In Google Workspace, a Group is a collection of users managed as a single entity, while an Organizational Unit (OU) organizes users, devices, and settings. Both Groups and OUs help manage users, settings, and permissions, often working together to streamline access. For instance, a tenant might place members into OUs to apply specific access policies, then use Groups to control access to shared resources like files or calendars.

Understanding Groups and OUs

• Groups: Collections of users with shared access needs (e.g., “marketing@sample.co,” “product@sample.co,” “engineering@sample.co”).
• Organizational Units (OUs): Structures for applying policies in Google Workspace (e.g., Marketing, Product, or Engineering OUs with specific app settings).

Our filtering feature for Google Workspace backups lets you manage mailbox accounts based on Groups or Organizational Units (OUs) for enhanced control and streamlined management. This allows you to back up only relevant accounts, saving time by removing the need for manual operations or CSV uploads. You can use this feature both when adding a new tenant backup and when managing existing backed-up tenants.

Add a New Google Workspace Backup

During the setup of a new Google Workspace backup, integrate the tenant with the backup system. You’ll find an “Email Account” card under Step 3 - AutoDiscover Setting in the authentication process.

The AutoDiscover Setting is disabled by default; activate it after signing in with the Google Workspace admin email. Toggle AutoDiscover on the “Email Account” card to manage settings.

Manage Existing Backed-Up Google Workspace Tenants

For existing backups, the filter is off by default and requires re-authentication to access Group/OU data.

• Activate Filter: Re-authenticate the account due to API sync requirements for retrieving Group/OU data.
• Fix Credential Errors: If prompted, click the “Fix Now” button to resolve credential issues, then complete authentication on the Credential page by selecting Reinstall App.
  • Alternatively, navigate to Add Backup, select the backed-up tenant, and re-authenticate. Once re-authenticated, the filter becomes available.

Apply Group or OU Filters

1. On the Google Workspace authentication page or backed-up tenant page, click Edit on the Filter Accounts.
2. Select the Group(s) or OU(s) to filter by and apply the filter.
   
   
   
   
3. Confirm with Yes, Continue. The account list will update, displaying a success notification.

FAQs

Can I filter multiple Groups or OUs?

OUs: No restriction on filtering.

Groups: Limited to a maximum of 10 Groups.

Can I delete previous Group or OU filters?

Yes. Click Reset Selection above the search box, then apply the changes.

Why can’t I find my Groups or OUs in the selection box?

Newly added Groups or OUs may take time to sync. Click Refresh to update the list.

Do I need to re-authenticate all tenants?

Yes, each tenant must be re-authenticated individually to enable the new filter.