Signing in to CrashPlan

To configure settings and view information inside the CrashPlan for Google Workspace console, administrators must sign in to the CrashPlan portal with valid credentials. The CrashPlan team will provide new administrators with credentials.

1. Navigate to the link provided by the CrashPlan team (or your administrator if you are an end user)
   This is usually in the format of "https://[yourcompany].parablu.com/portal/login"
2. Enter the appropriate login credentials

If you encounter issues signing in, contact our support team.

Navigating the CrashPlan for Google Workspace console

Navigation sidebar

After signing in, you'll arrive at the Dashboard by default. Each icon in the navigation sidebar on the left side of the screen corresponds with a different area of the product. 

	Dashboard
	My Assets
	Settings
	Manage assets
	Policy management
	Users
	Support
	Downloads

 

Top navigation bar

a	Search	Search your entire environment for files, folders, and text.
b	Light/Dark Mode	Switch between light and dark mode views of the Google Workspace console.
c	User profile	View and edit profile details for the signed-in user.

Search

The Search field allows you to search for users, assets, files, folders, and other objects. When you click the search field, three tabs will appear:

Search Users/Assets

This tab allows you to search for specific users or assets.

Search by file/folder name

This tab allows you to search for particular files and folders by name, and has three configurable fields:

• Product type: Choose between Gmail and Google Drive.
• UserID: Limit search to a specific UserID. To search, you must input at least three characters of a given UserID.
• Asset name: Limit search to a specified asset (such as an email account or mailbox).

Full text/search

This tab allows for a more granular search to quickly identify specific emails or data. It offers the same three fields as Search by file/folder name, but with the addition of several more specific fields.

• From, To, CC:, BCC:, Subject, and Body: Find matching text in the respective fields of an email.
• Keywords: Enter broad terms to search for areas they might appear throughout the email.
• Date from: Search only within the specified date range.

User profile

a	My account	Opens the User Account Details page.
b	Activity History	Shows a log of activity for users and administrators.
e	Logout	Sign out of the CrashPlan for Google Workspace console.

User Account Details

This page allows you to modify your user profile and password, as well as see storage, device, and access details.

Access Details

This area indicates whether Gmail and Google Drive backups are enabled for your user account.

My assets

You can view more details for a specific asset tile by selecting the sub-menu icon in the upper-right corner of the asset tile, which will show the following details:

Backup Summary	Displays the backup history for registered assets. You can generate a comprehensive report by selecting the Show Details option in the Detailed Analysis column.
Block	Blocks the specified asset.
Actions	Upon selecting this option, the Asset Actions dialogue box will appear. This interface allows users to manage and monitor the backup and restore status of a given asset. Current Backup Status Shows backup currently running, if any. Current Restore Status Shows restore currently running, if any. Start Backup Starts a backup job for the selected asset. Full Backup With this option selected, the asset will be backed up in full instead of incrementally. Incremental backups store only changes that have occurred since the previous backup, whereas full backups completely back up the entire asset. Note that some changes may not take effect until the next policy refresh.

Blocked assets

Shows blocked assets, if any, highlighted in red.

Edit profile

Several options can be edited on this page. Fields marked with an asterisk are required. To confirm changes, click the Save button. 

Basic Information

Account Status	Displays whether an account is active or inactive.
Display Name	The user name associated with the account.
Location	Indicates the user's location.
Department	Indicates the user's department
Account type	Indicate if the account has administrator or user privileges.
Email Address	The email address of the user.

Google Workspace Information

For Google Workspace, the following options can be configured:

• Gmail Backup
  You can toggle the "Enable backup" slider to the on or off position and select a Gmail Policy Name to use.
• Google Drive Backup
  You can toggle the "Enable backup" slider to the on or off position and select a Google Drive Policy Name to use.

Activity History

Clicking Activity History shows a time-stamped log of actions taken by users and administrators. Any significant user activity is logged, such as credential changes, sign-in and sign-out actions, report views, and much more.

