1384 - How to delete accounts from the RedApp

In certain scenarios, such as users leaving your organisation or changes in your operational processes, you may need to delete cloud accounts, such as Microsoft 365 and Google Workspace, or machine accounts from the RedApp. To do this, follow the steps described below.

This article is about deleting accounts (cloud application seats or backed-up machines).

• If you need to delete a company, click here.
• If you need to delete a product, click here.

Contents

• Deleting cloud accounts from the RedApp
• Deleting machines from the RedApp

Deleting cloud accounts from the RedApp

If you need to delete specific cloud accounts from the RedApp, you need to deselect these accounts from each RedApp service separately. For example, if accounts are being deleted from Microsoft 365, you will need to remove them from OneDrive, Exchange, SharePoint, and Teams, as applicable.

Note:

• If you delete an Entra ID account from your Azure tenancy (outside of Redstor) but you wish to retain its existing backups on our Storage Platform, this account needs to remain in the backup selection on the RedApp. If you deselect the account in the RedApp after deleting it on the Azure side, the account will be seen as an orphan by our system and will be deleted on the next cleanup.
• If you are a Storage Platform Console user, you do not need to take any action on the Console to delete cloud accounts from the RedApp. Deleting a cloud account or backup set from the Console will not delete it from the RedApp, and will likely result in this scenario.

Quick links:

• Deleting one or more accounts
• Deleting inactive seats (M365 Exchange and OneDrive only)
• Deleting an entire backup set

To delete one or more accounts:

1. Open the backup set that contains the accounts you want to delete. In the case of Microsoft 365, this may be OneDrive, for example.

2. On the Backup selection tile, click Edit.

3. Deselect the necessary accounts and update the selection by clicking Save.

4. Go back and do the same for Exchange, SharePoint, and Teams (as applicable) until the specific accounts are deselected from all backup sets they were included in. For Google Workspace, the process is the same: deleted accounts need to be removed from all relevant backup sets. 

The removed accounts will now be decommissioned, but their backed-up data will still be retained on the Redstor Storage Platform, as this may be necessary for legal reasons. You will still be able to see these accounts and their last backup dates on the relevant backup set pages in the RedApp. 

If an account is deselected from the backup set, it will no longer be backed up, but its existing backups will be retained on the Storage Platform as long as they are within your set retention period. If the same account is then re-added to the backup set again for whatever reason, the roll-up logic will kick in, and the older backups will be rolled up into month-ends and retained as per your set retention settings.

If this data does not need to be retained, these decommissioned accounts can be deleted from the Platform as soon as the next backup (i.e. excluding these accounts) has run. 

Note:

• It is not currently possible to delete certain cloud accounts from the RedApp. In these cases, you will need to request account deletion from Redstor Support.
• Storage of decommissioned accounts is billed at a reduced rate. Please speak to your account manager for more information.

To delete inactive seats (M365 Exchange and OneDrive only):

1. Go to the All services page for Microsoft 365.

2. In the All services list, locate the seat you want to delete. Open its menu to the right and click Remove.

You can also select multiple seats and then click the Remove button that will appear at the bottom of the page.

Note: A seat consists of an Exhange account and a OneDrive account, which means both of these need to be inactive before the seat can be deleted. If you need to delete one of the accounts without deleting the entire seat, you will need to log a support ticket. Read more about seat management in Article 1437.

To delete an entire backup set:

1. Open the relevant backup set.

2. Expand the menu and click Remove.

3. Confirm the action by clicking the Remove button.

4. Authenticate the action by entering the one-time code from your authenticator app. You will use the same authenticator app account as for RedApp logins.

The backup set will be deleted and will no longer be visible on the RedApp. The data in this backup set will not be retained on the Redstor Storage Platform and will therefore no longer be recoverable. If you are a Storage Platform Console user, please note that it may take a few minutes for the deletion to register on the Console.

Deleting machines from the RedApp

To delete a machine backup account from the RedApp, locate the machine in your RedApp backups. Expand its menu, and click Remove. You will need to confirm that you want to delete the machine. This will also delete the machine's account from the Redstor Storage Platform, which means the data on this machine will no longer be recoverable. Data destruction on the Storage Platform takes place 336 hours after the machine is deleted in the RedApp.