Getting Started with Spanning Backup for Google Workspace

This guide was written for individuals who administer Spanning Backup for Google Workspace. It contains the information you need to setup and configure Spanning Backup for Google Workspace, as well as how to use Spanning to restore data, export data, and manage Spanning Backup. It’s divided into functional parts intended to support you as you manage your environment.

Kaseya 365 customers

If you have purchased Kaseya 365 and are new to Spanning Backup, you will complete your initial setup steps in KaseyaOne, UniView, and Spanning Backup. Refer to Getting Started with Kaseya 365 for information on the Kaseya 365 Setup Guide that the Implementation Contact follows to setup Kaseya 365. Then proceed to Getting started with Spanning Backup to complete the remaining setup procedures in UniView and Spanning.

Direct Spanning Backup customers

If you are a direct Spanning customer (e.g., your Spanning Backup account or trial was NOT provided by a Kaseya partner/MSP), setup procedures vary by whether your Spanning Backup module is part of a Kaseya 365 subscription:

With Spanning Backup you get automated, enterprise-class protection of your Mail, Google Drive, Shared (Team) Drives, Calendar, and Contact data.

Your Spanning Backup module is managed through the UniView Portal. To start using Spanning Backup, you will perform some steps in UniView Portal and others directly in Spanning Backup. See the following steps to start protecting your Google Workspace domain with Spanning:

To administer Spanning Backup for Google Workspace, the following are required:

  • A Google Workspace subscription
  • A Google Workspace Super Admin account
  • A Spanning Backup for Google Workspace subscription
  • A supported TOTP authenticator application

NOTE  UniView Portal requires two-factor authentication (2FA) using a supported TOTP authenticator application. If you are not already using a supported authenticator application, you will need to download and install one to your iOS or Android device before you can log in to the UniView Portal. For details, see Which authentication applications are supported by KaseyaOne?

Installing and configuring Spanning Backup for Google Workspace is quick and easy. The steps provided below guide you through the installation process and application configuration.

Before you begin the installation process, please ensure you are a Google Super Admin with full administrative rights for the Google Workspace domain where you will install Spanning Backup for Google Workspace. To check if you are a Super Admin, log in to the Google Workspace Admin Console with your Google credentials and then navigate to Admins.

To install Spanning Backup for Google Workspace from the App Marketplace

  1. Log in to your Google Workspace account.
  2. Click this URL to open the Spanning Backup for Google Workspace listing on the Google Workspace Marketplace: https://workspace.google.com/marketplace/app/spanning_for_m365_backup_for_g_suite/632855923494.
  3. Click Install to start the installation process.
  4. Click Continue.
  5. Select the top-level domain in the list under Turn ON for.
  6. Check the box to agree to Terms of Service for the application and for Google Workspace Marketplace.
  7. Click Accept.
  8. Choose if you would like to send out a notification about Spanning Backup for Google Workspace to all the users in your domain and click Next.
  9. Click Next on the screen displaying where to find Spanning Backup.
  10. Click Complete additional setup now.

  1. Proceed to Step 2: Log in to the UniView Portal.

After purchasing Spanning Backup, you receive a Welcome to UniView Portal email within 48 hours before your subscription's start date. Use the URL and credentials in this email to log in to the UniView Portal.

Steps required to log in vary by whether you log in through KaseyaOne or directly into the UniView Portal. These considerations apply:

  • In some environments, KaseyaOne has been integrated with UniView and log in with KaseyaOne is required. In this case, when you attempt to log in you are redirected to the KaseyaOne Login page. Enter your UniView Portal username and company name to log in through KaseyaOne. Follow the instructions on the pages that display.

NOTE  For a more detailed step-by-step login procedure, see To log in with KaseyaOne credentials in the UniView Portal online help guide.

  • In some environments, log in with KaseyaOne is optional. You can click Log in with KaseyaOne or enter your credentials on the UniView Portal login page.
  • In some environments, log in with KaseyaOne is not enabled. In this case, the login page does not contain the Log in with KaseyaOne button and you must log in through UniView Portal. If logging in for the first time, you are prompted to set up 2FA authentication.

NOTE  For a more detailed step-by-step login procedure, see To activate your account and log in for the first time or To log in using UniView Portal credentials in the UniView Portal online help guide.

Steps required to log in vary by whether you log in through KaseyaOne or directly into the UniView Portal. These considerations apply:

  • In some environments, KaseyaOne has been integrated with UniView and log in with KaseyaOne is required. In this case, when you attempt to log in you are redirected to the KaseyaOne Login page. Enter your UniView Portal username and company name to log in through KaseyaOne. Follow the instructions on the pages that display.

NOTE  For a more detailed step-by-step login procedure, see To log in with KaseyaOne credentials in the UniView Portal online help guide.

  • In some environments, log in with KaseyaOne is optional. You can click Log in with KaseyaOne or enter your credentials on the UniView Portal login page.
  • In some environments, log in with KaseyaOne is not enabled. In this case, the login page does not contain the Log in with KaseyaOne button and you must log in through UniView Portal. If logging in for the first time, you are prompted to set up 2FA authentication.

