Exploring Seat Management features

Datto SaaS Protection provides many features for managing the seats in your environment. This article describes these features.

When your organization was first added to Datto SaaS Protection, all service seats discovered in the Google Workspace domain were added to the service's Seat Management page. SaaS Protection continues to check Google Workspace for service seat updates daily and syncs any changes to its Seat Management pages.

Seat management functionality is based on whether you are using version 1.0 or 2.0. For an overview of the seat management features in your environment, see Seat Management 1.0 or Seat management 2.0 below. To check which version of seat management your organization is using:

  1. On the SaaS Protection Status page, click the desired organization.
  2. Select Seat Management to view the menu options:
  • If you see only Users in the drop-down, you are using version 1.0.
  • If you see both Users and Shared Drives in the drop-down, you are using version 2.0.

Use the Seat Management > Users page to view and manage your SaaS Protection user accounts.

Adding users to SaaS Protection

Newly discovered seats in your Google Workspace domain are added to the Seat Management > Users page automatically each day. The "add users" procedures in this section do not add user seats to the Seat Management > Users page. These "add users" procedures add a SaaS Protection account to unprotected seats so that daily automated backups are enabled for these users.

There are several ways to add SaaS Protection to users:

  • Manually
  • Uploading a CSV file
  • Selecting an organizational unit (OU)
  • Enabling Auto-Add
  1. On the SaaS Protection Status page, click the desired organization.
  2. Select Seat Management > Users.
  3. Click Add Users.
  4. Click Add Accounts to load the Google Workspace user accounts that don't have a SaaS Protection account.
  5. Select the users you will add a SaaS Protection account to by doing one of the following:
    • Select the Name check box to select all user accounts in the list.
    • Select the check box of each desired user.
    • In the Search box, enter the name or email address of the desired user. The list filters as you enter characters. Select the check box of the desired user.
  6. Click the arrow in the middle of the page to move the selected user to the Accounts to back up column.

  7. Click Save.

NOTE  Before running this procedure, be sure to create a CSV file that meets the requirements described in the Seat Management 1.0 section of this article: Adding or removing seats by uploading a CSV file.

Use this procedure to add SaaS Protection to users by uploading a CSV file.

  1. Create the CSV file.
  2. On the SaaS Protection Status page, click the desired organization.
  3. Select Seat Management > Users.
  4. Click Add Users.
  5. Click the Upload CSV tab.
  6. Click Choose File.
  7. Navigate to and select the CSV file.
  8. Click Save.
  1. On the SaaS Protection Status page, click the desired organization.
  2. Select Seat Management > Users.

  3. Click Add Users.
  4. Click the Add by OU tab.
  5. Select the check box of each OU that will be added.
  6. Click Add Accounts to move the selected OUs to the Accounts to back up column.
  7. Click Save.

Auto-Add automatically adds users to Datto SaaS Protection with backups enabled when user accounts are created in Google Workspace.

To enable Auto-Add:

  1. On the SaaS Protection Status page, click the desired organization.
  2. Select Seat Management > Users.
  3. Select Admin > Settings.
  4. In the navigation pane, click Domain Settings.
  5. Select the following check boxes:
    • Automatically add all Shared Drives to Backupify
    • Automatically add new accounts to Backupify
  6. If your organization uses organizational units, you can enable backups for OUs only by selecting the applicable check boxes. Backups are automatically enabled for new users added to the OU.
  7. Click Save.

Removing users

Partner Portal users in Admin roles can navigate to the Settings page and leverage the Remove this account link shown in the screenshot below to delete user accounts that are no longer needed.

You manage each seat type on its own Seat Management page: the User Management page or the Shared Drives Management page.

As seats are discovered in your Google Workspace domain, they are added to the Seat Management pages automatically each day. You can quickly view information about all seats in your environment on these pages— and use the Seat management tools (described below) to add SaaS Protection to seats, modify seat status, and more.

There are two sections on each of the Seat Management pages, the Overview section and the Manage section. Each section is described in detail below.

The Status Overview bar is located on the left-hand side of the Overview section. Each seat status is illustrated as a percentage of the organization's total number of seats for the particular seat type.

In this User Management example, 50% of the organization's users have an Active seat status (green bar), 10% are Paused (blue), 30% are Archived (black), and 10% are Unprotected (gray).

On the right-hand side of the Overview section, the following information is displayed:

  • Total Discovered in Last 24 Hours: Total number of new seats that SaaS Protection discovered and added to your environment within the last 24 hours.
  • Total Protected: Total number of protected seats in the organization.
  • Total Unprotected: Total number of unprotected seats in the organization.
  • Total Billable Seats: Total number of billable seats in the organization. Applies to the User seat type only.

Refresh button

Datto SaaS Protection looks for changes to the Protected Users and Shared Drives lists once per day by default. But you can force Datto SaaS Protection to check for changes at any time by clicking the REFRESH button. Doing so updates the information in the Overview section.

If Auto-Add is on, newly discovered users are added to Datto SaaS Protection with backups enabled.

The Manage section displays specific information for each seat and includes seat management tools.

Seat information

Seat information is described in the following table. The type of information available on each Seat Management page is basically the same, except where indicated.

Column Description
Name Name of the organization's end user or shared drive.
Email (User Management page only) Email address of the organization's end user.
Remote ID (Shared Drive Management page only) Remote identifier of the shared drive: email address of the drive's owner or manager followed by a unique identifier.
Date Added Date and time when the end user or shared drive was added to the organization's SaaS Protection environment.
Status Seat status of the organization's end user or shared drive.

Seat statuses are described here:

  • Active: The seat exists in the organization and is actively backed up, meaning the seat is protected.
  • Paused: The seat exists in the organization; backups were enabled but are currently paused. Available with Seat Management 2.0 only.
  • Archived: The seat no longer exists in the organization, but backups are still accessible.
  • Unprotected The seat exists in the organization but backups are not enabled. Available with Seat Management 2.0 only.

For more on seat types, seat status, and changing a seat's status, see the article Changing seat status.
Billable (User Management page only) Indicates whether the user's seat status is billable.

Seat management tools

Using the tools provided in the Manage section, shown in the image below, you can manage seats for all entities at once or individually.

  • Auto Add: With Auto Add enabled, when SaaS Protection discovers that a new user seat has been added to the organization environment, the user's record is added to the User Management page with the Status of Active. Backups are performed automatically for the user, and a license fee is charged.

When adding a new organization, Auto Add is enabled by default for each seat type. However, you can disable or enable Auto Add separately on the User Management page for each seat type. Enabling Auto Add applies to any new seats discovered by SaaS Protection going forward.

  • Protect All: Click Protect All to activate backups for all eligible seats that are not currently being backed up. This does not apply to seats that are Paused or Archived. It may take a few minutes for backups to be activated for all eligible seats.
  • Export CSV: You can create a CSV file that includes all of the information in the Manage section. Click then select Export CSV.
  • Upload CSV: If Auto Add was turned off when adding a new organization or at any point after the organization was added, you can add SaaS Protection to seats or remove SaaS Protection from seats by uploading a comma-separated values (CSV) file containing the applicable service values. See the article Adding or removing seats by uploading a CSV file.
  • Search (Lookup): You can search for a user or shared drive by entering characters in Search located above the records in the Manage section. The results filter as you enter characters. Select the applicable option from the list.
  • Status filter: By default, all records are shown in the Manage section regardless of whether the seat Status is Active, Paused, Unprotected, or Archived. You can filter the results by clearing the check box of the desired status.
  • Status: To change the status of a seat, click the value in the Status column and select a status from the list. For more on seat types, seat status, and changing a seat's status, see the article Changing seat status.