SaaS Backup Partner Portal Guide

Topic

This partner portal guide is intended to provide comprehensive instructions and information for those of you who are accessing the partner portal.

Environment

NinjaOne SaaS Backup

Description

NinjaOne SaaS Backup is a cloud backup platform that helps businesses securely backup, manage, recover, and protect their business information. The automated and incremental backups simplify the backup, recovery, and compliance experience. It works with Microsoft 365 (Hosted Exchange, Groups and Teams, SharePoint, OneDrive), Gmail (including Calendars, Contacts, and Tasks), and other IMAP email servers. NinjaOne uses 256-bit (AES) encryption at rest and in transit, supporting multifactor authentication (MFA).

Index

• Glossary
• Introduction
• Login
• Dashboard
• Organizations
• Accounts
  • Account Details
  • Site Details
  • Group Details
• User Management
  • Create New User
  • Edit User
  • Notification Settings
  • Setup Notification Period 
• Group Management
  • Create New Group
  • Set Access Scope
  • Set Group Manager
• SMTP Settings
  • How to Set Up SMTP Settings
• Notification Settings
• Two-Factor Authentication
  • Setup Two-Factor Authentication
  • Reset Two-Factor Authentication
  • Disable Two-Factor Authentication
• Partner Settings
• Role Accessibility

Terminology

The table below lists the terms used in the partner portals with following descriptions.

Introduction

The partner portal is a platform that facilitates communication and collaboration between backup service providers, partners such as distributors, sub-resellers, and direct resellers, and your customers whose data is being backed up.  

The partner portal supports multiple data centers within AWS in the US and other regions. It will enable you to have visibility to all your customers under a single pane of glass rather than log in to each region separately. 

Once your partner user login is enabled, you will be able to login to the portal. We suggest you bookmark the login link for easy and quick access.

Login

With access to SaaS Backup, you will be given a link to the login page, which allows partner users to gain access to the portal. 

On the login form, you must choose whether to log in by inputting username and password or log in by using M365 or Google single sign-on. 

If your email is registered in two different accounts, the system will show a select account page before leading to the dashboard page.

Please note that only the ones accessible via the sign-in method you used will be selectable. However, if we detect others under a specific email address, you will see a message letting you know that you have access to other accounts under a different method. It could be that you have different passwords for the various accounts or that one is using SSO while another is using username and password.

Dashboard

Upon successful login, partners are directed to the dashboard page, which we consistently enhance to optimize the partner experience through streamlined data visualization, reporting, analysis, and interface improvements.

You will find a welcome popup when you log in to the Partner Portal for the first time. Please click the Get Started button to continue exploring the portal.

Here are all components of the Dashboard page:

• Dashboard Menu: Navigate back to the Dashboard page.
  
• In-App Notification: View general information, warnings, dangers, or success messages published by NinjaOne's internal team. The system syncs notifications every 3 hours.
• Change Language: Switch the default language from English to Portuguese, Japanese, Deutsch, or French.
  
• User-Logged Information: View the name and email address of the current logged-in user, available on every page of the new partner portal.
  
• Period Filter: Allows filtering of Organizations and Accounts summary information based on selected options. Defaulted to "This Month," displaying data from the 1st day of the month to today.
  
• Partner Reports: Click the Report Details button at the bottom of each widget to see an option to export the data to a CSV file. 
  
  
  • Protection Coverage: Displays the number and percentage of backed-up accounts out of all accounts.
  • Seat Usage: Shows the percentage of paid seats utilized for backup.
  • Organizations: Tracks the status of active, suspended, and unsubscribed organizations. This section offers a shortcut link to access more detailed information on the Organizations page.
  • Accounts: Provides insights into active, deactivated, and total account numbers. The section includes Account details shortcut link to navigate to the Account page, showing more detailed information.

Organizations

Organizations are tenants with data backed up under a partner’s account. You can access the Organizations page directly by clicking the Organizations menu on the left side of the page.

