePoint Online Services, after
the conflict objects are removed automatically from AvePoint Online Services, the
conflict objects will be removed from DocAve Online synchronously. For example, if
object 1 in AvePoint Online Services is deleted, the object 1 in DocAve Online will be
removed synchronously.
3. Click Save to save your settings. To cancel your changes, click Cancel.
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Exchange Online Backup and Restore
Exchange Online Backup and Restore ensures resiliency of service in the event of a disaster and quickly
recovers lost or corrupted content from the backup. It offers full and incremental backup capabilities for
Exchange Online content and Office 365 groups’ calendars and conversations, enabling the user to build
backup plans and schedules that focus on frequent backup of high priority data, thereby improving
backup operations and storage efficiency. For the data types supported by Exchange Online Backup and
Restore, refer to Appendix A: Data Types Supported by Exchange Online Backup and Restore .
Launching Exchange Online Backup and Restore
To launch Exchange Online Backup and Restore and access its functionality, complete the following
steps:
1. Log into AvePoint Online Services and navigate to DocAve Online. If you are already in the
software, click the DocAve tab. The DocAve tab displays all modules on the left side of the
window.
2. From the DocAve tab, click Data Protection to view the backup modules.
3. Click Exchange Online Backup & Restore to launch this module.
User Interface Overview
The Exchange Online Backup and Restore user interface launches with the Backup tab active. This tab
displays your registered mailboxes and allows for quick access to a list of Exchange Online Backup and
Restore features.
•
The My Registered Mailboxes node in the left panel contains all registered Exchange
Online mailboxes and Office 365 group mailboxes. Use this panel to select the content
that you want to perform actions on. Selecting content often reveals new tabs and
functionality on the ribbon. To register Exchange Online mailbox or Office 365 group
mailbox, refer to Managing Exchange Mailboxes and Managing Office 365 Group
Mailboxes.
•
The ribbon shows the available actions and wizards for the selected nodes. This content
is dynamic; it will often change depending on what is selected in the My Registered
Mailboxes node.
•
The right workspace shows all form-based content that is used during the configuration
of actions performed in DocAve products.
Configuring Devices and Setting up Storage Policies
In order to perform a backup job using Exchange Online Backup and Restore, it is necessary to first
configure one or more physical devices and then set up a storage policy.
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When performing a backup job, Exchange Online Backup and Restore can write to FTP, SFTP, NetApp
AltaVault, TSM, Microsoft Azure Blob Storage, Amazon S3, Compatible Amazon S3, Rackspace Cloud File,
Dropbox, Box, and OneDrive devices.
*Note: DocAve Online supports specifying a folder in FTP/SFTP/NetApp AltaVault to store the data
through configuring the folder structure. This field is optional. In the Root Folder text box, enter the
desired folder structure in FTP/SFTP/NetApp AltaVault where you would like to store the data (if the
specified folder structure does not exist in FTP/SFTP/NetApp AltaVault, the folder structure will be
created automatically). The data will be stored according to the specified folder structure. If you do not
configure this field, the data will be stored in the FTP/SFTP/NetApp AltaVault root folder.
In addition, DocAve Online has the ability to treat multiple storage devices as a single logical unit when
saving backup data. This feature is especially useful for very large backup plans, as many small drives can
be combined. A logical drive must be defined before creating a backup plan.
For instructions on defining devices and setting up storage policies, refer to the Control Panel Reference
Guide.
Performing an Exchange Online Backup
There are several ways to configure and perform an Exchange Online backup. Once you select the
content you want, you can run backups using the following methods:
•
Using Ad Hoc Backup
•
Using the Plan Builder
Overview of Backup Types
When configuring a backup plan using the Using the Plan Builder or Predefined Schemes, there are two
backup types you can specify to perform a backup job: Full or Incremental.
The Full option backs up all of the selected data each time a backup is performed. This option requires
the most storage space because, depending upon the size of your mailboxes, each backup file can be
substantial in size. Unlike incremental backups, all full backup files are independent of one another and
do not have any dependencies on other backup data files. However, because each of the backups is
comprehensive, full backup jobs take the longest to complete of the two available options.
The Incremental option backs up only the content that has been updated since the last backup,
drastically reducing the size of the backup file created. The most common option, this backup requires
less storage than a full backup. Incremental backups reduce execution time, thereby allowing for shorter
backup windows. It is important to note, however, that in order to recover all of the most recent
Exchange data from an incremental backup, all of the backup files must be available. Consider each
incremental backup file as a piece of all backed-up mailboxes. If one of these files is not available, the
full mailbox data cannot be restored.
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For example, the following four cylinders represent four backups and they are performed in this order–
Full Backup, Incremental Backup, Incremental Backup, Incremental Backup:
Figure 1: One Full backup followed by three Incremental backups.
1. The first Incremental Backup backs up the newly added data in the blue period.
2. The second Incremental Backup backs up the newly added data in the green period.
3. The third Incremental Backup backs up the newly added data in the orange period.
Selecting Content to Back Up
There are two options you can use when selecting content to back up: Search and Browse.
Refer to the sections below for instructions on selecting content by search or by browse.
Selecting Content by Search
For a large environment, use the search function to quickly locate the target content. To use the search
function, complete the following steps:
1. With the Backup tab activated, locate the Source panel on the left.
2. In the search field at the top of the Source panel, enter the keywords of folder name, item
name, or address of Exchange mailbox or Office 365 group mailbox.
3. Click the magnifying glass ( ) button to start the search or wait a moment for it to start
automatically. When the search is running, you can click the stop ( ) button to stop the search,
if needed.
4. Select the relevant objects that you want to back up by clicking the checkboxes to the left of the
objects.
5. After selecting content, choose to perform either a backup using the Using Ad Hoc Backup or a
backup using the Using the Plan Builder.
Selecting Content by Browse
To browse through the SharePoint farm objects, complete the following steps:
1. With Backup activated, click the My Registered Mailboxes node which contains the relevant
registered mailboxes.
2. Select an Exchange Mailboxes group or an Office 365 Group Mailbox group on the tree to build a
plan to back up all of the mailboxes included in this group and the mailboxes added to this group
in the future, or you can expand the mailbox group and then select the checkboxes next to the
relevant objects you want to back up.
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After expanding an Office 365 Group Mailbox on the tree, a list of nodes are available to be
selected for backup. However, only the Calendar node and the Inbox node contain the calendar
data and the e-mails of Office 365 group; the others will not be included for backup, even if they
are selected on the tree. You can continue expanding the Calendar node and the Inbox node
down to the Items level to select the specific items that you want to backup. The Folders nodes
in both of the Calendar node and the Inbox node are not selectable or expandable.
*Note: You can select objects throughout the mailboxes, but you cannot select the mailbox
group and the mailboxes in the other groups at the same time or select the mailbox groups of
Exchange Online Mailbox group and Office 365 Group Mailbox group at the same time.
*Note: If you build a backup plan to back up the Exchange Online Mailbox groups or Office 365
Group Mailbox groups, the backup job using this plan can back up all of the mailboxes in the
group including the mailboxes that are added to the selected groups after the plan is created.
*Note: The Exchange Backup plan built for backing up mailbox group cannot be shared with
Standard Users, meanwhile, the plan that has already been shared to Standard Users cannot be
changed to back up the mailbox group. If you want to update the plan shared with Standard
Users to back up the mailbox group, go to the Account Manager to remove the sharing at first.
3. After selecting content, choose to perform either a backup using the Using Ad Hoc Backup or a
backup using the Using the Plan Builder. See the appropriate section below.
Understanding Ad Hoc Backup
An Ad Hoc Backup job backs up the selected content immediately (without setting up a schedule) using
the default settings, which needs to be configured prior to running the backup.
*Note: An Ad Hoc Backup job is a back-end process, meaning that the job runs in the background. The
user can continue to navigate through the user interface without having to first terminate the running
job.
To use Ad Hoc Backup, you must first define the default settings, as described below.
Configuring Default Settings
To use Ad Hoc Backup, it is necessary to first configure the default settings. To configure default backup
settings, complete the following steps:
1. After Selecting Content to Back Up, click Ad Hoc Backup on the ribbon.
2. Select Default Settings from the drop-down list. The Default Settings page appears.
3. Storage Policy – Select a storage policy for the backup data, or create a new storage policy. A
storage policy is used to configure a set of rules for storing backed up data. It also supports the
function of pruning the backup data, and deleting or moving the pruned backup data.
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For more information on working with storage policies, refer to the Control Panel Reference
Guide.
4. Filter Policy – Select a filter policy or create a new one to limit the scope of the backup job. A
filter policy sets up filter rules to control what objects will be backed up. For more information
on working with filter policies, refer to the Control Panel Reference Guide.
5. Data Compression – Select an optional data compression setting. Select the Compression
checkbox to enable data compression, and then choose a compression level using the slider. A
low compression level results in a faster compression rate but a larger data set, while a high
compression level results in a slower compression rate but a smaller, better quality data set.
Compressing data causes slower backup and additional recovery time.
6. Data Encryption – Select the Encryption checkbox (optional) to enable data encryption. Select a
security profile or create a new one to specify the encryption method for the encryption. For
more information on working with security profiles, refer to the Control Panel Reference Guide.
Encrypting data causes slower backup and additional recovery time.
7. Notification – Select an e-mail notification profile for sending the notification report. For more
information on working with notification policies, refer to the Control Panel Reference Guide.
Using Ad Hoc Backup
In order to perform an Ad Hoc Backup job, you must first configure the Configuring Default Settings.
To initiate an Ad Hoc Backup job, complete the following steps:
1. After Selecting Content to Back Up and Configuring Default Settings, click Ad Hoc Backup on the
ribbon.
2. Select Ad Hoc Backup from the drop-down list. The Ad Hoc Backup tab appears.
3. DocAve automatically loads your Configuring Default Settings into the Ad Hoc Backup page. Edit
these settings as needed.
4. Click Run Now at the bottom of the window to start the backup job. View the job details in Job
Monitor.
Using the Plan Builder
Configuring Plan Builder settings is very similar to configuring the default settings for an Ad Hoc Backup.
Use Plan Builder when you want to schedule a backup and define the type of backup (Full or
Incremental) or when you want to use the Predefined Schemes feature.
*Note: A backup run with Plan Builder is a back-end process, meaning that the job runs in the
background. The user can continue to navigate through the user interface without having to first cancel
the running job.
To use the Plan Builder, complete the following steps:
1. After Selecting Content to Back Up, click Plan Builder from the Backup tab.
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2. From the drop-down menu, select Form Mode from the drop-down list to configure a backup
plan. The Form Mode interface appears.
*Note: A red asterisk (*) marked next to a field in the DocAve GUI indicates a mandatory field.
3. Plan Name – Enter a plan name and optional description, if desired.
4. Storage Policy – Select a storage policy for the backup data, or create a new storage policy. A
storage policy is used to configure a set of rules for storing backed up data. It also supports the
function of pruning the backup data, and deleting or moving the pruned backup data.
For more information on working with storage policies, refer to the Control Panel Reference
Guide.
5. Schedule Selection – Select a scheduling option.
*Note: This field determines the type of backup (Full or Incremental) that will be run.
•
No Schedule – Select this option to configure the job to not run on a schedule (the job
must be manually initiated).
•
Select a predefined scheme – Select this option to run the backup on a Predefined
Schemes.
•
Configure the schedule myself – Select this option to configure a customized schedule,
and run the backup job by schedule. Click Add Schedule to set up a schedule. The Add
Schedule window appears. In the Options section, select a backup type from the dropdown list. For more information, see Overview of Backup Types.
o
Full Backup – A full backup of the selected source.
o
Incremental Backup – A partial backup; backs up only the content that has been
updated since the last backup, whether it’s Full or Incremental.
After configuring the schedule, click OK to save and return to the previous page. Click
the Calendar View to view the scheduled plans by day, week, or month.
*Note: Frequent consecutive full backups have a tendency to repeatedly back up the
same data, which fills disk space quickly. For best results when conducting high
frequency backups, it is recommended to use incremental backups. Incremental
backups save time and storage space by backing up only the differences between
incremental backups or an incremental backup and a full backup, instead of backing up
the entire source location.
6. Filter Policy – Select a filter policy or create a new one to limit the scope of the backup job. A
filter policy sets up filter rules to control what objects will be backed up. For more information
on working with filter policies, refer to the Control Panel Reference Guide.
7. Advanced – Configure the following additional options:
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Data Compression – Select an optional data compression setting. Select the
Compression checkbox to enable data compression, and then choose a compression
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level using the slider. A low compression level results in a faster compression rate but a
larger data set, while a high compression level results in a slower compression rate but a
smaller, better quality data set. Compressing data causes slower backup and additional
recovery time.
•
Data Encryption – Select the Encryption checkbox (optional) to enable data encryption.
Select a security profile or create a new one to specify the encryption method for the
encryption. For more information on working with security profiles, refer to the Control
Panel Reference Guide. Encrypting data causes slower backup and additional recovery
time.
•
Notification – Select an e-mail notification profile for sending e-mails. For more
information on working with notification policies, refer to the Control Panel Reference
Guide.
8. Click Save or Save and Run Now on the lower-right section of the screen. The backup plan is
now listed in Plan Manager.
If you select Save and Run Now, the Run Now pop-up window appears. Select a backup option
from the Option drop-down list and then click OK to start the backup job.
Performing an Exchange Online Restore
An Exchange Online restore can be performed only on data backed up using DocAve Online’s Exchange
Backup and Restore. To configure a restore, choose a restore method first to quickly search and select
the backed-up data, and then select a restore type to choose the location for restoring the selected data
and complete the other general settings. For selecting the backed-up data to restore, refer to Selecting
Backed-Up Data to Restore.
The selected backed-up data can be restored to its original location or another location in Exchange
Online, or a storage location.
*Note: Exchange Online Restore does not support out of place restoring Office 365 Group Mailbox
content or restoring the backup data to a storage location.
•
In place restore – Restores the backed up data to its original location.
•
Out of place restore – Restores the backed up data to another location in Exchange
Mailbox. Note that the Out of place restore in Exchange Online Backup and Restore only
supports merging the backed up mailbox to the mailbox of another account, instead of
replacing the destination mailbox. The Object-based restore method does not support
out of place restoring the backup data.
