Not planned

How do I backup and restore the database?

I would like to back up our data periodically and be able to restore the data should it become necessary.

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Comments

92 comments
  • Hi everyone, thank you for your patience.

    Here's the latest update, we are currently working on adding a role based permissions feature, that should help with accidental data loss. 

    Please be assured that your data is still secure on our servers and is backed up multiple times, in the event of data loss on our servers, backups would be restored seamlessly as mentioned on our About page. 

    Customers who would like to keep a copy of their data can export as a CSV, XML or  create an API to do this automatically (for those have access to developers).

    Again, role based permissions is a work in progress and not currently available. If you are making a decision to upgrade, we recommend your decisions be based upon the many features that are currently available.

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  • Hi Lyla,

    You say:

    "Please be assured that your data is still secure on our servers and is backed up multiple times, in the event of data loss on our servers, backups would be restored seamlessly as mentioned on our About page. "

    Does this mean that in case of an accidental deletion of data in a bulk operation we'll be able to ask you for restoring it? This is the type of disaster we're concerned about.

    XML backups and so don't keep the links between contacts, companies, opportunities and so, is this right? If this is the case it wouldn't help us to get a full list of contact persons where there's no link between it and the companies where they're working for.

    Is there a way to do a backup via XML, CSV or somehow that allows us to keep a copy of all our information including links between records in different entities (companies, contacts, opportunities, tasks, etc...)? This is the question.

    ... if the answer is "No", are there any plans on your side to provide this?

    If the second answer is "No"... why??? This is a a MUST, very important and missing functionality in your tool. It should be high priority in your list.

    Thanks.

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  • Hello.

    We're a small business in London and totally reliant upon Google Apps and, now, Insightly.

    We love Insightly, although, as all power users of this service will know, it is riddled with irritating little limitations. But, in our view, it is the best available out there, and we made the decision to stick with it! And we've not been unhappy with our decision!

    But I also believed the lack of at least an automatic backup of our data was a critical, perhaps even fatal, flaw in this service. After all, we backup daily all of our data on Google Apps using the excellent product from Spanning (although there is a tip I can share should any small business want to use this product without having to enrol every employee!). So surely we should do the same with our equally critical business data in Insightly - without having to do this manually daily?

    So we have created an extremely robust web service which automatically backsup the entire xml file several times daily, directly into a specific folder in Google Drive. This at least prevents us from losing our data, should something happen outwith our control (imagine Insightly, for example, going bust!). And, as a really helpful by-product, provides for the all-too-obvious missing "Recycle Bin" in Insightly!

    At this time we have also developed a simple wire-frame exploration tool, allowing an easier search of the otherwise unintelligible multiple xml files, and, in due course, will enhance this tool to enable the recreation of complex linked items such as Projects. But even being able to recover from an accidentally deleted Task has been used by us more than once!

    If anyone is interested in this service, let me know! I'm pierre at wa-global dot com. We'd be happy to provide it entirely free of charge to the Insightly Community - at least the automatic backup part. At least that way, like me, we can remove one more thing from our "worry list"!

     

     

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  • Really interested to know about the automated back up but the bigger issue for us is the fact that the back ups are incomplete - not all the notes, attached emails, files etc let alone links between contacts and opportunities and so on. 

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  • We'd be interested to hear of your experiences - from our testing, we have seen that all individual elements are indeed within the confusing xml files, but of course lacking an easy way to re-create links makes this not hugely helpful.

    Our strategy was to at least automate the backup, so that an audit trail can start to be created, and recovery of an individual element is relatively easy - for example, re-creating an individual task at a specific point in time.

    We are currently tidying up the user-facing interface so as to offer this to the community.

    But our next step is to create a wire-frame tool to not only mine the xml files easily for the missing elements, but to knit together complex data structures like an opportunity or a project (both of which we use extensively in our business to track client engagements from start to finish). We can do this manually, but with some of our projects hundred of data elements are linked, and this can take up to a whole day to re-create!

     

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  • I can't believe this is not a feature yet. This should be a day zero feature. Do you have any updates regarding the rollout of this feature? If I want to import a list of 200 contacts but there are some issues with formatting etc. can I reverse the procedure?

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  • tmadigan, Totally agree about the importance of the feature.

    About rolling back import operations, you can set tags for the imported contacts so you can easily identify and filter it and remove it later in case there was something wrong. This is something that we did in the past. I think it consisted on adding a new column to the data with the tag that you want to use for this contacts and use this column properly while the import operation. That wasn't difficult.

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  • I agree with people being concerned about their data. It is very easy to mess up your data in Insightly, which would be okay if you could restore data easily. Every day we add data to the database, my concern about recovery is growing. Lyla, can you be more specific about the roadmap?

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  • Hi Rien!

    Insightly will be introducing the recycle bin in late 2016 to our users. It will provide the ability for an Admin to restore records.

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  • Thank you Nora. I am curious about the details of this feature. Please keep me informed.

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  • I just signed up for a free trial a few days ago. took the better part of a couple of days to get everything set up just how i want it, and to get a few tasks/projects/opportunities entered and linked up.

    Then I did something stupid. I set up a Zapier zap (like IFTT) to do some stuff with my Gmail & Inisghtly. OOOPS!