Here are all components of the Organizations page:

1. Dashboard: Navigate back to the Dashboard page.
2. Export CSV: Download an organization’s data into CSV format with the same value displayed on the page.
3. New organization: Click the button to create a new organization. 
4. Status tab: Four statuses refer to the organization’s subscription: Active, Suspended, Unsubscribed, and Deleted. By default, the system shows an active organization. The chosen filter is marked with a blue tab.
5. Organization Search: Search for a specific organization by Organization name or Organization ID. You don’t have to remember the full text. The system can show a result even if you input a partial text. The system also allows you to input special characters.
6. Plan filter: Filter based on plan type. There are four options: All, Personal, Backup, and Archiver.
7. Credential Status filter: Filter based on credential status. There are two options, including All and Need Authentication. 
8. Organization info: It contains an icon, organization name, email address, and organization ID. For all organizations that subscribe to the basic/personal plan type, the organization name will be filled in by the system automatically.
9. Plan info: It contains the plan name, plan type, price, and seat/storage usage.
10. Login as Client: Navigate to the Customer Portal by impersonation. Especially for partner Admin role, they can’t access this if they are not assigned to a group. The system will show a popup tooltip to notify them why they can’t access it.
11. Ellipses button: Access the organization’s details.
    • View Details: Access the organization's settings page to manage general info, features, and subscriptions. Also, view login accounts, credentials, and journaling.
    • Go to the Credential Page: This only appears when the organization has a credential error.
    • Send Reset Password: Send a password reset link via email.
12. Pagination: The Prev and Next buttons help a user to move to another page. By default, a page contains a maximum of 20 organizations. The pagination buttons display only if there are more than 20 organizations added. 

Organization Details

To see the details of an organization, click any area of Organization or click the View Details button under the ellipsis on a selected organization from the list. You can’t view organization details if the subscription status is deleted.

For more information about Organizations for SaaS Backup, please see SaaS Backup: Organization Details and FAQ.

Accounts

Accounts refer to a record of what is backed up within the organization. You can access the Accounts page directly by clicking the Accounts menu (on the left side) or the View Details link on the Dashboard.  

Here are all the components of the Accounts page:  

1. Organizations: Narrow your view of accounts by selecting a specific organization from the droplist. By default, accounts from all organizations are displayed.
2. Export CSV: Download the account’s data into CSV format with the same value displayed on the page.  
3. Product type:
   • Email (including mailbox, shared mailbox, and public folder)
   • Drives (including OneDrive and Google Drive)
   • Shared Drives
   • Contact
   • Calendar
   • Task
   • Private Chat
   • SharePoint
   • Groups and Teams  
4. Status: Refers to the account status, which is active, deactivated, or deleted. 
5. Search Account: This feature allows you to search for a specific account by email address, organization name, or account ID. You don’t have to remember the full text; the system can show a result even if you input a partial text. 
6. Account info: It includes an icon, email address, organization name, and account ID.
7. Backup status: It shows an account’s backup status.  
8. Ellipses button: If you click the ellipsis button, there are two sub-buttons, which are:
   • View Details: It will redirect you to the more details page (the system classifies it into three types: Account Details, Site Details, and Group Details).
   • View Organization: It will redirect you to the Organization Details page.

Account Details

From the Accounts page, click any account to see the accounts detail page. On the account details page, you will see details regarding the number of accounts and backup types for a specific user. This will be broken up into the following sections:

• Account Info: Will include the email address, user ID, Type of account, and the Organization that the backup is occurring under
• Email: This will show details for the user's backup of the email data. This will show the current status when the backup was added, when the last backup occurred, and the status of the last backup attempt.
• Drive: This will show the details of the personal drive storage for the user (OneDrive or My Drive). This will show the current status when the backup was added, when the last backup occurred, and the status of the last backup attempt.
• Calendar: This will show the details for the calendar backup for the user. This will show the current status when the backup was added, when the last backup occurred, and the status of the last backup attempt.
• Contact: Will show the details for the contacts backup for the user. This will show the current status when the backup was added, when the last backup occurred, and the status of the last backup attempt.
• Tasks: The details for the tasks backup for the user will be shown. This will show the current status when the backup was added, when the last backup occurred, and the status of the last backup attempt.