*Note: If you want to out of place restore the backup data of Public Folder Mailboxes to
another tenant, the service account you used to register this Public Folder Mailbox must
have the Publishing Editor permission level to the root folder of the Public Folder and
the Apply changes to this public folder and all its subfolders option must be selected;
otherwise, you must ensure the same folder structure exists in the destination.
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•
Restore to storage policy – Restores the backed up data to a storage location.
Selecting Backed-Up Data to Restore
Two restore methods are provided to select the backed-up data for restoring: Time-based Restore and
Object-based Restore. Use a Time-based Restore to select a backup job on the calendar, and then select
objects to restore the backed-up data. Use an Object-based Restore to restore the backed-up data by
selecting the specific object and selecting which backup job to restore it from. Refer to the sections
below for details.
Time-based Restore
The Time-based Restore is designed to find the backed-up jobs first, and then select the objects to
restore the backed-up data. Complete the following steps to configure a Time-based Restore:
1. To start a restore, you can open the Restore tab, click Restore on the ribbon, and then select
Time-based Restore from the drop-down list, or you can click Start with Time-based Restore in
the workspace. The Job Selection page appears in the Restore Wizard tab.
2. Job Selection – The backup jobs that have been completed within the last 7 days are available in
the calendar. Click Day, Week, or Month in the top-right corner of the calendar to change the
view to see all available jobs. Click the left and right arrows beside the date on the top-left of
the calendar to move forward or backward. Select a backup job which contains the content that
you want to restore.
You can also configure settings in the Filter By field to limit the scope of the displayed backup
job. The logical relationship between the following filter rules is AND.
•
Plan Filter – Filter backup jobs by plan name. By default, all plans are selected.
•
Job Filter – Filter backup job by job type. Select the backup type in the Job Filter dropdown list. If you check the Include jobs with only partial backup data checkbox, any
backup jobs that are stopped prior to completion are included in the backup. By default,
All Types is selected.
•
Time Range – Filter backup data by job completed time range. The All jobs selection lists
all backup jobs whenever the job completed, while Job completed within filters the
backup jobs which are completed in the specified time range. By default, Jobs
completed within Last 7 Days is selected.
After you finish configuring the Filter By drop-down lists, click the Filter (
) button. All
the backup jobs that meet the filter rules are listed in the calendar. Click Reset to cancel the
filter settings.
When you are finished, click Next. The Data Selection page appears.
3. Data Selection – Select backed-up data to restore. You can browse through the backed-up data
by clicking on objects to expand the data tree. There is a checkbox corresponding to each level
on the data tree, which is deselected by default.
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*Note: If an incremental backup job is selected on the Job Selection page, the Only show
incremental data option will appear above the backup data tree. By default, this option is
deselected, and all data backed up in the selected incremental backup job and previous jobs of
the same backup cycle is shown. Select the Only show incremental data option to show the
data backed up in the selected incremental backup job only.
•
Click the Items node and the Item Browser for Items window appears. The items are
displayed with the related properties, including file name, sender, recipients, send time,
with attachment, and category. Click the checkbox before each item to select the item,
and then click OK to save your configurations.
•
You can use the Advanced Search function to filter out specific objects or data within
each Exchange level. Click Advanced Search on the ribbon to use this function. For more
information, refer to Appendix B: Advanced Search.
4. When finished, click Next. The Restore Type page appears. To continue with the restore, refer
to:
•
Performing an in Place Restore
•
Performing an Out of Place Restore
•
Restoring to a Storage Location
Object-based Restore
The Object-based Restore is designed to locate the objects first, and then select a backup job of that
object to restore the backup data. Complete the following steps to configure an Object-based Restore:
1. To start a restore, you can open the Restore tab, click Restore on the ribbon, and then select
Object-based Restore from the drop-down list, or you can click Start with Object-based Restore
in the workspace. The Object Search page appears in the Restore Wizard tab.
2. Object Search – Complete the following configurations:
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•
Restore Object Level – Exchange Online Object-based Restore only support restoring
the objects at mail level.
•
Search Rules – Configure the rules for searching for objects by their properties. Select a
property and a condition, and then enter the required information in the text box. The
Matches condition supports the following wildcards: * and ?. Click Add to add a search
rule. You can edit the logic relationship of the search rules by clicking And or Or.
•
Include Jobs with Partial Backup Data – Choose whether or not to include the finished
with exception, stopped, and failed jobs. Note that the data may be incomplete in these
jobs.
•
Backup Time Range – Select the backup time range to limit the search scope in the Time
range drop-down list. You can select the backup jobs performed in the Last 7 Days, Last
Week, This Month, Last Month, or a custom time range.
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When finished, click Next. The Data Selection page appears.
3. Data Selection – Select the data to restore. You can click Locate the object in this scope next to
a mailbox to quickly locate the objects in this mailbox, or you can click Locate All on the ribbon
to locate all of the objects that meet the search rules in the selected scope.
To view the search result of the Locate job, select this job in Job Monitor and click Search Result
on the ribbon. Click Items on the data tree, select the objects you want to restore and click Job
Selection to select a backup job for that object to restore.
When finished, click Next. The Restore Type page appears. To continue with the restore, refer
to:
•
Performing an in Place Restore
•
Restoring to a Storage Location
Performing an in Place Restore
To use an in place restore to restore granularly back-up data to its original location in Exchange Mailbox
or Office 365 Group, complete the following steps:
1. Restore Type – After configuring the restore as described in the previous Time-based Restore or
Object-based Restore sections, select the In place restore option in this case.
Click Next. The Restore Settings page appears.
2. Restore Settings – Configure the following settings for the restore:
•
•
Conflict Resolution – Define a conflict resolution behavior. If the Exchange object name
in the source node is the same name as an existing object in the target node, a conflict
happens.
o
Container level conflict resolution – Set a conflict resolution on the folder level.
Skip ignores the source container that has the same name as the target one.
o
Content level conflict resolution – Set a conflict resolution on the item level.
▪
Skip ignores the source item that has the same item name as the
destination item.
▪
Overwrite copies the source item to the target by overwriting the target
item with same item name.
Notification – Select an e-mail notification profile for sending e-mails. For more
information on working with notification policies, refer to the Control Panel Reference
Guide.
Click Next when you are finished. The Schedule page appears.
3. Schedule – Configure the schedule to set the time to restore the content:
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•
Schedule Selection – Choose Restore immediately after the wizard finishes to run the
restore job immediately, or choose Configure the schedule myself to configure a
customized schedule.
•
Description – Optionally enter a description of the restore job in the text box.
Click Next to advance to the Overview page.
4. Overview – Review and edit the plan selections. To make changes, click Edit to the right of a
heading row to go to the corresponding setting page, allowing you to edit the configuration.
5. Click Finish when you are done. The restore job will start according to your schedule settings.
Performing an Out of Place Restore
To use an out of place restore to restore the backed-up data to another location in Exchange Mailbox
other than the original location, follow the steps below:
1. Restore Type – After configuring the restore as described in the previous Time-based Restore
sections, configure the following settings:
•
Restore Type – Choose the location where you want to restore your data. Select the Out
of place restore option in this case.
•
Destination – Select the destination container by clicking the My Registered Mailboxes
to expand the destination data tree, then select the node where you want to restore the
source data.
Click Next. The Restore Settings page appears.
2. Restore Settings – Configure the following settings for the restore:
•
•
Conflict Resolution – Define a conflict resolution behavior. If the Exchange object name
in the source node is the same name as an existing object in the target node, a conflict
happens.
o
Container level conflict resolution – Set a conflict resolution on the folder level.
Skip ignores the source container that has the same name as the target one.
o
Content level conflict resolution – Set a conflict resolution on the item level.
▪
Skip ignores the source item that has the same item name as the
destination item.
▪
Overwrite copies the source item to the target by overwriting the target
item with same item name.
Notification – Select an e-mail notification profile for sending e-mails. For more
information on working with notification policies, refer to the Control Panel Reference
Guide.
Click Next when you are finished. The Schedule page appears.
3. Schedule – Configure the schedule to set the time to restore the content:
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•
Schedule Selection – Choose Restore immediately after the wizard finishes to run the
restore job immediately, or choose Configure the schedule myself to configure a
customized schedule.
•
Description – Optionally enter a description of the restore job in the text box.
Click Next to advance to the Overview page.
4. Overview – Review and edit the plan selections. To make changes, click Edit to the right of a
heading row to go to the corresponding setting page, allowing you to edit the configuration.
5. Click Finish when you are done. The restore job will start according to your schedule settings.
Restoring to a Storage Location
To restore the backed-up mailbox data to a storage location, complete the following steps:
1. Restore Type – After configuring the restore as described in the previous Time-based Restore or
Object-based Restore sections, configure the following settings:
•
Restore Type – Choose the location where you want to restore your data. Select
Restore to storage policy option in this case.
•
File Type – Select PST File as the file type from the drop-down list.
•
Destination – Select a previously configured storage policy from the Storage policy
drop-down list or click New Storage Policy to create a new one. For details, refer to the
Control Panel Reference Guide.
•
PST File Setting – Click Advanced. The PST File Setting appears. If the mailboxes in the
selected data contain large numbers of e-mails, you can choose to generate multiple
PST files for one mailbox. Select the Generate multiple PST files for one mailbox
checkbox, and then define how many folders each PST file will contain by entering a
positive integer in the text box.
Click Next. The Restore Settings page appears.
2. Restore Settings – Configure the notification settings for the restore. Select an e-mail
notification profile for sending e-mails. For more information on working with notification
policies, refer to the Control Panel Reference Guide.
Click Next when you are finished. The Schedule page appears.
3. Schedule – Configure the schedule to set the time to restore the content:
•
Schedule Selection – Choose Restore immediately after the wizard finishes to run the
restore job immediately, or choose Configure the schedule myself to configure a
customized schedule.
•
Description – Optionally enter a description of the restore job in the text box.
Click Next to advance to the Overview page.
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4. Overview – Review and edit the plan selections. To make changes, click Edit to the right of a
heading row to go to the corresponding setting page, allowing you to edit the configuration.
Click Finish when you are done. The restore job will start according to your schedule settings.
Checking a Job Status
Exchange Online Backup and Restore contains a Job Monitor button that allows users to view the status
of plans within the module. This feature is useful for monitoring jobs or troubleshooting for errors . Refer
to the Job Monitor Reference Guide for more information.
Additional Optional Configurations
Refer to the sections below regarding additional optional configurations in Exchange Online Backup and
Restore.
Predefined Schemes
In order to run the backup job on a schedule, you must first configure a predefined scheme. In the
Predefined Scheme page you can view the default Weekly Scheme and the Monthly Scheme. Use these
two default schemes or create a new scheme as required. To set up a new predefined scheme, complete
the following steps:
1. With Backup activated, click Predefined Scheme on the ribbon. The Predefined Scheme page
appears.
2. Click Create in the Manage group on the ribbon.
3. Name – Enter a name into the Predefined Scheme text box, and add an optional description.
4. Schedule Settings – Click Add Schedule to set up a schedule. The Add Schedule tab appears.
5. Options – Select a backup type from the drop-down list. For more information, refer to the
Overview of Backup Types section.
•
Full Backup – A full backup of the selected source.
•
Incremental Backup – A partial backup; backs up only the data that has been added
since the last backup (whether it’s Full or Incremental).
*Note: Frequent consecutive full backups have a tendency to repeatedly back up the same data,
which fills disk space quickly. For best results when conducting high frequency backups, it is
recommended that you use incremental backups. Incremental backups save time and storage
space by backing up only the differences between incremental backups or an incremental
backup and a full backup, instead of backing up the entire source location.
6. Type – Select the interval at which the backup occurs: By day, By week, or By month.
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7. Schedule Settings – Set up the frequency for the scheduled backup job. If you select the type as
By week, or By month, you will have the option to check the Advanced checkbox to configure
more settings for the frequency. For more information, see the Advanced Predefined Scheme
Settings section below.
8. Range of Recurrence – Choose one of the following options to specify when to start and stop
running the recurring schedule.
•
No end date – The job is run on schedule all the time.
•
End after … occurrences – The job stops running after running the specified times.
•
End On – The job ends by the date you specify.
Advanced Predefined Scheme Settings
The following advanced settings are available for configuring a predefined scheme:
By Week
Run every … week(s); On … – Specify the days of the week to run the plan on, and after how many
weeks to recur.
By Month
•
On day … of … – Select the day and the month to run the backup job. For example,
specify this option as On day 3 of January, and the backup is run on 3rd January.
•
Day … of every …months – Select the day and the month interval to run the backup job.
For example, specify this option as Day 3 of every 2 months, and the backup is run on
the 3rd day of every two months.
•
The … … of every … months – Select the time and the interval for the backup job. For
example, set this option as The First Monday of every 3 months, and the backup is run
on the first Monday every 3 months.
•
The … … of … – Select the day and the month for the backup job. For example, set this
option as The First Monday of January, and the backup is run on the first Monday of
January.
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Identity Manager
Identity Manager helps Azure Active Directory admins to simplify methods of managing users and
groups. To access the Identity Manager module, you must create Office 365 service account profiles in
AvePoint Online Services. For more information about creating the service account profiles, refer to the
Creating a Service Account Profile section in the AvePoint Online Services User Guide.
If you have purchased user seats for DocAve Online Identity Manager, you can access all of the following
features:
•
If you want to create a new user in Office 365, refer to Creating a New User for more
information.
•
If you want to create Office 365 users in batch, refer to Creating Users in Batch for more
information.
•
If you want to create a new group in Office 365, refer to Creating a New Group for more
information.
•
If you want to create Office 365 groups in batch, refer to Creating Groups in Batch for
more information.
•
If you want to configure Policy Enforcer profiles to control users and user activities in
Office 365, refer to Configuring a Policy Enforcer Profile for more information.
•
If you want to manage users that are already exist in Office 365, refer to Managing
Existing Users for more information.
•
If you want to manage groups that already exist in Office 365, refer to Managing Existing
Groups for more information.
The features for managing users and groups support auditing user activities, and you can view the
activity history in DocAve Reports > DocAve Auditor.
The permission levels of Identity Manager features are manageable in Control Panel > Account
Manager > Permission Level. For more information on managing permission levels, refer to Managing
Permission Levels.
*Note: If you have not granted permission of a specific Active Directory to standard users, the Active
Directory will be unavailable when the standard users log into Identity Manager.
