4 - Organizations

Mike Langford
Mike Langford
  • Updated

Organizations refer to a company or person who decides to back up their data through partners. It was called Users in the past. You can access the Organizations page directly by clicking the Organizations menu (on the left side) or by clicking the View Details link on the Dashboard.  

 

Here are all the components of the Organizations page:  

 

1. Organizations menu

It will navigate you to the Organizations page.

2. Export CSV

It downloads an organization’s data into CSV format with the same value displayed on the page. 

3. New organization

It is a button used 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

This feature allows you to 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

It is a filter based on plan type. There are four options: All, Personal, Backup, and Archiver.  

7. Credential Status filter

It is a 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

It will navigate you 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

It allows you to access the organization’s details (formerly the More button).

a.    View Details: Access the organization's settings page to manage general info, features, and subscriptions. Also, view login accounts, credentials, and journaling. 

b.    Go to the Credential Page: It only appears when the organization has a credential error.

c.    Send Reset Password: Send a password reset link.

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.

 

Edit Personal Info

To edit personal info, follow these steps:

1. Go to the Organizations page.

2. Click on any area of the Organization or click the View Details button under the three ellipsis dots on a selected organization.  

3. Click the Edit button.

4. When the popup appears, input the new value, then click Yes, Continue button. Ensure you are aware when doing this because it will affect future logins.

5. The system shows two types of alerts.

a. A success alert showing the success process. 

b. An error alert when the system detects a problem.

 

Create New Organization

To create a new organization, follow these steps:

1. Go to the Organizations page.

2. Click the + New Organization button.

3. Complete the required fields, then click the Save button.

4. The system shows two types of alerts.

a. The success alert shows completed processes. 

b. Error alert may be caused by an empty field, using the same email address or business name, etc.  

 

Here are the components of the Create New Organization page:

1. Guideline

It shows a brief info about an organization.

2. First name & last name It refers to a person’s name.

3. Email address

You are not allowed to input the same email address.

4. Country

You can select from the available options. The default value for the country will follow the master/sub-partner’s country.

5. Partner

It will be the partner to which the Organization belongs. You can't continue to Select Plan if you don’t fill this field.  

6. Plan

7. Organization name

It is a non-personal name that refers to the official name of the Organization. It won’t appear if you select the personal plan because the organization name for the personal plan will be filled out automatically by the system.

8. Auto License

This feature allows the organization to add new backups without worrying about seating capacity. So, it only appears when you choose a backup or archiver plan.

9. Number of seats

It will appear when you are disabling the auto license.

10. Send sign in  

If enabled, Dropsuite will email the Organization with the login URL and reset password link. This checkbox is configurable. If you want to hide it, go to the Notification Settings menu. It is located on the first row under the User Management Notification section.

 

Suspend/Unsubscribe/Delete Organization

Suspend Organization

Suspending an organization stops all backups but keeps the organization active. 

This means that it will continue to be billed, and the backed-up data will be retained, but no further active backups will occur until the organization is turned back on. To suspend an organization, follow these steps:

1. Go to the Organizations page.

2. Click on any area of the Organization or click the View Details button under the three ellipsis dots on a selected organization.

3. Click the Subscriptions tab.

4. Click the Suspend button.

5. The system shows a confirmation popup, then click the Yes, Continue button.

6. The system shows two types of alerts.

a. Success alert showing success process. 

b. Error alert once the system detects a problem.  

 

Unsubscribe Organization

Unsubscribing an organization will immediately stop all active backups. 

It will then be in an unsubscribed state for 45 days to allow you to change your mind. After this time, billing for the organization will stop, and the data will be purged. To unsubscribe from an organization, follow these steps:

1. Go to the Organizations page.

2. Click on any area of the Organization or click the View Details button under the three ellipsis dots on a selected organization.

3. Click the Subscriptions tab.

4. Click the Unsubscribe button.

5. System shows a confirmation popup, then click the Yes, Continue button.

6. The system shows two types of alerts.

a. Success alert showing the success process. 

b. Error alert once the system detects a problem.  

   

Delete Organization

Deleting an organization will immediately stop all backups and purge the stored data on our side. Billing will still occur for the month the organization was active but will terminate after that. Please note that deleting data like this is not reversible. To delete an organization, follow these steps:

1. Go to the Organizations page.

2. Click on any area of the Organization or click the View Details button under the ellipsis on a selected organization.

3. Click the Subscriptions tab.

4. Click the Delete button.

5. The system will show a confirmation popup, then click the Yes, Continue button.

6. The system shows two types of alerts.

a. Success alert showing success process. 

Error alert once the system detects a problem.

Organization Details

To see an organization's details, 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.  

 

We have six sections of the organization detail: General Info, Login Accounts, Subscriptions, Features, Credentials, and Journaling.   

 

General Details

The General Details tab contains the following information.    

1.    Icon: It relates to the plan type. Basic/personal plan type has different icons, while basic and archive plans icons are the same. 

