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Local Backups - v9 standalone products (#BKPLOCV9SA01)

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20160219 (Andy)   Pro   Self Storage EditionMarina EditionVault Edition   9.1 (and higher)   Setting up your backup
Testing your backups
Manually backing up (using Windows Explorer)
  • Apple Time Machine backups - as well as integrated Microsoft Windows backups - aren't suitable for backing up StorMan data, as they do not backup database files if you leave StorMan running when the backup takes place.
  • This article is for StorMan v9 (Standalone 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.
  1. Select Maintenance, then System Setup.
  2. Select the Backups tab, locate the Local Backups (Manual) section (located on the upper-right of the window) and click Select Folder to browse to the location where you wish your backups to be saved (eg: your USB drive, etc).
  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 - in other words, a 'Manual backup' because you trigger it yourself using 'File' then 'Backup'. The steps below will take you through configuring the 'Automatic backup' that StorMan will do...
  4. On the left hand panel, locate the section Local Backups (Automated). Within this section, click the checkbox labeled Yes, activate automated local backups...
  5. You will be prompted to make an initial backup. Click Continue to begin.
  6. 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.
  7. Next to the checkbox labeled Yes, activate automated local backups..., specify how often you wish the backup to occur. When entering a time, 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 frequency / time you specify here in Step 7. Note:If you have already performed a backup for the day (which you probably would have, in Step 5), 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.
  8. Adjust the Copies to keep... setting if required (we generally recommend entering 5 or 7 here).
  9. We recommend enabling the Force a backup to occur during Daily Processing as well checkbox.
  10. We also recommend enabling the Force a backup when you close System Setup checkbox.
  11. In the Backup Options 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: 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 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 computer's hard drive.
  12. Click OK to close the System Setup screen. A backup will take place if you enabled the option as described in Step 10. 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 computer.
  2. In StorMan, select File, then Backup.
  3. Select the drive and folder to backup to (if different to the default path shown), then click Select. The backup will now save to the selected location.
  4. Once complete, 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 for a few moments. If you do not feel comfortable doing this, please request assistance from StorMan Support. Additionally, it is important that you complete these steps in full without interruption. If you walk away from the computer and another staff member takes over, they may not be aware that they are working with an older backup file that was restored for the purposes of this exercise.
  1. Go to Help then About StorMan.
  2. Select the Datafile tab. Write down the information that you see in the Current Datafile field (more on this: #HWSSMDBLOC01).
  3. Click Done to close this window.
  4. Quit StorMan.
  5. Write down the date and time (according to your computer). You can do this by hovering your mouse over the time on your Windows task bar.
  6. Ensure the external hard drive / USB drive that you backup to, is enabled and plugged into your computer.
  7. Start StorMan with the ALT key held down on your keyboard (you will need to hold down the ALT key immediately after launching the program).
  8. A dialog box (similar to the one shown below) should appear.Note: If this dialog does not appear, you probably weren't fast enough with the 'ALT' key; you will need to try it again.Selecting the datafile to open
  9. Select the option to Restore a backup file and click Continue.
  10. In the bottom part of the window, change the Files of type dropdown from Data File (*.4dd) to 4D Backup File (*.4bk).
  11. Now navigate to the location of your backups. Highlight the backup file that you wish to use and click Open (change the view if needed, so that you can check the file's date & time).
  12. A restoration dialog will appear (similar to the one shown below). Click ... to select the location of your restored backup. Restore a backup
  13. For the purpose of this test, select your 'Desktop' as the restoration location and click Restore to restore the backup to that location.
  14. When complete, click OK. StorMan will now close.
  15. Start StorMan again, with the ALT key held down on your keyboard (you will need to hold down the ALT key immediately after launching the program). A dialog box (similar to the one shown below) should appear.Note: If this dialog does not appear, you probably weren't fast enough with the 'ALT' key; you will need to try it again.Selecting the datafile to open
  16. Select the option to Select another data file and click Continue.
  17. Navigate to your Desktop and select the file that you restored in Step 13 (it will likely be the only StorMan datafile on your Desktop). Click Open to open it.
  18. Your datafile (restored from a backup) will now open. Check the data to ensure it is correct as at the time of the backup.
  19. If all is well, close StorMan.
  20. Start StorMan again, with the ALT key held down on your keyboard (you will need to hold down the ALT key immediately after launching the program). A dialog box (similar to the one shown below) should appear.Note: If this dialog does not appear, you probably weren't fast enough with the 'ALT' key; you will need to try it again.Selecting the datafile to open
  21. Select the option to Select another data file and click Continue.
  22. Navigate to where you normally store your StorMan datafile (the information you wrote down in Step 2). Highlight your datafile, then click Open. Your usual StorMan datafile will now open. Well done! Note: If you see several file and you're not entirely sure which is the right one, it may help to change the view so that you can see the date & time next to each file (Detail view). You're looking for something with a date and time similar to that which you wrote down in Step 5.

 

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: #BKPRSTV82SA01.

 

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

  1. Go to Help then About StorMan.
  2. Select the Datafile tab. Write down the information that you see in the Current Datafile field (more on this: #HWSSMDBLOC01).
  3. Click Done to close this window.
  4. Quit StorMan. Note: If you do not have StorMan closed before continuing, the files will not function correctly when you try to open them at a later date, rendering your backup useless.
  5. Navigate to the folder you wrote down and locate your datafile (.4DD) as named in Step 2. You will see four files with a similar name - a 4D Data File (.4DD), a 4D Journal File (.journal), a 4D Match file (.Match) and a 4D Index file (.4DIndx). You will need to highlight all four 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 journal file will be called 'abcstorage.journal', your match file will be called 'abcstorage.Match' and your index file will be called 'abcstorage.4DIndx'. You will need all three of these similarly-named files.
  6. Copy these files using Edit, then Copy.
  7. 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.
  8. Start StorMan again.
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storman backups, storman standalone backups, backing up storman standalone, how to backup storman, how to backup my datafile, how to backup the storman datafile

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