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Local Backups - v8.1 server products (#BKPLOCV81SE01)

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20150511 (Andy)   MultiUser, MultiSite, MultiView   Self Storage EditionMarina EditionVault Edition   8.1.X (only)   Setting up your backup
Testing your backups
Manually backing up (using Windows Explorer)
  • This article is for StorMan v8.1 (Server products). If you do not run this version, please check our Index of Backup articles to see if there is a specific guide for your version.

Backup recommendations

StorMan backups can be stored on a CD or DVD, network drive, external hard drive or USB thumb drive / USB key. We highly recommend that you backup to a form of media that can be taken away from the office - such as a USB drive, as this will prevent any issues if your computer is stolen or damaged by a virus.

As part of the Terms & Condition of use (see Licence Agreement), backups are the responsibility of the company / persons using the StorMan program. StorMan cannot be held liable for any loss of data - it is not our responsibility to backup your data!

Note: This article refers to 'Local Backups', which means a backup on a local medium (such as a CD, DVD, USB drive, etc). We also recommend you make an off-site backup of your data - read more via #BKPINTDBX01.


How do I setup local backups?

  • Before you start, we recommend that you insert / plug-in the external hard drive or USB drive that you plan on backing up to, so that your computer can assign it a drive letter and so that StorMan can 'see' it.
  • Please note that although backups are triggered from the StorMan Client computers, they are actually performed on the StorMan Server computer - as this is where your datafile resides. As such, you will need to plug your external hard drive or USB drive into the computer that runs StorMan Server.
  1. In StorMan Client, select Maintenance, then System Setup.
  2. On the Operations tab, locate the Local Backup section and click Select Folder to browse to the location where you wish your backups to be saved (eg: your USB drive, etc). Note: This 'Browse' window is browsing the files and folders on the machine running StorMan Server - as this is where your backup will take place.
  3. Click Select to choose your drive & folder. Note: Steps 2 and 3 above are used to set the default location of the backups for when you select 'File', then 'Backup' in StorMan Client - in other words, a 'Manual backup' because you trigger it yourself using 'File' then 'Backup'. The steps below take you through configuring the 'Automatic backup' that StorMan will do...
  4. Now click on the Backups tab.
  5. Locate the checkbox (in the upper right corner), labeled Backups are active and enable it.
  6. You will be prompted to make an initial backup. Click Continue to begin. The initial backup will now take place on the StorMan Server computer.
  7. After a few moments another dialog will appear, confirming that the initial backup has taken place. Click OK on this dialog to close it. Initial backup preferences have now been set.
  8. Locate the field If active, backups will automatically occur at and specify a time that you wish the automated backups to take place. Be sure to enter this in 24-hour time format. Note: Unlike the 'manual backup' from Steps 2 and 3 above which you trigger yourself from the 'File' menu, the 'automatic backup' occurs automatically - at whatever time you specify here in Step 8. Note: If you have already performed a backup for the day (which you probably would have, in Step 6), the next automated backup won't run until tomorrow - even if the time you set it to run hasn't passed yet. You can check this by looking at the 'Next scheduled backup' date & time towards the bottom of the screen.
  9. Adjust the Number of backups to keep setting if required (we generally recommend entering 5 or 7 here).
  10. We recommend enabling the Force Backup during Daily Processing checkbox.
  11. We also recommend enabling the Force a backup when you close System Setup checkbox.
  12. In the File information section, click Browse and set the location where your backups are to be saved. We strongly recommend that you save the automatic backups to your StorMan Backups folder (more on this: #HWSSMDBLOC01). Locate this folder, then click Select. Note: This 'Browse' window is browsing the files and folders on the machine running StorMan Server - as this is where your backup will take place. Note: Keep in mind that while you could set the automatic backup to save to your external hard drive instead, we don't recommend it. This is because if you don't remember to have your external drive plugged into your StorMan Server computer at the time the automatic backup is set to trigger, it will fail. So long as you regularly complete a manual 'Backup' operation (from the 'File' menu), it will be okay to save your automated backups inside the StorMan folder on your StorMan Server computer's hard drive.
  13. Click OK to close the System Setup screen. A backup will take place if you enabled the option as described in Step 11. Once complete, you will be returned to the main StorMan screen.


How do I perform a local backup right now?

  1. Ensure the external hard drive / USB drive that you normally backup to, is enabled and plugged into your StorMan Server computer.
  2. In StorMan Client, select File, then Backup.
  3. Select the drive and folder to backup to (if different to the default path shown), then click Select.Note: This 'Browse' window is browsing the files and folders on the machine running StorMan Server - as this is where your backup will take place.
  4. The backup will now save to the selected location on the StorMan Server computer. If you have access to the StorMan Server computer, you will see the backup progress bar on the screen (as shown below). Server backup in progress
  5. Once the backup operation on the StorMan Server computer is complete, StorMan Client will report the successful completion of the backup. Click OK to close the confirmation prompt.


How can I check that my local backups are working?

The easiest way to check if a backup is working, is to open it using StorMan. This requires switching between two datafile's and is a fairly complex exercise. Please request assistance from StorMan Support.


What types of media can I backup to?

You can backup to a rewritable CD, rewritable DVD, external hard drive, local hard drive, USB thumb drive, etc.Note: Burning to a rewritable CD requires 3rd party software (such as Nero InCD), which may not be available for free. Therefore, we recommend you backup to an external hard drive or USB thumb drive instead.


How do I restore from a backup?

Please refer to: #BKPRSTV81SE01.


I want to manually backup my datafile using Windows Explorer. What files do I need to copy?

  1. On the StorMan Server computer, go to Help then About StorMan Server.
  2. Select the Datafile tab. Write down the information that you see in the Database Data File and Segments Location field (more on this: #HWSSMDBLOC01).
  3. Click Done to close this window.
  4. Quit all StorMan Client programs.
  5. Quit the StorMan Server program. Note: If you do not have the StorMan Clients & StorMan Server closed before continuing, the files will not function correctly when you try to open them at a later date, rendering your backup useless.
  6. On the StorMan Server computer, navigate to the folder you wrote down and locate your datafile (.4DD) as named in Step 2. You will see three files with a similar name - one will be a 4D Data File (.4DD), one a 4D Log File (.4DL) and another which is a Data resource file (.4DL). You will need to highlight all thee of these files. If you see a file called StorMan.4DA, select it too.Example: If your business is called ABC Self Storage, your datafile will probably be called something like 'abcstorage.4dd'. As such, your corresponding log file will be called 'abcstorage.4dl' and your data resource file will be called 'abcstorage.4dr'. You will need all three of these similarly-named files.
  7. Copy these files using Edit, then Copy.
  8. Navigate to the location where you wish to manually backup these files to, and Paste them there using Edit, then Paste. You have now made a manual copy of your datafile, log file and resource file. Note: All three of these files are required. You will not be able to restore from your manual datafile copy if you don't have all three files.
  9. Start StorMan Server.
  10. Start any StorMan Clients.
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