Datto Drive Partner Migration Guide

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Welcome to Datto Workplace – the enterprise-grade File Sync & Share (FSS) solution purpose-built for business.

This guide will provide you with all the information you need to migrate your Datto Drive accounts to Workplace successfully. It also serves as a 'getting started' guide, linked to key resources that will help you become familiar with the Workplace features and functions.

Datto Drive account migration is only available for paid and NFR Datto Drive Cloud accounts.

Environment

  • Datto Workplace
  • Datto Drive (Cloud)

Description

Getting Started with Workplace

Activate Your Workplace Manager Account

If you have a paid or NFR Datto Drive Cloud account, you should have received an activation email for Datto Workplace.

If you haven't activated your Workplace Manager account yet, please perform the following steps to do so now:

  • Click the "Activate Account" button in the activation email.
  • Set your password when prompted. You'll be automatically logged in to Workplace Manager.

If you have not received an activation email for Datto Workplace, please contact your account manager, who can provide you with one.

What is Workplace Manager?

Workplace Manager is an online portal that allows Workplace partners to manage both their own account as well as their client Teams.

What are Linked Accounts?

If you don’t have multiple Workplace (or Endpoint Backup) accounts, as a Workplace partner, you probably will soon! If you intend to use the same email address for multiple accounts, be sure to find out how Linked Accounts work… 

Unlike most services, you will not be prevented from creating an account with an existing email address. If you prefer to use unique login credentials, we recommend using email alias addresses for your separate accounts.

Glossary

Workplace uses some specific terms that we should define before continuing:

Team – A Team is an entity, usually a company, that subscribes to the Workplace service.

Member – A user who can have storage allocated to them in Workplace.

Connection – A restricted user who cannot have storage allocated to them and therefore cannot create Projects or back up.

User – A collective term for Members and/or Connections.

Project – A top-level folder within Workplace; it serves as the primary container for all the folders and files that are synchronized to the Workplace service. Projects create the basic organizational structure to store data and control user access.

See the full Workplace glossary…

Exploring Workplace Manager 

Introduction to the Dashboard

The widgets on the Dashboard provide an overview of your Teams that lets you proactively manage, configure, and support your clients. All of your Datto Drive migrated clients will display as Teams and available licenses on the Dashboard. As you begin to deploy Workplace, the Dashboard will update automatically.

Learn more about the Dashboard…

The Teams, Users, and Devices Tabs

The grids on these three tabs display all your client information. You can customize these views, save them, and even schedule them for email delivery, like automated reports.

Click on a row in any of these tabs to open a detailed view with further options.

Remember to explore these tabs once your clients have migrated and these tabs are populated. For now, only the Teams tab will display content.

Create and Configure Your Internal Use License (IUL) Team

To familiarize yourself with Workplace, we recommend that you first create your IUL Team. Your IUL Team includes three free user licenses. Use your IUL Team for testing and demonstration purposes, and to explore the Workplace feature set with zero risks to the Teams migrated from Datto Drive.

To create your IUL Team: 

  1. Log in to Workplace
  2. Click the Teams
  3. Click Create New Team.
  4. Enter a Team name, specify the number of user licenses, and make certain to select the Internal User License (IUL) checkbox.
    NOTE: Any licenses beyond the three free user licenses are billable!
    TIP: Your IUL Team includes a free Workplace Server license! Add the license to your IUL Team and explore the feature set of Workplace Server!
  1. Enter the full name and email address of the Super Administrator for the Team

NOTE: If you are using the same email address you used to access Workplace Manager, make sure to review the Linked Accounts article!

  1. Click Create Team.

A welcome email will be automatically sent to the email address you entered in step 5. Click on the activation link to set a password and access your IUL Team.

Feel free to explore and familiarize yourself with Workplace Online at this point.

Understanding Projects

Projects are a core concept of the Workplace service. Understanding the unique properties of a Project and how sharing works in the Workplace service is paramount. Be sure to learn about Projects and sharing…!

Configure Workplace Manager

The Admin menu provides a variety of configuration options for your Workplace Manager account and your client Teams.

