How to create backup jobs in SysCloud: Best practices and setup guide

After connecting your cloud applications to SysCloud, the next critical step is to set up backup jobs. The “Jobs” page in your SysCloud account is where you’ll define what data to back up, who it belongs to, how long it should be retained, and which apps to include.

This guide is designed to help you:

• Understand what a backup job is and why it’s required
• Learn what steps to take after your cloud is connected
• Configure your jobs correctly based on your cloud type
• Decide when to create multiple jobs
• Follow best practices to ensure your backup setup is scalable and compliant

Whether you're backing up Google Workspace, Microsoft 365, Salesforce, Slack, or Box, this article will walk you through the essentials of managing jobs effectively in SysCloud.

1. What is a job in SysCloud?

In SysCloud, a job is a configuration that defines what data to back up, from which users or entities, and how that data should be retained. It acts as a blueprint for how SysCloud performs automated cloud backups in your account.

When you create a backup job, you are specifying:

• Which users, domains, groups, or accounts you want to back up
• Which applications (e.g., Gmail, Drive, OneDrive, Salesforce, etc.) should be included
• Whether backups should happen automatically when new users are added
• How long the backed-up data should be retained
• Any exclusions (e.g., file types or folders you don’t want backed up)

You must create at least one job to start the backup process. Without a job, your cloud data will not be backed up, even if your cloud is connected.

Why are jobs important?

Jobs give you complete control over:

• What data is backed up (you don't need to back up everything)
• How data is stored (e.g., with or without exclusions, with unlimited or time-limited retention)
• How your organization is segmented (e.g., based on departments, regions, or compliance needs)

This flexibility ensures that your backup strategy aligns with your organization’s structure, data policies, and compliance requirements.

2. What happens when you don’t create a job?

Even after connecting your cloud, backups do not start automatically. Unless you:

• Create a backup job
• Assign users or entities to the job
• Select the apps and retention settings

Until a job is created and configured, no data from your connected cloud will be backed up by SysCloud.

Note: SysCloud requires admin access to run backups because it accesses organizational-level data. Make sure the person configuring jobs has the right permissions.

3. How to set up a backup job

A backup job is a custom backup task IT admins can create. A backup job includes the following parameters:

• The scope of the data being backed up across any number of clouds
• The retention duration for the backup archives
• Enable or disable auto-backup for new users or shared resources (applicable for Google Workspace, Microsoft 365, and Box)

Note: SysCloud requires admin credentials to run the backup as we access data of the entire org/workspace/account/users.

You can create a new backup job or edit a backup job by navigating to the “Jobs” page in the SysCloud backup application.

Step 1: Log in to your SysCloud backup account using your admin credentials.

Step 2: Navigate to “Jobs” on the top menu and click on “Create a new backup job.”

Step 3: Name the backup job and give a description (optional). Click on “Next.”

Step 4: Select the cloud you want to back up and click “Connect.”

This will initiate the authentication process with the selected cloud application.

Note: Make sure browser pop-ups are enabled. Pop-ups are required for completing the connection process for all supported clouds.

Step 5: Log in to your cloud account in the pop-up window and grant the required permissions.

Review the permissions requested by SysCloud and complete the authentication process.

Step 6: After the cloud is connected, select it from the clouds list and click “Select” under the Scope column.

This will take you to the scope selection screen where you can define what entities or users should be backed up.

Step 7: Select the entities you want to back up.

Cloud	Entities to select	Actions to take
Google Workspace	Domains / Org Units / Users	Select a domain to include all users, or choose specific org units or users. If selecting org units or users, click “Add users” to define the scope.
Microsoft 365	Domains / Users	Select a domain to include all users, or choose specific users. Adjust auto-backup settings and exclusions as needed.
Box	Accounts / Users	Select the Box account(s) to include in the backup or select specific users within those accounts to be backed up.
Slack	Workspaces + Users	Select workspaces. Choose users who will receive authorization requests to enable backup of DMs and private channels. Click “Confirm.”
Salesforce	Organizations	Select the Salesforce organizations you want to back up. Click “Confirm.”

 

Note: A domain, user, organization, or workspace can only be included in one backup job. You must select at least one entity to proceed.

Step 8: Click on “Select apps and retention” to choose the apps you want to back up and configure retention settings.