2.    Organization name: followed by status

3.    Organization’s owner email address: followed by ID

4.    Plan type 

5.    Seat/storage used info 

6.    Partner name: indicating the organization is under his supervision  

7.    Tab: Active tab marks with blue.

8.    Personal Information: It contains the organization ID, name, owner’s email address, organization name, country, and date created. There is an Edit feature here.

9.    Plan Subscription: Information about the organization's plan is on (Personal, Backup, or Archiver).

10. Seats: It breaks down the license usage of the organization. It won’t appear to be a basic/personal plan type.

11. Tooltips: These briefly describe info about the seat type.

 

Login Accounts

The Login Accounts tab lets you view detailed info of the organization’s owner email and other backed-up emails, including ID, email address, API token, last sign-in date and created date.

 

Subscriptions

The Subscriptions tab allows you to Update, Suspend, Unsubscribe, or Delete a subscription and view subscription history. Here are the components of Subscriptions:  

1.    Auto License toggle: You can enable or disable auto license. If it is enabled, it means the organization will have the ability to add backup without worrying about its available seat. The billing calculation will be affected, too. It is only available on basic and archive plan types. 

2.    Update Subscription: It allows you to change your plan and increase or decrease the number of seats. 

3.    Suspend: This will suspend all user logins for the subscription. The backup and billing for the subscription will continue. However, the users won’t be able to access their backups. 

4.    Unsubscribe: Once this option is used, backups are canceled & the backed-up data is marked for deletion, which happens in the backend after 45 days, and then, billing is stopped. If you want to reactivate the subscription within 45 days, use the "Reactivate" button on the same page. It would resume the backup process from that time. 

5.    Delete: Once this option is used, the entire subscription is purged immediately (all backed-up data is deleted and cannot be recovered). Also, the billing is stopped. 

Subscription history list: It shows the subscription history of an organization from the first time it was created. If there is more than one action a day, the system will record only the last edit.

 

To update subscriptions, follow these steps: 

1. Go to the Organizations page.

2. Click on any area of the Organization or click the View Details button under the three ellipsis dots on a selected organization.

3. Click the Subscriptions tab.

4. Change the plan name or increase the seat number

5. Click the Update button.

6. The system shows a confirmation popup, then click the Yes, Continue button.

 Please note that you can only update the plan type from backup to archive. 

You cannot downgrade accounts.

 

Auto license is a feature that enables Organizations to add backup, and the system will automatically adjust the seat numbers based on the required seat. To enable auto license, follow these steps:

1. Go to the Organizations page.

2. Click on any area of the Organizations or click the View Details button under the ellipsis on a selected organization.

3. Click on the Subscriptions tab.

4. Enable Auto License toggle.

5. The system shows a confirmation popup, then click Yes, Continue button.

6. The system shows two types of alerts.

a. Success alert showing success process. 

b. Error alert once the system detects a problem.  

 

 

Features

The Features tab allows you to set some features that will affect the abilities of an organization. Here are the components of Features:  

 

1.    Download Setting: When you set this download setting, the system will limit the download size when Organizations download emails in PST format. The default value is per 1 GB, and the max size limit is per 5 GB.

2.    M365 AD Group Backup: It relates to the add backup feature that allows you who have many mailboxes to easily backup by grouping it first on the Microsoft side.

Please note that the system only allows you to use the feature if you have added M365 admin credentials on the end-user portal. The system disables the toggle and shows 

tooltip text informing these rules.

3.    WORM Storage: It is a configurable feature. You can access it if our sales team enables it. If WORM Storage is ON, the Data Protection Officer feature will be disabled.

4.    Insights: It is a business intelligence that shows information on email volume, attachments, and storage and visualizes it in a chart.  

5.    Data Protection Officer: It is a configurable feature. You can access it if our sales team enables it. It relates to the deletion process.

6.    Compliance: It is a configurable feature. You can access it if our sales enable it. It is only available on the archiver plan.

7.    M365 In-Place Archive Backup: This allows for the backup of in-place archives for M365 mailboxes

8.    M365 Private Chat Backup: It is a configurable feature. You can access it if our sales enable it. It is only available on the archiver plan.

 

Credentials

The Credentials section shows a list of tenants, statuses, and actions. Here are the components of Credentials:  

1.    Banner: It briefly explains what the credential page is intended for.

2.    Detail Info: It contains a domain name, the number of accounts on its domain, backup status, and action needed when an error is found.

 

Journaling

 The Journaling tab shows info about the journal ID of each organization. The Journaling tab is only available for an organization with the Archiver plan type. Here are the components of Journaling: 

 

1.    Tab: Active tab is marked in blue.

2.    Copy button: It helps inform the organization about their journal ID.

 

Export Organization Details

 

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

1. Go to the Organizations page.

2. Choose an organization status on the tab.

3. Do searching (it is optional).  

4. Click the Export CSV button.

5. Click the Yes, Continue button on the confirmation popup.

6. Open the mailbox to see the result with the subject “Your CSV Download is Ready.”

 

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

 

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