Google Workspace Backup and Archiving Guide

Topic

This article describes adding Google Workspace (GWS) mailboxes to NinjaOne SaaS Backup for backup and archiving.

Environment

NinjaOne SaaS Backup 

Description

• Authentication
  • Add all users automatically with Autodiscover
  • Add Manually
• Journal Configuration (for archive subscription only)
• Configure Selective Archiving (set of selected users)
  • Create a Google Workspace Group
  • Add Members to the Google Workspace Group
  • Set up Receiving Routing Settings
  • Set up Sending Routing Settings

Authentication

Follow these steps to integrate NinjaOne SaaS backup with your Google Workspace account. 

1. Log in to the end user dashboard.
2. Click Add Backup.
   • Use Google Workspace Admin credentials.
3. Select the Sign in with Google Workspace button from the dashboard page.
4. Select the Google Sign Out button.
   This action will log you out of your browser's active Google Workspace sessions. Ensure that you have enabled cookies for the browser; if they are not, you will need to retry and sign in again.
5. Sign in to your Google Workspace account using the global admin credentials from your Google Workspace subscription.
6. Next, install the NinjaOne application on your Google Workspace Marketplace (external link).
7. Click Integrate with Google.
8. Click Continue.
9. Select I agree to the application's Terms of Service, Privacy Policy, and G Suite Marketplace Terms of Service.
10. Once you have completed the above steps, you can close the window and return to the Add Backup page in NinjaOne.

Add all users automatically with Autodiscover

If you select the Autodiscover option, NinjaOne SaaS backup will automatically add all users to the backup. In addition, any user later added to the GWS tenant will also be automatically added to the backup if sufficient licenses are available.

You can add users to the exclusion list if you don't want them included in the Autodiscover process. After enabling Autodiscover, add the mailboxes to the Select Excluded Account drop-down.

Add Manually

To manually add mailboxes to the backup, wait for the list to populate, then click the empty box next to the user's email. If the user shows "available," you can add the mailbox.

To add the mailbox to the exclusion list, click the three dots next to "available."

Journal Configuration (for archive subscription only)

Follow these steps to configure archive for all users. Set up sending and receiving routing settings.

1. Sign in to the Google Workspace Admin console using an administrator account (https://admin.google.com).
2. On the Main Menu, click Apps → Google Workspace → Gmail.
3. Click Routing.
4. Select an organization if there are multiple organizations or units.
5. Next to the Routing settings, add a new rule by clicking Add Another Rule. If this is your first time setting up a Routing rule, you can click Configure to set it up..
6. Enter a short description for the journaling setup.
7. Select all four checkboxes in the Email Messages to Affect's section.
8. Check add more recipients in the Also deliver to setting, then click Add.
9. Select Advanced, and on the Envelope Recipient's section, check Change Envelope Recipient → Replace recipient and input an email address retrieved by contacting your reseller or by clicking the arrow beside your name and selecting Journal ID.
10. Check Do not deliver spam to this recipient if you do not want to capture spam emails.
11. Check Suppress bounces from this recipient.
12. Check Add custom headers, click Add, and input DME-JOURNAL-REPORT as key and true as value. Click Save.

Configure Selective Archiving (set of selected users)

The difference between this and the previous step is with the user. Since this is using Google groups, you must first create a Google group with selected users for archiving. Then, set up sending and receiving routing rules separately by specifying this group in the filter section. You don't need to add all the users to the group at its creation; you can update the group's users at any time.

Create a Google Workspace Group

Follow these steps to set up your Google Workspace Group.

1. Sign in to the Google Admin console at https://admin.google.com.
2. Choose Groups from the Admin dashboard.
3. Click Create Group.
4. Enter a name and group email address, fill out the other required fields, and click NEXT.
5. By default, Google selects Mailing as the new group's label. However, if you want more control over access to sensitive information, you can select the Securitys label (note: once selected, you won't be able to unselect it).
6. Configure the settings as required or keep defaults and click the CREATE GROUP button.
7. Click Done.

Add Members to the Google Workspace Group

Follow these steps to add members to your Google Workspace group.

1. Choose Groups from the Admin dashboard.
2. Select the group you've created.
3. Click Add Members.
4. Type a username or group.
5. Click ADD TO GROUP.

Set up Receiving Routing Settings

Follow these steps to set up receiving routing settings.

1. Sign in to the Google Admin console.
2. On the main menu, click Apps → Google Workspace → Gmail.
3. Click Routing.
4. (Optional) Select the Organizational Unit (OU) to filter routing based on the OU.
5. Choose one of the Routings that you set up before.
6. Click Edit.
7. Click Show option → Envelope filters.
8. Check Only affect specific envelope recipients, then select Group Membership (only received email).
9. Click Select Groups, and a pop-up will appear.
10. Choose the group(s) that will receive the message.
11. Close the pop-up.
12. Click Save.

Set up Sending Routing Settings

Follow these steps to set up sending routing settings.

1. Sign in to the Google Admin console
2. On the main menu, click Apps → Google Workspace → Gmail
3. Click Routing.
4. (Optional) Select an Organizational Unit (OU) to filter routing based on the OU.
5. Choose one of the Routings that you set up before. If you haven't set up routing, refer to the Journaling Configuration section above.
6. Click Edit
7. Click Show options → Envelope Filters
8. Check Only affect specific envelope recipients and select Group Membership (only sent mail)
9. Click Select Groups, and a pop-up will appear
10. Choose the group(s) that will receive the message
11. Check Add more recipients in the Also deliver to setting, and click Add
12. Select Advanced and on the Envelope Recipient's section, check Change Envelope Recipient → Replace recipient and input an email address that is retrieved by contacting your reseller or by clicking the arrow beside your name and selecting Journal ID
13. Check Do not deliver spam to this recipient if you do not want to capture spam emails
14. Check Suppress bounces from this recipient
15. Check Add custom headers, click Add, and input DME-JOURNAL-REPORT as key and true as value. Click Save
16. Close the pop-up
17. Click Save