How does Dropsuite Archive work exactly?
When a mailbox is added to Dropsuite Archive, we back up the existing emails directly connecting to the mailbox. Then, we create a journal rule for your tenant and assign the mailboxes to be archived. It sends a copy of each incoming and outgoing message to an external journal mailbox. Dropsuite will get the messages from the external journal mailbox.
After an Archiver organization is authenticated in Dropsuite, our system creates a journal rule and distribution group mailbox. All mailboxes you add to the backup are added as distribution group members. Therefore, all incoming and outgoing emails get copied to our journal server. Later, our system filters those emails and displays them for the corresponding account.
What method does Dropsuite use to archive?
Dropsuite uses a remote PowerShell connection to set up journaling. We create a journal rule and distribution group, adding mailboxes to be archived as members of that distribution group. A copy of incoming and outgoing messages will be sent to the configured external journal mailbox, and Dropsuite will fetch the messages from there. We use the Microsoft envelope journaling technique to archive emails.
After mailboxes are added to the Archiver plan, our system backs up all emails present during the initial backup. We also create a journal rule assigned to those mailboxes, and our journal server gets a copy of all incoming and outgoing email messages. Our system filters those email messages to individual mailboxes at regular intervals. Backup through journaling occurs in real time, and emails will be backed up in the journal server immediately.
What mailbox does it Journal to? Who hosts the mailbox?
It will be journaled to a dedicated external journal mailbox, which will be created per the Archiver organization. These mailboxes are hosted in Postfix servers, which Dropsuite manages. Mailbox messages get copied to our journal server.
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 journaling setup. As a result, journaling will not function and email backups might rely only on periodic snapshots. This 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 a journal setup error?
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 usually occurs because of credential issues. To resolve this, we need the user’s assistance to update or reauthenticate their credentials through the following steps:
- Log in to the Partner Portal.
- Navigate to the Organization page, and then select Access Email Portal.
From the End User Portal, proceed as follows:
For Google Workspace (GWS) tenants
Follow the step-by-step instructions provided here: Google Workspace Backup and Archiving Guide
For Microsoft 365 (M365) tenants
- Select the profile icon in the top-right corner, and then select Account Settings.
- Go to the Credentials tab.
- Check if your credentials need updating or reauthentication.
- Follow the on-screen instructions to complete the reauthentication process.