NinjaOne SaaS Backup: Organization End-User Portal Guide

Topic

This article provides a comprehensive overview of the NinjaOne SaaS Backup End-User Portal.

Environment

NinjaOne SaaS Backup End-User Portal

Description

The NinjaOne SaaS Backup End-User Portal (previously referred to as the email portal) provides access to an organization's end-users to set up and manage users, set parameters for backups, and initiate downloads, restores, and other functions required by the organization. While we designed the NinjaOne SaaS Backup Partner Portal to allow for the management of multiple organizations, the End-User Portal gives the specific organization's users the ability to perform many required functions, thereby freeing technicians to perform other work.

Organizational end-users with proper permissions can access the NinjaOne SaaS Backup End-User Portal directly via their organization-specific URL. With proper permissions, the NinjaOne SaaS Backup End-User Portal is also accessible directly from NinjaOne or via the NinjaOne SaaS Backup Partner Portal.

Click the links below for more information about a particular topic.

• Adding a Microsoft 365 (M365) Tenant to Backups
  • Adding the M365 tenant to your organization
  • Adding Users to Backups
  • Adding SharePoint Sites to Backups
• Backup Status
  • Email Backup Success Notifications
• Dashboard Status Listings
  • Status → Backup
  • Status → Download
  • Status → Restore
  • Status → Migrate
• User Management
  • How to Manage User Access
  • User Access Levels
  • Enabling Access for External (Delegated) Users
  • Deactivating the Login for a User
  • Enabling Azure or Google SSO
  • Assigning Users to Departments
• Groups & Teams
  • Groups & Teams Restore
  • Groups & Teams Download
• Mail Restore, Download, and Migrate
  • Restore Backed-Up Email
  • Download Backed-Up Email
  • Migrate Backed-Up Data
• Delete and Deactivate Mailboxes
  • Delete Mailboxes
  • Deactivate Mailboxes
• Contact, Calendar, and Task Restore and Download
• Additional Resources

Adding a Microsoft 365 (M365) Tenant to Backups

This section discusses the process for adding a new Microsoft 365 (M365) tenant to your organization and then adding users from that organization to be backed up.

Adding the M365 tenant to your organization

1. Sign in to the NinjaOne SaaS Backup End-User Portal for the organization in question, either by logging in directly or by using the Login as Client option from the Partner Portal. Technicians can also access directly from the SaaS Backup dashboard in NinjaOne if they have proper permissions.
2. Once at the dashboard within the NinjaOne SaaS Backup End-User Portal, click Add Backup. If you already have backups running, you will see the option to Add From Existing with the already added tenants listed after you click Add Backup. You will also see the option to add new tenants.
3. For this scenario, we will use the Sign in with Microsoft 365 option. If you would like to set up Google Workspace (GWS) backups, refer to NinjaOne SaaS Backup: Google Workspace Backup and Archiving Guide for detailed instructions. Once you click Sign in with Microsoft 365, you will be presented with the choice to authorize with Global Admin or Service Principal. For this example, we will use the Global Admin option.
4. Click Authorize with Global Admin. NinjaOne SaaS Backup will prompt you to sign in to your Microsoft 365 account. You will need to sign in with an administrator account for the tenant to grant NinjaOne the needed permissions to create the backup administrator account.
5. If you have not already set up multi-factor authentication (MFA) on the tenant, Microsoft will prompt you to set up an MFA method of your choice.
6. The next screen will prompt you to accept the permissions for the global administrator account to be created. Scroll to the end, and click Accept. Once Microsoft creates the account, your screen will display the email address and password for the account. Take note of these items for the next step.
7. Click Sign in with Microsoft 365 again. When prompted, sign in with the backup administrator account that you just created. Microsoft may prompt you to set up MFA for this account as well.
8. Accept the permissions requested on the next screen.
9. During this last step, you will have the ability to set Autodiscover settings for SharePoint. Leaving this setting activated will allow NinjaOne SaaS Backup to detect and add all SharePoint sites automatically. If you don't want the organization to back up SharePoint or only want to back up specific sites, you can deactivate Autodiscover and manually select which sites to add.
10. Sign in one more time with the newly created backup administrator account and accept the permissions one final time. This action will complete the setup of the tenant and will take you to the page to add users from that tenant to your backups.