• the apps you want to include by checking the boxes next to each app name. Select
• To retain data for a limited time, uncheck the “Retention period” box and specify the number of days, months, or years.
• For Google Drive and OneDrive, choose between item-level or snapshot-level retention.
• Click the pencil icon next to the app name under “Exclusions” to exclude specific file types or sizes (e.g., Outlook, OneDrive, Gmail, Drive, Shared Drives, SharePoint, Teams, Box).
• You can also select specific Shared Drives (Google Workspace) or SharePoint sites and Teams (Microsoft 365) to include in the backup.
• Use the auto-backup option to automatically include new Shared Drives, Classrooms, SharePoints, or Teams in this job.

Click “Next” to proceed.

Step 9: Click on the pencil icon under “Settings” and then click “Configure” to set advanced backup settings.

Cloud	Available configuration levels	Settings available
Google Workspace	Domain, Org Unit, User	- Auto-backup for new users - Inactive user retention (default: unlimited) - User archive storage limit (default: unlimited) - Apply org-unit settings to sub-org units
Microsoft 365	Domain, User	- Auto-backup for new users - Inactive user retention (default: unlimited) - User archive storage limit (default: unlimited)
Box	Account	- Auto-backup for new users in connected Box accounts

Note:

• Slack and Salesforce do not have advanced configuration settings. Once scope and retention are defined, you can proceed to the next step.

Click “Next” to continue.

Step 10: (Optional) Select add-ons and configure their settings.

• If any add-ons are available for the selected cloud, click on “Configure” under the Add-ons section.
• Review and adjust settings as needed based on your organization’s requirements.

Click “Next” to proceed.

Step 11: Click “Start backup” to initiate the backup job.

SysCloud will begin backing up data based on the scope, apps, and settings you’ve configured in the previous steps.

4. When to create multiple jobs

You can create multiple backup jobs in SysCloud to better manage your backup configuration based on how your organization is structured, how data is handled, and who is responsible for managing it. You can also include multiple clouds (such as Google Workspace, Microsoft 365, Slack, Salesforce, and Box) in a single backup job, as long as the scope and settings align.

This section explains when it is recommended to create separate jobs, and when it’s okay to group clouds together in a single job.

When to group clouds in one job

• If the same set of users/entities needs to be backed up across multiple clouds (e.g., the same users use both Google Workspace and Slack)
• If the retention and exclusion settings are consistent across all the clouds included
• If you want to simplify management by combining all backup tasks into a single configuration

When to create multiple jobs

Scenario	When to use it
Different departments or business units	Create separate jobs for teams like HR, Finance, Sales, or regional branches. This allows you to scope each job to specific org units, domains, or users.
Separate cloud admins	If different administrators are responsible for different clouds or departments, create one job per admin-managed group to delegate access and simplify management.
Different retention settings	Create individual jobs for users or teams that require longer data retention. (e.g., finance vs marketing).
Storage control or exclusions	Use separate jobs when you want to apply different exclusions or storage limits (e.g., exclude videos for one team but not another).
Data sensitivity or geography	For high-risk departments (e.g., legal, leadership), or teams handling region-specific data (e.g., Japan-only), isolate backups into separate jobs.

5. Constraints and reminders

Keep the following constraints in mind while creating or managing backup jobs in SysCloud:

Rule / Constraint	Description
One job per entity rule	A domain, user, group, org unit, workspace, or Box account user can only be included in one job. You will not be able to add the same entity to multiple jobs. A user (e.g., “Tony”) can be removed from Job A and added to Job B. Just ensure the user is removed from their existing job before being assigned to a new one.
Minimum scope required	At least one user, org unit, domain, workspace, or Box user must be selected to start a backup job.
Cloud connection role requirement	Only the appropriate admin roles can connect clouds: Super Admin (GW), Global Admin (M365), Org Owner (Slack), Administrator (Salesforce), Admin (Box).
Scope must be reconfigured to move entities	To move an entity (user/domain/etc.) to another job, you must first remove it from the current job and then add it to the new one. Any edits made to a job (e.g., scope or exclusions) will take effect from the next backup cycle. If today’s incremental backup has already occurred, changes will reflect from the following day’s snapshot.

 

This article explains how to create and manage backup jobs in SysCloud. It covers how to connect your cloud accounts, select what data to back up, set retention, and apply job-specific settings.

You can include multiple clouds in one job or create separate jobs based on your organization’s structure, data handling needs, or admin responsibilities.

Use this guide as a reference when setting up or reviewing your backup jobs.