Launching Identity Manager
To launch Identity Manager to manage users and groups, complete the steps below:
1. Log into AvePoint Online Services and navigate to DocAve Online. If you are already in the
software, click the DocAve tab. The DocAve tab displays all modules on the left side of the
window.
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2. From the DocAve tab, click Identity Manager. The right pane of the window displays the
managed Active Directories that are retrieved from the Azure Active Directory app profiles
created in AvePoint Online Services. Select a managed Active Directory to launch this module.
*Note: You can click Getting started with Identity Manager to view what you must configure before
using Identity Manager.
User Interface Overview
The Identity Manager user interface launches with the Management tab active. This tab displays the
process of managing users and groups in the Identity Manager.
•
The ribbons shows the available actions for managing users and groups, and some
actions are only available when you select users or groups to manage.
•
The workspace shows a process overview of managing users and groups, and displays a
list where you add and manage the searched users and groups.
*Note: If you want to quickly start managing users and groups in the Identity Manager, click Quick Start
on the ribbon to view the Identity Manager quick start guide in a new page.
Creating a New User
To create a new user account to sign in and access Office 365, complete the steps below:
1. Click Create under the Management tab, and select Create User.
2. Configure the following settings for this user:
•
Name – Enter the name information. The Display Name and the Username are required
for a user.
•
Temporary User – A temporary user will be deleted when it is expired. If you want to
make this user as a temporary user, select the Make user expire in … checkbox and
define the user will be expired in how many days, weeks, or months.
•
User Properties – There are two methods for setting the following user properties:
•
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o
Manually select – By default, this method is selected.
o
Copy properties from a selected user – If you want to copy properties from an
existing user, select this method and enter a user to start loading the user. After
the user is loaded in the drop-down list, select the user, and then the following
properties will be automatically filled as the selected user properties.
Roles – Choose whether or not to assign administrator access to this user. By default,
the Yes option is selected, and you can select a role from Global Administrator, Service
Administrator, User Management Administrator, Password Administrator, and Billing
Administrator to assign to this user. If you do not want to assign administrator access to
this user, select No.
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•
Usage Location – Select a usage location for this user.
•
Notification – There are two notification settings:
o
Send results in e-mail – If you want to send the job report of creating this user
in e-mails, select the Send results in e-mail checkbox and select an e-mail
notification profile for sending e-mails. For more information on working with
notification policies, refer to the Control Panel Reference Guide.
o
Make this user change their password when they first sign in – If you want this
user to change the password when they sign in for the first time, select the
Make this user change their password when they first sign in checkbox.
•
Contact Information – The contact information contains: Job title, Department, Office,
Fax Number, Office phone, Mobile phone, Street address, City, State or province, ZIP
or Postal code, and Country or region.
•
Licenses – The amounts of available licenses are displayed. Select licenses to assign to
this user. If necessary, select the License will expire in … checkbox to define a license
will be expired in how many days, weeks, or months.
•
Applications — Select applications for this user to access. To select all of the displayed
applications, select the Select all checkbox.
*Note: If the selected applications have application roles configured, the Assign Roles
window appears after you clicked Save. Select an application role from each
application’s the drop-down list to assign to the selected users.
•
Groups – Enter group names or select a group set to add this user to these groups. After
selecting a group set, you can click the View link to view or edit this group set.
3. Click Save to run a job for creating this user.
To view the job progress and details, go to Job Monitor. If the job is in Failed or Finished with Exception
status, you can select the checkbox next to the Job ID and click Start on the ribbon to rerun this job.
Creating Users in Batch
You can also create Office 365 users in batch. To do this, you must download a CSV template from
DocAve, add the users’ information into the CSV file, import the CSV file back into DocAve, and configure
other related settings.
Click Create under the Management tab and select Create Users in Batch. The Create Users in Batch
interface appears:
1. To prepare a CSV file with users’ information, complete the steps below:
a. Click Download CSV Template on the ribbon or click the download link in the Import
Users field. The Download Template window appears.
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b. Configure the export settings in the Download Template window, and click OK to
download a zipped folder containing a CSV template.
c. Extract the downloaded zipped folder. Open the CSV template and enter the users’
information.
d. Save the CSV file.
2. To import the configured CSV file, click Browse in the Import Users field and select the CSV file
to import.
3. Configure the following settings in the Create Users in Batch page:
•
Temporary User – Temporary users will be deleted when they have expired. If you want
to make these users temporary users, select the Make user expire in … checkbox and
configure the users to expire in a defined number of days, weeks, or months.
•
Roles – Choose whether or not to assign administrator access to these users. By default,
the Yes option is selected, and you can select from Global Administrator, Service
Administrator, User Management Administrator, Password Administrator, and Billing
Administrator. If you do not want to assign administrator access to these users, select
No.
•
Usage Location – Select a usage location for these users.
•
Notification – There are two notification settings:
o
Send results in e-mail – If you want to send the job report via email of creating
these users, select the Send results in e-mail checkbox and select an e-mail
notification profile. For more information on working with notification policies,
refer to the Control Panel Reference Guide.
o
Make this user change their password when they first sign in – If you want
these users to change their passwords when they sign in for the first time, select
the Make this user change their password when they first sign in checkbox.
•
Licenses – The number of available licenses is displayed. Select the licenses to assign to
these users. If necessary, select the License will expire in … checkbox to configure a
license to expire in a defined number of days, weeks, or months.
•
Applications – Select applications for these users to access. To select all of the displayed
applications, select the Select all checkbox.
•
Groups – Enter group names or select a group set to add these users to these groups.
After selecting a group set, you can click the View link to view or edit this group set.
4. Click Save to run a job for creating these users in batch.
To view the job progress and details, go to Job Monitor. If the job is in Failed or Finished with Exception
status, you can select the checkbox next to the Job ID and click Start on the ribbon to rerun this job.
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Creating a Temporary User
A temporary user will be deleted when it is expired. To create a temporary user, complete the steps
below:
1. Click Manage Users under the Management tab. The Manage Users interface appears.
2. Click Manage Temporary Users in the Manage group on the ribbon. The Manage Temporary
Users window appears.
3. Click Create in the Actions group on the ribbon, and you will go to the Create User interface.
4. In the Create User interface, the Make user expire in … checkbox is selected and cannot be
deselected. For more instructions of creating a user, refer to Creating a New User.
Creating a New Group
To create a new group of user accounts that you can use to assign the same permissions in Office 365,
complete the steps below:
1. Click Create under the Management tab, and select Create Group.
2. Configure the following settings for this group:
•
Name – Enter a group name, and select a group type. The description is optional.
•
Members – Enter members to the text box or select a user set to add the members to
this group. If there are no existing user sets, click New User Set to create one. After
selecting a user set, you can click the View link to view or edit this user set. For more
information on user sets, refer to Creating and Managing User Sets.
•
Owners – Enter owners to the text box or select a user set to add owners to this group.
If there are no existing user sets, click New User Set to create one. After selecting a user
set, you can click the View link to view or edit this user set.
3. Click Save to run a job for creating this group.
To view the job progress and details, go to Job Monitor. If the job is in Failed or Finished with Exception
status, you can select the checkbox next to the Job ID and click Start on the ribbon to rerun this job.
Creating Groups in Batch
You can also create groups in batch to manage users of these groups uniformly in Office 365. To do this,
you must download a CSV template from DocAve, add the groups’ information to the CSV file, import
the CSV file back into DocAve, and configure other related settings.
Click Create under the Management tab and select Create Groups in Batch. The Create Groups in Batch
interface appears:
1. To prepare a CSV file with the groups’ information, complete the steps below:
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a. Click Download CSV Template on the ribbon or click the download link in the Import
Groups field. The Download Template window appears.
b. Configure the export settings in the Download Template window, and click OK to
download a zipped folder containing the CSV template.
c. Extract the downloaded zipped folder, and open the CSV template to configure the
groups’ information.
d. Save this CSV file.
2. To import the configured CSV file, click Browse in the Import Groups field and select the CSV file
to import.
3. Configure the following settings in the Create Groups in Batch interface:
•
Members – Enter members in the text box or select a user set to add the members to
these groups. If there are no existing user sets, click New User Set to create one. After
selecting a user set, you can click the View link to view or edit this user set. For more
information on user sets, refer to Creating and Managing User Sets.
•
Owners – Enter owners in the text box or select a user set to add owners to these
groups. If there are no existing user sets, click New User Set to create one. After
selecting a user set, you can click the View link to view or edit this user set.
4. Click Save to run a job to create these groups.
To view the job progress and details, go to Job Monitor. If the job is in a Failed or Finished with
Exception status, you can select the checkbox next to the Job ID and click Start on the ribbon to rerun
this job.
Configuring a Policy Enforcer Profile
Policy Enforcer allows you to configure rules for limiting users and user activities that are in Office 365,
and generates reports for the violations of each rule.
Click Policy Enforcer under the Management tab, and the interface of managing Policy Enforcer profiles
appears. You can designate users, configure rules, and define the report schedule in a Policy Enforcer
profile.
Creating a Policy Enforcer Profile
1. To create a Policy Enforcer profile, click Create Profile on the ribbon and complete the steps
below: Profile Name – Choose to configure an existing profile or create a new profile:
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Select an existing profile to configure rules and settings – If you want to configure rules
and settings based on an existing profile, select this option. All of the settings will be
configured as the selected profile except the Name, and you can still edit the rules and
settings.
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•
Create a new profile – If you want to create a new profile, select this option and
configure the following settings.
2. User Scope – Designate users that are limited by each rule in this profile by selecting user sets,
selecting user filters, or entering users.
3. To add rules into this profile, complete the following steps:
a. Click Add Rule on the ribbon or under the rule table. The Add Rule window appears and
displays all of the rules.
b. Select the checkboxes of the rules that you want to add to this profile.
c. Click OK to add the selected rules and return to the Policy Enforcer interface. All of the
added rules are displayed in the rule table.
d. To configure a rule, click the rule name link, or select the rule and click Configure Rule
on the ribbon. The Configure Rule window appears. For details on configuring a rule,
refer to Managing Rules in Policy Enforcer Profile.
4. Scan Schedule – Define when to scan rules in this profile.
5. Send Periodic Reports – Choose whether or not to send periodic reports. If you select the Send
periodic reports to the recipients configured in each rule checkbox, then select to send daily or
weekly reports for the violations of each rule in this profile to the recipients configured in the
corresponding rule.
•
To send daily reports, select Send daily reports at … and configure a time.
•
To send weekly reports, select Send weekly reports every … at … and configure a day
and time for sending reports.
6. Click Save on the ribbon to save this profile and return to the Policy Enforcer interface, or click
Save and Run Now on the ribbon to save and run this profile immediately.
The created profiles are displayed in the Policy Enforcer interface. To manage these profiles, refer to
Managing Existing Policy Enforcer Profiles.
Managing Existing Policy Enforcer Profiles
After creating a Policy Enforcer profile, you can manage the existing profiles in the Policy Enforcer
interface. Select the checkbox to the left of the profile name and choose one of the following buttons on
the ribbon:
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•
View Details – Click View Details to view the rules and settings of the selected profile.
•
Edit – Click Edit to edit the selected profile.
•
Delete – Click Delete to delete the selected profiles.
•
Run Now — Click Run Now to run the selected profile at once.
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Viewing Policy Scope of Users
If you want to view which users have Policy Enforcer profiles configured, click Policy Scope on the
ribbon. The Policy Scope window appears. The users, profiles, and rules added in the profiles will be
listed in the table.
Managing Rules in Policy Enforcer Profile
After adding a rule to a Policy Enforcer profile, you must configure the required settings for this rule in
the Configure Rule window. You can also deactivate, activate, or remove a rule from a Policy Enforcer
profile.
Configuring a Policy Enforcer Rule
To configure a rule, complete the steps below:
1. Select the checkbox of the desired rule in the table.
2. Click Configure Rule on the ribbon, or click the name link of the desired rule in the table. The
Configure Rule window appears.
3. Complete the following settings to configure the selected rule in the Configure Rule window:
a. Rule Summary – In the Rule Summary area, the name and description of this rule are
displayed.
b. Rule Parameters – Configure specific settings for each rule in this area, and each rule
will use these parameters as standard to identify violations in Office 365. Any users and
user activities in Office 365 do not comply with the standard configured in the rule will
be identified as out of policy.
c. Custom Action – If you want the rule to take action on the identified violations, select
the checkbox of the custom action.
d. Recipient – Enter e-mail addresses of users who will receive notifications of this rule
when the violations are identified.
e. Send Notification Immediately – Define whether or not to send e-mail notifications
immediately to the configured recipients when Policy Enforcer identifies violations of
this rule. If you want to send the immediate report, select the corresponding checkbox.
f.
Black and White List – You can add users that will never be limited by this rule to the
White List, and add users that will forever be limited by this rule to the Black List.
*Note: The User Location, License Change, and Password Change rules only support
adding users to the White List.
4. Click OK to save the configurations of this rule.
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Deactivating, Activating, or Removing a Policy Enforcer Rule
The activated (
) or deactivated (
) statuses of a rule is displayed in the Status column of the rule
table. Refer to the sections below for details on deactivating, activating, and removing a Policy Enforcer
rule:
•
Deactivate – Select the checkboxes of the added rules that you want to deactivate, and
click Deactivate on the ribbon. When the rules are deactivated, the users and user
activities that are related to the deactivated rules will not be monitored by Policy
Enforcer when running the jobs of this profile.
•
Activate – Select the checkboxes of the added rules in the table, and click Activate on
the ribbon to activate the rules.
•
Remove – To remove the previously added rules from the currently configured profile,
select the checkboxes of the corresponding rules in the table, and click Remove Rule on
the ribbon.
Performing a Test Run for a Policy Enforcer Profile
You can perform a test run for a Policy Enforcer profile. A test run checks users based on the rules
configured in the profile. After the test run is complete, you can view the test result report and proceed
with the operations you wish to perform.
To perform a test run for a Policy Enforcer profile and view the generated report, refer to the steps
below:
1. Select the checkbox next to the Profile Name of the profile that you want to test.
2. Click Test Run on the ribbon. A test run job will be added to the job queue, and you can go to
Job Monitor to view the job status.
3. To view a test run report after a test run is finished, select the checkbox next to the profile name
and click Show Report on the ribbon.
4. In the Rule Name column, click the triangle next to the rule name to expand the report of this
rule.
5. You can perform the following operations based on the actions on the ribbon:
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•
Fix – If you want to fix the Out of Policy users according to the rule limitations, select
the checkbox of the users and click Fix. A job will be added to the job queue, and you
can go to Job Monitor to view the job status.