The log is presented in chronological order with the most recent activity shown first. Activity details may include the following, depending on the activity logged:

• Date and time
• Action description
• Email address
• IP address
• Domain name,
• Operating system

To filter activity to a specific user, click on the username within the activity log.

Export Activity History to Excel

In the upper-right corner, there is a button to export the activity history log to an Excel file. When clicked, you will be presented with a few options to tailor the output of the log file:

• Get history for: Select Administrators, Users, or both.
• User selection field: If desired, you can click the search box to select a specific user for the log. Only one specific user log may be generated at a time.
• Date range: Choose the desired date range for the export.

Dashboard

The Home dashboard provides an overview of all areas of your environment, such as backup data, reports, and notifications. There are two tabs at the top of the dashboard, which allow you to switch between Gmail and Google Drive

a	Dashboard tiles	At-a-glance information about your CrashPlan for Google Workspace environment, such as: Active users Active assets Active assets with full backups completed Assets not protected Total data backed up Currently running backups Completed restores Users without active assets
b	Currently running backups	Any backups currently running in your environment will appear here when you expand the section.
c	Currently running restores	Any restores currently running in your environment will appear here when you expand the section.
d	Reports	A variety of detailed reports encompassing aspects of your CrashPlan Google Workspace environment: Data protection scorecard Backup overview Backup history Assets not protected Restore history Asset assignment report Each report can be downloaded as an Excel or PDF file, and can be scheduled to run at specified times.

Reports

Several useful reports are available on the Dashboard page. The reports available will depend on the Dashboard page tab you have selected. 

Data protection scorecard

The Data Protection Scorecard summarizes the protection status of Google Workspace Backup solutions.

You can filter the report based on the following criteria:

• Gmail/Google Drive policy name: Select a specific policy to filter by, or select All to show data for all policies (enabled by default).
• Data protection scorecard for ____ days: Enter the number of days to specify how many days of data the report should include (backwards from the current date).

Click View to generate the report. The report shows the following fields:

• Active users
• Users with at least one asset assigned
• No. of users for whom at least one full backup is completed
• No. of users without any asset registered
• No. of users whose assets have been protected in the last 30 days.

To download this report, see Download reports. To schedule this report, see Schedule reports.

Backup overview

The Backup Overview report provides comprehensive information about users and their devices.

You can filter the report based on the following criteria:

• Policy Name or UserID and Asset Name: Choose the policy name to include only users enrolled under the specified policy, or specify a UserID to see only assets associated with a particular user. You can further refine by Asset name to view only the stats for a specific asset.
• Include Users without an asset installed: Check this box to report on all users, even those without an asset.
• Include Blocked Users: Check this box to include users who are blocked.
• Include Blocked Assets: Check this box to include assets who are blocked
•  

Click View to generate the report. The report shows the following fields:

• User ID
• Email Address
• User Status
• Asset Name
• Asset Status
• Backup Policy Name
• Is First Backup Completed
• Last Successful Backup End Time
• Current Backup Status (if applicable)
• Current Backup Completion Percentage (if applicable)
• Current Backup Size (if applicable)
• Is Backup Running
• Last Heard Time
• Total Data Backed Up
• Notes

To download this report, see Download reports. To schedule this report, see Schedule reports.

Assets not protected

The Assets not protected report provides an at-a-glance overview of users in your organization with unprotected assets (assets which have not backed up in many days). 

You can filter the report based on the following criteria:

• Policy name: Select a specific policy to filter by, or select All to show data for all policies (enabled by default).
• Number of Days: Filter by how many days it has been since the asset last backed up.

Click View to generate the report. The report shows the following fields:

• UserID
• Asset Name
• Policy Name
• Last Backup (In Days)
• Last Heard Time (In Days)

To download this report, see Download reports. To schedule this report, see Schedule reports.

Restore history

The Restore History report provides a concise summary of restore history for a configurable set of users or assets.