NOTE  For a more detailed step-by-step login procedure, see To activate your account and log in for the first time or To log in using UniView Portal credentials in the UniView Portal online help guide.

To launch the self-paced onboarding tour, click the graduation cap icon and select the Tasks tab. Click an onboarding task to view its tour:

For supplemental information, see these topics in the UniView Portal online help guide as you're working through these tasks in the tour:

To connect to Spanning Backup:

  1. In UniView Portal, navigate to Dashboard > Spanning and select the Google Workspace tab below:
  2. Connect to your Google Workspace domain in Spanning Backup by clicking its icon, as shown here:
  3. You are logged in to the Spanning Backup UI.

Use these steps to onboard your Spanning Backup for Google Workspace domain:

  1. Log in to Spanning Backup as an administrator. If this is your first time logging in, the self-paced onboarding tour launches automatically. If not, launch the tour by clicking the graduation cap icon and selecting a task on the Tasks tab. Click an onboarding task to view its tour:
  2. Complete the tasks in the onboarding tour.
  1. Repeat this procedure to onboard additional Google Workspace domains.

For supplemental information, see these topics:

To start running backups, you must license the user accounts that you want to back up. Once licenses are assigned, Spanning begins running daily backups of each licensed user's Gmail, Google Drive, Calendars, and Contacts data.

The amount of time it takes to complete your first backup will vary according to how much data you have stored in your Google Workspace domain. After the initial backup is completed, subsequent daily backups are much faster since they include only new and changed data.

NOTE  During a trial, organizations are limited to protecting 100 users.

NOTE  For additional licensing procedures, see Licensing Users.

  1. Log into Spanning Backup as an admin user.
  2. Click Users, then Manage Licenses.
  3. (Optional) Search for users by name or e-mail address.
  4. (Optional) Search for users by using the advanced filters. This enables you to search across all columns and values on the page.
  5. (Optional) Check boxes to select users.

  1. Do one of the following to assign licenses:
    • To enable licenses for selected users, click Activate Standard. Click Confirm to continue.
    • To assign licenses to all users that meet current filter criteria, click Activate Licenses. Click Confirm to continue.

NOTE  When clicking Activate Licenses, it is possible to enable backup for all users in your tenant in one action (when no filters are currently applied). If filter criteria are applied (e.g., desired Organizational Unit), this action takes into consideration all filtered results (not only the users loaded in the list below if the list contains more).

All shared drives discovered in your Google domain are listed on the Manage Shared Drives page in Spanning Backup. Shared drive protection is included with Spanning Backup at no additional charge.

Use this procedure to activate backups for shared drives. You can use the Activate Backup button to activate backups for all drives in the list or use the Activate option to activate backups for the drives you've manually selected in the list.

NOTE  During a trial, organizations are limited to protecting 10 shared mailboxes.

  1. Log into your Spanning Backup for Google Workspace account as an admin user.
  2. Click Shared Drives. All drives discovered in your Google Workspace domain display in the shared drives list.

NOTE  Shared drives are synced from Google daily. To check your Google domain for newly added drives, click :

  1. (Optional) Search for shared drives by name.
  2. (Optional) Search for shared drives by using the advanced filters. This enables you to search by drive name, backup status, or tag.
  3. (Optional) Check boxes to manually select the shared drives to activate.
  4. Do one of the following:
  • To activate backups for all drives that display in the list, click the Activate Backup button. Select the Activate Backup option, then click Confirm.
  • To activate backups for the drives you've selected in the list, click the Activate option. Click Confirm to continue.

 

  1. (Optional) Enable the Auto Backup New Shared Drives toggle to automatically activate backups for any newly discovered shared drives.

Spanning Backup for Google Workspace provides settings to help you manage and monitor your domain. To finish setting up your Spanning Backup environment, configure these settings:

Now that you've assigned licenses and activated backups for shared drives, backups will run automatically each day. Check out these additional topics to get the most out of Spanning Backup:

Spanning Backup for Google Workspace provides settings to help you manage and monitor your tenant. See Configuring Administrator Settings for more configuration options, such as automated licensing, security, and retention settings.

To view backup status, you can:

  • Go to the Users page for a snapshot of the last 30 backups by user. Click a red backup failure icon to drill down and view details on the Problems page.

    Click a user in the list to view last backup status.
  • Go to the Problems page to view backup errors for the selected day or user. For details, see Managing Errors.

To view an immutable log of application activity (such as restores and on-demand backups), see Viewing Application Activity.

To restore or export data, see these topics:

With Spanning Backup you get automated, enterprise-class protection of your Mail, Google Drive, Shared (Team) Drives, Calendar, and Contact data. Use these procedures to set up Google Workspace for Spanning backup.

To administer Spanning Backup for Google Workspace, the following are required:

  • A Google Workspace subscription
  • A Google Workspace Super Admin account
  • A Spanning Backup for Google Workspace subscription

Installing and configuring Spanning Backup for Google Workspace is quick and easy. The steps provided below guide you through the installation process and application configuration.

