Backing up Digita database files

Digita Software runs SQL databases, and as such cannot be directly protected by Connected Backup software. This article describes the best way to backup your Digita database files and include them in your Connected Backup backup set.

There are two methods to protect your Digita database files using Connected backup software. Both methods involve copying files to a Digita Backups folder, which is then included in your Connected Backup backup set. If you are using a full version of SQL then backing up Digita database files is simplified by using the Digita Database Backup Tool. Unfortunately, this tool is not supported in SQL Express, so if you are using a version of SQL Express, then the backup process is a little more complicated.

About this article

Important Note:
This article has been created from information provided by Digita to support Cloud Direct customers using Digita software. It represents the best efforts of Digita and Cloud Direct to provide a solution to support the back up of Digita SQL files. The following procedures are provided in good faith but have not been extensively tested.

This article applies to users of Microsoft Windows Vista, Windows 7, Windows 8, and Windows Server 2008/2012, and for all Digita products except File Cabinet.

This article comprises the following steps:

 

Backing up Digita database files when using a full version of SQL

When running a full version of SQL, the backup of Digita database files is simplified by the Digita Database Backup Tool.  The Digita Database Backup Tool is a standalone program that can be found by Digita software users under All Programs/Digita. To schedule backups using the Database Backup Tool you need to be using a full version of SQL 2005/2008, as the tool sets up the backup job within the SQL Agent which is not available with SQL Express versions.

To run a backup of Digita files, using the Database Backup Tool, proceed as follows.

  1. Open the Database Backup Tool.
  2. Select backup.
  3. Choose the application, and follow the backup wizard.

This will backup to the default SQL Backup directory and also give you an option to create and archive (Compressed Backup) to a location of your choice. Cloud Direct recommend you use C:\Digita\Backups.

Proceed to, Ensuring the Digita Backups folder is included in your Connected Backup backup set, to confirm your saved Digita database files are included in your Connected backup set.

 

Backing up Digita database files when using SQL Express

If you are running SQL Express, and wish to backup Digita files, then you cannot use the Digita Database Backup Tool because the tool sets up the backup job within the SQL Agent which is not available with SQL Express versions. For SQL Express users, the following steps are required:

  • Download the DigitaBackup.bat file
  • Create a Windows Scheduled Task
  • Set Windows Scheduled Task Properties
  • Test your Digita database file backup

Proceed as follows to backup your Digita files.

Download the DigitaBackup.bat file

  1. Download the DigitaBackup.bat file from here.
  2. Save the file to your local hard drive, and extract the DigitaBackup.bat file. Note the location of the extracted file for use later.
  3. Right click on the file name, and edit the DigitaBackup.bat file as follows:
    1. Amend the top of the script to specify your backup location, ensuring there are no spaces in the path (Cloud Direct recommend you use C:\Digita\Backups as your backup location).
    2. Also enter where your Digita Database Backup tool is installed and then save and close the file.

Create a Windows Scheduled Task

You will need to have Administrator privileges and a password protected account (blank passwords not accepted) to create a Windows Scheduled Task. Proceed as follows.

  1. Open the Windows Task Scheduler.

This procedure will differ depending on your version of Windows. 

  • For Windows Vista, Windows 7 and Windows Server 2008
    • From the Windows Start Menu, select All Programs > Accessories > System Tools > Task Scheduler.
  • For Windows 8, and Windows Server 2012
    • Open Settings > Control Panel > Administrative Tools > Task Scheduler.

The Windows Task Scheduler opens.

  1. From the Actions menu on the right hand side, select Create Basic Task...

The Create a Basic Task Wizard opens.

  1. Name your task, for example, DigitaBackup, then click Next.

The Task Trigger page opens.

  1. Select how often you wish the backup task to run (Daily recommended).
  2. Click Next.

The Daily page opens.

  1. Enter a date and time for the task to start (after business hours are recommended), and select Recur every 1 days if you wish to run daily backups.
  2. Click Next.

The Action page opens.

  1. Select Start a program.
  2. Click Next.

The Start a Program page opens.

  1. Click Browse. Browse to the location of the DigitaBackup.bat file that you saved earlier, and select the DigitaBackup.bat file.
  2. Click Next.

The Summary page opens.

  1. Tick the checkbox, Open the Properties dialog for this task when I click Finish.
  2. Click Finish.

On clicking Finish, the Properties dialog page for this task opens. In the example, this is the DigitaBackup Properties page.

Set Windows Scheduled Task properties and confirm the task works

Set the properties to ensure that your backup task will run whether the user is logged in or not. To set Windows Scheduled Task Properties, proceed as follows.

  1. On the Properties dialog page, select, Run whether user is logged on or not, and tick the checkbox, Run with highest privileges.
  2. Click OK.

The Task Scheduler log in window appears.

The User Name box should be auto-populated with your user name, which must be an Administrator.

  1. In the Password box, enter your Administrators password in order to run the Scheduled Task.
  2. Click OK.

The Task Scheduler page appears.

  1. In the left hand pane of the Task Scheduler, click Task Scheduler Library.
  2. In the centre pane, right click the newly created scheduled task (DigitaBackup in the example), and select Run, to check that it works OK.

A folder with the current date will appear in the backup location (previously recommended as C:\Digita\Backups) that you specified within the DigitaBackup.bat file. This folder will contain auto archived backups for all Digita databases you have.

Important:
Completed backups will not be over-written or deleted, so please keep an eye on the hard drive's free space.

Note:
If you are running any of the Windows Vista home editions, the user password will have to be re-entered into the scheduled task every time the machine is rebooted, as storing the credentials is a limitation of Windows Vista home editions.

Proceed to, Ensuring the Digita Backups folder is included in your Connected Backup backup set, to confirm your saved Digita database files are included in your Connected backup set.

 

Ensuring the Digita Backups folder is included in your Connected Backup backup set

To check that your Digita Backups folder is included in the Connected Backup backup set, proceed as follows.

  1. Open your Connected Backup software.
  2. Check your Backup Selection to ensure that the C:\Digita\Backups folder you just created has a 'tick' in the box next to it, indicating that it is included in your backup set and will be backed up when your software next runs. 

Important Note:
It is your responsibility to ensure that your data backup files are included in your backup set. If the check box for the Digita Backups folder is not ticked, then tick it now to ensure protection.

Note:
Don't allow your backup set to get too large

To make sure that your backup set does not become too large when you do regular backups of your Digita databases, remove old versions of those files on a regular basis. To do this, just move any old backups from the C:\Digita\Backups folder and put them in another folder of your choice on your computer's hard-drive.  This will keep the overall size of your backup set down.