You can filter the report based on the following criteria:

• Policy Name or UserID and Asset Name: Choose the policy name to include only users enrolled under the specified policy, or specify a UserID to see only assets associated with a particular user. You can further refine by Asset name to view only the stats for a specific asset.
• From Date / To Date: Enter the start and end dates you wish to limit the report to.

Click View to generate the report. The report shows the following fields:

• UserID
• Source Asset Name [Path]
• Restored By
• Destination Asset Name [Path]
• Start Time
• End Time
• Items Restored
• Restored Size
• Status

To download this report, see Download reports. To schedule this report, see Schedule reports.

Asset assignment

This report shows which assets are assigned to which user. Click View to generate the report. The report shows the following fields:

• User Name
• Asset Name
• Assigned User Name

To download this report, see Download reports. To schedule this report, see Schedule reports.

Download reports

Reports may be downloaded in either PDF or Excel format by selecting the Download as button on the report page and selecting the desired format. 

Schedule reports

Clicking Schedule on a report page will bring up the list of schedules for that report. The following information is displayed:

• Schedule Name
• Schedule Time
• Recipient email IDs
• Action
  • Edit schedule
  • Delete schedule

Create schedule

Click the Create New Schedule button at the bottom of the page and the Schedule Settings window appears. In addition to the filter criteria for the selected report, the following fields are configurable:

• Schedule Name: Enter a name for the schedule to identify it.
• Schedule Type
  • Days: When this option is selected, the report will run every day by default. You can click the Days dropdown menu to select multiple days you want the report to run. Clicking Every Day will select all days. When all days are selected, De Select All appears and can be selected to return to the blank default state.
  • Months: Select the month(s) you wish the report to run, and specify which day of the month the report should run.
• Schedule Time: Specify what time the report should run (24hr format).
• Administrators List: Check the box next to the name of the administrator you wish to send the report to according to the schedule created. You can also select All admins to send to every admin in your organization. 
• Enter email IDs: Specify email addresses of additional recipients (who need not be administrators).

Click Save to finalize the new schedule. Note that once a schedule is saved, it will take at least 5 minutes to take effect. 

Edit schedule

In the Action column of the schedule list, click Edit to make changes to a desired schedule. You will then be able to adjust any of the fields listed in the Create Schedule section.

Delete schedule

In the Action column of the schedule list, click Delete to permanently remove a schedule. A confirmation window will appear - click OK to confirm the deletion, or Cancel. 

My Assets

 

a	Asset name	The name of the listed asset in Google Workspace. Clicking the name of the asset will display additional information - see the Manage Assets section for details.
b	Status	Displays whether or not the asset is active.
c	Asset Configured on	Displays the time and date when the asset was first set up
d	Last Successful Backup	Displays the time and date when the asset last completed a backup.
e	Backup Summary	Opens a detailed backup summary page for the selected asset, including the following information: Start Time End Time Attempted Total Items Success Failed Comments Detailed Analysis Total No. of Files Updated Uploaded Size Percentage Completed Status Reason
f	Restore entire asset	Provides a list of options to restore the entire contents of the asset. See the Manage Assets section for more information.

 

Settings

Click the name of a setting area below to learn more.

Identity Provider Credentials	Change or edit your Identity credentials
Global Settings	Configure a variety of administration settings for your CrashPlan for Google Workspace environment.
Encryption Key Management	Create and manage encryption keys
Google Workspace Settings	Configure and modify settings for your Google Workspace integration.

Identity Provider Credentials

Select Edit Credentials to adjust the following parameters:

• Client ID
• Secret Key
• Portal Redirect URL
• Authentication Mode

Global settings

General

Password Enforcement	The Enforce rules switch determines whether the rules below are active. Each setting has an Enabled/Disabled state.  Can users change their own password? Can an administrator change a user password? This setting is only applicable for local users and does not apply to AAD synchronized users.
Data Management	The Global settings override policy settings switch determines whether the rules below are active. Each setting has an Enabled/Disabled state. Can administrators restore other users data? Can administrators delete other users data? Allow End user to Override? Can User Restore Deleted Mails/Files?
Soft Block Management	The switch determines if soft-blocked users are blocked automatically.
Email Alerts	Server alert email ID Specifies the email address server alerts will be sent to. Signature string for end-user automated emails Determines what is shown in the signature for all CrashPlan for Google Workspace automated emails. Administrator contact email ID Specified which email will be listed as the administrative contact. Bulk email delay (in seconds) Default is NO DELAY, otherwise enter a value in seconds.
Miscellaneous	Number of rows to show per page in the administrative screens and reports - Defines the number of rows shown in dashboards and reports. Passphrase to encrypt meta-data during automatic backups - This is for Database backup of the tenant. If there is an incident where CrashPlan has to recreate tenant, we can use this DB backup copy. You can choose a passphrase to lock this file.

Advanced

Authentication Settings

Complex Password	Enabled / Disabled
Password Visibility	Enabled / Disabled
Brute force password protection	Enabled / Disabled
Allow reset password for CrashPlan namespace users	Enabled / Disabled
Force change password at first time login	Enabled / Disabled
Force session logout after change password	Enabled / Disabled

GUI Settings

• Azure Active Directory Single SignOn from Portal
  • Enable /Disable
• Azure Active Directory Single SignOut from Portal
  • Enable /Disable

Each Dashboard area has tiles that can be configured to show different information. For each Tile:

1. Select a Tile position. Tile 1 will be the top-left tile, then continuing left to right, top to bottom.
2. Select whether the tile can be flipped to show more information.
3. Select what information should be shown on the front of the tile.

Branding Settings

You can upload a file to be used in brand customization for each of the following options by clicking Browse to choose a file. 

• Login Page Logo
• Header Logo
• Disclaimer File
• Custom Email Template File

Offline Folders

For offline folders that contain files in the cloud but only "stub" files locally, enter a path name and click Add then Save to exclude that path from backup. 

Encryption Key Management

Select type

Select the type of encryption key configuration you'd like to use for your environment. This is usually "Local Encryption Configuration", but your options will depend on your environment.

Add a New Configuration

Select your product type, and then enter your Salt Key to save a new configuration. The key must be a minimum length of 16 and a maximum length of 128

Google Workspace settings

Super Admin Gmail ID

Select Edit Credentials to enter the email ID for the administrator of your Google Workspace Environment

Default Policy

Select Edit Credentials to select a default policy name for Gmail and Google Drive, as well as editing the policy and product type assigned to each group name.

 

Manage Assets

There are two tabs at the top of the dashboard, which allow you to switch between Gmail and Google Drive

a	Total Gmail / Google Drive Assets	Shows the number of assets for the specified product
b	Asset/Site quick tasks	A selection of useful tasks for managing, configuring, and reporting on assets. This list varies depending on which product is specified.
c	Search	Search the list for an asset name. It is also possible to filter by entering part of a name - for example, entering a mailbox name (email) to find a specific user's mailbox.
d	Asset Name	A list of asset names. Clicking the name of a particular asset or site will open up the Asset Details page.
e	User Name	The email address associated with the user.
f	Status	Displays whether or not the asset is active.
g	Asset Configured on	The date and time when the asset was first registered.
h	Actions	An array of actions that govern settings and configuration for the selected asset or site.

Asset Details

After clicking the name of a specific asset, you'll be brought to a page that shows the file and folder structure for the asset or site you selected. The name, type, modified date, and size of each file will be shown, and the actions you can take differ slightly depending on what kind of asset or site is selected.

When you right-click on a folder after first left-clicking to select it, you have the following options:

Export as PST	Downloads the selected folder as a PST file. This method is not recommended for large file or folder sizes - the Restore method should be used instead. Once the download has been prepared, it will be available in the Downloads section.
Open	Navigates inside the selected folder. To return to the parent folder, use the file path at the top of the page and click on the desired folder.
Restore	See Restore Settings.
Delete	Deletes the specified folder from the backup. This option will only appear if enabled by an administrator in Global Settings.

