Archiving and Journaling Frequently Asked Questions (FAQ)

Topic

This article provides answers to frequently asked questions about NinjaOne SaaS Backup archiving and journaling.

Environment

NinjaOne SaaS Backup

Description

These questions about NinjaOne SaaS Backup Archive have been asked by our customers and answered by our product specialists. Select a topic to continue.

• How does NinjaOne SaaS Backup Archive work?
  • Start Backup and Set Journal ID
  • Journaling Setup
  • Email Archiving
• What method does NinjaOne SaaS Backup use to archive?
• What mailbox does it journal to? Who hosts the mailbox?
• Does the journal always run successfully?
• How can I check if there is an error in the journal setup?
• What happens if my backup encounters a journal error?
• How can I update the distribution list group?

How does NinjaOne SaaS Backup Archive work?

The following diagram illustrates how NinjaOne SaaS Backup Archive operates, from adding an email account for backup to authenticating, journaling, and storing emails in real-time. It provides a clear overview of the key steps in the archiving process.

The following steps explain how the process works in more detail:

Start Backup and Set Journal ID

To add email accounts to backup, follow the guide for your platform:

• Adding an M365 Tenant to Backups
• Google Workspace Backup and Archiving Guide

After you've successfully added email accounts to backups, NinjaOne SaaS Backup will:

• Perform an initial backup of all existing emails in those mailboxes.
• Set a Journal ID (an external email address used to collect journaled messages) as the destination for email journaling.

Journaling Setup

Journaling setup creates a rule that automatically sends a copy of every email (both incoming and outgoing) to a special email address known as a journal mailbox. NinjaOne SaaS Backup manages this mailbox.

• For Microsoft 365 tenants, NinjaOne SaaS Backup automatically sets up this journal rule using a secure PowerShell connection.
• For Google Workspace tenants, users must manually set up journaling. Refer to our instructions in: Google Workspace Backup and Archiving Guide.

Once you've set up journaling, NinjaOne SaaS Backup will receive copies of all new emails in real time for continuous backup and compliance.

Email Archiving

After you've set up journaling, NinjaOne SaaS Backup will:

• Collect all journaled emails (incoming and outgoing) from the journal mailbox.
• Organize them by user and store them securely.
• Receive copies of all new emails in real time for continuous backup and compliance.

What method does NinjaOne SaaS Backup use to archive?

NinjaOne SaaS Backup uses journaling to archive emails in real time, with different methods depending on the email platform:

For Microsoft 365 (M365) and Hosted Exchange:

NinjaOne SaaS Backup uses a remote PowerShell connection to:

• Create a distribution group.
• Add selected mailboxes as members of that group.
• Set up a journal rule that copies all incoming and outgoing emails to a dedicated external journal mailbox.

NinjaOne SaaS Backup backs up emails in real time and monitors the journal mailbox to fetch and archive messages.

For Google Workspace (GWS):

Google Workspace does not support PowerShell or envelope journaling. The user must manually configure journaling by taking the following steps:

• Set up a routing rule in the Google administrator console
• Specify  NinjaOne SaaS Backup's external journal mailbox as the destination

This setup allows NinjaOne SaaS Backup to receive a copy of all journaled emails for archiving.

In both cases, NinjaOne SaaS Backup performs an initial backup of existing emails after you've added mailboxes to the backup plan. Journaling then ensures continuous, real-time backup of new emails.

What mailbox does it journal to? Who hosts the mailbox?

NinjaOne SaaS Backup copies emails to a journal mailbox created just for your Organization. This special mailbox is securely hosted and managed by NinjaOne SaaS Backup. We automatically collect emails from this mailbox and add them to your archive.

Does the journal always run successfully?

We can't guarantee a 100% success rate. A journal setup error occurs when the system detects missing or incorrect configurations during the journal setup process. As a result, journaling will not function, and email backups might rely only on periodic snapshots. This situation can create gaps in coverage and impact compliance.

Common reasons for the error include:

• Incorrect or incomplete journal rule setup.
• Expired or invalid credentials.
• Missing required permissions.
• System misconfiguration during setup.
• Incorrect email routing settings.

How can I check if there is an error in the journal setup?

Partners will receive an email notification if their tenant needs to reauthenticate.

What happens if my backup encounters a journal error?

A journal setup error typically occurs due to credential issues. We require the user's assistance to update or reauthenticate their credentials through the End-User portal to resolve this issue. M365 and GWS each have different methods to resolve the issue.

For Microsoft 365 (M365) and Hosted Exchange:

1. Log in to the End-User portal by using impersonation.
   1. Log in to the Partner portal.
   2. Navigate to the Organization page.
   3. Select the Organization you wish to resolve, then click the Access Email Portal button.
2. Select the profile icon in the top-right corner, and then select Account Settings.
3. Navigate to the Credentials tab.
4. Verify if the credentials require updating or re-authentication.
5. Follow the on-screen instructions to complete the reauthentication process.

For Google Workspace (GWS):

1. Log in to the Partner Portal.
2. Log in to the End-User portal by using impersonation.
   1. Log in to the Partner portal.
   2. Navigate to the Organization page.
   3. Select the Organization you wish to resolve, then click the Access Email Portal button.
3. Select the profile icon in the top-right corner, then select Journal ID.
4. Follow the step-by-step instructions provided there.

How can I update the distribution list group?

With Microsoft 365, the distribution list group is automatically updated by the system once the user successfully adds accounts to backup.

For Google Workspace, follow the instructions on the Journal ID page of the End-User portal.