Site and Group Details

This will show the details for the backup of SharePoint sites and groups. This page will contain information such as the site's name, the ID, the domain related to the site when it was added, the current status, the total number of files, the amount of data backed up, and the status/date of the last backup.

To export the CSV file of accounts data, follow these steps:

1. From the Accounts page, choose a product.
2. Choose a status.
3. Search for a specific account, if applicable.  
4. Click the Export CSV button.
   
5. Click the Yes, Continue button on the confirmation popup.
6. Open your mailbox to see the result with the subject “Your CSV Download is Ready.”

The system shows a link following this file name format: Account Status <space> Account Type <space> Account <space> Partner Name <space> Generated Date & Time.

User Management

User management allows Admins and Super Admins to manage users including role assignment, notification setup, and Azure login SSO enablement. To access this page, click User Management under the Settings menu.

Create New User

Only Super Admin, Admin, Finance, and Support users can create new users.  To create a new user, follow these steps:

1. Go to the User Management page.
2. Click the + New User button in the top right corner.
3. Input the user's email address and password.
4. Select a user role from the drop-down.
   
5. Activate the checkbox at the bottom to receive email notifications for errors related to backup, MIME (Multipurpose Internet Mail Extensions), authentication, and device authorization. 
6. Click the Save button.

Edit User

You can edit existing users including changing their password, updating their role access, or configuring their notifications. You cannot change a user’s email address.

Notification Settings

You can configure the notification frequency for specific notification types. Daily, Weekly or Monthly schedules are available.

To enable/disable notification for specific users, simply check/uncheck the box on the table. To know the details of each notification, hover over your mouse next to the column. The system will show a brief description.   

Setup Notification Period 

The notification period setup is similar to the Notification Settings page. The difference is that it focuses on emails that partners, not organizations, will receive. You will see several reports listed here, and you can adjust how frequently each will get sent out.

To set the notification period, please follow these steps:

1. Select the Notification Settings button at the top of the page.
   
   The system shows a Notification Settings modal.
2. Select the proper period from three options: daily, weekly, and monthly.
3. Select the Save button.

These options can also be set (In addition to others) from our main notification settings page, outlined in our Notification Settings section below.

Group Management

Group management provides role-based access control at the organization level.

Create New Group

To create new group, follow these steps:

1. Go to the Group Management page.
2. Click the + New Group button.
   
3. Input group name and description, then click Yes, Continue button.

Once a new group is successfully created, you should continue to set access scope and group manager, as shown below. The Access Scope and Group Manager tabs will be displayed on the Group Management page. 

Set Access Scope

Access scope defines specific permission for organizations in the group. If this section is empty, it means a group manager can access all organizations in the group.

To set the access scope, follow these steps:

1. Go to the Group Management page.
2. Select a group.
3. Under the Access Scope tab, click the + Add Organization button.
   
   The Add Organization modal displays. 
4. Click the box on the left side of the organization name to select it. You can add more than one. 
5. When all desired organizations have been added for the access scope, click Add. 

Added organizations can be removed by clicking the ellipsis button to the right of the Status column and then selecting Remove Organization. 

Set Group Manager

Only partner users with Admin and Support roles can be assigned as group manager.

To set the group manager, follow these steps:

1. Go to the Group Management page.
2. Select a group.
3. Click the Group Manager tab, then click + Add User button.
   
   The Add User modal displays. 
4. Click the box on the left side of the user name to select it. You can add more than one. 
5. When all desired users have been added for the access scope, click Add. 

Added users can be removed by clicking the ellipsis button to the right of the Role column and then selecting Remove User. 

