3️⃣Setup Guide

SmartBackup accesses your Smartsheet data via a Smartsheet sysadmin API Token when running the Business Edition and Enterprise Edition licenses.

When running Business Edition, you will need to provide AcuWorkflow with a list of up to five (5) Smartsheet Member users, as Business Edition is designed for small team use. The sysadmin Token can be used to act on behalf of all users in your Smartsheet environment.

Process

A typical SmartBackup setup will include the following steps:

Business Edition

  1. Start the SmartBackup application [or Console.exe] (3 minutes)

  2. Obtain a Smartsheet sysadmin Token (3 minutes to a few days depending on the availability of your organization's Smartsheet Systems Administrator)

  3. Open the Members panel, enter the sysadmin Token and click "Save" (1 minute)

  4. Click the "Refresh Now" button to obtain the latest list of all users (2-3 minutes)

  5. Wait for the green confirmation message then select "Actions" and "Mark all DISABLED" (1-2 minutes)

  6. Review the Member list and use the Edit button to set a maximum of five Users to "Enabled" [thismust be the same list of users that you provided to AcuWorkflow when onboarding] (3-5 minutes)

  7. Go to "Settings" then "Backup" and click on the green "CREATE USER BACKUP VAULTS" button. Wait for the confirmation message (3-5 minutes)

  8. Review the run time options (10 minutes)

Enterprise Edition

  1. Start the SmartBackup application [or Console.exe] (3 minutes)

  2. Obtain a Smartsheet sysadmin Token (3 minutes to a few days depending on the availability of your organization's Smartsheet Systems Administrator)

  3. Follow the Members list "Refresh" process to obtain a list of all users and the Settings > Backup "Automated Backup Vault Configuration" process (5 minutes)

  4. Click the "Refresh Now" button to obtain the latest list of all users (2-3 minutes)

  5. Wait for the green confirmation message then confirm all users are enabled, or disable users that you do not want to include in SmartBackup operations (3 - 10 minutes depending on the number of users to configure)

  6. Go to "Settings" then "Backup" and click on the green "CREATE USER BACKUP VAULTS" button. Wait for the green confirmation message (3-5 minutes)

  7. Review run time options (10 minutes)

Business Edition and Enterprise Edition

The Setup process for Business Edition and Enterprise Edition is largely automatic. Please follow the following steps for the initial configuration or when required.

  1. Provision Users from Smartsheet, therefore all Licensed Users will become SmartBackup Members. (For Business Edition, first "DISABLE" all users, then Enable up to five registered users).

  2. Provision Backup Vaults for all Enabled Users.

Provision Users

A SmartBackup "Member" is a User you want to run backup, archive, or export operations for. You only need one Smartsheet SysAdmin API Token to access all Smartsheet Users. Once-off or periodically, you can refresh the Member list from Smartsheet to obtain the latest list of Smartsheet Users for your Organization.

Only those Members with a SmartBackup Status of "Enabled", and with a Smartsheet Status of "Active" will be processed.

  1. Select Members, then paste the sysadmin token and click SAVE.

  2. Click on “Refresh Now”, and after a short delay, if the sysadmin token is correct then you will see a green "Licensed Users from Smartsheet" success message appear in the top right corner. If there is an error, it typically means that there is an issue with the token.

  3. The Members list will now display the latest list of Smartsheet Licensed Users together with their SmartBackup Status, their Smartsheet Status, and the total number of Sheets that each User owns or created.

  4. Note that if a User owns more than 1,000 Sheets, when doing a Refresh on initial installation, or after a "New" Install, the SmartBackup Status for those Users will automatically be set to "Blocked", and they will not be eligible for any SmartBackup operations. In this case, you should review the way those Users are using Smartsheet, and find out why they own so many Sheets, because the total Sheet count may have an impact on your ability to reliably backup your organization's data. If it seems that the User's Smartsheet environment is in order, then you can go ahead and change their SmartBackup Status to "Enabled". Then when the Member list is later Refreshed again, SmartBackup will remember the SmartBackup Status and will not reset it to Blocked.

  5. To be processed by SmartBackup, each User must have a SmartBackup Status of "Enabled" and a Smartsheet Status of "Active".

  6. For Business Edition, as described above, first disable all users, then use the edit buttons to Enable up to five registered users. Those should be the same users that were registered with AcuWorkflow.

Provision Backup Vaults

A Backup Vault is the special, auto-generated Workspace within Smartsheet designated as the target Backup area for each Enabled User.

The standard generated name for a provisioned Backup Vault is:

zz!~!-VAULT-do not delete!-:1234567890123456

where the number appended designates the unique Smartsheet ID assigned to that User. This UserID will be visible on the Members screen.

  1. Click on Settings then Backup.

  2. Click on “Create User Backup Vaults”, and a Vault workspace will automatically be created for every "Enabled" and "Active" Member in the Member list. A green message will display success.

  3. Optionally the button "Remove User Backup Vaults" can be used to automatically remove the Vault for every "Enabled" and "Active" Member. A green message will display success.

Platform Configuration

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