•
Add to White List – If you want to add users to the White List of the rule, select the
checkbox of the users and click Add to White List. While adding the selected users to
the White List of the profile, the page will be in Loading status.
•
Add to Black List – If you want to add users to the Black List of the rule, select the
checkbox of the users and click Add to Black List. While adding the selected users to the
Black List of the profile, the page will be in Loading status.
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Export Results – If you want to export the report, click Export Results.
Checking Conflicting Rules in Separate Profiles
You can perform a job to identify conflicting rules where user activities are both being limited and
explicitly granted by separate profiles. After the job is finished, you can also view and export the conflict
reports.
To perform a job to check conflicting rules and view the result reports, refer to the steps below:
1. Select more than one profile by selecting the checkboxes next to the profile names.
2. Click Find Conflict on the ribbon. A job will be added to the job queue, and you can go to Job
Monitor to view the job status.
3. You can view all of the conflict reports by clicking Conflict Report on the ribbon without
selecting a single profile.
4. When viewing the conflict reports, you can select the checkbox next to a profile name and click
View Details on the ribbon to view the profile’s report details. If you want to export results of a
profile, click Export Results on the ribbon.
Managing Existing Users
Click Manage Users under the Management tab to manage existing users.
If you want to edit user details, delete users, reset passwords, manage groups for users, manage licenses
for users, manage applications for users, or manage mailbox delegation for users, you must first add
users to the list. There are three methods for adding users: enter users, select user sets, and filter users.
If you choose to add users by selecting user sets or filtering users, you must first create a user set or a
user filter.
*Note: Editing details, deleting users, and managing groups for users features do not support users that
are synced from an on-premises environment.
Creating and Managing User Sets
The User set is a collection of selected users. A user set can be used to add users to the list for
management when managing existing users, or add users to the selected groups when managing
members in the existing groups. All of the user sets are manageable in User Set.
Complete the steps below to create a user set:
1. Click User Set in the Manage group on the ribbon; the User Set pop-up window appears.
2. Click Create on the ribbon; the interface for creating a user set appears.
3. Enter a user set name in the User set name text box.
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4. To add one user in the Enter display names text box, enter the display name of the user that
you want to add to this user set, and start loading the user.
5. After the user is loaded in the drop-down list, select the user to add.
6. Click Save to save this user set.
All of the user sets you have created are displayed in the User Set pop-up window. You can use the
following options to manage the user sets:
•
View Details – Select a user set and click View Details on the ribbon. The View Details
window appears and displays a table including users’ Display Name and Username. You
can manage the user set via the options below:
o
Edit – If you want to edit the user set, click Edit on the ribbon.
o
Add to Table – If you want to add users contained in this user set to the table on
the Manage Users interface, click Add to Table on the ribbon.
o
Refresh – If you want to refresh the information of the users in the user set,
click Refresh.
•
Edit – Select a user set and click Edit on the ribbon. The Edit interface appears. After
editing the user set, click Save to update the user set.
•
Delete – Select the user sets you want to delete, and click Delete on the ribbon.
•
Add to Table – You can select user sets, and then click Add to Table on the ribbon to
add users in the selected scope to the table on the Manage Users interface.
Creating and Managing User Filters
A user filter can be used for adding users to the list for management. All of the user filters are
manageable in User Filter.
Complete the steps below to create a user filter:
1. Click User Filter in the Manage group on the ribbon; the User Filter pop-up window appears.
2. Click Create on the ribbon; the interface for creating a user filter appears.
3. Enter a user filter name in the Filter name text box.
4. Create a criterion by configuring Category, Rule, Condition, and Value, and click Add to add the
criterion to the filter list.
5. The criteria can be combined by And and Or logical relationships. The And logical relationship
means the users that meet all of the criteria will be filtered and included in the result. The Or
logic means the users that meet any one of the criteria will be filtered and included in the result.
By default, the logical relationship is And. To change the logical relationship, click the logical
relationship link.
6. Click Save to save this user filter.
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All of the user filters you have created are displayed in the User Filter pop-up window. Follow the
instructions below to manage the user filters:
•
View Details – Select a user filter and click View Details on the ribbon. The View Details
interface appears and displays the filter criteria. If you want to edit the user filter, click
Edit on the ribbon. If you want to add users filtered by this user filter to the table on the
Manage Users interface, click Add to Table on the ribbon.
•
Edit – Select a user filter and click Edit on the ribbon. The Edit interface appears. After
editing the user filter, click Save to update the user filter.
•
Delete – Select the user filters you want to delete, and click Delete on the ribbon.
•
Add to Table – You can select user filters, and then click Add to Table on the ribbon to
add users in the selected scope to the table on the Manage Users interface.
Adding Users for Management
You can add users through three methods: Enter users, Select user sets, and Filter. Complete the steps
below to add users to the list for management.
1. Click the Add Users link on the top menu in the workspace. The Add Users pop-up window
appears.
2. Choose one of the following three methods for adding users:
•
Enter users – To add one user, enter a username to the text box and start loading the
user. After the user is loaded in the drop-down list, select the user to add.
•
Select user sets – Select an existing user set to add. After selecting a user set, you can
click the View link to view or edit this user set in the View Details window:
•
o
Edit – If you want to edit this user set, click Edit on the ribbon.
o
Add to Table – If you want to add users contained in this user set to the table on
the Manage Users interface, click Add to Table on the ribbon.
Filter – You can use an existing filter or create a new filter to filter users that you want
to add.
o
If you want to add users by using an existing user filter, select the filter from the
Select a Filter drop-down list. The criteria of the selected filter is displayed, and
you can edit criteria for the filter. If you edited the criteria, you can click Save
Criteria to save the updated configurations to an existing filter or as a new filter.
o
You can also configure the filter criteria directly without selecting an existing
filter. Additionally, you can click Save Criteria to save the configurations to an
existing filter or as a new filter.
Click Search to filter users through the criteria.
*Note: The Search Results text box will display 50 filtered users at most.
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3. To add the users to the list and close this window, click Add and Close; to add the users to the
list and continue to add users, click Add and Continue.
Managing User List
After adding users to the list, select the users that you want to manage or click Select All Pages to select
users on all of the pages. The following options in the quick access bar become available:
•
Save As a User Set – To save the selected users as a user set, click the Save As a User
Set link. The Save As a User Set pop-up window appears, and you can choose to save as
a new user set or save to an existing user set:
o
Save as a new user set – If you want to save the selected users as a new user
set, select the Save as a new user set option and enter a user set name.
o
Save to an existing user set – If you want to save the selected users to an
existing user set, select the Save to an existing user set option and select a user
set from the drop-down list. After selecting a user set, you can click the View
link to view or edit this user set.
Click Save to save the user set.
•
Remove from the List – To remove the selected users from the list, click Remove from
the List.
•
Export the List – To export the list with the selected users, click Export the List. The
Export Results window appears. Configure the Result Format and the Export Settings,
and then click OK to export the list.
Editing User Details
The user details on Name, Roles, Usage Location, Notification, and Contact Information are editable.
The name information in the Name field can only be edited when you select one user. The other fields
support batch editing for multiple users. Select the users that you want to edit, and click Edit Details on
the ribbon. The Edit Details interface appears.
When you select one user to edit, the current user details are automatically displayed; when you select
more than one user to edit, the current user details are not displayed and you can edit the selected
users in bulk by configuring the fields below. Refer to the instructions below to edit the selected users’
details:
•
Name – This field only appears when you select one user to edit. Enter the name
information. The Display Name and the Username are required for a user.
•
User Properties – There are two methods for setting the following properties:
o
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Manually select – If you want to manually select properties for this user, select
the Manually select radio button.
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Copy properties from a selected user – If you want to copy properties from an
existing user, select this method and enter a user.
•
Roles – Choose whether or not to assign administrator access to the selected users. By
default, the Yes option is selected, and you can select a role from Global Administrator,
Service Administrator, User Management Administrator, Password Administrator, and
Billing Administrator to assign to the selected users. If you do not want to assign
administrator access to the selected users, select No.
•
Usage Location – Select a usage location for the selected users.
•
Notification – If you want to send the job report in e-mails, select the Send results in email checkbox and select a profile.
•
Contact Information – The contact information contains: Job title, Department, Fax
Number, Office phone, Mobile phone, Street address, City, State or province, ZIP or
Postal code, and Country or region.
Click Save to start a job to update details for the selected users, and you can go to Job Monitor to view
the job progress and details. If the job is in Failed or Finished with Exception status, you can select the
checkbox next to the Job ID and click Start on the ribbon to rerun this job.
Resetting User Passwords
To reset passwords for the selected users, click Reset Password in the Action group on the ribbon. The
Reset Password pop-up window appears.
Configure the following options if necessary:
•
Send results in e-mail – If you want to send the job report of resetting passwords in e mails, select the Send results in e-mail option and select a notification profile.
•
Make these users change their passwords the next time they sign in – If you want to
allow these users to change their passwords the next time they sign in, select the Make
these users change their passwords the next time they sign in option.
Click Reset to start a job to reset passwords for the selected users. You can go to Job Monitor to view
the job progress and details. If the job is in Failed or Finished with Exception status, you can select the
checkbox next to the Job ID and click Start on the ribbon to rerun this job.
Deleting Users
To delete the selected users to Deleted Users, click Delete Users on the ribbon. A prompt message
appears in order to confirm your operation. Click Delete to start a job to delete the selected users to
Deleted Users, and you can go to Job Monitor to view job progress and details. If the job is in Failed or
Finished with Exception status, you can select the checkbox next to the Job ID and click Start on the
ribbon to rerun this job.
The inactive user accounts in the Deleted Users can be restored or permanently deleted from Deleted
Users. For more information, refer to Managing Deleted Users.
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Managing Groups for Users
To manage groups for the selected users, click Group Management on the ribbon. The interface of
managing groups for the selected users appears. There are three group management options: Add to
Groups, Remove from Groups, and Export Results.
Follow the instructions below to manage groups for the selected user:
1. Select users that you want to manage groups for from the list. The Add to Groups, Remove
from Groups, and Export Results options become available.
2. Refer to the following details to manage groups for the selected users:
•
Add to Groups – To add the selected users to some groups, complete the steps below:
i.
Click Add to Groups. The interface of adding selected users to groups appears.
ii. Designate the groups where to add the selected users by two methods:
▪
Enter group names – Enter a group name and start loading the group.
After the group is loaded in the drop-down list, select the group to add.
▪
Select a group set – Select an existing group set to add. After selecting a
group set, you can click the View link to view or edit this group set.
iii. Click Add to start a job to add the selected users to the designated groups.
You can go to Job Monitor to view the job progress and details. If the job is in Failed or
Finished with Exception status, you can select the checkbox next to the Job ID and click
Start on the ribbon to rerun this job.
•
Remove from Groups – To remove the selected users from some groups, complete the
steps below:
i.
Click Remove from Groups. The interface of removing selected users from
groups appears.
ii. All of the groups where the selected users reside will be automatically displayed
in the text box on the Which groups would you like to remove the selected
users from field. Delete the group names from the text box if you want the
selected users still exist in these groups.
iii. Click Remove to start a job to remove the selected users from the designated
groups.
You can go to Job Monitor to view the job progress and details. If the job is in Failed or
Finished with Exception status, you can select the checkbox next to the Job ID and click
Start on the ribbon to rerun this job.
•
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Export Results –To export the group information of the selected users on all of the
pages, complete the steps below:
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i.
Click Export Results. The Export Results pop-up window appears.
ii. Select a result format and an export location.
iii. Click OK to export the results.
•
Refresh – To refresh the Groups information of the selected users, click Refresh.
License Management
To manage the license assignment for the selected users, click License Management on the ribbon. The
interface for managing licenses appears. There are four license management options: Assign Licenses,
Remove Licenses, Replace Licenses, and Export Results.
Follow the instructions below to manage licenses:
1. Select users that you want to manage licenses for from the list. The Assign Licenses, Remove
Licenses, Replace Licenses, and Export Results options become available.
2. Refer to the following details to manage licenses:
•
Assign Licenses – To assign licenses to the selected users, complete the steps below:
i.
Click Assign Licenses. The interface for assigning licenses appears. All of the
available licenses are displayed.
ii. The default option of the Location area is No Change, and each user will keep
their current location. If you want to change location for these users, select a
location from the drop-down list.
iii. Select the checkbox next to the licenses you want to assign to the selected
users. If you want to assign the license as a temporary license, select License
will expire in … and define the license will be expired in how many days, weeks,
or months.
iv. Click Add to start a job to add the selected licenses. If the selected license has
no more available licenses to be assigned, a prompt message will appear to
inform you.
You can go to Job Monitor to view the job progress and details. If the job is in Failed or
Finished with Exception status, you can select the checkbox next to the Job ID and click
Start on the ribbon to rerun this job.
•
Remove Licenses – To remove licenses for the selected users, complete the steps
below:
i.
Click Remove Licenses. The interface for removing licenses appears. All of the
licenses that have been assigned to the selected users are displayed.
ii. Select the checkbox next to the license you want to remove.
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iii. Click Remove, and a prompt message appears to inform you that the users’
records associated with the licenses will also be removed from Office 365. If you
want to proceed to remove the selected licenses, click Yes to start a job to
remove the selected licenses.
You can go to Job Monitor to view the job progress and details. If the job is in Failed or
Finished with Exception status, you can select the checkbox next to the Job ID and click
Start on the ribbon to rerun this job.
•
Replace Licenses – To replace licenses for the selected users, complete the steps below:
i.
Click Replace Licenses. The interface for replacing licenses appears.
ii. The default option of the Location area is No Change, and each user will keep
their current location. If you want to change location for these users, select a
location from the drop-down list.
iii. Select which licenses to be replaced:
▪
Replace all of the licenses – If you want all of the licenses to be
replaced, select the Replace all of the licenses option.
▪
Select a license to be replaced – If you want to replace one license,
select the Select a license to be replaced option and select the license
to be replaced.
iv. All of the available licenses are displayed in the Replacement License area.
Select the checkbox next to the licenses that you want to assign to the selected
users.
v. Click Replace, and a prompt message appears to inform you that the users’
records associated with the licenses will also be removed from Office 365. If you
want to proceed to replace the licenses, click Yes to start a job to replace the
licenses.