Support Settings

The Support Settings allow you to specify the email address and phone number your clients will use to reach you for their support needs. Also, you can enter a URL where they can access resources or submit support requests. These details will be visible to all your clients in each of the Workplace components.

Learn more about Support Settings…

NOTE: By default, the support email address is the email address to which the Workplace Manager account activation email was sent. We recommend you change this before configuring your client’s Teams.

Workplace Manager Access

In the Workplace Manager Access setting, you will be able to set password policies, such as 2FA, and manage the users that can access your Manager portal.

Learn more about Workplace Manager Access…

Alert Notification Recipients

On this page, you can specify which Workplace Manager users will receive Team alert notifications. All Team alert emails will be sent to these users in addition to the administrators on the Team that generated the alert.

Learn more about Team Alert Recipients…

Branding

Workplace is a brandable service that allows you to customize the logos, color schemes, and more.

Learn more about branding your Workplace Teams…

NOTE: Workplace Manager itself cannot be branded; settings on the Branding page will only affect the default branding of your client Teams. Team Administrators can override the default settings for their Team.

Team Defaults

The settings here will not impact your Datto Drive migrated Teams – only newly-created Teams. These settings will allow you to set the defaults that will be applied to newly-created Teams.

Learn more about Team Defaults…

Migrating Your Datto Drive Accounts 

Download Data from Datto Drive

As it may take significant time to download all your data from Datto Drive, we recommend starting this process while you configure the Team and creating the Project structure.

Learn how to download all data from Datto Drive…

If you already have the data synced to a device, there is no need to download per the instructions above. You can simply copy the data from that sync location into the Workplace Project structure.

Prepare for Deployment

Planning your deployment of Workplace will often save you time during implementation, and will save you support and maintenance time.

The Implementation Best Practice guide provides a full overview of how to streamline deployment and the tools and functions that can aid in this process. Open the Implementation Best Practices Guide..

Administering Your Client Teams

As a Workplace Manager administrator, you will have full administrative control of all your client Teams.

All your Datto accounts have been imported as Teams, and Workplace user licenses have been allocated to each Team to correspond to the number of users in each Datto Drive account.

Creating users in a Team will consume a user license; deleting the user will free the license.

With the administrative controls available within Workplace Manager, you can now access your client Teams and create user accounts.

To access a client Team’s administrative interface: 

  1. Log in to Workplace
  2. On the Teams tab, click the Team you want to
  3. Click Manage 

NOTE: The Edit Team function allows you to make changes to the Team’s account, such as adding licenses or storage.

Learn more about the features available in the Team Detail view…

TIP: You may want to create a single administrator user in the Team whose account can be used to upload the data in the Workplace service. During the upload process, or once it’s complete, you can then configure the Team and add more users. By doing this, users in the Team will immediately have all data available when they first access the  Workplace service. 

Learn more about the security roles of users in the Team…

Learn how to create and manage Members…

Upload Your Client Team’s Data

The Implementation Best Practices Guide references three primary models. The most appropriate model to use depends on how you plan to migrate your Datto Drive accounts:

Optimal Method

The optimal method to use when migrating your Datto Drive teams is the Hybrid Model. You will allocate a Workplace Server license and install Workplace Server on a device on the client’s LAN. The benefits of this method are:

  • Faster upload speeds; Workplace Server can handle twice the
  • Users' devices will sync faster, with minimal Internet Workplace Desktop devices on the same LAN as the Workplace Server will download files from that Workplace Server, at full LAN speeds. This functionality makes getting devices in sync incredibly fast and minimizes the Internet usage as each user won't have to download Projects when initiating a Project to sync.

Open the Hybrid Model Implementation Guide…

Alternative Method

If the data set is not very large, you may want to use the Full Migration Model. This method will be slower, and user sync will utilize the client’s Internet bandwidth heavily. As detailed in the Implementation Best Practices Guide, you can use the Project Loader feature to minimize Internet usage. This is, however, a manual process that must be performed on each device.

