Backup, Restore and Synchronise (Sync) Stockbook

Backup, Restore and Synchronise (Sync) Stockbook


Backup vs Sync – What’s the Difference?

Backup

A backup creates a copy of your database that is stored locally on your device, an external drive, or a data warehouse.

Backups are not overwritten, which makes them an important safety net before completing major work. If an error occurs, you can restore the database from a previous backup.

Best practice is to:

  • Perform a backup before making significant changes

  • Take a backup before importing large numbers of records

This way, if an error occurs partway through an import, you only need to restore the most recent backup rather than re-entering all data.


Syncing

Syncing ensures the database is correctly and consistently shared across multiple users or computers.

Best practice is to:

  • Sync when prompted after opening Stockbook

  • Sync when you have finished your session for the day

Only sync once you are confident the data is correct. If you notice an error, do not sync — contact the Support Team for assistance before proceeding.

1. Backup to your computer or external hard drive 

  1. Select File > Backup Database
  2. Select the backup location (i.e. a folder on your computer or an external hard drive).
  3. Select OK
  4. A backup file name will auto generate and cannot be changed.
  5. Enter a comment if needed
  6. Select Backup
  7. Select YES to continue with the Backup
  8. Select OK to Backup completed

2.  Setting a default backup location

    1. Select Setup > Backup Preferences
    2. Search and select the Backup location
    3. Select OK       
    4. Select Close




Backup Notes:

  1. Backing up should be done before any major changes are made to data e.g. importing data. 
  2. Backing up regularly allows the review of data at a particular point. 

3. Backup to Stockbook's Data Warehouse

  1. Select File > Backup Database
  2. Tick ‘send this file to Stockbook Data Warehouse upon completion’.
  3. Select Backup
  4. Select YES to continue with the Backup
  5. Select OK to Backup completed
  6. Login to Data Warehouse
  7. Select OK to the Information message: 'You will now be asked to login to the data warehouse server. Once logged in your backup will be uploaded.'
  1. Use your Outcross Systems Client Code and Password to login.
  2. Select OK to continue.
  3. You will have an option to password protect your back up.
  4. Select Next.
  5. Enter backup file description.
  6. Select OK to complete the Backup.
  7. Select OK to the message ‘The file has been uploaded to the server’







Data Warehouse notes:

  1. The Data Warehouse can save a maximum of 10 backups. Once this limit has been reached backups will need to be deleted.
  2. Password protecting your Data Warehouse backup is OPTIONAL but not advisable. 
  3. If you forget the password the backup will be unusable. There is absolutely no way a password can be retrieved.

4.  Synchronise (Sync) to Stockbook’s Agrisphere Server

Agrisphere is a web enabled system for users with multiple computers. i.e. a home computer and a yard computer or multiple users within a company.

When you Sync one site with another, it updates both sites with the most recent data.  This ensures that all other users have access to the most current data.

Please contact our support team to setup your computer before attempting to Sync your data.

  1. Select Sync 
  1. Select Quick Sync 
  2. Enter your Client ID, Username & Password
  3. Select OK
You will be notified when the syncing process is complete.



Sync Notes:
  1. A Sync prompt will appear if there have been changes made on any device upon opening and closing Stockbook.  It is strongly advised to accept the changes and allow the Sync to complete when prompted.
  2. A Sync should be performed on ALL the devices regularly to prevent irregularities in data.
  3. Do not enter data into Stockbook while the Syncing process is taking place.

5.  Restore Database from a Backup

PLEASE NOTE: Before restoring data please read the notes below
  1. Select Ctrl + Alt + R on your keyboard to enable the restore function
  1. Select File > Restore Database
  2. Select the relevant file
  3. Select Restore

6. Restore Database from Data Warehouse

  1. Select File > Restore Database
  1. Select Data Warehouse
  2. Select Restore 
  3. Login using the Data Warehouse client ID and password
  4. Select the backup from the list
  5. Select OK
  6. Select Restore after the file has successfully downloaded from the server.

Restore Notes:
  1. Restore is intended to be greyed out. If you are synchronising you should not be restoring your data.
  2. Generally, you should not restore a backup into an Agrisphere database (Syncing). Doing so can cause irrevocable damage/corruption to the data in the server database.                                                                        However, there is an exception: You can safely restore a backup into an Agrisphere database IF AND ONLY IF you have NOT SYNCED since the backup was done.
  3. PLEASE NOTE:  ALL data that was added/changed since the backup was done will be will be overridden (lost)  when you restore.
  4. Outcross Systems Pty Ltd accepts no responsibility for any data loss/data corruption that occurs because a backup has been restored into an Agrisphere database.

7.  Error during backup: 0

If you receive an error ‘There was an error during the backup:0’ whilst trying to do a backup to the Data warehouse, this indicates a backup location has not been set.  Stockbook needs a local file path to be set for the first part of the back up to work.

Select File > Backup Database. 
Select the backup location by clicking the yellow folder (i.e. a folder on your computer or an external hard drive).
Select OK.

The backup will now complete successfully.



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