You can go to Job Monitor to view the job progress and details. If the job is in Failed or
Finished with Exception status, you can select the checkbox next to the Job ID and click
Start on the ribbon to rerun this job.
•
Export Results – To export the license information of the selected users on all of the
pages, complete the steps below:
i.
Click Export Results. The Export Results pop-up window appears.
ii. Select a result format and an export location.
iii. Click OK to export the results.
•
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Refresh – To refresh the Licenses information of the selected users, click Refresh.
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Application Management
To manage the applications that are accessible for the selected users, click Application Management on
the ribbon. The interface for managing applications appears. There are four application management
options: Add Applications, Remove Applications, Replace Applications, and Export Results.
Follow the instructions below to manage applications:
1. Select users that you want to manage applications for from the list. The Add Applications,
Remove Applications, Replace Applications, and Export Results options become available.
2. Refer to the following details to manage applications:
•
Add Applications – To add accessible applications for the selected users, complete the
steps below:
i.
Click Add Applications. The interface for adding applications appears. All of the
available applications are displayed.
ii. Select the checkbox next to the applications you want to add, or select the
Select all checkbox to add all of the applications.
iii. Click Add to start a job to add the selected applications.
*Note: If the selected applications have application roles configured, the Assign
Roles window appears after you clicked Add. Select an application role from
each application’s the drop-down list to assign to the selected users.
You can go to Job Monitor to view the job progress and details. If the job is in Failed or
Finished with Exception status, you can select the checkbox next to the Job ID and click
Start on the ribbon to rerun this job.
•
Remove Applications – To remove applications for the selected users, complete the
steps below:
i.
Click Remove Applications. The interface for removing applications appears. All
of the applications that are accessible for the selected users are displayed.
ii. Select the checkbox next to the applications you want to remove, or select the
Select all checkbox to remove all of the applications.
iii. Click Remove to start a job to remove the selected applications.
You can go to Job Monitor to view the job progress and details. If the job is in Failed or
Finished with Exception status, you can select the checkbox next to the Job ID and click
Start on the ribbon to rerun this job.
•
Replace Applications – To replace applications for the selected users, complete the
steps below:
i.
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Click Replace Applications. The interface for replacing applications appears.
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ii. Select which applications to be replaced:
▪
Replace all of the applications – If you want all of the applications to be
replaced, select the Replace all of the applications option.
▪
Select an application to be replaced – If you want to replace one
application, select the Select an application to be replaced option and
select the application to be replaced.
iii. All of the available applications are displayed in the Replacement Applications
area. Select the checkbox next to the applications that you want to be accessible
for the selected users, or select the Select all checkbox to select all of the
applications.
iv. Click Replace to start a job to replace the selected or all of the applications.
*Note: If the selected applications have application roles configured, the Assign
Roles window appears after you clicked Replace. Select an application role from
each application’s the drop-down list to assign to the selected users.
You can go to Job Monitor to view the job progress and details. If the job is in Failed or
Finished with Exception status, you can select the checkbox next to the Job ID and click
Start on the ribbon to rerun this job.
•
Export Results – To export the application information of the selected users on all of the
pages, complete the steps below:
i.
Click Export Results. The Export Results pop-up window appears.
ii. Select a result format and an export location.
iii. Click OK to export the results.
•
Refresh – To refresh the Applications of the selected users, click Refresh.
Mailbox Delegation Management
To manage the mailbox delegation for the selected users, click Mailbox Delegation Management on the
ribbon. The interface for managing mailbox delegation appears. There are three mailbox delegation
management options: Add Mailbox Delegation, Remove Mailbox Delegation, and Export Results.
Follow the instructions below to manage mailbox delegation:
1. Select users that you want to manage mailbox delegation for from the list. The Add Mailbox
Delegation, Remove Mailbox Delegation, and Export Results options become available.
2. Refer to the following details on the three options to manage mailbox delegation:
•
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Add Mailbox Delegation – To add mailbox delegation for the selected users, complete
the steps below:
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i.
Click Add Mailbox Delegation. The interface for adding mailbox delegation
appears.
ii. Click the Add an E-mail Address link, a sheet row appears. Enter an e-mail
address and select Full access, Send as, or Send on behalf permissions to grant
to the selected users.
iii. Click Add to start a job to add the configured mailbox delegation.
You can go to Job Monitor to view the job progress and details. If the job has the Failed
or Finished with Exception status, you can select the checkbox next to the Job ID and
click Start on the ribbon to rerun this job.
•
Remove Mailbox Delegation – To remove mailbox delegation for the selected users,
complete the steps below:
i.
Click Remove Mailbox Delegation. The interface for removing mailbox
delegation appears.
ii. Click the Add an E-mail Address link, a sheet row appears. Enter an e-mail
address and select Full access, Send as, or Send on behalf permissions that have
been granted to the selected users.
iii. Click Remove to start a job to remove the configured mailbox delegation.
You can go to Job Monitor to view the job progress and details. If the job is in Failed or
Finished with Exception status, you can select the checkbox next to the Job ID and click
Start on the ribbon to rerun this job.
•
Export Results – To export the mailbox information of the selected users on all of the
pages, complete the steps below:
i.
Click Export Results. The Export Results pop-up window appears.
ii. Select a result format and an export location.
iii. Click OK to export the results.
Managing Temporary Users
The temporary users’ expiration times are editable in Manage Temporary Users. Complete the steps
below to modify the expiration time for them:
1. Click Manage Temporary Users in the Manage group on the ribbon; the Manage Temporary
Users pop-up window appears.
2. Select the temporary users whom you want to modify expiration time for.
3. Click Edit Expiration Time on the ribbon. The Edit Expiration Time interface appears.
4. There are three options for defining when the selected users will expire:
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•
Make the users expire right now – To make the selected users expire right now, select
the Make the users expire right now option.
•
Edit the expiration time – To define another expiration time for the selected users,
select the Edit the expiration time option and select an expiration time.
•
Never expire – To define that the selected users are not temporary users anymore,
select the Never expire option.
5. Click Save to update the selected temporary users.
Managing Deleted Users
The inactive user accounts are stored in Deleted Users, and you can choose to restore or permanently
delete them from Deleted Users. The accounts and data will become non-recoverable 30 days after they
were deleted.
Complete the steps below to restore or permanently delete the inactive user accounts:
1. Click Deleted Users in the Manage group on the ribbon; the Deleted Users pop-up window
appears.
2. Select the inactive user accounts that you want to manage, the Restore and Permanently
Delete buttons become available.
3. Refer to the instructions below to restore or permanently delete the selected users:
•
Restore – If you want to restore the selected users, click Restore on the ribbon. A
prompt message appears in order to confirm your operation. Click Restore to start a job
to restore the selected users, and you can go to Job Monitor to view the job progress
and details. If the job is in Failed or Finished with Exception status, you can select the
checkbox next to the Job ID and click Start on the ribbon to rerun this job.
•
Permanently Delete – If you want to permanently delete the selected users, click
Permanently Delete on the ribbon. A prompt message appears in order to confirm your
operation. Click Delete to start a job to delete the selected users, and you can go to Job
Monitor to view the job progress and details. If the job is in Failed or Finished with
Exception status, you can select the checkbox next to the Job ID and click Start on the
ribbon to rerun this job.
Managing Existing Groups
Click Manage Groups under the Management tab to manage the existing groups.
If you want to edit a group, delete groups, manage users for groups, manage licenses for groups,
manage applications for groups, or manage mailbox delegation for groups, you must add groups to the
list at first. There are three methods for adding groups: enter groups, select group sets, and filter group.
If you choose to add groups by selecting group sets or filtering group, you need to create a group set or
a group filter at first.
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*Note: Editing details, deleting groups, and managing users for groups features do not support groups
that are synced from on-premises environment.
Creating and Managing Group Sets
Group set is a collection of selected groups. A group set can be used to add groups to the list for
management when managing existing groups, or add groups where to add the selected users when
managing groups for the selected users. All of the group sets are manageable in Group Set.
Complete the steps below to create a group set:
1. Click Group Set in the Manage group on the ribbon; the Group Set pop-up window appears.
2. Click Create on the ribbon; the interface for creating a group set appears.
3. Enter a group set name in the Group set name text box.
4. To add one group in the Enter group names text box, enter the name of the group that you
want to add to this group set, and start loading the group.
5. After the group is loaded in the drop-down list, select the group to add.
6. Click Save to save this group set.
All of the group sets you have created are displayed in the Group Set pop-up window. Follow the
instructions below to manage the group sets:
•
View Details – Select a group set and click View Details on the ribbon. The View Details
window appears and displays a table including groups’ Display Name and Description.
You can manage the group set with the following options:
o
Edit – If you want to edit the group set, click Edit on the ribbon.
o
Add to Table – If you want to add groups contained in this group set to the table
on the Manage Groups interface, click Add to Table on the ribbon.
o
Refresh – If you want to refresh the information of the groups in the group set,
click Refresh.
•
Edit – Select a group set and click Edit on the ribbon. The Edit interface appears. After
editing the group set, click Save to update the group set.
•
Delete – Select the group sets you want to delete, and click Delete on the ribbon.
•
Add to Table – You can select group sets, and then click Add to Table on the ribbon to
add groups in the selected scope to the table in the Manage Groups interface.
Creating and Managing Group Filters
A group filter can be used for adding groups to the list for management. All of the group filters are
manageable in Group Filter.
Complete the steps below to create a group filter:
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1. Click Group Filter in the Manage group on the ribbon; the Group Filter pop-up window appears.
2. Click Create on the ribbon; the interface for creating a group filter appears.
3. Enter a group filter name in the Filter name text box.
4. Create a criterion by configuring Category, Rule, Condition, and Value, and click Add to add the
criterion to the filter list.
5. The criteria can be combined by And and Or logical relationships. The And logical relationship
means the users that meet all of the criteria will be filtered and included in the result. The Or
logic means the users that meet any one of the criteria will be filtered and included in the result.
By default, the logical relationship is And. To change the logical relationship, click the logical
relationship link.
6. Click Save to save this group filter.
All of the group filters you have created are displayed in the Group Filter pop-up window. Follow the
instructions below to manage the group filters:
•
View Details – Select a group filter and click View Details on the ribbon. The View
Details window appears and displays the filter criteria. If you want to edit the group
filter, click Edit on the ribbon. If you want to add groups filtered by this group filter to
the table on the Manage Groups interface, click Add to Table on the ribbon.
•
Edit – Select a group filter and click Edit on the ribbon. The Edit interface appears. After
editing the group filter, click Save to update the group filter.
•
Delete – Select the group filters you want to delete, and click Delete on the ribbon.
•
Add to Table – You can select group filters, and then click Add to Table on the ribbon to
add groups in the selected scope to the table in the Manage Groups interface.
Adding Groups for Management
You can add groups through three methods: Enter groups, Select group sets, and Filter. Complete the
steps below to add groups to the list for management.
1. Click the Add Groups link on the top menu in the workspace. The Add Groups pop-up window
appears.
2. Choose one of the three methods for adding groups:
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Enter Groups – To add one group, enter a group name to the text box and start loading
the group. After the group is loaded in the drop-down list, select the group to add.
•
Select group sets – Select an existing group set to add. After selecting a group set, you
can click the View link to view or edit this group set in the View Details window:
o
Edit – If you want to edit this group set, click Edit on the ribbon.
o
Add to Table – If you want to add groups contained in this group set to the table
on the Manage Groups interface, click Add to Table on the ribbon.
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Filter – You can use an existing filter or create a new filter to filter groups that you want
to add. Refer to the instructions below:
o
If you want to add groups by an existing filter, select the filter from the Select a
Filter drop-down list. The criteria of the selected filter are displayed, and you
can edit criteria for the filter. If you edited the criteria, you can click Save
Criteria to save the updated criteria to an existing filter or as a new filter.
o
You can also configure the filter criteria directly without selecting an existing
filter. Additionally, you can click Save Criteria to save the configurations to an
existing filter or as a new filter.
Click Search to filter users through the criteria.
To add the groups to the list and close this window, click Add and Close; to add the groups to the list
and continue to add groups, click Add and Continue.
Managing Group List
After adding groups to the list, select the groups that you want to manage or click Select All Pages to
select groups on all of the pages. The following options in the quick access bar become available:
•
Save as a Group Set – To save the selected groups as a group set, click the Save as a
Group Set link. The Save as a Group Set pop-up window appears, and you can choose to
save as a new group set or save to an existing group set:
o
Save as a new group set – If you want to save the selected groups as a new
group set, select the Save as a new group set option and enter a group set
name.
o
Save to an existing group set – If you want to save the selected groups to an
existing group set, select the Save to an existing group set option and select a
group set from the drop-down list. After selecting a group set, you can click the
View link to view or edit this group set.
Click Save to save the group set.
•
Remove from the List – To remove the selected groups from the list, click Remove from
the List.
•
Export the List – To export the list with the selected groups, click Export the List. The
Export Results pop-up window appears. Configure the Result Format and the Export
Settings, and then click OK to export the list.
For more information on managing the selected users, refer to the following sections.
Editing Group
If you want to view a group details on Name, Group Type, and Object ID, select the group and click Edit
Group. The Edit Group interface appears and displays the group current details:
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Name – The group current display name is displayed, and you can also modify the
display name for this group.
•
Group Type – The group type is displayed and cannot be edited.
•
Object ID – The Object ID of this group is displayed and cannot be edited. You can click
Copy to copy the Object ID to the clipboard.
Click Save to save your edits to this group, and a job will start to update details for this group. You can
go to Job Monitor to view job progress and details. If the job is in Failed or Finished with Exception
status, you can select the checkbox next to the Job ID and click Start on the ribbon to rerun this job.
Deleting Groups
To delete the selected groups from Office 365, click Delete Groups. A prompt message appears in order
to confirm your operation. Click Delete to start a job to delete the select groups form Office 365, and
you can go to Job Monitor to view the job progress and details. If the job is in Failed or Finished with
Exception status, you can select the checkbox next to the Job ID and click Start on the ribbon to rerun
this job.
Managing Members for Groups
To manage membership for the selected groups, click Member Management on the ribbon. The
interface of managing membership for the selected groups appears. There are three member
management options: Add Members, Remove Members from Groups, and Export Results.
Follow the instructions below to manage membership:
1. Select groups that you want to manage membership for from the list. The Add Members,
Remove Members from Groups, and Export Results options become available.
