Google Workspace Backup

Winhost

Authentication

  1. Log in to the backup dashboard through the Winhost Control Panel by clicking the "Backup" link and then EmailBackup.
  2. After logging into the dashboard, click Add Backup
    • Use Google Workspace Admin credentials
  3. Select the Sign in with Google Workspace button from the dashboard page
  4. Select the Google Sign Out button. This will log you out of all active Google Workspace sessions in your browser. Please ensure that cookies are enabled for the browser; if they are not, you will need to retry and sign in again.
  5. Sign in to your Google Workspace account using your global admin credentials from your Google Workspace subscription.
  6. If this is successful, you will then need to install the Dropsuite application on your Google Workspace Marketplace
  7. Click on Integrate with Google
  8. Click Continue
  9. Select the I agree to the application's Terms of Service, Privacy Policy, and G Suite Marketplace Terms of Service.
  10. Once this has been completed, you can close the window and navigate back to the "Add Backup" page in Dropsuite.

Why is an admin user required?

An admin user is required to start getting the tenant data. More specifically, the admin user access is needed to back up the following products:

  • Shared Drive
  • Google Group

In addition to those products, the backup for Email, G Drive, Calendar, Contacts, and Tasks is performed via impersonation.

Note: This means that if looking at logs within the tenant, you will see the Admin account shown as downloading the files from these sources

Add all users automatically by using Auto-discover

If this option is selected, all users are automatically added to the backup. If additional users are added to the Google Workspace tenant in the future, they will be added to the backup if sufficient licenses are available.

You can add users to the exclusion list if you don't want them to be included in the Auto-discover process by enabling Auto-discover and adding the mailboxes to the "Select Excluded Account" dropdown.

Add Manually

To add mailboxes to the backup manually, wait for the list to populate, and click the empty box next to the user email. If the user shows "available," it can be added to the backup. You can also click the three dots next to "available" and add the mailbox to the exclusion list.

 

Journal Configuration (for archive subscription only)

Configure Archive for All Users - Setup Sending and Receiving Routing Settings

  1. Sign in to the Google Workspace Admin console by using an administrator account (https://admin.google.com)
  2. On the Main Menu, click Apps > Google Workspace > Gmail
  3. Click Routing
  4. Select an organization. This is optional only if there are multiple organizations or units
  5. Next to the Routing settings, add a new rule by clicking Add Another Rule. If this is your first time setting up a Routing rule, you can click Configure.
  6. Enter a short description for the journaling setup
  7. Tick all four checkboxes in the Email Messages to Affect's section
  8. Check, Add more recipients in the Also deliver to's setting, and click Add
  9. Select Advanced and on the Envelope Recipient's section, check Change Envelope Recipient > Replace recipient and input an email address that is retrieved by contacting your reseller or by clicking the arrow beside your name and selecting Journal ID
  10. Check: Do not deliver spam to this recipient if you do not want to capture spam emails
  11. Check Suppress bounces from this recipient
  12. Check Add custom headers, click Add, and input DME-JOURNAL-REPORT as key and true as value. Click Save.

Configure Selective Archiving (set of selected users)

The difference between this step and the previous one lies with the user. Since this is using Google Groups, a Google Group must be created with the selected users for archiving purposes first. Then, set up sending and receiving routing rules separately by specifying this group in the filter section. It’s not compulsory to add all the users to the group by the time of its creation. Users of the group can be updated at any time according to their requirements.

Create a Google Workspace Group

  1. Sign in to the Google Admin console at https://admin.google.com
  2. Choose Groups from the Admin dashboard
  3. Click Create Group
  4. Enter a name and group email address of your choosing, fill out other fields as required, and click NEXT
  5. By default, Mailing is ticked as the label of the new group. However, if you want to have more control and access to sensitive information, you can tick the Security label (note: once ticked, you won't be able to untick)
  6. Configure the settings as required or keep defaults and click the CREATE GROUP button
  7. Click Done

Add Members to the Google Workspace Group

  1. Choose Groups from the Admin dashboard
  2. Select the group you've created
  3. Click Add Members 
  4. Type a username or group
  5. Click ADD TO GROUP

Set up Receiving Routing Settings

  1. Sign in to the Google Admin console at https://admin.google.com
  2. On the main menu, click Apps > Google Workspace > Gmail
  3. Click Routing
  4. (Optional) Select the Organizational Unit (OU) to filter routing based on OU
  5. Next to the Routing settings, add a new rule by clicking Add Another Rule. If this is your first time setting up a Routing rule, you can click Configure.
  6. Under Email Messages to Affect, select Inbound and Internal - receiving
  7. Click Show options > Envelope filters
  8. Check Only affect specific envelope recipients  and selects Group Membership (only received email)
  9. Click Select Groups, and a pop-up will appear
  10. Choose the group(s) that will receive the message
  11. Check, Add more recipients in the Also deliver to's setting and click Add
  12. Select Advanced and on the Envelope Recipient's section, check Change Envelope Recipient > Replace recipient and input an email address that is retrieved by contacting your reseller or by clicking the arrow beside your name and selecting Journal ID
  13. Check Do not deliver spam to this recipient if you do not want to capture spam emails
  14. Check Suppress bounces from this recipient
  15. Check Add custom headers, click Add and input DME-JOURNAL-REPORT as key and true as value. Click Save.
  16. Close the pop-up
  17. Click Save

Setup Sending Routing Settings

  1. Sign in to the Google Admin console at https://admin.google.com
  2. On the main menu, click Apps > Google Workspace > Gmail
  3. Click Routing
  4. (Optional) Select an Organizational Unit (OU) to filter routing based on the OU
  5. Next to the Routing settings, add a new rule by clicking Add Another Rule. If this is your first time setting up a Routing rule, you can click Configure.
  6. Under Email Messages to Affect, select Outbound and Internal - sending
  7. Click Show options > Envelope Filters
  8. Check Only affect specific envelope recipients  and select Group Membership (only sent mail)
  9. Click Select Groups and a popup will appear
  10. Choose the group(s) that will receive the message
  11. Check Add more recipients in the Also deliver to's setting and click Add
  12. Select Advanced and on the Envelope Recipient's section, check Change Envelope Recipient > Replace recipient and input an email address that is retrieved by contacting your reseller or by clicking the arrow beside your name and selecting Journal ID
  13. Check Do not deliver spam to this recipient if you do not want to capture spam emails
  14. Check Suppress bounces from this recipient
  15. Check Add custom headers, click Add and input DME-JOURNAL-REPORT as key and true as value. Click Save.
  16. Close the pop-up
  17. Click Save
Article ID: 1762, , Modified: 9/25/2025 at 3:26 PM

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