Adding Users to Backups

The Add Users page will launch automatically after setting up the tenant with the above steps. It can also be accessed using the Add From Existing option when clicking + Add Backup from the dashboard.
When you first access the page, it will auto-populate with all the mailboxes that NinjaOne SaaS Backup detects within the tenant. To add users to a backup, follow these steps:

1. From the Add Users page, click Select All or select the individual users that you want to add to your backup.
2. Click Add to Backup. Note that you will also see an Exclude option for cases when you want to exclude the selected users from backups.
3. You can also activate Autodiscover and AD Sync from this same page.
   • Autodiscover will automatically detect and add new users, provided you have sufficient seats available in the organization. When used in conjunction with Autolicensing (set from the Organization Settings within the Partner Portal), you can automatically adjust licenses in order to add any new users without any manual action.
   • AD sync will update things like name changes when detected within Active Directory.

Adding SharePoint Sites to Backups

By default, Autodiscover is active for SharePoint sites. However, if you deactivated Autodiscover during the initial setup or if you deactivate it later, you can still manually add any desired SharePoint sites to backups.

1. The Add Users page will be brought up automatically after setting up the tenant with the above steps. You can switch to the sites view by clicking Sites next to the Accounts button. You can also access this page by clicking Add Backup, then Add From Existing, from the dashboard.
2. When first accessing the page, it will auto-populate with all the sites that NinjaOne SaaS Backup detects existing within the tenant.
3. Use the Select All option or select the individual sites that you want to add. An Add to Backup option will appear on the screen. Note that you will also see an Exclude option for cases when you want to exclude selected SharePoint sites from the backup.
4. From this same page, you can also activate Autodiscover. Activating Autodiscover allows automatic discovery and backup of all available sites. To activate or deactivate AutoDiscover for SharePoint, navigate to Add Backup → Sites → Site Information.

Backup Status

Email Backup Success Notifications

NinjaOne SaaS Backup will send all administrator notifications to the email addresses added in the Notified Admin List.

In the NiinjaOne SaaS Backup End-User Portal:

1. Click your profile icon in the corner of the page.
2. Click Account Settings.
3. Click the Notifications tab.
4. Register additional recipients by clicking Add more.
5. Click Save Changes.

Administrator notifications include:

• NinjaOne SaaS Backup sends a notification when it has successfully added an email address to the backup.
• NinjaOne SaaS Backup sends a notification when it has completed a backup or archive.
• NinjaOne SaaS Backup sends a notification when the system detects an error in the backup process.
• NinjaOne SaaS Backup sends a notification when there is a successful email addition via the auto-discover feature.
• NinjaOne SaaS Backup sends a notification when there are insufficient cPanel seats available for auto-discover (cPanel Integration only).
• NinjaOne SaaS Backup sends a notification when there are new user tips available.
• NinjaOne SaaS Backup sends a notification when there are new product features.

NinjaOne SaaS Backup will send all user notifications to only the affected users in the following scenarios:

• NinjaOne SaaS Backup will send an email to the affected user when a download is ready.
• NinjaOne SaaS Backup will send an email to the affected user after successful addition of a credential.

Dashboard Status Listings

You can view the status of various operations directly on the dashboard page. They are displayed next to the account name in the Account List.

Status Definitions

The following tables list the definitions for each status type you may see displayed on the dashboard.

Status → Backup

Status → Download

Status → Restore

Status → Migrate

User Management

With NinjaOne, users that you add to be backed up can sign in and interact with their backup. You have the ability via the User Management page to allow certain users to have elevated access to interact with the organization and other user accounts or to grant permissions to external users who do not have an active backup within the organization.