2. Refer to the following details to manage members:
•
Add Members – To add members to the selected groups, complete the steps below:
i.
Click Add Members. The interface for adding members appears.
ii. Designate the members whom to be added to the selected groups by two
methods:
▪
Enter users – Enter a user’s name and start loading the user. After the
user is loaded in the drop-down list, select the user to add.
▪
Select a user set – Select an existing user set to add. After selecting a
user set, you can click the View link to view or edit this user set.
iii. Click Add to start a job to add these users to the selected groups.
You can go to Job Monitor to view the job progress and details. If the job is in Failed or
Finished with Exception status, you can select the checkbox next to the Job ID and click
Start on the ribbon to rerun this job.
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Remove Members from Groups – To remove some users from the selected groups,
complete the steps below:
i.
Click Remove Members from Groups. The interface of removing users from the
selected groups appears.
ii. Enter the name of the user that you want to remove from the selected groups
and start loading the user. After the user is loaded in the drop-down list, select
the user to add to the Enter members text box.
iii. Click Remove to start a job to remove the entered users from the selected
groups.
You can go to Job Monitor to view the job progress and details. If the job is in Failed or
Finished with Exception status, you can select the checkbox next to the Job ID and click
Start on the ribbon to rerun this job.
•
Export Results – To export the group information of the selected users on all of the
pages, complete the steps below:
i.
Click Export Results. The Export Results pop-up window appears.
ii. Select a result format and an export location.
iii. Click OK to export the results.
•
Refresh – To refresh Owners and Member Count of the selected groups, click Refresh.
License Management
To manage the license assignment for the users in the selected groups, click License Management on
the ribbon. The interface for managing licenses appears. There are four license management options:
Assign Licenses, Remove Licenses, Replace Licenses, and Export Results.
Follow the instructions below to manage licenses:
1. Select groups that you want to manage licenses for from the list. The Assign Licenses, Remove
Licenses, Replace Licenses, and Export Results options become available.
2. Refer to the following details to manage licenses:
•
Assign Licenses – To assign licenses to the users in the selected groups, complete the
steps below:
i.
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Click Assign Licenses. The interface for assigning licenses appears. All of the
available licenses are displayed. If you want to assign the license as a temporary
license, select License will expire in … and define the license will be expired in
how many days, weeks, or months.
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ii. The default option of the Location area is No Change, and each group will keep
their current location. If you want to change location for these groups, select a
location from the drop-down list.
iii. Select the checkbox next to the licenses you want to assign to the users in the
selected groups.
iv. Click Add to start a job to add the selected licenses. If the selected license has
no more available licenses to be assigned, a prompt message will appear to
inform you.
You can go to Job Monitor to view the job progress and details. If the job is in Failed or
Finished with Exception status, you can select the checkbox next to the Job ID and click
Start on the ribbon to rerun this job.
•
Remove Licenses – To remove licenses for the users in the selected groups, complete
the steps below:
i.
Click Remove Licenses. The interface for removing licenses appears. All of the
licenses that have been assigned to the users in the selected groups are
displayed.
ii. Select the checkbox next to the license you want to remove.
iii. Click Remove, and a prompt message appears to inform you that the users’
records associated with the licenses will also be removed from Office 365. If you
want to proceed to remove the selected licenses, click Yes to start a job to
remove the selected licenses.
You can go to Job Monitor to view the job progress and details. If the job is in Failed or
Finished with Exception status, you can select the checkbox next to the Job ID and click
Start on the ribbon to rerun this job.
•
Replace Licenses – To replace licenses for the users in the selected groups, complete the
steps below:
i.
Click Replace Licenses. The interface for replacing licenses appears.
ii. The default option of the Location area is No Change, and each group will keep
their current location. If you want to change location for these groups, select a
location from the drop-down list.
iii. Select which licenses to be replaced:
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▪
Replace all of the licenses – If you want all of the licenses to be
replaced, select the Replace all of the licenses option.
▪
Select a license to be replaced – If you want to replace one license,
select the Select a license to be replaced option and select the license
to be replaced.
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iv. All of the available licenses are displayed in the Replacement License area.
Select the checkbox next to the licenses that you want to assign to the users in
the selected groups.
v. Click Replace, and a prompt message appears to inform you that the users’
records associated with the licenses will also be removed from Office 365. If you
want to proceed to replace the licenses, click Yes to start a job to replace the
licenses.
You can go to Job Monitor to view the job progress and details. If the job is in Failed or
Finished with Exception status, you can select the checkbox next to the Job ID and click
Start on the ribbon to rerun this job.
•
Export Results – To export the detailed information of the selected groups on all of the
pages, complete the steps below:
i.
Click Export Results. The Export Results pop-up window appears.
ii. Select a result format and an export location.
iii. Click OK to export the results.
Application Management
To manage the applications that are accessible for the selected groups, click Application Management
on the ribbon. The interface for managing applications appears. There are four application management
options: Add Applications, Remove Applications, Replace Applications, and Export Results.
Follow the instructions below to manage applications:
1. Select groups that you want to manage applications for from the list. The Add Applications,
Remove Applications, Replace Applications, and Export Results options become available.
2. Refer to the following details to manage applications:
•
Add Applications – To add accessible applications for the selected groups, complete the
steps below:
i.
Click Add Applications. The interface for adding applications appears. All of the
available applications are displayed.
ii. Select the checkbox next to the applications you want to add, or select the
Select all checkbox to add all of the applications.
iii. Click Add to start a job to add the selected applications.
*Note: If the selected applications have application roles configured, the Assign
Roles window appears after you clicked Add. Select an application role from
each application’s the drop-down list to assign to the selected groups.
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You can go to Job Monitor to view the job progress and details. If the job is in Failed or
Finished with Exception status, you can select the checkbox next to the Job ID and click
Start on the ribbon to rerun this job.
•
Remove Applications – To remove applications for the selected groups, complete the
steps below:
i.
Click Remove Applications. The interface for removing applications appears. All
of the applications that are accessible for the selected groups are displayed.
ii. Select the checkbox next to the applications you want to remove, or select the
Select all checkbox to remove all of the applications.
iii. Click Remove to start a job to remove the selected applications.
You can go to Job Monitor to view the job progress and details. If the job is in Failed or
Finished with Exception status, you can select the checkbox next to the Job ID and click
Start on the ribbon to rerun this job.
•
Replace Applications – To replace applications for the selected groups, complete the
steps below:
i.
Click Replace Applications. The interface for replacing applications appears.
ii. Select which applications to be replaced:
▪
Replace all of the applications – If you want all of the applications to be
replaced, select the Replace all of the applications option.
▪
Select an application to be replaced – If you want to replace one
application, select the Select an application to be replaced option and
select the application to be replaced.
iii. All of the available applications are displayed in the Replacement Applications
area. Select the checkbox next to the applications that you want to be accessible
for the selected groups, or select the Select all checkbox to select all of the
applications.
iv. Click Replace to start a job to replace the selected or all of the applications.
*Note: If the selected applications have application roles configured, the Assign
Roles window appears after you clicked Replace. Select an application role from
each application’s the drop-down list to assign to the selected groups.
You can go to Job Monitor to view the job progress and details. If the job is in Failed or
Finished with Exception status, you can select the checkbox next to the Job ID and click
Start on the ribbon to rerun this job.
•
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Export Results – To export the detailed information of the selected groups on all of the
pages, complete the steps below:
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i.
Click Export Results. The Export Results pop-up window appears.
ii. Select a result format and an export location.
iii. Click OK to export the results.
•
Refresh – To refresh the Applications information of the selected groups, click Refresh.
Mailbox Delegation Management
To manage the mailbox delegation for the selected groups, click Mailbox Delegation Management on
the ribbon. The interface for managing mailbox delegation appears. There are three mailbox delegation
management options: Add Mailbox Delegation, Remove Mailbox Delegation, and Export Results.
Follow the instructions below to manage mailbox delegation:
1. Select groups that you want to manage mailbox delegation for from the list. The Add Mailbox
Delegation, Remove Mailbox Delegation, and Export Results options become available.
2. Refer to the following details on the three options to manage mailbox delegation:
•
Add Mailbox Delegation – To add mailbox delegation for the users in the selected
groups, complete the steps below:
i.
Click Add Mailbox Delegation. The interface for adding mailbox delegation
appears.
ii. Click the Add an E-mail Address link, a sheet row appears. Enter an e-mail
address and select Full access, Send as, or Send on behalf permissions to grant
to the users in the selected groups.
iii. Click Add to start a job to add the configured mailbox delegation.
You can go to Job Monitor to view the job progress and details. If the job is in Failed or
Finished with Exception status, you can select the checkbox next to the Job ID and click
Start on the ribbon to rerun this job.
•
Remove Mailbox Delegation – To remove mailbox delegation for the users in the
selected groups, complete the steps below:
i.
Click Remove Mailbox Delegation. The interface for removing mailbox
delegation appears.
ii. Click the Add an E-mail Address link, a sheet row appears. Enter an e-mail
address and select Full access, Send as, or Send on behalf permissions that have
been granted to the users in the selected groups.
iii. Click Remove to start a job to remove the configured mailbox delegation.
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You can go to Job Monitor to view the job progress and details. If the job is in Failed or
Finished with Exception status, you can select the checkbox next to the Job ID and click
Start on the ribbon to rerun this job.
•
Export Results – To export the detailed information of the selected groups on all of the
pages, complete the steps below:
i.
Click Export Results. The Export Results pop-up window appears.
ii. Select a result format and an export location.
iii. Click OK to export the results.
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Managing DocAve Online Accounts
Use Account Manager to view DocAve Online users and view/manage DocAve Online user permissions.
Different user types can perform different actions. Refer to the sections below for details.
To access the Account Manager tab for DocAve Online, complete the following steps:
1. In Control Panel, click Account Manager under the Account Manager heading.
2. When finished with user management, click Close on the ribbon to close the Account Manager
page.
User Type
In DocAve Online, there are three types of users:
•
Power User – Power user has the role of Service Administrator or Tenant User
(Application Administrator) in AvePoint Online Services. In Account Manager, a power
user can view DocAve Online users and view/manage DocAve Online user permissions
using the user-based view or the object-based view.
•
Standard User – Standard user has the role of Tenant User (Standard User) in AvePoint
Online Services. In Account Manager, a standard user can view the managed site
collections and plans shared to him or her.
•
Support – A member of AvePoint’s Support staff can be invited to your DocAve Online
session to resolve customer issues. For more information on inviting AvePoint Support
to help resolve issues, refer to Troubleshooting.
Power User
The user who registers in AvePoint Online Services (the Tenant Owner of AvePoint Online Services) is
the first power user of DocAve Online. The register can invite new power users to collaborate. Power
users can use the following two views to manage DocAve Online users and permissions:
•
User-based View – This view displays all users in DocAve Online grouped by user type.
The managed site collections and plans shared to each user are listed in respective tabs
and are both listed under the username.
•
Object-based View– This view displays all managed site collections and plans in
respective tabs. The users who have the permissions to each managed site
collection/plan are listed under the managed site collection/plan.
Applying User-Based View
User-based view in Control Panel > Account Manager displays all users in DocAve Online grouped by
user type. The managed site collections/mailboxes and plans shared to each user are listed in respective
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tabs and are both listed under the username. In User-based View, you can view users and manage user
permissions.
To invite, delete, activate or deactivate users, go to the User Management page in AvePoint Online
Services. For details, refer to the AvePoint Online Services User Guide.
Changing User Permissions
To change user permissions, complete the following steps:
1. With User-based View activated, select a user from the user groups on the left. Details about
the user will appear on the right, including their managed site collections/mailboxes and plans.
2. If you want to change permissions for a user, click Change Permission to the right of the
window, then configure the following settings:
*Note: The permissions of a power user cannot be changed.
a. Specify User – In the Which permission levels would you like to grant to the current
user? field, select All Modules to grant permissions to all modules for the user, or select
Permission Levels and then select previously defined permission levels by selecting the
corresponding checkboxes to grant permissions to some modules and features
configured in the selected permission levels for the user. If desired, click New
Permission Level to add a new permission level. For more information, refer to
Managing Permission Levels.
b. Plans – Change user permissions by selecting/unselecting the checkboxes below the
Access column for the specified plans.
In the current page, you can also filter the plans by the keyword. Enter the keyword of
Plan Name, Description, Product, or Created By. Enter the keyword for the plans you
want to display in the Input Keyword text box and then click the magnifying glass ( )
button to search. You can select Search all pages or Search current page to define the
search scope. Search all pages means that the plans in all pages whose columns contain
the keywords will be displayed, while Search current page means that only the plans in
the current page whose names and descriptions contain the keywords will be displayed.
*Note: The search function is not case sensitive.
Click Next when you finish the configurations.
c. Managed Site Collections/Mailboxes – Change user permissions by
selecting/unselecting the checkboxes below the Access column for the specified
managed site collections/mailboxes.
Click Next when you finish the configurations.
d. Overview – Provide an overview of the e-mail address and the modified permissions.
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e. Click Finish to finish the permission modifications.
Managing Permission Levels
Permission level is used to apply the same permission configuration for multiple users.
To configure permission levels, click Permission Level on the Account Manager interface. All of the
permission levels are displayed on the Permission Level interface,
To manage your permission levels, you can perform the following actions:
•
Add – To create a new permission level, click Add on the ribbon. The corresponding
configuration page appears. Then, you can perform the following actions.
i.
Enter a name for the permission level and an optional description for future
references in the Name text box and Description text box.
ii. Select the modules and features you want to grant the users permissions to.
iii. Click OK to save the configuration. Click Cancel to return to the Permission
Level interface without saving changes.
•
Edit – To edit an existing permission level, select the permission level you are about to
edit by selecting the corresponding checkbox, and then click Edit on the ribbon.
i.
In the Name and Description section, you can modify the Name and Description
of this permission level.
ii. In the Module section, you can select other modules and features you want to
grant permissions to for users using this permission level.
iii. Click OK to save the modifications for the permission level and return to the
Permission Level interface, or click Cancel to return to the Permission Level
interface without saving the modifications.
•
Delete – To delete a permission level, select the permission level you are about to
delete by selecting the corresponding checkbox, and then click Delete on the ribbon. A
pop-up window appears to confirm this action. Click OK to delete the selected
permission level and return to the Permission Level interface, or click Cancel to return
to the Permission Level interface without deleting the selected permission level.