If you navigate inside a folder and right-click on an individual email, you'll see the following options:

Download as eml	Downloads the specified email as a .eml file. Once the download has been prepared, it will be available in the Downloads section.
Restore	See Restore Settings.
Delete	Deletes the specified file from the backup. This option will only appear if enabled by an administrator in Global Settings.

Asset Quick Tasks

These options appear on the Manage Assets homepage and give several convenient shortcuts to common tasks.

Manage Assets in Bulk	Presents options to block and unblock multiple assets at once.
Export Assets	Exports the list of assets to an .xls file.

Actions

These options appear when you click the ellipsis icon in the Actions column:

Manage Asset	Shows the User Account Details page for the selected asset.
Backup Management	Shows the current backup and restore status. The "Start Backup" button will start a backup job immediately, with a checkbox option to perform a full backup instead of an incremental backup.
Restore	See Restore Settings.
Backup Activity Summary	Shows a table of detailed information about backup jobs.
Assign additional owners	Enter the email address of a specified user to allow them to manage the specified asset.
Show Last Successful Backup Time	Clicking the button will show the last time a backup successfully completed.
Notes	Shows notes for the specified asset.

Restore Settings

When you select Restore, you will be presented with a number of options to configure how you would like to restore the asset. If you wish to download only a few folders or files, use the Download icon on the Asset Details page instead. 

Select a Destination Asset

Select a Uer ID and Asset Name to be restored from.

Select a Destination Path

Type the name of the desired path, or click Browse to select from a list of folders. 

Restore Options

Switch on or off the following options:

• In Place Restore
• Restore Deleted Mails
• Restore Data as of
  • Specify date and time

Before you restore, you can click the Calculate Restorable Size button to see the number of files and size of the files to be restored. Click Initiate Restore to start the restore job.

Policy Management

Creating effective policy is a crucial part of CrashPlan for Google Workspace administration. With policies, you can configure schedules, email alerts, user action preferences, and more. There are two tabs at the top of the Policy Management page, which allow you to switch between Gmail and Google Drive

Create Policies

Overview

The Gmail / Google Drive policy page show a table with the following information and actions:

• Policy Name
• Users Mapped to Policy
• Actions

Create Policy

Clicking the Create Policy button in the upper-right corner will bring you to a new page to configure a new policy. Each policy needs a Policy Name and Description to create. Once you are satisfied with your poilcy, hit Save.

Each tab has a set of parameters that can be edited. The tables under the headings below list all the parameters that are available.

General

Backup Information

Schedules

Select one or more schedules from the dropdown list. You can also select Create New Schedule to add a new schedule to the list.  If schedules are added to the list, a Schedule Details summary will appear on the right, showing an overview of the schedules selected and providing an action button to edit them.

Asset Information

Default Folders to Backup	If desired, add default folders to be included in the backup. A Default Folders summary appears on the right, along with an X button to quickly remove folders.
Exclusion Folder Name	If desired, add folders to be excluded from the policy. An Excluded Folders summary appears on the right, along with an X button to quickly remove folders.

Email Alert Configurations

The following email alerts can be enabled or disabled:

• User Created
• User Deleted
• User Blocked
• Asset Deleted
• Asset Blocked
• Weekly backup report
• First backup completed
• Restore initiated
• Storage limit reached

Search

Content Index

Enable or Disable the Content Index for search.

Search Filters

Filter type	Specify if the filter should include or exclude the extensions specified in the search.
Filters	Select from the dropdown menu which filters you wish to include. There are several presets (such as Office Files, Videos, etc.) that can be selected, or you can create your own next to the Filter Type dropdown. The Filters summary on the right will show the extensions of the filters you select, as well as provide an option to Edit the file extensions in the filters listed.

Advanced

Options

Legal Hold	Enable or disable Legal Hold.
Web Based Login	Enable or disable Web Based Login
Delete assets which have not been active for	Toggle this parameter on or off. OFF - Assets will not be deleted automatically. ON - Choose the threshold in days after which assets should be deleted if not active.

Can Administrator Restore/Delete User Data.