How to Manage User Access

1. Log in to your business backup/archive account.
2. Click the account icon in the corner of the page and select User Management.
3. Click the Grant Permission tab. In this tab, you will see all users currently included in the backup.

4. From the Grant Permission tab, you have the ability to assign the role to each user from the drop-down and turn login on or off.

   A user can only assign a role to another user that is hierarchically below their own.

If selecting Group Supervisor, also select the department they are an administrator for in the box that will appear just below the role.

5. Click Save Changes.

User Access Levels

We allow 10 access levels for the Business Archiving + Backup product and five access levels for Business Backup.

• Full Admin: They have all access and capabilities. They can view, download, restore, migrate, and search emails from all email accounts. They can also set user permissions and compliance policies, view logs, set legal holds, and set up review processes.
• IT Admin: They can view info, and delete, and deactivate email for all accounts. They can also set up all user settings, but can't access the compliance tab. They can also restore emails from other accounts.
• Restricted IT Admin: This role grants access to nearly all features available to an IT Admin, with specific restrictions to ensure data privacy. Users with this role can:
  • View the list of backed-up accounts.
  • Access account details, including status and the last backup date.
  • Deactivate or re-activate accounts.
  • Add new backups.
  • Configure all user settings.
    Restricted IT Admins cannot access any metadata, and their permissions exclude the ability to use the Advanced Search and Insight tabs.
• Group Supervisor: They have full access to users within the departments in which they are a supervisor. They can restore, migrate, download, search, and view all email accounts within their allotted department. They can set user permissions, but can't access all compliance policies.
• User: They can only view, download, restore, migrate, and search their own emails, and no one else's email account. They cannot access the compliance tab.
• User View and Restore: They can only view, restore, and search their own emails, and no one else's email account. They cannot access the compliance tab or download or migrate emails.
• Compliance and Review Officer (NinjaOne Archiving + Backup Product only): They can access eDiscovery Search, Alerts, View Audit Logs, Retention Policy, Legal Hold, and Review Process tabs. Additionally, they have access to view email for all accounts.
• Reviewer (Archiving + Backup product only): They can access the Review Process tab to review emails. However, they cannot set up a new review process.
• Limited Reviewer (Archiving + Backup product only): They have access to the Review Process menu but can only review emails within the selected list in the Review Process.
• Data Protection Officer (Archiving + Backup product only): This user can access the Review Process Tab and delete messages marked for deletion. They can also create tags to classify messages. They can add notes to messages marked for deletion for the audit log. Additionally, they have access to view email for all accounts.

Enabling Access for External (Delegated) Users

If you have users who should have access to your organization but who you don't want included in backups, you can add them as external users. A delegated user can be someone from outside the organization or someone who is part of the organization who you do not include in the backup.

Only administrators who have access to the User Management page can give access to external users. To do so, follow these steps:

1. Navigate to User Management → Grant Permission.
2. Click Add User.
3. Enter the email address of the user you want to invite and select a role for the user.
4. Check I agree with this Term.
5. Click Invite.

The user that you added will receive an email with a link to log in and reset their password.

Deactivating the Login for a User

1. From the User Management page, select the Grant Permission tab.
2. From the list of users, locate the user you want to deactivate.
   • In the Login Status column, switch the toggle to off (red).
   • You can reactivate the user by switching this toggle to on (green).

Enabling Azure or Google SSO

You can now activate M365 Azure Active Directory SSO or Google SSO, which will allow users to log in to their backup dashboard using their M365 or Google credentials. This way, they don't have to keep a separate password for the NinjaOne SaaS Backup End-User portal. When you activate Azure or Google SSO in the Grant Permissions tab of the End-User Portal, it will enable all users who have access granted to log in.

1. Navigate to the User Management page and select the Grant Permission tab.
2. Activate Enforce Azure AD SSO Log in or Enforce Google SSO Log In access for all users.
   Once activated, all users will have to use their M365 or Google credentials to log in to their backup dashboard. The user would select the option to sign in with either M365 or GWS instead of putting in their NinjaOne username and password.
3. You can also deactivate the user login from this same page.

Assigning Users to Departments

Assigning users to departments can be useful when you have a lot of users and want to manage them based on specific groups you set up. For example, you could set up a finance department and then add all your finance users to that so that you can manage them all at once.

1. From the User Management page, click the Assign Department tab.
2. Click the Department Management option.
3. If a needed department is not already on the list, you can add it.
4. Click Add More to add as many departments as needed.
5. Click Save Changes.
6. In Assign Department, you can assign one or multiple departments to a user by clicking into the Assign department(s) drop-down menu and selecting the applicable option.

If you would like to sync the existing departments from your tenant, that is also possible.

1. From the Assign Department tab, you will see an option for each tenant domain to enable Azure AD Department Sync. This option is off by default.
2. Click the toggle to turn the option on. NinjaOne SaaS Backup will display a dialog warning letting you know that the departments will be automatically synced and assigned to the user accounts. Select either Yes, Continue, or Cancel.
   Once activated, it will display a Syncing status while it scans the tenant and retrieves the information.

When you have activated this option, NinjaOne SaaS Backup will check once a week for new departments or changes to users' department assignments. If you need to force a sync, you can use the Sync Now option to run it immediately.

Groups & Teams

Groups & Teams Restore

To perform a Groups & Teams restore, follow these steps:

1. Log in to the NinjaOne SaaS Backup End-User Portal for your organization and navigate to the dashboard.
2. In the Account List, open the Groups & Teams tab and expand the site to reveal all the groups.
3. Expand each group to view the different Teams items there.
4. Move your cursor over the Group or Team in question and select the Restore option. If you only need a specific type of item restored, you can choose that item type instead and then select the individual items or all items in that category to restore.
5. Select your desired options and click Next.
6. Click Yes on the final confirmation dialog.

You can track the progress of the restore from the System Status → Restores page.

Groups & Teams Download

1. Log in to the NinjaOne SaaS Backup End-User Portal for your organization and navigate to the dashboard.
2. From the Groups & Teams tab, expand the site to reveal all the groups.
3. Expand the groups to view the different Team items.
4. Select the specific item types that you want to download. You must select a document type to download chat and mailbox data.
   • You can download Team chats in EML, CSV, or PDF formats.
   • You can download mailbox data in EML or PST formats.
5. Click Next.
6. On the next screen, set the following options:
   • Backup Date: Download the data as of that date.
   • Backup Time: Select the version you want to download on the backup date. NinjaOne SaaS Backup performs up to three backups per day.
7. Select Generate Download, and click Yes, Continue.

Mail Restore, Download, and Migrate

After you have backed up your email, you can access it through three main options: Restore, Migrate, and Download. Each feature allows you to retrieve data based on your needs.

Restore Backed-Up Email

To restore backed-up emails, follow these steps:

1. Log in to the NinjaOne SaaS Backup End-User Portal dashboard.
2. In the Account List, locate and move your cursor over the mailbox that you wish to restore.
3. Click Restore. In the dialog, you can select the folder you want to restore.
   • There are three ways to do a restore:
     • Restore to their original folder: NinjaOne SaaS Backup will restore all selected messages to the same folder that they were in when NinjaOne SaaS Backup originally backed them up.
     • Restore to a new folder: NinjaOne SaaS Backup will restore all messages to a folder with the name that you specify. NinjaOne SaaS Backup will create this folder within the same mailbox.
       • The maximum length for a folder name is 60 characters.
       • To create a sub-folder, use the separator forward slash "/".
       • Special characters are not allowed (!@#$%^&*()_+-=[]{};':”).
       • Text encoding uses UTF-8.
       • NinjaOne SaaS Backup will trim all blank spaces before and after text.
       • Restore to an existing folder: This action will restore the items to a different folder that already exists within the mailbox. When selecting this option, you can choose the folder from a drop-down menu displaying all the existing folders we detect.
4. Once selected, click Start Restore to begin the restore.
   You can check the status of your restore by navigating to System Status → Restores on your dashboard.

If you only want to restore an individual folder or individual items, follow these steps:

1. From the dashboard, locate the user and click their email name.
2. Select the folder that you want to view.
3. Select the individual messages you want to restore by clicking the box next to the From column, or use the Select All option to get all items in the selected folder.
4. Click Restore in the corner of the page.
5. Follow the same steps described above to select the destination for the restore.

Download Backed-Up Email

1. Log in to the NinjaOne SaaS Backup End-User Portal for your organization and navigate to the dashboard.
2. Move your cursor over the mailbox you wish to download and select Download. Technicians must have full permissions to see this option.
3. Select the folders that you want to download.
4. Click Generate Download.
5. Once the download is ready, you will receive an email notification letting you know. You can also monitor the download status from the System Status → Downloads page. This page is also where you can download the file.

Migrate Backed-Up Data

This option will allow you to restore the data to a mailbox other than the one you backed up from. This other mailbox needs to be within the same tenant as the backed-up user.

1. Log in to the NinjaOne SaaS Backup End-User Portal for your organization and navigate to the dashboard.
2. Move your cursor over the mailbox you wish to migrate from and click Migrate.
3. If you want all the backed-up data in the new mailbox, click the date range and select All. If you only want items from a specific date range, select that range.
4. Select the destination for the data.
   • If the mailbox already exists, select Existing Account and select the desired account drop-down menu.
   • If you want to migrate to a new user mailbox, select New Account. Then select the type of tenant from the drop-down. For options 1 and 2, NinjaOne SaaS Backup will prompt you to sign in to the mailbox you want to migrate to. For option 3, enter the username and password for the mail and the IMAP settings for that mailbox.
     • Select Gmail for GWS accounts.
     • Select O365 for Microsoft 365 accounts.
     • For all others (including Microsoft Exchange), select Other Email.
5. Click Start Migrate.
   You can check on the status of the migration from the System Status → Migrations page.

Delete and Deactivate Mailboxes

Delete Mailboxes

When you delete a mailbox, NinjaOne SaaS Backup purges the backup data. Deleting mailboxes is only available in the NinjaOne End-User portal for users of our Backup plan. If you use our Archiver plan, contact NinjaOne Support for assistance with manual deletion.

1. From the End-User portal dashboard, select the mailbox you wish to delete.
2. Click the Delete button corresponding to the mailbox.
3. Click Yes to confirm.

Deactivate Mailboxes

When a mailbox is deactivated, NinjaOne SaaS Backup no longer backs up the account. The user's login access is also deactivated. However, NinjaOne SaaS Backup retains the previously backed-up data for the account.

1. From the NinjaOne SaaS Backup End User Portal dashboard, select the mailbox that you want to deactivate.
2. In the More option, click De-Activate.
3. Click Confirm to finish.

Contact, Calendar, and Task Restore and Download

1. Log in to the NinjaOne SaaS Backup End-User Portal for your account and navigate to your dashboard.
2. Navigate to the tab for Contact, Calendar, or Task.
3. Move your cursor over the user in question and select either Restore or Download.
   • If you want to restore/download all the data, click either Restore or Download.
   • If you only want specific items to be restored or downloaded, click the name of the mailbox in question and select the specific date you want. Then click either Restore or Download.
4. Click Yes to start the restore or download.
   You can check on the status of the restore or download from the System Status → Restore or System Status→ Download page.

Additional Resources

• For a glossary of common NinjaOne SaaS Backup terminology, refer to NinjaOne SaaS Backup: Glossary of Terms.
• For information about the NinjaOne SaaS Backup Dashboard in NinjaOne, refer to: NinjaOne SaaS Backup: The SaaS Backup Dashboard
• For information about the NinjaOne SaaS Backup Partner Portal, refer to: NinjaOne SaaS Backup: Partner Portal Guide.