Before you begin the installation process, please ensure you are a Google Super Admin with full administrative rights for the Google Workspace domain where you will install Spanning Backup for Google Workspace. To check if you are a Super Admin, log in to the Google Workspace Admin Console with your Google credentials and then navigate to Admins.

To install Spanning Backup for Google Workspace from the App Marketplace

  1. Log in to your Google Workspace account.
  2. Click this URL to open the Spanning Backup for Google Workspace listing on the Google Workspace Marketplace: https://workspace.google.com/marketplace/app/spanning_for_m365_backup_for_g_suite/632855923494.
  3. Click Install to start the installation process.
  4. Click Continue.
  5. Select the top-level domain in the list under Turn ON for.
  6. Check the box to agree to Terms of Service for the application and for Google Workspace Marketplace.
  7. Click Accept.
  8. Choose if you would like to send out a notification about Spanning Backup for Google Workspace to all the users in your domain and click Next.
  9. Click Next on the screen displaying where to find Spanning Backup.
  10. Click Complete additional setup now.

  1. Proceed to Step 2: Complete the Spanning Backup Onboarding Tour.

Use these steps to onboard your Spanning Backup for Google Workspace domain:

  1. Log in to Spanning Backup as an administrator. If this is your first time logging in, the self-paced onboarding tour launches automatically. If not, launch the tour by clicking the graduation cap icon and selecting a task on the Tasks tab. Click an onboarding task to view its tour:
  2. Complete the tasks in the onboarding tour.
  1. Repeat this procedure to onboard additional Google Workspace domains.

For supplemental information, see these topics:

To start running backups, you must license the user accounts that you want to back up. Once licenses are assigned, Spanning begins running daily backups of each licensed user's Gmail, Google Drive, Calendars, and Contacts data.

The amount of time it takes to complete your first backup will vary according to how much data you have stored in your Google Workspace domain. After the initial backup is completed, subsequent daily backups are much faster since they include only new and changed data.

NOTE  During a trial, organizations are limited to protecting 100 users.

NOTE  For additional licensing procedures, see Licensing Users.

  1. Log into Spanning Backup as an admin user.
  2. Click Users, then Manage Licenses.
  3. (Optional) Search for users by name or e-mail address.
  4. (Optional) Search for users by using the advanced filters. This enables you to search across all columns and values on the page.
  5. (Optional) Check boxes to select users.

  1. Do one of the following to assign licenses:
    • To enable licenses for selected users, click Activate Standard. Click Confirm to continue.
    • To assign licenses to all users that meet current filter criteria, click Activate Licenses. Click Confirm to continue.

NOTE  When clicking Activate Licenses, it is possible to enable backup for all users in your tenant in one action (when no filters are currently applied). If filter criteria are applied (e.g., desired Organizational Unit), this action takes into consideration all filtered results (not only the users loaded in the list below if the list contains more).

All shared drives discovered in your Google domain are listed on the Manage Shared Drives page in Spanning Backup. Shared drive protection is included with Spanning Backup at no additional charge.

Use this procedure to activate backups for shared drives. You can use the Activate Backup button to activate backups for all drives in the list or use the Activate option to activate backups for the drives you've manually selected in the list.

NOTE  During a trial, organizations are limited to protecting 10 shared mailboxes.

  1. Log into your Spanning Backup for Google Workspace account as an admin user.
  2. Click Shared Drives. All drives discovered in your Google Workspace domain display in the shared drives list.

NOTE  Shared drives are synced from Google daily. To check your Google domain for newly added drives, click :

  1. (Optional) Search for shared drives by name.
  2. (Optional) Search for shared drives by using the advanced filters. This enables you to search by drive name, backup status, or tag.
  3. (Optional) Check boxes to manually select the shared drives to activate.
  4. Do one of the following:
  • To activate backups for all drives that display in the list, click the Activate Backup button. Select the Activate Backup option, then click Confirm.
  • To activate backups for the drives you've selected in the list, click the Activate option. Click Confirm to continue.

 

  1. (Optional) Enable the Auto Backup New Shared Drives toggle to automatically activate backups for any newly discovered shared drives.

Spanning Backup for Google Workspace provides settings to help you manage and monitor your domain. To finish setting up your Spanning Backup environment, configure these settings:

Now that you've assigned licenses and activated backups for shared drives, backups will run automatically each day. Check out these additional topics to get the most out of Spanning Backup:

Spanning Backup for Google Workspace provides settings to help you manage and monitor your tenant. See Configuring Administrator Settings for more configuration options, such as automated licensing, security, and retention settings.

To view backup status, you can:

  • Go to the Users page for a snapshot of the last 30 backups by user. Click a red backup failure icon to drill down and view details on the Problems page.

    Click a user in the list to view last backup status.
  • Go to the Problems page to view backup errors for the selected day or user. For details, see Managing Errors.

To view an immutable log of application activity (such as restores and on-demand backups), see Viewing Application Activity.

To restore or export data, see these topics: