Data Backup

Important: This is an exclusive process which will prevent you from using Opera and other linked products like Pegasus XRL. Please make sure that no one is using Opera or any other product linked to Opera.

Use the Backup command to backup your data for selected companies. The process is controlled by a wizard. As the backup takes place, a progress bar will indicate the status of the process and the message 'Backup Completed' will appear. The amount of time needed to backup the data is affected by the following:

The number of companies selected
The number of modules used in the installation
The number of records in each data table
Whether additional files are included in the backup.

Only companies that you have access to that are not being used in Opera, Pegasus Document Management, Pegasus Instant Messenger or Pegasus XRL are displayed for selection.
The companies that you have access to are maintained on the System - Maintenance - User Profiles form.

Before Starting the Backup

Important: If either message is displayed, after the problem has been resolved, you need to run the backup again to include the Document Management databases and files.

Backup Format and Location

Data files are stored in 'zip' format. By default, they are stored in the BACKUP sub folder of the dynamic data folder. One zip file is created per backup which can contain more than one company. The name of the zip file includes the date and the time of the backup. For example, a backup taken on 10th December, 2010 at 17:00hrs will have the filename: Backup201012101700.zip

The backup includes the files in the company's main data folder plus those in the EXPORT sub folder. The files in the other sub folders are included if the respective boxes (mentioned below) are ticked on the Backup form.

Backing Up Linked Companies

You can back up data for one or more companies. If your companies are linked a Nominal Ledger in another company (for example, company A's Sales Ledger is linked to company B's Nominal Ledger) you should also back up those companies. This will ensure that the data remains synchronised.

Unavailable Companies

Some companies may not be available for backup. Their availability depends on whether they are being used in Opera, Pegasus Document Management, Pegasus Instant Messenger or Pegasus XRL, and also whether you are allowed to use them. More details ...

The following companies are unavailable

If the text ' The following companies are unavailable' is displayed, one or both of the following messages will be shown:

'In use or no access'. The company code shown is either in use because someone is logged in to the company in Opera or it is being used in another Pegasus application, or you do not have security permissions to use the company.
'Links unavailable'. The company code shown - which is linked to one or more of the selected companies, is either in use because someone is logged in to the company in Opera or it is being used in another Pegasus application, or you do not have security permissions to use the company.

If these messages are not shown, all available companies are displayed in the list.

This table explains the conditions that will cause the messages to be displayed when the Backup is started for linked companies.

	Sales Ledger, Purchase Ledger, Fixed Assets, Stock Control or Payroll company	Nominal Ledger company	Message
1.	Not being used	Not being used	None
2.	User has security permissions	User has security permissions	None
3.	Being used	Not being used	In use or no access ...
4.	Not being used	Being used	Links unavailable ...
5.	User does not have security permissions	User does not have security permissions	In use or no access ...
6.	User does not have security permissions	User has security permissions	Links unavailable
7.	User has security permissions	User does not have security permissions	Links unavailable

Example: The message 'In use or no access' will be displayed for condition 3 in the table when someone is using a Sales Ledger company linked to a different Nominal Ledger company when a back up is started.

Include Additional Files/Folders

Important: Only additional files saved in the sub folder of the application's dynamic data folder are included in a data backup. Files saved in other folders are not included.

File Type	Action
PDF	Include Portable Document Files saved in the '_PDF' sub folder of the dynamic data folder are included.
Spool	Include spool files saved in the '_SPOOL' sub folder of the dynamic data folder are included.
Email	Include emails saved in the '_MAIL' sub folder of the dynamic data folder are included.
PDM	Pegasus Document Management uses these SQL Server databases to store data: The 'DM' database which retains PDM system-wide data like users and user roles The 'DM_?' database> (where ? is the company's code) which retains PDM company-specific data like document information types and the information library that links to the document image. The actual document images are stored beneath the '_DOCUMENTS' subfolder of the 'Data' folder. The images are held in an encrypted format in files suffixed with 'WEI'. If the PDM box is ticked, the backup includes the contents of the '_DOCUMENTS' folder as well as backing up the SQL Server databases mentioned above.
SPM	Include files saved using Sales Pipeline Management in the '_SPREADSHEET', '_MAILMERGE', and '_LETTERTEMPLATE' sub folders: Microsoft Office Excel spreadsheets (XLS, XLSB, XLSM, XLSX, XLTM, XLTX, XLAM formats) Microsoft Word documents (DOC, DOT, DOCX, DOCM, DOTM, DOTX formats) Microsoft Outlook emails (MSG format).
Export	Include export files stored in the '_EXPORT' folder. This folder is used for storing Microsoft Excel files and for reports saved using the Nominal Ledger - Matrix Reports command.

You can change the name of the backup file in Windows Explorer after it is created. However, do not change the length of the file name to more than twenty one characters. If you do you will not be able to restore the backup.