SMTP Settings

SMTP Settings allow you to send out all email notifications to Organization contacts by using your own email address rather than the default email address. By default, the system will send emails from [email protected]. You can access SMTP Settings page by clicking the SMTP Settings menu on the left side.

How to Set Up SMTP Settings

1. Navigate to the Settings menu and click SMTP Settings.
   
2. The default method is the identity. To change the setting, click the dropdown under Select Method, choose Custom (Manual) or Custom (Microsoft), and enter the requested details.
   
   
   Example: If you want the Sender Email ID to be "Do not reply <[email protected]>," then please update "Do not reply" under the field "From Name" & update "[email protected]" under the field "Email".
3. Once completed, you can use the Send Test Email option in the bottom right corner to test the notifications.
   

SMTP Status

There are three SMTP statuses:

• Unverified — Some possible reasons for an unverified status include not setting up test emails or changing the SMTP method.
• Active — This means that the SMTP send test email is successful. The active status applies to both manual and automated SMTP send test emails. You can identify it through the SMTP auto-test under the status, whether it is filled or not.
• Error — Some possible reasons for error status include incorrect SMTP setup or server issues.

How to Activate SMTP Auto Test

1. Click Edit next to SMTP Auto Test.
   
2. Activate the Provided email to ensure functionality of SMTP checkbox, input the email destination, select periodicity, then click Save.
3. You will see a green banner success message and the active status if successful.
4. Open your email inbox, and you will find the SMTP test email at the times corresponding to the selected period.

Please note:

• If you change the SMTP method after successfully activating the SMTP Auto Test, the status will be reset to Unverified, but the SMTP auto-send will follow the previous value.
• You can stop the SMTP auto-send by clicking the Edit button next to SMTP Auto Test and unchecking the Provide email to ensure the functionality of SMTP checkbox, then click Save.

Notification Settings

Notification settings determine which emails are automatically sent to organization contacts as a response to a specific event such as if a backup experiences an error, or if a backup is downloaded.

Here are the components of the Notification Settings page:

• Guidebook: Shows brief info about notifications.
  
• Activate Recommended Settings button: Once you click this button, the system will show a confirmation popup. This will configuration notification settings to those recommended by NinjaOne.
  
• Notification Groups

  • Notification Group	Detailed Configuration
    Backup notification	Backup/archiving completed. Backup is out of space. Backup is reaching its limit. The system detects an error in the backup process.  AD Group mailbox deactivated. Mailbox deactivated.
    Download notification	Download is ready.
    Compliance notification	New result of saved search occurred.
    User management notification	Organization created. Login to the Customer Portal disabled. Login to the Customer Portal enabled. Deactivated account reactivated. The invited user successfully added their credential. Organization's ownership transfer. Organization unsubscribed. Subscription deleted.
    Organization management notification	Grace period ends.
    Add backup notification	Email is successfully added to backup. User sent invitations. No seats available for AutoDiscover. AutoDiscover added emails to the backup. Converted Shared Mailbox is out of seat.
    Credentials notification	The system finds device Authorization error.
    NFR Notification	NFR organization is created. NFR organization is expiring in less than 30 days. NFR active period is extended. NFR organization is expired. NFR is converted into paid plan.

• Check all/Uncheck all: By enabling it, all organizations will get the notification. Otherwise, they will not receive the notification.
  
• Preview button: System shows subject and full email body of selected notifications. The preview version is the same with email notification sent by the system.
  
• Notify frequency dropdown: It points out how often your organizations like to receive notification emails. The periodicity varies between daily, weekly, or monthly.
  
• Cumulative count checkbox: By enabling it, the system will calculate cumulative data.
  
• Save Changes button: Please click this button to finish setup. 

Partner Settings

To access this, click the menu on the top right side of the page, under logged info.

Please note:

• This page only can be accessed by a partner with the owner or super admin role.
• If the Country field is changed on this page, all newly created organizations will have the chosen country as the default value for their country.

Role Accessibility