These options must be edited from the Cloud Properties section if the Global Override toggle is disabled.

 

Policy Actions

Each Policy area has a number of quick actions listed in the overview table.

View Policy

Opens a non-editable view of the policy, showing which parameters are configured and their values.

Edit Policy

Opens the Edit Policy window for the specified product.

Clone Policy

Opens the Edit Policy window for the specified product and prepopulates all parameters and fields with identical settings to the policy that was selected to be cloned. "_copy" is appended to the policy name to distinguish it, but you can also choose an entirely new name if desired.

Block Policy

Upon confirmation, blocks the specific policy from taking effect.

Export Policy

Downloads a PDF document that outlines the policy's parameters and values.

Filter Policy

Shows a list of all file extension filters, including preset filters. You can edit or delete a specific filter, or create a new one.

Schedule Policy

Shows a list of all schedules. You can edit or delete a specific filter, or create a new one. 

Policy Mapping

Search for a single user/asset, a comma-separated list of users/assets, or 'all' to show all users/assets. Hit Enter to display the search results. 

For a specified user/asset, click Change Policy to select a new policy for that entity from the dropdown list, then select Save Policy.

Map policies in bulk

You can use this action to quickly change the policy for a large number of users/assets/sites.

General

1. Select a desired Policy Name from the dropdown menu.
2. Under User Names, click the Browse button to upload a text file of comma-separated users/assets to apply the policy to, or enter the name of a filter to apply to that filtered set of users.
3. Hit Save Policy. 

Advanced

Using a policy template, upload a completed spreadsheet containing the details of the users/assets you wish to change as well as what policy you wish to use. 

Users

a	Search	Search the list for a desired UserID, Display Name, Email Address, or Policy name.
b	Quick items	Create users, Manage Users in Bulk, or Export Users
c	User ID	A list of User IDs
d	Display Name	The Display Name of the user. This may differ from the UserID and Email Address
e	Email Address	The email address associated with the User ID
f	Last Modified Time	The date and time when the user's information was last changed.
g	Status	Shows whether or not the user is active.
h	Migration Status	Shows the user's migration status (if applicable).
i	Actions	Edit Profile and Assets bring up the specified user's User Account Details page. Block immediately blocks the user after confirmation.

Create Users

Upon clicking Create Users, you'll be shown a number of fields to configure a new user. Once you are done, hit Save.

Basic Information

Username	Specify a new username
Email	Specify a valid email address to be associated with the user
Generate Password	Toggle this parameter on or off. OFF - Manually set a password for the user. ON - CrashPlan will generate a temporary password after user creation that will be emailed to the user for first-time sign in.
Display Name	If desired, specify a display name for the user. This is often a "friendly name" to help identify the user, such as their full name.
Location	If desired, enter a location for the user.
Department	If desired, enter the user's department.
Backup Target

Google Workspace Information

• Gmail Backup
  You can toggle the "Enable backup" slider to the on or off position and select a Gmail Policy Name to use.
• Google Drive Backup
  You can toggle the "Enable backup" slider to the on or off position and select a Google Drive Policy Name to use.

Manage Users in Bulk

Create Users

Using the Excel template provided, enter the details for users you wish to create, then upload using the Import User ID's from Excel button. 

Block Multiple Users

Using the Excel template provided, enter the details for users you wish to block, then upload using the Import User ID's from Excel button. 

Delete/Unblock Multiple Users

Using the Excel template provided, enter the details for users you wish to delete/unblock, then upload using the Import User ID's from Excel button. 

Approve User Blocking

Select Get User List to show a list of blocked users waiting for approval. Check the box next to the desired user name and select Block or Cancel. You can also select Export Users to export a list of users currently waiting for approval.

Export Users

Export a list of either All Users or Only Active Users to an Excel spreadsheet to download.

Support

Click Create Support Ticket to open the CrashPlan ticket creation form.

Downloads

A table of any files requested via the Download feature. The File name, Size, and Modification Time are listed. Clicking Download will download a .zip file with the requested data.