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

Copy Organisation

This is the most complete backup option as it will create a copy of the entire organisation settings and data. 

See Copy an Organisation for the detailed process. 


Considerations

  • Please note Report Bundles, KPI Formulas and Custom Report templates are not directly related to an Organisation and therefore not copied in this process. 
    • If you decided to continue with the copied organisation instead of the original organisation your report bundles will need to be updated to match.  
  • Copying an organisation will consume an organisation from your subscription capacity. 
    • If you don't have the capacity in your subscription you can add additional organisations by Editing your Subscription.  
    • To help manage redundant copies consider a naming convention for your copied organisations that includes the date the copy was taken.
  • Creates copy that will be seen in all places where you can select an organisation.
    • Consider setting it as Inactive in the Manage Organisations screen, by moving the Green toggle to the left of the Organisation name, this will then grey out, and remove it from all the organisation selection menus.


Organisation Snapshots

This is another 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 snapshots.  


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 Export and 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.