If a Groove user loses a managed account or the account is corrupted, you cannot retrieve the account information or the user’s workspace data unless you have a backup system in effect. To prevent permanent loss of valuable data, you can define a policy for your domain that allows the management server to backup account data for managed users in the domain at periodic intervals. The backed up account is then available for restoration to the user via email if an account is lost or corrupted.
User accounts consist of user identity information, domain management settings, and the worspace list associated with that account, all of which is saved during Groove’s account backup. User accounts do not include Groove workspace data. Groove users can retrieve workspace data from other workspace members, using the workspace list as a reference, along with the Groove Fetch capability.
The following sections describe the two parts of this task:
• Backing Up Account Data
• Restoring Account Data Backing Up Account Data
To avoid the consequences of lost or corrupted user account data, scheduling regular backup of account data is wise practice. The management server lets you set an identity policy that enables automatic account backup at specified intervals for users in a selected domain. Backed up information includes user contacts, the user’s workspace list, identities and contact information, licenses and identity policies.
To minimize user disruption, the management server starts the backup at a specified inter-val, once a logged-in Groove user has logged into Groove and Groove has been idle for 15 minutes. A notifier appears on Groove user screens indicating when a managed account backup is in progress and when it is complete.
Note: Groove workspaces are not backed up directly. Groove users can retrieve work-spaces from other active workspace members by using the workspace list and the Groove Fetch capability.
To set a identity policy to enable automatic backup of account data, follow these steps:
1. Go to the management server administrative Web site and click an identity policy template in the navigation pane. The Member Policies tab appears.
2. On the Member Policies page, enter a value in the Backup account every [ ] day(s) field to specify the number of days between server backups of user account data.
3. Select Save Changes in the tool bar. Any domain group or member to whom you assign this identity policy template will be subject to the policy you just defined.
The server now saves user accounts at the interval you defined. You restore account data as described in the next section.
Note: Groove domain user accounts are backed up only if the accounts account users are logged in and systems have been idle for 15 minutes. If at the time of backup a user is not logged in, that account will not be backed up.
Restoring Account Data
Once you have enabled a user account backup policy for managed identities in the domain, as described in the previous section “Backing Up Account Data”, you can restore a user’s account if it is lost or damaged.
When restoring a lost or damaged account, the available version will be as of the last ver-sion saved; any data added to the account after the last backup interval will be lost. There-fore, if an account resides on multiple devices and you believe that one of these devices contains a more recent version of the account (than the backed-up version), restore the account from that device instead of restoring the backed up account.
To restore a managed user’s backed up account, follow these steps:
1. Go to the management server administrative Web site and select a domain group in the navigation pane, then click the Members tab. The Members page appears.
2. Use the Search boxes to display the desired member(s).
3. Click the member whose account you want to restore. The Member Information page appears.
4. From the Member Information page, click the Restore Account tab. The Restore Account page appears. If the backup policy is in effect and accounts have been backed up, the page lists the backed up accounts as described in the table below.
If the backup policy is not in effect or if no accounts are backed up, the entry No accounts backed up appears in place of the account information.:
Restore Account Fields
Description
Name The name of the domain member who owns the account.
Last backup The date of the most recent account backup
5. To download the backed-up user account to a file for future use, click the Down-load button and specify a directory path and file name (<identity>.grv>) for where to save it.
Note: You must import the backup file within 60 days of its last backup date. Con-tact Groove Networks Support for help in restoring expired accounts
6. Enter or edit the email fields, as described in the table below.
Status The status of the account, as follows:
• Normal - Indicates that the account is valid.
• This account has expired - Indicates that the account has not been backed up within 60 days of its Last backup date. You cannot download an expired account. However, all restoration functionality remains in case you still want to restore the account, as is, on the client.
Note: For information about how to restore an expired account, contact Groove Networks Support
Device Name Name of the device on which the account was backed up.
Size Size (in megabytes) of the backed up account.
Download A link that allows you to download an account to a specified file for use outside of the management server.
Account Restoration Email Fields
Description
Select Email Specifies the account backup email templates available. The initial default account backup email appears as ‘Original account restoration email’.
Email To Specifies the destination (member’s email address) of the for the account restoration email.
Email From Specifies your domain administrator email address.
Email Subject Specifies the subject of the email.
Email Body Displays the default email template, if any. Accept the default email, or edit the displayed template as necessary.
For information about creating management server email templates, see “Adding, Editing and Deleting Email Templates” in the Managing Domains section of this guide.
Allow this email to be saved
Lets you edit the email fields and save them.
Default: unchecked Restore
Account Fields
Description
7. When you are ready to send the account restoration email, click the Send button to send and save the email as is, along with the backed up account. Or, to save the email without sending, click the Apply button to save without closing the window, or OK to save and close.
Once the client receives this email, the client can follow the email instructions to restore the account.
You create, edit, and delete account restoration emails, as described in “Adding, Editing and Deleting Email Templates” in the Managing Domains section of this guide.