Built-In Backup Big Business Server now includes built-in Backup. This feature allows you to set a schedule to automatically back up your Data File without shutting down Big Business Server. For best results: Set up Backup after hours Carefully apply the recommended settings Plan to leave Big Business Server running so it can back up Ensure all Clients disconnect before Backup runs Check periodically that backups are successful Mac Server Backup [23] 23-1
Backup: Getting Started Wait to setup Backup until there are no Connected Users using Big Business Server. Backup will write its initial backup file immediately, which it cannot do if Users are in the process of entering data. To Set Up Backup: 1. From the File menu choose Backup 2. Click Preferences and complete the entries for: Configuration - check only Data File and choose a Destination Folder Scheduler - choose a time when no one is connected Backup - click Cancel After 5 Attempts Restore - do not check Restore 3. Click OK to Save the Preferences 4. Click Backup to commence backing up Mac Server Backup [23] 23-2
Backup: Cancelling the Backup In Progess If Backup is prevented from running because Users are Signed In and have open windows, an error window appears on Big Business Server, saying: "Waiting for all transactions and indexing to complete." Mac Server Backup [23] While this error is displayed, Users who open a new window are blocked from loading data and get a blank window. You may want to cancel the Backup in progress without disconnecting all Users. To Cancel the Backup in progress: 1. From the File menu choose Backup 2. On the Backup dialog click the Backup button The button changes to Stop 3. On the Backup dialog click the Stop button The Server Process Window will then display the red error message: "1406 Backup canceled by user," and resume normal operation. Mac Server Backup [23] 23-3
Backup: Preferences: Configuration In the Backup Preferences for Configuration, there are settings for choosing what to back up, where to save the backup files, and whether to create a Log File. Use these settings: Click the checkbox to back up your Data File only. It is not necessary to back up other Big Business files that can be replaced by reinstalling. Choose a Destination Folder that is convenient, has plenty of free space, and/or is included in a system backup. Do not check the box for a Log File Mac Server Backup [23] 23-4
Backup: Preferences: Scheduler In the Backup Preferences for Scheduler, there are settings for choosing when, or how often, to back up. For Backup to run successfully, all Users must close all open windows, or preferably disconnect, to ensure there are no open transactions. In other words, Backup will not work during normal operations; it should be scheduled to run after hours. The best setting, often, is to have it run each night at midnight (0:00:00) or shortly thereafter (2:00:00) when you don't expect Users will still be connected. Mac Server Backup [23] 23-5
Backup: Preferences: Backup In the Backup Preferences for Backup are various options for deleting old backups, making repeated attempts, aborting, and cancelling when Backup in unable to complete. In addition to the default settings, you should check the box to: Cancel the operation after 5 attempts. If any Client remains connected, with an open transaction, the Backup will not commence. Your settings should allow the Backup to Cancel after a reasonable number of attempts. Keep only the last 3 backup files, protects you from running out of disk space Backup only if the data file has been modified, won't make redundant copies on the weekend Delete the oldest backup file [after] backup, is safer than before If active transactions or index operations, Abort or you may wait into the next business day and block users from working. If backup fails, and you Retry after [1] Minutes be sure to Cancel the operation after [5] attempts. Archive options are unnecessary if your file is less than 2GB. Mac Server Backup [23] 23-6
Backup: Preferences: Restore In the Backup Preferences for Restore are options for Automatic Restore. These options should be disabled and any Restore operation performed manually. Use the default setting which leaves unchecked: Restore last backup if database is damaged Mac Server Backup [23] 23-7
Backup: Aborting a User If Backup is prevented from running because Users are Signed In and have open windows, an error window appears on Big Business Server, saying: "Waiting for all transactions and indexing to complete." You may want to Abort the User that is preventing Backup from running. To Abort a User: 1. On the Server Process Window, click on the Name of the User 2. From the Process menu, choose Abort The User will be disconnected and their work in progress discarded. Once all Users that are preventing Backup from running are Aborted, the error dialog will disappear and Backup will run. Last Backup Date will be updated as soon as the backup is complete. Mac Server Backup [23] 23-8
Backup: Restoring a Backup Big Business Server makes it easy to revert to a backup file when needed. To Restore a Backup File: 1. Quit Big Business Server if running 2. Start Big Business Server and quickly hold down the Option key 3. In the Open dialog change Enable to look for All Files 4. Select a Backup File from your backup folder Backup files' names are the name of the Data File followed by the backup number in brackets and the exension,.4bk, as in the picture. Use Find File to search for files whose Name Contains.4BK, if needed. 5. Choose a destination folder for the restored Data File Create or choose a folder other than the folder containing your original Data File or it will be replaced. 6. Click Restore 7. Click OK on the confirmation dialog that the file was restored. Big Business Server will automatically Quit and open the folder with the restored file. 8. Start Big Business Server and quickly hold down the Option key 9. In the Open dialog choose the restored file and click Open 10. On the Server Process Window check that the Data File entry show your restored Data File. Mac Server Backup [23] 23-9