One of the problems we notice is that users are not sure of the different options available to create and maintain proper backups of their ACT! data, so I thought it would provide value to list them all here.
As ACT! by Sage database uses a SQL engine, it can't be backed up by simply copying the files or by using a normal backup product. The SQL service keeps a lock on the database as soon as Windows starts, even if no-one is logged into ACT!
- Manual Backup
The standard function to manually backup the current database from ACT! is: File | Backup
See: http://kb.sagesoftwareonli
- ACT! Scheduler Backup
Users should automate the Backups to make sure data isn't lost if it becomes damaged through a PC failure, virus or other problem.
In ACT! 2005 (7.0) to ACT! 2007 (9.0), only the Premium version can automate this with the ACT! Scheduler
In ACT! 2008 and later, automated maintenance and backups are also available with the non-Premium builds
Also note: ZIP has a limit of 4GB... with ACT! 2008 and later, you could do the attached files separately if you're hitting this limit. It's unlikely that the database itself will grow to 4GB
If running Premium or ACT! 2008 or later, have a look at this article to automate backups from the ACT! Scheduler:
http://kb.sagesoftwareonli
If backing up with the Scheduler on another PC from the database or backing up to another PC, see:
http://kb.sagesoftwareonli
It's always good to do regular test restores to ensure the backup is working.
You can do this with use File | Restore - Select "Restore As" to restore to a different name, folder or on a different machine.
Then you can test the restored database, make sure it's ok and delete it again.
It's also useful to occasionally check that the "Backup" folder under the database supplemental files folder is empty. This is where ACT! places temp files during the backup process. If the backup fails, they remain there and will be included in any subsequent backups. You can delete any files in this folder unless a backup is currently in operation.
- Batch file scheduled backup
If the Scheduler is not an option (like running an early version of ACT! non Premium and not upgrading) or wanting to use another method to backup, you can do it this way - create an ACTBackup.bat file with Notepad as follows:
1: 2: 3: 4: 5: 6: 7: 8: 9: 10: 11: 12: 13: 14: 15: 16: 17: | REM - Change these SET Parameters as appropriate for your system SET ACTSourceFolder="C:\Act\Database" SET ACTDestinationFolder="D:\Backups\Act\Database" SET XcopyOptions=/M /E /C /H /O /Y /I REM REM - Stop ACT SQL Service NET STOP SQLAGENT$ACT7 NET STOP MSSQL$ACT7 REM REM - Perform copy XCOPY %ACTSourceFolder% %ACTDestinationFolder% %XcopyOptions% REM REM - Restart ACT SQL Service NET START MSSQL$ACT7 NET START SQLAGENT$ACT7 END |
With the SQL engine stopped, you can use anything to copy/backup the database and supplemental files.
You could replace the XCOPY with a command line ZIP or other back-up utility.
Then run the BAT file from the Windows scheduler
While you can't restore to a different name to test it (you can't change the database name by renaming it), you can restore to another machine, delete the PAD file and open the ADF so it resets the machine name.
- ACT! Email Backup
If using the ACT! Email client, you should also back up it's database as per:
http://kb.sagesoftwareonli
- Corporate and third-party Backup Products
Finally, if wanting to use a proper corporate backup product that understands SQL and you have the Premium version, you can get the SA Pass utility. This is free in Europe, but does cost in other regions (contact your local Sage office for the pricing and process.)
There is also a third-party product with other, more advanced backup and maintenance options: AutoAdmin 2008/2009
