How does Dropsuite Archive work exactly?
The following diagram shows how Dropsuite Archive works, 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:
-
- Microsoft 365 Setup Guide
- Google Workspace Setup Guide
After you’ve successfully added email accounts to backups, Dropsuite 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 is the process of creating a rule that automatically sends a copy of every email (both incoming and outgoing) to a special email address called a journal mailbox. Dropsuite manages this mailbox.
- For Microsoft 365 tenants, Dropsuite sets up this journal rule automatically using a secure PowerShell connection.
- For Google Workspace tenants, journaling must be set up manually by the user. You can follow the setup guide here: Google Workspace Backup and Archiving Guide
After the journaling setup is complete, Dropsuite will start receiving copies of all new emails in real time for continuous backup and compliance.
Email Archiving
After journaling is properly set up, Dropsuite will:
- Collect all journaled emails (incoming and outgoing) from the journal mailbox.
- Organize them by user and store them securely.
After the journaling setup is complete, Dropsuite will start receiving copies of all new emails in real time for continuous backup and compliance.
What method does Dropsuite use to archive?
Dropsuite uses journaling to archive emails in real time, with different methods depending on the email platform:
For Microsoft 365 (M365) and Hosted Exchange:
Dropsuite 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.
Emails are backed up in real time, and the journal mailbox is monitored constantly by Dropsuite to fetch and archive messages.
For Google Workspace (GWS):
Google Workspace does not support PowerShell or envelope journaling. Instead, journaling must be manually configured by the user by:
- Setting up a routing rule in the Google Admin console
- Specifying Dropsuite’s external journal mailbox as the destination
This allows Dropsuite to receive a copy of all journaled emails for archival.
In both cases, Dropsuite also performs an initial backup of existing emails after mailboxes are added to the backup plan. After that, journaling ensures continuous, real-time backup of new emails.
What mailbox does it Journal to? Who hosts the mailbox?
Emails are copied to a journal mailbox created just for your organization. This special mailbox is securely hosted and managed by Dropsuite. 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 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.