#User Management

User management provides centralized management of groups and security settings. Administrators can add and manage groups for security control of what users can restore, export and delete, and whether the users can view reports or configure settings in AvePoint Cloud Backup for Microsoft 365. Security groups allow you to organize users in AvePoint Cloud Backup for Microsoft 365 more efficiently. You can add users to a security group, and then all users in that group will have permission to restore any objects that are contained in the object containers that have been assigned to this group.

Administrators group is the built-in group that has all permissions in AvePoint Cloud Backup for Microsoft 365. You cannot remove this group or update its permissions. The security groups you created will be listed on the User management page.

*Note: The users and groups who have been designated as application administrators of AvePoint Cloud Backup will be automatically synchronized to the Administrators group. If the user is demoted from the Cloud Backup application administrator to a standard user, Cloud Backup will automatically remove this user from the Administrators group as well.

When you add a security group, distribution group, or mail-enabled security group to AvePoint Online Services, the following users cannot sign into AvePoint Cloud Backup for Microsoft 365:

• The owner of the distribution group or mail-enabled security group.

• If the security group has nested groups and the owner of a nested group is not a member of any other groups that have been added to AvePoint Online Services/AvePoint Cloud Backup for Microsoft 365, the nested group owner cannot sign into AvePoint Cloud Backup for Microsoft 365.

#Create a Security Group

To manage user permissions more efficiently, you can create a security group for a set of users and configure the group permissions. The users within this group will have the restore permission when the group is granted.

1. On the User management page, click Create security group.

2. In the right pane for creating a new security group, enter the group name and an optional description.

3. Enter the users or groups that you want to add to this group into the Invite users/groups box. The users and groups you grant permissions to must exist in your tenant and have access to AvePoint Cloud Backup for Microsoft 365.

4. Then you can Define services and permission assigned to users:

   • Backup scope – Turn on the switch. Then choose between View Only and View and Edit permissions for users, and select service types that you want to assign to users.

   • Users with the View and Edit permission can take the following actions:

     • View the selected services, and configure backup and view backup details for the selected modules in the Backup page.

     • View backup jobs for the selected services, and generate and download job report in Job monitor.

     • View the Remove unprotected data for the selected services.

   • Compared to users with the View and Edit permission, users with the View Only permission cannot configure the backup.

   • Data scope – Turn on the switch and select whether to assign the permission on Restore, Export, Deletion, and Preview to users. Then turn on the switch of service types and select containers to define the Permission scope for users. To select all containers for this service type, select the Select all option in the column header.

   • The containers you selected will be displayed for the selected service type. The users of this group can run corresponding Restore, Export, or Deletion jobs for the containers in the permission scope of the selected services.

     • Restore: With the restore permission selected, the Restore, Backup data e-discovery and the Mapping settings will be displayed in the navigation. When selecting some data in Restore or Backup data e-discovery, the Restore button will appear. The user can also view the restore jobs for the selected services, and generate and download job report in Job monitor.

     • For objects no longer in the backup scope, users with Restore permission to the last container where the object existed can now restore its backup data, not just administrators. Note that only objects removed after the August 2024 release are supported.

     • Export: With the export permission selected, the Restore and Backup data e-discovery will be displayed in the navigation. When selecting some data in Restore or Backup data e-discovery, the Export button will appear. The user can also view the export jobs for the selected services, and generate and download job report in Job monitor.

     • Deletion: With the deletion permission selected, the Data subject access requests, Manually delete backup data and Backup data e-discovery will be displayed in the navigation. When selecting some data in Manually delete backup data or Backup data e-discovery, the Delete button will appear. The user can also view the deletion jobs for the selected services, and generate and download job report in Job monitor.

     • Preview: With the preview permission selected, the user can preview email content in Exchange Online, as well as files in OneDrive and site collections before restoration. Additionally, the user can download, print, or generate a public link for the file or email on the preview page.

   • Report center – Turn on the switch so that users can view the reports in Report center.

   • With the permission turned on, the subscription consumption report in Subscriptions, End-user restore report, Job analytics report, System auditor report, and Unusual activities analysis report, Coverage report are available to the user.

   • *Note: If some users in a security group have been granted the permission to Report center only without the Restore or Export permission, the Go to Restore page option in the Unusual activities analysis > View details page will be hidden.

   • Settings – Turn on the switch so that users can view and configure Settings.

   • With the Settings permission turned on, the user can configure the Storage, Backup settings, Notification, Retention policy (including retention settings for offboarded users, Mapping settings, End-user restore settings and export Encryption keys.

5. Click Save to save your configurations; click Cancel to exit the creation.