Job & Request States
Every long-running or approval-gated operation in BYOVault shows a status in the dashboard. The tables below list what each status you might see actually means, in the order it typically progresses.
Backup jobs
Every backup job — whether it’s backing up Microsoft 365 or an on-prem file server — moves through the same set of statuses.
| Status | What it means |
|---|---|
| Pending | The job has been queued to start, but hasn’t begun processing yet. |
| Running | The job is actively backing up files. Live progress — the current file, how many files have been backed up, and how much data has transferred — updates while the job is in this state. |
| Paused | A pause request reached a safe checkpoint and the job stopped cleanly. Resuming continues from where the paused run left off, rather than restarting the job. |
| Completed | Everything the job covered finished without a job-ending error. A warning may still be shown if individual sites, mailboxes, or folders were skipped along the way. |
| Partial | At least one drive or folder succeeded, and at least one failed outright after exhausting its own retries. The specific failure is shown as a warning message; the next scheduled run automatically retries only the named failures. |
| Failed | The job could not continue at all — either because of a job-ending error, or because it was explicitly cancelled. Cancelling a job shows this same status; there is no separate cancelled state. |
| Skipped | The job never ran any backup work because another job was already in progress for the same tenant when this one was picked up. |
Restore jobs
Restoring a SharePoint or OneDrive item in place, or restoring an Exchange message, runs as a job you can track from the dashboard rather than a restore that completes instantly.
| Status | What it means |
|---|---|
| Pending | The restore has been queued, but hasn’t started executing yet. |
| Running | The restore is actively downloading, decrypting, and writing the file or message back to Microsoft 365. |
| Completed | The restore finished. The result shows the outcome — filename, web link, and destination folder for a drive restore, or the message ID and subject for an Exchange restore. |
| Failed | The restore could not complete. An error message describes what went wrong. |
File-server restore requests
Restoring a file back onto an on-prem file server works a little differently, since the on-prem agent isn’t always online and checks in for new work periodically rather than receiving it instantly.
| Status | What it means |
|---|---|
| Pending | The request is queued, waiting for the target agent to next check in for work. |
| Running | The agent has picked up the request and is downloading and writing the file to its target path. |
| Completed | The agent reported the file was written back successfully. |
| Failed | The agent reported it could not complete the restore. An error message describes the reason. |
Self-service requests
Employees who can browse their own OneDrive or Exchange items can submit a self-service restore request directly for an item they can already see.
| Status | What it means |
|---|---|
| Pending approval | Submitted by the end user, waiting for a Restore Files Approver to decide. |
| Approved | An approver approved the request; the restore itself has not necessarily started yet. |
| Rejected | An approver declined the request, along with their stated reason. |
| Executing | The underlying restore is running. |
| Completed | The restore finished successfully. The completion time reflects when the restore itself finished, not when it was approved. |
| Failed | The underlying restore failed. An error message describes the reason. |
Shared-access requests
SharePoint and file-server items don’t have reliable per-file permission data that an end user’s own view can be scoped to, so these requests are described rather than self-selected: the end user describes what they need, and an approver searches for and attaches the real item before it can be executed.
| Status | What it means |
|---|---|
| Pending review | Submitted with a description of what is needed; waiting for an approver to find and resolve the actual item. |
| Approved | An approver resolved the request to a specific item and approved it. |
| Rejected | An approver declined the request, along with their stated reason. |
| Executing | The resolved restore is running. |
| Completed | The restore reported success. |
| Failed | The restore reported failure. An error message describes the reason. |
Retention vault
A tenant’s retention vault has its own status, tracking the provisioning of its locked vault storage account — not any individual file.
| Status | What it means |
|---|---|
| Not provisioned | No vault storage account or provider-side lock policy exists yet for this tenant. |
| Provisioning | The vault storage account and its locked retention policy are being created. |
| Locked | The retention policy is confirmed locked at the storage provider (AWS Object Lock Compliance mode or an Azure immutability policy) — the only state files can be moved into the vault under. |
| Failed | Provisioning was attempted and did not reach a confirmed locked state. The vault is not usable, and provisioning must be retried. |
There is deliberately no “unlocked” status: a policy left in an unlocked or governance-mode state at the storage provider is never treated as provisioned.
See Retention Policy for what a real locked state requires.
Item lifecycle: where a file’s bytes live
Every backed-up item has its own status tracking where that specific version currently lives — in your primary storage, or moved into your locked vault.
| Status | What it means |
|---|---|
| Active | The default state: the version’s data is in the tenant’s primary storage account. |
| Move in progress | This version is being moved into the tenant’s locked vault account. If a move is ever interrupted, it resumes safely rather than being lost. |
| Vaulted | The terminal state: the version’s data has been copied into the tenant’s locked vault account and removed from primary storage. Only items in this state are eligible for the vault’s storage-provider lock. |
File-server sources and agent pairing
A file-server source has its own status tracking the on-prem agent’s enrollment, separate from any individual backup job it runs.
| Status | What it means |
|---|---|
| Pending enrollment | The source has been created but the agent has not yet completed enrollment against it. |
| Active | The agent is enrolled and its credential is valid; scheduled and manual jobs can run against it. |
| Revoked | The source’s credential has been revoked; the agent can no longer authenticate to run jobs or accept restore requests. |
Device pairing
Enrolling a new agent uses a short-lived pairing flow, similar to a device sign-in code, so an unattended server with no inbound browser access can still be paired to your tenant.
| Status | What it means |
|---|---|
| Pending | The agent has generated a pairing code and is waiting for it to be claimed. |
| Claimed | An admin has opened the pairing code and signed in, but has not yet approved or denied it. |
| Approved | The admin approved the pairing and named the file server; the agent has not yet collected its credential. |
| Expired | The pairing code’s time limit passed before it was approved. |
| Denied | The admin explicitly declined the pairing request. |
| Delivered | The agent already collected its credential on an earlier check-in, so a later check-in for the same code is recognized as already used, rather than being treated as denied. |
Notification delivery
Every notification email BYOVault sends has its own delivery status, kept separate from your audit log, so a failed or slow email is never confused with the underlying job or account event that triggered it.
| Status | What it means |
|---|---|
| Sent | The email was accepted for delivery by BYOVault’s outbound mail path. |
| Failed | The email could not be sent. An error message describes the underlying reason. |
For what actually populates these error and warning messages on the way to a customer-facing message, see Error & Failure Reference. For how a vaulted item’s lifecycle fits into archiving end to end, see Item Lifecycle & Tier States.