*Note: A permission level that is currently being used by one or more users cannot be
deleted.
When you are finished managing your permission levels, click Cancel on the ribbon to return to the
Account Manager interface.
Applying Object-Based View
Object-based view in Control Panel > Account Manager displays all managed site collections/mailboxes
and plans in respective tabs. The users who have permission to each managed site collection/mailbox
DocAve Online
135
and plan are listed under the managed site collection/mailbox and plan. When using object-based view
to view and manage user and permissions, you can change user permissions.
Changing User Permissions
To change user permissions, complete the following steps:
1. With Object-based View activated, click Change Permission on the ribbon.
2. In Change Permission, select a tab from the following tabs: Managed Site Collections, Managed
Mailboxes, and Plans.
•
When selecting the Managed Site Collections tab, refer to the following steps:
i.
Locate the desired site collection that is listed under the Authorized Site
Collections column. The users who have Access permission are displayed under
this site collection.
ii. To remove the user permission, unselect the Access checkbox or hover over the
user and click the Remove User Permissions for Current Site Collection link.
If the removed user has permissions for the plans that are related to the current
site collection, there will be a pop-up window asking you whether to remove the
permissions for those plans. It is required to remove the permissions for the
plans related to the current site collection first in order to remove the
permissions for the current site collection.
•
When selecting the Managed Mailboxes tab, refer to the following steps:
i.
Locate the desired mailbox listed under the Authorized Mailboxes column. The
users who have Access permission are displayed under this mailbox.
ii. To remove the user permission, unselect the Access checkbox or hover over the
user and click Remove User Permissions for Current Mailbox.
If the removed user has permissions for the plans that are related to the current
mailbox, there will be a pop-up window asking you whether to remove the
permissions for those plans. It is required to remove the permissions for the
plans related to the current mailbox first in order to remove the permissions for
the current mailbox.
•
When selecting the Plans tab, refer to the following steps:
i.
Locate the desired plan listed under the Plan Name column. The users who have
Access permission are displayed under this plan.
ii. To remove the user permission, unselect the Access checkbox or hover over the
user and click the appeared Remove Permissions link.
3. Click OK to save changes, or click Cancel to cancel changes.
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DocAve Online
Standard User
Standard users can use the following two views to see the managed site collections and plans that have
been shared with him or her:
•
User-based View – This view displays all managed site collections/mailboxes and plans
shared to the current user.
•
Object-based View – This view displays all managed site collections/mailboxes and
plans shared to the current user.
Support
This group is used for AvePoint Support representatives that are invited to your DocAve Online account
when you need to ask for help and resolve issues. For more information on inviting AvePoint Support to
help resolve issues, refer to Troubleshooting.
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137
Managing an Office 365 Account
Use the Office 365 Account Manager tab to create authentication profiles. An authentication profile
contains the Office 365 user ID and the SharePoint center admin URL information. With it, you can
quickly fill in a form as needed by selecting this previously created authentication profile.
To access the Office 365 Account Manager tab for DocAve Online, click Office 365 Account Manager
under the Office 365 Settings heading in Control Panel.
To create an authentication profile, complete the steps below:
1. Click Create on the Office 365 Account Manager interface.
2. Profile Name – Enter a name for the authentication profile you are about to create.
3. Office 365 Credentials – Enter the Office 365 credentials for the authentication profile you are
about to create.
•
Office 365 user ID – Enter the user ID for the authentication profile.
•
Our organization uses a custom SharePoint Online admin center URL – Select this
checkbox to customize the SharePoint Online admin center URL.
4. Click Save to save your settings. To cancel your changes, click Cancel.
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DocAve Online
Configuring Your Own Storage as a Physical Device
Physical devices allow DocAve Online to store backup data. DocAve Online provides a default physical
device that uses a default Microsoft Azure Blob Storage device for storing backup data, and supports
showing the backup data size, the used storage, and free space of the default physical device. The
default physical device is used by the default logical device, and the default logical device is associated
with the default storage policy.
*Note: The size of the default storage policy is set by the following formula: 55 GB + 1 GB*user count.
For example, if you have paid for 100 users, DocAve Online will provide you 155 GB (=55 GB + 1 GB*100)
free storage space. Users can buy more storage space to extend the default storage space. The free
storage space provided for trial users is 5 GB.
If desired, you can configure a new physical device that uses your own storage to store the backup data.
While you can create multiple physical devices for use in DocAve Online here, only one is necessary to
perform a successful backup job.
Depending on where you want to store the backup data, DocAve Online has the capability to write to
any FTP, SFTP, TSM, Microsoft Azure Blob Storage, Amazon S3, Compatible Amazon S3, Rackspace Cloud
File, Dropbox, Box, NetApp AltaVault, and OneDrive devices. For full details and guidelines about using
the physical device, refer to the Control Panel Reference Guide.
*Note: DocAve Online supports specifying a folder in FTP/SFTP/NetApp AltaVault to store the data
through configuring the folder structure. This field is optional. In the Root Folder text box, enter the
desired folder structure in FTP/SFTP/NetApp AltaVault where you would like to store the data (if the
specified folder structure does not exist in FTP/SFTP/NetApp AltaVault, the folder structure will be
created automatically). The data will be stored according to the specified folder structure. If you do not
configure this field, the data will be stored in the FTP/SFTP/NetApp AltaVault root folder.
*Note: For Microsoft Azure Blob Storage, DocAve Online only supports writing backup data to the Block
blobs storage type.
*Note: Due to performance issues, AvePoint does not recommend using OneDrive for storage when
using DocAve Online.
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139
Configuring Export Locations
Export Location allows you to export job reports, Administration Reports (in Report Center), Auditor
Reports (in Report Center), and the reports of Administrator to specific locations.
To access the Export Location tab for DocAve Online, click Export Location in Control Panel.
Managing Export Locations
In Export Location, you can create a new export location, view details about an export location, edit a
previously configured export location, or delete a previously configured export location. For more
information about creating or editing an export location, refer to Creating and Editing Export Locations.
To view details about an export location, select it from the list of previously configured export locations,
and then click View Details on the ribbon. You will see the previously configured settings for this export
location.
To edit a previously configured export location, select it from the list and then click Edit on the ribbon.
For more information about editing the settings of this export location, refer to Creating and Editing
Export Locations.
To delete an export location from DocAve Online, select it from the list of previously configured export
locations, and then click Delete on the ribbon. A confirmation window will pop up and ask if you are
sure you want to proceed with the deletion. Click OK to delete the selected export location, or click
Cancel to return without deleting it.
Creating and Editing Export Locations
To create a new export location, click Create on the ribbon. To modify a previously configured export
location, select the export location, and then click Edit on the ribbon. In the Create a New Export
Location or Edit Export Location interface, configure the following settings:
1. Name and Description – Enter a Name for this export location. Then enter an optional
Description for future reference.
2. Location Type – Select the type for the export location that you are about to create.
•
Storage – The reports will be stored in a storage location.
i.
Storage Type – Select a storage type for the export location.
ii. Storage Type Configuration – Configure the required configurations for the
selected storage type. For more information, refer to the Physical Device section
in the DocAve Control Panel Reference Guide.
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DocAve Online
iii. SharePoint Online Document Library – The reports will be stored in a document
library.
iv. SharePoint Online Document Library – Select the SharePoint Online document
library where you want to store the exported report files.
▪
Specify a document library – Expand the tree and select your desired
document library.
▪
Each site in the selected scope – Stores the report about each site to
the document library of each site accordingly. Enter the document
library name you want to use to store the exported report files in the
text box. By default, the document library DocAve Report Center
Reports is provided. The library will be created in each site in the
selected scope.
*Note: This configuration only take effect when you select site
collection level nodes or site level nodes to export reports, and the
document library in each site can only be used to store the Auditor
Reports of Report Center.
Click OK on the ribbon to save your configurations, or click Cancel to go back to the Export Location
interface without saving any configurations.
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141
Troubleshooting
For help using DocAve Online, a Power User can invite a member of AvePoint Support to access their
DocAve Online session to help troubleshoot. To do this, complete the following steps:
*Note: After AvePoint Support completes troubleshooting, the Support user will remain in the Account
Manager. To remove the Support user, a Power User can delete the Support user by navigating to
AvePoint Online Services > User Management > User-based View, selecting the checkbox next to the
Support’s user ID, and then clicking Delete on the ribbon.
1. Log into DocAve Online and click Invite Support (
window appears.
) at the top-right of the window. A pop-up
2. On the Invite Support window, provide the following information:
a. Invite AvePoint Support – Provide the product, issue type, severity, and details about
your issue. Give as much detail as possible.
o
Product – Select the product type related to your issue from the drop-down list.
o
Issue Type – Choose your type of issue:
▪
General guidance – Get general help using DocAve Online.
▪
Troubleshoot an issue – Invite AvePoint Support to help you
troubleshoot a problem with DocAve Online.
o
Severity – Define the severity of the issue by selecting a level on the scrollbar
(1=Trivial, 5=Critical).
o
Details – Enter detailed information about your issue in the text box, such as
how often the issue appears, what process the issue affects, and what actions
were performed before the issue appears.
*Note: The content of the detailed information cannot exceed 255 characters.
If the issue is related to a particular job, enter the corresponding Job ID in the
text box. To add multiple Job IDs, separate the Job IDs with semicolon.
o
Attachment – If you have a file that will help explain or resolve your issue, click
Browse and select your file.
*Note: The maximum file size is 5 MB.
142
o
Contact Name – Enter your name in the text box.
o
Contact Option – Choose your preferred method of contact:
▪
E-mail –Enter your e-mail address in the text box.
▪
Phone –Enter your phone number in the text box.
DocAve Online
b. Plans – Share plans with the Support user by selecting the checkboxes below the Access
column for the specified plans.
In the current page, you can also filter the plans by the keyword. The keyword must be
contained in the value of the Plan Name, Description, Product, or Created By columns.
Enter the keyword for the plans you want to display in the Input Keyword text box and
then click the magnifying glass ( ) button to search. You can select Search all pages or
Search current page to define the search scope. Search all pages means that the plans
in all pages whose columns contain the keywords will be displayed, while Search current
page means that only the plans in the current page whose names and descriptions
contain the keywords will be displayed.
*Note: The search function is not case sensitive.
Click Next when you finish the configurations.
c. Managed Site Collections/Mailboxes – Share the desired managed site
collections/mailboxes by selecting the checkboxes below the Access column for the
specified managed site collection/mailbox.
o
Managed site collections/mailboxes represent the site collections/mailboxes
registered to SharePoint Sites groups/OneDrive for Business groups/Exchange
Mailboxes groups and managed by DocAve Online.
o
The Support user with Access permission for the site collections is able to
manage the site collections/mailboxes when using the product suites in DocAve
Online.
Click Next when you finish the configurations.
d. Overview – Provide an overview of the issue description and the shared managed site
collections/mailboxes and plans.
e. Click Submit to finish the invitation process. AvePoint Support will receive an e-mail
notification to inform him/ her that he/ she is invited to help solve customer issues.
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143
Submitting Feedback
We provide a platform to collect feedback, if you want to report bugs, give suggestions for product
features, or provide comments about your DocAve Online experience. Refer to the following steps to
submit feedback:
1. On the homepage of DocAve Online in the top-right corner, click the Submit Feedback (
button. The Submit Feedback window appears.
)
If you would like to be contacted by an AvePoint representative after submitting feedback,
check the Would you like to be contacted by an AvePoint representative in regards to your
issue? checkbox at the top of the window.
2. On the top of the Submit Feedback pop-up window, click the stars to evaluate your DocAve
Online experience.
3. Provide feedback in one or all of the three available feedback tabs: Bug Report, Interface
Improvement, and Feature Suggestion. Refer to the appropriate section below for further
details.
Bug Report
In the Bug Report tab, provide detailed information about the bug that you want to report:
1. Product – Select the products you were using when you found the bug/error. Select the
checkboxes before the product names in the drop-down list.
2. Bug Type – Choose the type of the bug: Logic or User Interface. If you choose User Interface,
select a specific type from the drop-down list: Interaction, Spelling, or Grammar.
3. Severity – Define the severity of the bug (1=Trivial, 5=Critical) by selecting a level on the scroll
bar.
4. Details – Enter your own description to tell us the details of the bug (for example, how often the
bug appears, what process the bug affects, and what actions were performed before the bug
appears).
Click Send Now to submit your feedback.
Interface Improvement
In the Interface Improvement tab, you can provide feedback about your experience with the interface:
1. Tree and Interface Performance – Choose your evaluation for the performance of the data tree
interface and SharePoint Online functions.
2. How would you describe the DocAve Online Interface? – Choose your evaluation of the DocAve
Online interface.
144
DocAve Online
3. Additional Feedback – Enter any additional feedback that you want to share with us in the
provided text box.
Click Send Now to submit your feedback.
Feature Suggestion
In Feature Suggestion, you can provide suggestions on any of our product features.
1. Product – Choose the product that you would like to improve. Select the checkboxes before the
product names in the drop-down list.
2. Your Suggestion – Enter your suggestion for the feature in the provided text box, providing as
much detail as possible.
Click Send Now to submit your feedback.
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145
Best Practices for Backing Up Large Amounts of Data
with Exchange Online Backup & Restore
Exchange Online Backup jobs can encounter slow run times or finish with exceptions when there are
many mailboxes within the scope of the jobs. This section will show you how to improve job
performance and job stability by providing best practices to make efficient plan groups for backup when
exchange backup jobs start.
Making Efficient Plan Groups
To avoid slow job performance, DocAve Online has the ability to control the maximum number of
running jobs and sub-jobs.
Type
Maximum
Jobs
Number Level
Description
5
Tenant
Level
Sub-Jobs
9
Tenant
Level
DocAve Online only keeps five running jobs at the same time. If
you start a new job when there are five running jobs, the next job
will be added into the job queue until a job has been completed.
The mailbox will be equally allocated to 1000 sub-jobs and one
main job could run 9 sub-jobs concurrently.
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DocAve Online
Best Practices for Backing Up Large Amounts of Data
with Granular Backup & Restore
Granular Backup jobs can encounter slow run times or finish with exceptions when there are many site
collections or OneDrive for Business drives within the scope of the jobs. This section will show you how
to improve job performance and job stability by providing best practices to make efficient plan groups
for backup when granular backup jobs start and how to avoid SharePoint Online throttling.
