Database
Database Backup protects the records and managed files stored by a Local setup. Open Settings > Database in the Standalone app. Manual backup controls are shown only for Local setups. For a Cloud setup, the page shows that the data is backed up in the cloud and no manual backup is needed.
For a Cloud setup, Database Backup is informational only. It shows Your data is backed up in the cloud. You do not need to back it up manually. Cloud users cannot configure a local destination, run a manual backup, open local backup history, or start a local backup schedule.
Before you start
- Sign in with a role that can view or manage backups.
- Choose a writable folder outside the Libcodesk application-data folder. A separate drive or protected network location is preferable.
- Make sure the destination has enough free space, especially before a Full backup.
- Keep the Standalone app running for scheduled backups. Saved schedules resume automatically when the app starts again.
Choose a backup type
| Type | Includes | Best used for |
|---|---|---|
| Database only | Library records and settings | Frequent, smaller recovery points |
| Full backup | Database plus managed images and digital files | Complete Local setup protection |
Each completed archive contains a manifest and integrity information. Libcodesk first creates a consistent database snapshot, checks it, builds the archive in a temporary file, verifies the archive, and only then marks the backup as completed.
Create a backup now
- Select Settings on the Database Backup page.
- Choose the backup type and destination folder.
- Set how many completed backups of that type to retain, then save.
- Select Backup now and confirm.
- Keep the app open while the progress indicator is running.
Only one backup runs at a time. Cancelling or failing a backup removes its incomplete temporary files and does not delete an earlier valid backup.
Schedule backups
Enable scheduled backups and choose one of these schedules:
- Hourly
- Every selected number of hours
- Daily at a selected time
- Weekly on a selected day and time
Daily and weekly times follow the timezone configured for the organization. The next run is shown on the page. The scheduler is part of the Standalone app, so the computer and app must be running at the scheduled time.
Retention is applied separately to Database-only and Full backups, and only after a new backup has completed and passed verification.
Review backup history
Open History to see the backup time, type, size, result, and duration. The action menu on a completed row lets authorized staff:
- verify the archive again;
- open its folder; or
- delete it.
Libcodesk will not delete the only remaining verified backup. Copy important archives to a second protected location and periodically test that staff can find and verify them.
Troubleshooting
The destination is rejected
Choose a normal user-controlled folder outside the Libcodesk data folder and Windows system folders. Confirm that the signed-in Windows account can create and delete files there.
A backup fails
Check free space, folder permissions, removable/network drive availability, and the failure shown in History. Correct the problem, then run Backup now again. Existing verified backups remain unchanged.
A scheduled backup did not run
Confirm that scheduling is enabled, a destination is saved, the displayed next-run time is correct, and the Standalone app was running at that time.
Do and don't
- Do keep at least one backup on another drive or protected location.
- Do verify backups regularly and restrict access to backup files.
- Don't use the active Libcodesk data folder as the destination.
- Don't disconnect or power off the destination while a backup is running.
- Don't treat an unverified copied database file as a completed Libcodesk backup.
Open Database Version Migration
On Windows with a Local setup, an organization administrator can select Database Version Migration on the Database page. It opens a dialog containing the existing older-database selection, preview, import, validation, and recovery controls. Review the preview and warnings before importing. Any replacement action keeps its confirmation requirement.
Close the dialog to return to Database Backup. Closing is unavailable while an operation is running; wait for it to finish. The migration control is unavailable while a backup is running. Backup permissions still control access to backup records and actions.
This tool handles older database versions. To copy data between Cloud and Local setups, use Settings > Mode Migration instead. Native database-version migration is available in the Windows Standalone app, not the Libcodesk WebApp.