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 contributing to this thread. We have made 2 recent improvements to help address your concerns surrounding loss of data.

    1 - A Recycle Bin has been added so that anything deleted can be retrieved for up to 30 days. More information is in this help article.

    2 - Advanced Permissions (available on Professional & Enterprise plans) will allow you to create rules for record visibility and editing for profiles you create. You can watch this short video and read more here.

      

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  • Hi Lyla,

    I don't think your answer helps but just the opposite. It's really discouraging, after such long time asking for a full backup feature, to see how Insightly staff just presents some features that are not an alternative. No mention for a plan of introducing backups in your product just like ignoring that this is a huge lack of security and you should feel some shame by not fixing it.

    We need full backups of our database. Any comment that's not in the direction of solving this sounds completely empty and makes one feel like you're not taking us seriously.

    Yes, discouraging is the word.

    Regards,

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  • Totally agree Ferran, come on Insightly listen to your clients!

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  • This is bordering on ridiculous. The Recycle Bin isn't very useful if something bad happens but isn't noticed soon enough. And implementing permissions only for the higher end plans which could protect a database, particularly given the totally inadequate backup solution, is an insult. 

    Does anyone know of any tools or services available to move an Insightly database to a more robust CRM alternative? The risk to our business of this inadequacy is too serious to ignore any longer. 

    Insightly, your customers in the last year and a half, on this thread, have asked explicit and reasonable direct questions which you evade answering. These are answers that demand senior management and developer responses with strong commitments to implementing a solution by a specified date. If your backup strategy is "Hey, don't worry, if our databases get corrupted, we can restore them....but if you the client corrupts you own database, too bad, so sad for you".  Even if the rollback and backup service isn't available within your solution, can you at least confirm that a customer request to roll back the database would be possible? 

    And to repeat, your decision to restrict Advanced Permissions is totally unacceptable. Like data security, particularly with no backup or rollback solutions, is an Advanced feature. I guess we'll start seeing cars come with brakes but only on the higher end models.

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  • The discussion about role-based permissions for the higher plans is irrelevant in my opinion. This is a different topic than back-up and restore. I am beginning to wonder if account-specific backup and restore (by the customer) is even possible in the Insightly design. This must be one of the longest and most wanted features on this forum by now.

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  • I have to agree with the other long term users here. I even wonder about the legality of not offering your customers a full backup option? Any lawyers on here care to comment?

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  • Any update Insightly?
    I really need to be able to backup my info, what if something goes wrong?

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  • Hi,

    As was mentioned earlier, we already offer a full data backup solution for all customers. That is available for Insightly Administrators under System Settings > Data Export - as shown in the screenshot below. Customers can make unlimited backups of all their Insightly data at any time.

    That link will give you a complete data backup of all your Insightly data organized by each record type (contact,organization etc), in a format that can be opened up and viewed or changed in a tool like Microsoft Excel on Windows or Numbers on a Mac.

    If you wish to re-import any of that data, you can select and save the rows you wish to import to a CSV file using Excel or Numbers, and then use the Insightly importer tool to import it back into your Insightly instance, or even another instance of Insightly. Our importer will automatically add any new records from the file and update any existing records in Insightly when you import.

    Thanks.

     

     

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  • Hello Anthony,

    Talking about this Data Export option, back in December 2015, I asked here in this post:

    "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."

    What are the answers to my questions after 2 years?

    So does it exist a full backup option that allow us to backup and restore all our Insightly data in a single operation without losing any link between records or any other information?

    Thanks,

    Ferran

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  • Hi Ferran - yes, links are included with your XML file export. Export includes all the record types in Insightly including comments, milestones, notes, tasks and of course the main record types, like contacts, organizations, so on - with links.

    This section of our help center helps with better understanding of XML export: https://support.insight.ly/hc/en-us/articles/204248810-Exporting-data-to-an-XML-file

    This section of our help center helps with all the questions about importing data back into Insightly, including links: https://support.insight.ly/hc/en-us/sections/200718394-Importing-Data

    One last thought, you may also consider using "Scheduled Reports" option to automatically email yourself all your Organization or Contact records each week or month: https://support.insight.ly/hc/en-us/articles/212374337-Setting-up-scheduled-reports-and-alerts

     

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  • Hi Maria, 

    Are you saying that the export/import function behaves in the same way as a standard database backup/restore? In other words, I could export all records from my Insightly database, delete the database, then import my records back into Insightly and not lose any of the functionality or capabilities that I had with my previous database?

    Thanks,

    Chris

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  • Hi Maria,

    Does the backup include attachments? We store a ton of files in Insightly like .pdfs and would like confirmation that the attachments are included in the backup.

    Thank you,

    Scott

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  • As far as I know you need a lot of effort to convert the xml to something that is importable into Insightly. And secondly you cannot import ALL your data into Insightly using import features. So unless something new has happened, no, XML export is no alternative for backup. It's "demoralizing and disheartening".

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  • Rien, all you need to do is open the XML file in Microsoft Excel or Apple Numbers, optionally review the data to import, then save it as a CSV or Excel file for importing - not exactly a lot of effort.

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  • Thanks Anthony. I'll try and report back. My second question (data loss)? I know for instance that you cannot import social media data. Emails, notes and files attached to contacts?

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  • Hi Anthony,

    Since XML looks like a not too comfortable workaround to backup some of our data and there are non responded questions yet about it (emails, files attached, etc), the original question is still there:

    Could you please share with us what are the plans in order to develop a full backup/restore feature in Insightly CRM?

