How to assign a backup policy

You can assign policies to Org Units, Smart Teams or Shared Drives. You can't assign a policy to individual users.

Setting up a policy will NOT ping a notification to the users that they’re being backed up now.

Org Units and Smart Teams policy assignments get synced every 4 hours - this means the initial backups may not start immediately after a policy has been assigned. Shared Drives policy assignments get synced instantly.

Org Units (OUs) and Smart Teams

Please note that if a user is part of a Smart Team or Smart Teams, the policy assigned to the highest priority Smart Team (as set in Directory > Smart Teams) will be used for the specified user. 

All Smart Team policies take precedence over Organizational Unit policies. A policy assigned to a specific Organizational Unit will take precedence over the Root OU policy.

To assign a policy to an Org Unit or Smart Team:

1. Select Backup from the main navigation menu and then select Assign and Remove Policies in the sub menu,
2. Select whether you want to assign the policy to an Organizational Unit or a Smart Team, and click on the required OU or Smart Team in the list.
3. By default, Org Units are set to inherit their Backup policy from their parent OU, and Smart Teams have their backup policies disabled. You will need to disable OU inheritance or enable Backup on a Smart Team to assign a custom backup policy.
4. Now, use the drop down menu next to the Backup policy field to find and select the policy that you want to assign.
5. Select Save changes.
6. If Backup is enabled for the policy, the initial backup process will be triggered for the associated users.
   • If a user did not have a backup policy assigned before, this process will assign a CloudM Backup licence to them. You can go to Backup > Backup Status to see how many users currently have backup policies assigned.
   • If a user had a backup policy that only backed up Mail and the new policy also includes Drive items, a bulk backup of the user’s Drive will start and Mail will continue to be incrementally backed up.
   • If a user had a policy that backed up both Mail and Drive and the new policy only requires one of the item types to be backed up (e.g. Drive data), the retention period on the data type that is not required (e.g. Mail data) will start, with all items of that data type purged at the end of the previous policy’s retention period.

Shared Drives

To assign a policy to a Shared Drive:

1. Select Backup from the main navigation menu and then select Assign and Remove Policies in the sub menu. Go to the Shared Drives tab.
2. Place a tick in the checkbox on any Shared Drive(s) that you want to apply a policy to and click Assign Policy.
3. Use the drop down menu next to the Policy field to find and select the policy that you want to assign.
4. Select Assign Policy.

To assign a policy to all Shared Drives:

1. Select Backup from the main navigation menu and then select Assign and Remove Policies in the sub menu. Go to the Shared Drives tab.
2. Click Assign Policy to All.
3. Select the policy from the dropdown
4. Choose which Shared Drives you want to apply the policy to by selecting one of the options:
   1. Assign to all Shared Drives with No Policy - this will assign the backup policy to all Shared Drives that don't currently have a backup policy assigned
   2. Assign to all Shared Drives - this will assign the backup policy to all Shared Drives. If a Shared Drive already has a backup policy assigned, this step will remove the policy and assign the new one.
      
5. Press Assign Policy.

How do I know what Users / Shared Drives a particular policy applies to?

If you go to the Assign and Remove Policies section and click on the policy in question, you’ll see a list in the sidebar when you go to Assignments tab.