Making Efficient Plan Groups
To avoid slow job performance, DocAve Online has the ability to control the maximum number of
running jobs and sub-jobs.
To improve the backup performance, you must create at least five (5) plan groups that will cover all of
the site collections. Each plan group must also have at least nine (9) plans covering all items.
Additionally, large site collections must be split across different plans.
Type
Level
Description
Jobs
Maximum
Number
5
Tenant Level
Sub-Jobs
9
Tenant Level
DocAve Online only keeps five running
jobs at the same time. If you start a
new job when there are five running
jobs, the next job will be added into
job queue until a job has been
completed.
Only granular backup jobs have the
sub-job logic. A sub-job is created
when there are more than one site
collection that must be backed up.
When the job is started, DocAve
Online takes the first nine site
collections, and creates nine sub-jobs
for the agent process. One sub job
only includes one site collection.
DocAve Online
147
Avoiding SharePoint Online Throttling
Occasionally items will fail to be backed up due to Exception 429 (too many requests). The root cause of
Exception 429 is that there are too many concurrent jobs or requests to access SharePoint Online, which
causes an overuse of resources. SharePoint Online has a built-in throttling feature that limits the
number of concurrent jobs (by script or code) to prevent this issue.
When one backup job exceeds usage limit, SharePoint Online throttles any further requests from that
service account for a short period. If the backup job continues to exceed the usage limits, SharePoint
Online will block the job, which will produce the Http Error Code 503 (Service Unavailable). If the job is
blocked in this way it will be completed with exception or failed.
For more details about SharePoint Throttling, see https://msdn.microsoft.com/enus/library/office/dn889829.aspx.
If the granular backup job has encountered Exception 429 or is being throttled, follow the AvePoint’s
suggestions below:
148
•
Use the service account for DocAve Online only, it is not recommended to use the same
service account for other products.
•
Limit the number of site collection or OneDrive for Business drives in one plan and
create more plans with smaller amounts of data.
•
Use more than one service account to perform the jobs. SharePoint Online throttling is
applied on the user level.
•
Reschedule the plan to avoid more than three jobs running at the same time.
•
Schedule the plan to start at a time when network traffic is low, such as after office
hours.
•
Increase the server resource quota in SharePoint Online Admin center if there are more
resources available.
•
Back up the current version only without the history. To back up only the current
version make sure the Include versions option is deselected.
•
Enable version retention to reduce the number of versions if all the versions in the
granular backup job must be backed up. To enable version retention, select the Keep
the following number of major versions option, and input a number into the text box.
DocAve Online
Appendix A: Data Types Supported by Exchange Online Backup and Restore
Refer to the table below for the data types supported by Exchange Online Backup and Restore.
Data Types
Different types
of Mailboxes
Different types
of Folders
Check Points
User’s mailbox
In-Place Archived Mailboxes
Resource (Room and Equipment) Mailboxes
Shared Mailboxes
Public Folder Mailboxes
Office 365 Group’s mailbox
Calendar
Contacts
Conversation History
Deleted Items
Drafts
Inbox
Journal
Junk E-mail
Notes
Outbox
RSS Feeds
Sub Folder
Sent Items
Tasks
Different types
of Items and
Mail
Item Properties
DocAve Online
Calendar and Conversations
Long name, special characters, and display languages
Folders in the same name
Folder structure
Content
Sender
Recipient (Including CC and BCC)
Attachment
149
Data Types
Post
Appointment
150
Check Points
Sent time
Category
Follow up
Read/Unread
Importance
Inserted pictures or tables
Signature
Forward
Reply
Font, art word, special character, and display languages
Sort (by size; by conversation)
Intact content
Post location
Category
Follow up
Read/Unread
Inserted pictures or tables
Forward
Reply
Font, art word, special character, and display languages
Event
Location
Attendees
Start time
End time
Duration
Reminder
Show as
Repeat
DocAve Online
Data Types
Meeting
Contact
DocAve Online
Check Points
Mark as
Online meeting
Attachment
Picture
Category
Font, art word, special character, and display languages
Event
Location
Attendees
Start time
End time
Duration
Reminder
Show as
Repeat
Mark as
Online meeting
Attachment
Picture
Category
Font, art word, special character, and display languages
Name (Full name; First name; Middle name; Last name)
E-mail (display as)
Phone
IM
Work
Address
Notes
Other
151
Data Types
Contact group
Task
Task request
152
Check Points
Picture
Private
Follow up
Category
Linked in
Member
Group Settings
Content
Attachment
Inserted pictures or tables
Font, art word, special character, and display languages
From
Assign to
Details
Recurrence
Category
Follow up
Importance
Private
Status
Complete
Start date
Due date
Alert
Content
Attachment
Inserted pictures or tables
Font, art word, special character, and display languages
From
DocAve Online
Data Types
Note
Journal Entry
Conversation
DocAve Online
Check Points
Assign to
Details
Recurrence
Category
Follow up
Importance
Private
Status
Complete
Start date
Due date
Alert
Content
Special character and display language
Category
Type
Subject
Start time
Duration
Contact
Category
Content
Participants
Content
Subject
Modes
Category
Follow up
Read/Unread
153
Data Types
154
Check Points
Hyperlink
Font, art word, special character, and display languages
DocAve Online
Appendix B: Advanced Search for Exchange Online
Time-based Restore
Advanced Search provides a quick method to locate specific objects or data to restore within the
mailbox, folder, and item. You can use Advanced Search in the Time-based Restore method.
1. On the Restore Wizard tab within the Data Selection step, select the checkboxes next to the
object names. The search scope is located within the selected object levels.
2. In the Search group on the ribbon, click Advanced Search. The Advanced Search page appears.
3. Click Add a Filter Level Group and select a level from the drop-down list: Mailbox, Folder or
Item.
4. Click Add a Criterion to add a criterion and configure the rule, condition, and value settings.
Refer to the table below for more information about each rule. The Matches condition supports
using wildcards (? and *) in the search value.
Level
Mailbox
Folder
Item
Rule
Name
Name
Title
Condition
Matches
Value
A
Equals
mailboxA
Contains
A
Matches
A
Equals
folderA
Contains
A
Contains
A
Does Not Contain A
DocAve Online
Equals
A
Does Not Equal
A
Attachment
Has Attachment
Yes
Category
Contains
A
Result
Searches for the mailbox
whose name matches A.
Searches for the mailbox
whose name is mailboxA.
Searches for the mailbox
whose name contains A.
Searches for the folder
whose name matches A.
Searches for the folder
whose name equals
folderA.
Searches for the folder
whose name contains A.
Searches for the item
whose title contains A.
Searches for the item
whose title does not
contain A.
Searches for the item
whose title is A.
Searches for the item
whose title is not A.
Searches for the item that
has attachment.
Searches for the item
whose category contains A.
155
Level
Rule
Send Time
Condition
Value
Does Not Contain A
Equals
A
Does Not Equal
A
Before
2015-02-10
16:40:00
(UTC+08:00)
Beijing,
Chongqing,
Hong Kong,
Urumqi)
2015-02-10
16:40:00
(UTC+08:00)
Beijing,
Chongqing,
Hong Kong,
Urumqi)
After
Result
Searches for the item
whose category does not
contain A.
Searches for the item
whose category is A.
Searches for the item
whose category is not A.
Searches for the item
whose send time is earlier
than 2015-02-10 16:40:00
(UTC+08:00) Beijing,
Chongqing, Hong Kong,
Urumqi)
Searches for the item
whose send time is later
than 2015-02-10 16:40:00
(UTC+08:00) Beijing,
Chongqing, Hong Kong,
Urumqi)
5. After adding multiple criteria, you can change the logical relationship between them by clicking
the logic icon after the criteria. There are two logics now: And and Or. The default logic is And.
•
And – The content that meets all the criteria will be filtered to be included.
•
Or – The content that meets at least one of the criteria will be filtered to be included.
Under the Basic Filter Condition tab, you can view the logical relationship of the criteria.
6. Click Search to execute the search operation. The search results display under the Search
Results tab. View the search results in Tree View or List View by clicking the corresponding
icons under the Search Results tab.
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DocAve Online
Appendix C: Unsupported SharePoint Online Data Types
The following table lists the SharePoint Online data types that are unsupported in DocAve Online
Archiver, Content Manager, Deployment Manager, Replicator, and Granular Backup and Restore.
Unsupported SharePoint Online Data Types
SharePoint admin center
(Office 365 tenant level settings)
SharePoint Online Alerts
Column
List/Library
List/Library Settings
Site Collection Administration
Site Mailbox
Site Settings
DocAve Online
Infopath Settings (infopath)
User Profile Service Settings (user profiles)
Business Connectivity Service Settings (bcs)
Records Management Settings (records
management)
Search Administration Settings (search)
Secure Store Target Applications (secure store)
My alerts on this site
External Data
Published Feed list
Information management policy settings
Access View
The contents of Recycle bin
Search Result Sources
Search Result Types
Search Query Rules
Search Schema
Site Collection audit settings
HTML Field Security
The contents of Site Mailbox
Language settings
User alerts
Result Sources
Result Types
Schema
157
Appendix D: Office 365 Subscriptions Charged by
DocAve Online
DocAve Online charges licensed Office 365 users of the following subscriptions:
Category
Office 365 for Business
Office 365 for Education
Office 365 for
Government
Others
158
Subscription
Office 365 Small Business Premium
Office 365 Midsize Business
Office 365 Enterprise E3
Office 365 Enterprise E4
Office 365 Enterprise E5
Office 365 Enterprise K1 with Yammer
Office 365 Enterprise K1 without Yammer
Office 365 Enterprise K2
Microsoft Office 365 (Plan A1) for Students
Microsoft Office 365 (Plan A1) for Faculty
Office 365 Education E1 for Faculty
Microsoft Office 365 (Plan A2) for Students
Exchange Online (Plan 1) for Students
Office 365 (Plan A3) for Students
Office 365 (Plan A4) for Students
Office 365 (Plan A3) for Faculty
Office 365 (Plan A4) for Faculty
Microsoft Office 365 (Plan G1) for Government
Microsoft Office 365 (Plan G2) for Government
Microsoft Office 365 (Plan G3) for Government
Microsoft Office 365 (Plan G4) for Government
Microsoft Office 365 (Plan K1) for Government
Microsoft Office 365 (Plan K2) for Government
Microsoft Office 365 Exchange Online (Plan 2) only for Government
SharePoint Online Kiosk
Exchange Kiosk
SharePoint Plan 2G
Exchange Plan 2G
Office 365 (Plan P1)
Microsoft Office 365 E1
Microsoft Office 365 (Plan E2)
Office 365 (Plan K1)
Office 365 Business Premium
OneDrive for Business with Office Online
Office 365 ProPlus(Contain OneDrive for Business (Plan 1))
SMB_BUSINESS_PREMIUM
EXCHANGESTANDARD
ENTERPRISEPACKWITHOUTPROPLUS
SHAREPOINTENTERPRISE
DocAve Online
Category
Subscription
EXCHANGEENTERPRISE
MCOSTANDARD
OFFICESUBSCRIPTION_STUDENT
OFFICESUBSCRIPTION_FACULTY
DEVELOPERPACK
O365_BUSINESS_ESSENTIALS
ENTERPRISEWITHSCAL
O365_BUSINESS
EXCHANGEENTERPRISE_FACULTY
SHAREPOINTSTANDAR_YAMMER
OneDrive for Business (Plan 2) Trial
Exchange Online Protection (Trial)
DocAve Online will keep the charge list updated once Office 365 has any changes on subscriptions for
SharePoint Online, Exchange Online, and OneDrive for Business.
*Note: DocAve Online does not charge the subscriptions that provide more than 500,000 users.
DocAve Online
159
Appendix E: Database Limitations
Database Type
Control database
Storage
Limit
Unlimited
Auditor database
1 GB
Policy Enforcer
database
1 GB
Size of Database
Entries (Estimate)
Plan data (each plan is 200
KB)
Job data (varies depending
on complexity of job)
1-2 million audit records
Approximately 300,000 out
of policy event records
Database Management
Best Practices
For day-to-day management, users can delete
job data from the GUI interface for convenience.
Users can also export job data for record
keeping purposes before deleting them from the
DocAve Online solution.
Users can prune and export the Auditor
database. They can export data and delete the
data to free up space in the database. The size
of the audit collection database can be managed
via the configurable collection policies within
Report Center.
Users can prune the Policy Enforcer database.
They may configure how long to keep data (at
most a month), and any expired data will be
pruned automatically.
Users cannot export the Policy Enforcer
database. DocAve Online may offer export
functionality in the future. Due to the nature of
the Policy enforcer feature, it is assumed that as
out of policy events are resolved, they will be
removed from this database.
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DocAve Online
Type of Entries
Stored in Database
Plans, jobs, Office 365 sites,
mailboxes, and all
configuration settings
All collected SharePoint
Online audit events
Out of policy event records.
Associated rule and profile
information.
Appendix F: Supported Design Element Mappings
Refer to the table below for the source and destination nodes that are supported being added to
DocAve Online Deployment Manager design element mappings.
Source Tree Node
Site Collection
Top-level Site
Site
List/Library
Root Folder
Folder
File/Item
App
Site Setting
Site SharePoint Designer Objects
Site Design Folder
Site Design Item
Site Content Type
Site Column
Site Workflow
User Solution Gallery
List/Library Setting
List/Library SharePoint Designer Objects
List/Library Designer Folder
List/Library Designer Item
List Content Type
List Column
List Workflow
Design List/Library
DocAve Online
Destination Tree Node
Site Collection
Site Collection, Top-level Site, Site
Site Collection, Top-level Site, Site
Site Collection, Top-level Site, Site, List/Library
List/Library, Root Folder, Folder
List/Library, Root Folder, Folder
Root Folder, Folder
Site Collection, Top-level Site, Site, App
Top-level Site, Site
Site SharePoint Designer Objects
Site SharePoint Designer Objects, Site Design
Folder
Site SharePoint Designer Objects, Site Design
Folder
Site Collection, Top-level Site, Site
Site Collection, Top-level Site, Site
Top-level Site, Site
Site Collection
List/Library
List/Library SharePoint Designer Objects
List/Library SharePoint Designer Objects,
List/Library Design Folder
List/Library SharePoint Designer Objects,
List/Library Design Folder
List/Library
List/Library
List/Library
Site Collection, Top-level Site, Site, Design
List/Library
161
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162
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