USER GUIDE for Smartsheet VERSION 1, NOVEMBER 2014

Transcription

1 USER GUIDE for Smartsheet VERSION 1, NOVEMBER 2014

2 How it Works Simply create a Backupify account and authorize it to connect to your Smartsheet account- our application will do the rest. Every day, Backupify will identify your most recently added and updated Smartsheet data, copy that data to an encrypted archive in Amazon s highly-availability storage cloud, and make backups available through our web interface. The process repeats every 24 hours to ensure comprehensive protection for all your Smartsheet data. Important note: you must be a Smartsheet admin in order to backup your data. Additionally, data backed up during the beta period will be deleted once the final product is released. Backupify uses the Smartsheet API to pull information - Backupify for Smartsheet reads data from your account via the API and does not impact regular use of Smartsheet. The following Smartsheet objects are backed up automatically everyday : Users Folders Templates Workspaces Sheets Discussions Attachments To learn about Backupify s security and compliance standards, click here. If you have any questions, during the set up process, please - developerplatform@backupify.com BACKUPIFY FOR SMARTSHEET USER GUIDE 2

3 Login / Signup To begin using Backupify for Smartsheet in beta, you will need a Smartsheet access token in order to authorize access to your Smartsheet data. Once the product is released, this will not be required. We recommend you get a Smartsheet access token before setting up Smartsheet backup. BACKUPIFY FOR SMARTSHEET USER GUIDE 3

4 Obtain a Smartsheet API Key 1. Log in to your Smartsheet account with your Smartsheet admin credentials. Click the gear icon and select Personal Settings. 2. Under Personal Settings, click on the API Access tab. BACKUPIFY FOR SMARTSHEET USER GUIDE 4

5 3. From Manage API Access Tokens, click the Generate new access token button. GETTING AN SMARTSHEET API KEY 4. Create a new API Access Token Name: Backupify 5. Copy the API Access Token for use in the application. BACKUPIFY FOR SMARTSHEET USER GUIDE 5

6 Create a Backupify Account Get started by creating a Backupify account here. New Users Create a new Backupify account. Backupify uses the and password for login purposes. Password must be a minimum of 6 characters and a mix of any two of numbers, symbols, lowercase and uppercase letters. BACKUPIFY FOR SMARTSHEET USER GUIDE 6

7 Once you create your account, click the Add service button to add the Smartsheet service to account. CREATE A BACKUPIFY ACCOUNT You will see the following authorization screen, which requires you to add the User Access Token you received previously. Enter in the access token and click the Submit button. Once the access token is successfully submitted, your Smartsheet data should immediately start backing up. You will be brought to the dashboard to view the backups. Existing Backupify for Google or Salesforce Users Log in to Backupify. Click the gear icon on the right of the header. Select Add services. Click the Add service button for Smartsheet. You will see the following authorization screen, which requires you to add the Smartsheet access token you received previously. Enter in the access token and click the Submit button. BACKUPIFY FOR SMARTSHEET USER GUIDE 7

8 Confirmation Once the access token is successfully submitted, your Smartsheet data should immediately start backing up. You will be brought to the dashboard to view the backups. If you haven t done so already, consider joining the Google+ Community where you can provide feedback on the product. BACKUPIFY FOR SMARTSHEET USER GUIDE 8

9 Administrative Dashboard Backup Status The backup status reports on the date and status of the last backup. It can have the following states: Up To Date - The backups ran successfully Queued - The backups have been queued to be processed Processing - The backups are currently in progress Not Completed - there were errors in the backups process, likely due to authorization issues. The backups are scheduled to run daily. If you need to force a backup in addition to the scheduled backups, select Backup Now. Note: if you force a backup, the status will display Backup Processing. You will need to refresh the page at some point to see that the backup status change to Successful. BACKUPIFY FOR SMARTSHEET USER GUIDE 9

10 Backup History The Backup history provides the list of the past backups and the status of each of those backups. BACKUPIFY FOR SMARTSHEET - DASHBOARD View Data The View data page lists all the objects that have been backed up including: Users Folders Templates Workspaces Sheet List Clicking on any of the above objects displays the individual items that were backed up. If you want a full list of every object backed up, you can export all the data. Export Latest The Export latest option provides a way to retrieve the complete export of the latest backups. Once you kick off an export, it may take a few minutes to a few hours to complete based on the volume of data. Once the export is complete, an with the link to the download will be sent to you. The download link will expire a week from the date of the export. BACKUPIFY FOR SMARTSHEET USER GUIDE 10