Open the Full Migration Model Implementation Guide…

Configure Your Client Teams

Using the features described in the “Leverage the Workplace implementation features” section of the Implementation Best Practices Guide, configure the Team per their specific environmental needs.

TIP: Before proceeding, you may wish to enable the Suppress Welcome Emails policy, so that end users don’t get invitations to Workplace while you’re still migrating the data. You can easily resend welcome emails from the Teams tab once you’re ready! 

TIP: The thoughtful use of groups makes sharing and policy management much easier. Learn how to create and manage Groups… 

Rollout

Once the primary data set has finished uploading and you have configured the Team, you are now ready to start adding users and sharing Projects and folders.

If you haven’t done so already, add all the users to the Workplace Team now. If the “Suppress Welcome Emails” policy was enabled, you might wish to disable that before creating the users. Remember to resend the welcome email to any users created before disabling this option. To do so, right-click on the user and select the “Resend Welcome Email” option - this can be done anywhere you can see the user, via multiple views in Workplace Manager and Workplace Online.

TIP: If you’ve created policy profiles, make sure to assign your users and/or groups to those policy profiles before proceeding! 

Immediately after creating or importing users, or after resending the welcome emails, we recommend that you share the Workplace Projects and folders.

Learn how to manage Project and folder shares…

Cleanup

Reassign Projects

If appropriate, you can also now reassign each Project to a user in the Team that should be the owner. Simply right-click the Project in Workplace Online and select Reassign from the Manage sub-menu.

Delete the Administrator Account

If you created an administrator solely for data upload purposes, you can delete this user after completing the upload of data to free the user license:

  1. Log in to Workplace
  2. On the Teams tab, click the Team you want to
  3. Click Manage
  4. Navigate to the Team > Members
  5. Right-click the user and select
  6. Select what to do with any Projects and devices owned by the user, then click
  7. Enter your Workplace Manager password, then click 

Remove the Server License from the Team

If you've used a Workplace Server license during the migration but do not intend to keep using it, be sure to recycle the Workplace Server and to remove the license from the Team within Workplace Manager.

Next Steps… 

Download the Partner Playbook

The Partner Playbook is the single point of reference for Datto Workplace partners, providing guidance to leverage the technical training, sales, and marketing tools that will help accelerate your Datto Workplace business.

Download the Partner Playbook…

Explore the Help Menu

The Support menu contains links to valuable resources, including:

  • Workplace Manager Help - Your definitive guide to Workplace features and
  • Training Webinars - Watch our experts provide detailed overviews of the Workplace service.
  • Status Page - Check the current status of the Subscribe to get updates delivered.
  • Contact Support - If you can’t find the answer in the help, reach out to our dedicated support team for all technical queries.

Explore the Workplace Components

The Workplace service consists of multiple components, providing you with a variety of ways to access, edit, and share your files:

Online: The feature-rich web portal that users within a Team can use to access their data. All Team administrative functions are accessible via Workplace Online.

Desktop: The software installed on a computer that is responsible for synchronizing data between the local drive and the cloud. Learn more about Workplace Desktop…

SmartBadge: An interactive badge displayed when opening a Microsoft Office document synced via Workplace. Learn more about SmartBadge…

Outlook Plugin: Insert links to Workplace content into your emails easily with the Workplace Outlook plugin. Learn more about the Workplace Outlook plugin…

Mobile: Access, edit, annotate, and share your documents anywhere, anytime with Workplace Mobile. Available for iOS and Android.

Server: Purpose-built to facilitate “Hybrid Environments,” Workplace Server keeps the data stored on your local file server in sync with Workplace, allowing all staff to access the same content, regardless of their location or preferred device. Learn more about Workplace Server…

Access MarketNow

MarketNow is your marketing automation platform that will give you access to co-brandable collateral, landing pages, and pre-built email and social campaigns. With MarketNow, you can launch your first Datto Workplace campaign in a matter of minutes.

You can access MarketNow by logging in to the Datto Partner Portal and clicking the MarketNow link in the navigation bar.


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