Backup your Data
Mick Devine avatar
Written by Mick Devine
Updated over a week ago

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.

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 a 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

Copy Business Unit Tree

If you have an extensive and/or complex Business Unit Tree, this can be copied before and/or after you have major changes to be made.

  • 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

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