    I now have over 1200 tasks to delete (which I can't seem to be able to do in bulk, just by filtering on "Date Entered". No such filtering capability, AND you have to bulk check one page at a time. Pages have 50 entries. So I'll be bulk-checking, deleting, and paging down/repeating 24 times). I also now have 1600 new contacts, and no way to figure out which are the mistaken entries.

    Sure wish there were a way to roll it back! The cost to basically start over is pretty high - at least another full day of my time, I'd think.

    Don't know what I'm going to do, but if there were a rollback feature, it'd be no big deal.

    Yeah, if trial conversion for tech-savvy users is a biz dev priority, then this feature probably should be, too. If not, then an easier way to filter/bulk operate is crucial. One of the two. Now, please.

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  • I have had one of our developers look into this and see if we could build a backup facility via the API. This is a lot of work. Main problem is that we can make a backup and convert this into an import file (in individual tables), then delete an entire table (say Contacts) and import the backup data again as a whole table. A lot of work and tremendously risky too. Not sure if we don't have information loss as well or whether the database integrity is maintained. A recycle bin would surely be helpful (as suggested by Insightly) but not nearly a solution for backup and restore.

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  • Hi Rein,

    Your developers are right it's quite a lot of work. At this time we suggest exporting your data so you can keep a record of it. The recycling bin should help with some of the burden. I understand its not the solution everyone desires; but perhaps an aid for the time being. :)

     

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  • Hi Steve!

    I'm sorry for the trouble you're going through. Bulk delete within Tasks is the only way to remove those 1200 records that were added to your account, since we don't have a way to reset your account.

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  • +1 for complete backup and restore option.

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  • Hi Scott - I am not a techy person and havent focussed on the entire challenge you face but just wanted to make sure that you understand that when you do the standard exports it doesnt export all your data. For example it will only include the first contact for an organisation, first note etc etc etc. Also you dont get all the data in one file ie tasks separate to opportunities even when they relate to each other. Some of the customised reports helps but I dont believe any yet get around this issue.

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  • I am concerned about joining insightly now. We have a database of circa 12,000 all with notes, projects and tasks. I am highly concerned about granting access to staff/users if there is possibility of database deletion, either malicious or by accident. Without the rollback feature, I don't think I can proceed. I've just set up a trial, and tested your features with a short list of 100 clients. But without the rollback feature I find it unlikely to proceed. Is there a DEFINITE answer as to the feature? I saw previous posts dating back to early 2015 about this with "promises" but no real action. I only ask,as I must make a decision whether to proceed or not. Please can you advise and update accordingly. Thanks.

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  • @Chris Surridge: Same worries here. No hard dates from Insightly.

    A developer of ours is currently working on a more sofisticated download of all data through the API to a SQL database. The upload to Insightly is more troublesome though. At least we will have our own data, allowing us an upload or move to another platform if this takes too long.

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  • Hi All,

    I'm sorry for the inconvenience this has caused. A Backup/Recycling Bin is on our road map; however our resources have been limited for the past few months due to a development project, which should be completed soon. We do plan to address this request along with other feature requests as soon as the development project is completed.

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  •  

    @Chris Surridge, @Rien Wertheim, @Pierre Wilter and anyone else interrested by this matter :

    Same issue here - I don't understand how a full-featured and effective system like Insigthly could lack such a basic feature ! We're in 2016, not in 1986  !!

    Anyways - I hope they will take that matter seriously and offer a solution asap.  Meanwhile, I am really interrested in the solutions you are building and would love to use what you did or even have omy programmer collaborate.   You can reach me at alaurendeau -AT- SynergiTic.org.

    Thanks,

    André

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  •  Any news on the complete database backup? We are a a small, but robust nonprofit and our data is precious.

    Thanks!

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  • Hi there,

    We have some exciting news!

    If records are accidentally deleted, you can use the new Recycle Bin to to recover, retrieve, or undelete them. Read our How to restore or remove items from the Recycle Bin help article to find out how.

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  • Great!!!

    I'll look into this . It can't replace a full backup with restore ability, but it sure is a great addition to your application!

    André

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  • Hi Nora, thank you. This is a great feature and very helpful. I agree with Andre that it's doesn't replace full backup and restore. Are you still working on that?

    Rien 

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  • Hi Rien,

    We'll definitely let you know of future updates. We just became SOC2 compliant, so your data is safe. You can read more about it here.

     
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  • Hi Nora, good news. Thank you.

    But as far as I understand, SOC2 can not be an alternative solution for backup.

    Is it possible to provide us with estimation about backup feature production? Our initial request dated by April 2015, more than a year ago. Thank you. 

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  • Hi Nora,

    Full backup is badly needed. There's plenty of situations where our data could be lost and it's a frustrating shame to see how time goes by with no reaction to this request from your side.

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  • This is absolutely key for peace of mind, there are too many customisations in insightly that arent saved in an xml file. Although I would be happy with an xml that somehow captured ALL customisations, notes and emails that was sent via email once a day/week.

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  • Can't agree strongly enough, please make this a high priority.  This is business critical for us and could prompt a move to another CRM.

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  • Hey Insightly,

    What are you waiting for ?

    Can't you see the benefits of making your customers happy ?

    Do you prefer taking the risk of losing clients ?

     

    So focus your team of developers on this and make it happen guys !

    We all love your product but remember you're not the only one in the business.

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