Calxa protects your data data with an automated backup system. It’s encrypted and stored in several locations online so it's always safe. This system however is not designed to recover an individual organisation or workspace, so you may wish to consider some of the ideas below to protect yourself, for example before making big changes to a budget.
TABLE OF CONTENTS
Organisation Backup
Organisation Snapshots
This is an automated process that Calxa provides for companies connected to an accounting system. Every time you perform a sync with your accounting data we take a snapshot of your organisation data before changes are made. This process is not exposed to you as the end users, however if you open a support case we'll be able to restore to a previous point in time snapshot.
Considerations
Can only be restored with help of the support team.
A maximum of 5 of these snapshots is retained with the oldest snapshot being deleted each time you sync.
Budget Backups
Copy Budget Version
To make a complete copy all years and business units included in one of your budgets, see Manage Budget Versions.
Considerations
Creates copy in Calxa that will be seen in all places where you select a budget.
Consider naming conventions when creating a copy.
If you decide to revert to a copied budget instead of the original, your report bundles will need to be updated to match.
To overcome this though you could export from the copy into the original as a restore process.
Export Budgets
Export a selection of business units for any date range. This export can then be imported at any time as a restore process. See Import Budgets for details.
Considerations
Exports are saved offline on your own local computer storage.
Backups can be selective on date range and business unit.
Custom Report Template Backups
Copy Custom Templates
While working on custom templates it can be a good idea to make copies of your template as you go. When viewing a custom report in the builder use the Copy Template option to create a copy.
Considerations
Creating multiple copies of the same report can quickly become messy.
Consider naming conventions with version numbers.
If you decide to use a copied version, your report bundles will need to be updated to match.
Export Custom Templates
Export a copy of the template layout as a file that can be imported to any workspace. See Export and Import Custom Template for details
Considerations
Exports are saved offline on your own local computer storage.
When importing a template it will create a new custom template and thus your bundles will need to be updated to match.
Consider naming conventions to avoid confusion.
Account Tree Backups
Copy Account Tree
If you have an extensive and/or complex Account Tree, this can be copied before and/or after you have major changes to be made.
Copy an Account Tree as a quick Back up before you start work on it, and then again afterwards in case of unintended changes being made, so you have something to refer back to or you can quickly run a report in the old format to compare.
Navigate to Settings > Organisation Settings > Account Trees
Click the drop down arrow to select the Account Tree from your list
Click the drop down arrow again to see the Cog to the right of the name
Choose Copy Tree
Update the Name to make it clear it is a Back Up copy
Tick to Automatically allocate accounts so it is an exact copy
Click COPY TREE
Navigate BACK to the original tree to make your changes
Export Account Tree
Exporting an Account Tree allows you to change the Tree in an Excel Spreadsheet, you can then import it back into Calxa, either to update the original version, or you can create a new version at Import to save the original as a back up.
Navigate to Settings > Organisation Settings > Account Trees
Click the drop down arrow to select the Account Tree from your list
Click the drop down arrow again to see the Cog to the right of the name
Choose Export Tree
An Excel file will be generated and saved in your Downloads folder
Open the file and Save As to retain on your filing system
Business Unit Tree Backups
If you have an extensive and/or complex Business Unit Tree, this can be copied or exported before and/or after you have major changes to be made.
Copy Business Unit Tree
Copy a Business Unit Tree as a quick Back up before you start work on it, and then again afterwards in case of unintended changes being made, so you have something to refer back to or you can quickly run a report in the old format to compare.
Navigate to Settings > Organisation Settings > Business Unit Trees
Click the drop down arrow to select the Business Unit Tree from your list
Click the drop down arrow again to see the Cog to the right of the name
Choose Copy Tree
The Tree will be copied and designated as Copy Original Tree name
Click the drop down arrow again to see the Cog and select Rename Tree
Then place your cursor in the Tree name and overtype as required
Click away from the list to Save
Navigate BACK to the original tree to make your changes
Export Business Unit Tree
Exporting a Business Unit Tree allows you to change the Tree in an Excel Spreadsheet, you can then import back into Calxa to overwrite the original version, or you can create a new version at Import, to save the original as a back up.
Navigate to Settings > Organisation Settings > Business Unit Trees
Click the drop down arrow to select the Business Unit Tree from your list
Click the drop down arrow again to see the Cog to the right of the name
Choose Export Tree
An Excel file will be generated and saved in your Downloads folder
Open the file and Save As to retain on your filing system