    Thanks,

    Ferran

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  • Two years and counting. No solutions so far. Insightly team members and top managers have tried, but all of them failed to reassure the customers regarding a simple, fundamental issue which is the DB backup/restore.

    Even the approach of exporting an XML/CSV file and re-importing it is ridiculous, because it wouldn't retain any 'complex entries' of the database, i.e. files, images/logos associated to contacts and companies, and others inputs. I consider it even a preposterous answer to suggest that opening the XML in Excel or numbers is "not exactly a lot of effort", instead of proposing a true, relevant solution to this problem.

    It is quite absurd and controversial that Insightly CRM ("Customer Relationship Manager") is failing to Manage the good Relationship with its Customers, after 2 years of frustration.

    Come on guys, seriously? At the age of almost-low-cost space exploration, automated cars and other ultra-high-technology inventions, what is the big deal of creating a full database export/import?

    Just like the other users above I use Insightly, I like it and thus would love it to be better. You're missing a chance here to do things right, when you don't listen or take into consideration the customers remarks and suggestions. Or if you do, no true action/solution is perceived. When one's to quit using Insightly to favor another CRM, it'll be too late, with no turning back.

    I hope all of our comments will be duly weighed in to solve this matter once and for all.

    Thank you for your attention.

    // André

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  • Totally agree with Andre. We're happy users of the app, but this is what keeps us awake at night.

    I think we can conclude now that it won't be implemented at all, ever. What puzzles me is WHY this essential feature is not being implemented. 

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  • One of our users had just accidentally deleted an important custom field (it only takes one click, and no warning!) and there is no way for us to get the data back as we haven't done a manual export of the data for two weeks. Ridiculous there is no warning when in this area of the system, particularly with no restore option available!

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  • Is it just me or is Insightly providing, the few times they do, obfuscated answers that mean very little rather than directly answering questions about the ability to take a full backup and be able to reset the whole Insightly database as it was prior to deletion (perhaps by a novice user or some angry admin....)? With our custom fields, linked records, and all the work we put into Insightly, the inability to restore a database or even for that matter to go back to a version before something bad happened is amateur hour and has us wondering how to get our data out for good. Is this a retention strategy being employed by Insightly? Anthony (at Insightly), if you are confident our concerns are unfounded, could you schedule a webinar to answer questions and provide a live demo? Thanks.

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  • Here is the most current update based on specific questions I asked Insightly. The news is not good. There is really no real backup, no ability to restore, and very little protection from a user making unintentional or intentional changes to records or even deleting fields wholesale. And there is no way to schedule backups so add that to your weekly (daily) calendar task list and don't forget.The restore from recycle bin provides a bit of 'safety' from a value deleted from a field if you catch it AND this doesn't allow you to retrieve data if you delete a field or modify content of a field. It only allows you to restore a record you delete. Even with XML backups, you would still be faced with complicated work and still lose a lot. End result is apparently to backup up frequently and be prepared to manually recreate the database. There isn't even a way for Insightly to do that for a fee which makes me wonder how they would restore our databases if they somehow corrupted the database?

    Here is the response I got July 2017 from insightly.

     

    --- From Insightly ---

    Hi Daniel, thanks for reaching out.

    Insightly unfortunately doesn't provide individual backup or data restoration services. However, you have three options to make copies of your Insightly data, and my recommendation is to do so on a regular basis. Please note that none of these options are meant as a complete backup, and only serve as an emergency backup in case one of your users unintentionally deletes data.

    • You can export all of your basic records to a CSV file, and basic records include items such as adresses, phone numbers, email addreses and custom fields. (Please note, it's unfortunately not possible to export files and email.) This is the only option available if you want to re-import your records to Insightly. This article will show you how: Exporting data from Insightly to a CSV file

    • We also offer an XML export in System Settings > Data Export. The exported file is an archival format that requires an additional application or service to read or convert XML data. Please note, however, that this file type cannot be imported to Insightly.

    • If you can code or have access to a developer, you can use our API to create your own integrations with Insightly or for exporting data. Check out our API developers page to learn more.


    There isn't a rollback option available but records that are deleted are moved to the Recycle Bin.  With our Recycle Bin, you can restore items deleted in the last 30 days and permanently remove any previously deleted items. For more information on using the Recycle Bin, take a look at the article in our Help Center: How to restore or remove items from the Recycle Bin

    --- End email excerpt ---

     

     

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  • I saw the XML export option however I cannot figure out how to import the XML back to insightly ?

    Could you please create a tutorial on this ?

    Thanks

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  • We are noticing missing data in our records and at first thought it was related to the maximum characters allowed per multi-line text field. This is not the problem apparently as others on the LinkedIn Insighlty users group have noticed missing data. We have NOW lost critical sales notes with no way of finding that missing data, rolling back to a previous date of data, and even finding any way with those goofy XML files to manually extract the data. No backups and no revision history has now just cost our business serious issues. Mandate in our organization is to get off Insighly as painlessly (won't be) and quickly as possible. 

     

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  • Hi Daniel,

    Looking at your ticket history, it seems that all of the data you're saying is missing was stored in Contact record Custom Fields.  Those values should have been easy to backup via a simple Contact Export, which you were advised to do in a previous ticket to copy and protect your individual data.  

    Do you have any specific examples of missing data that you could provide the Support representative working with you in your ticket from your Contact Export?

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  • Hi Daniel, in case you finally get off Insightly please let me know about your experience with the migration. We're planning to migrate to another CRM too due to what's discussed here and weird responses we get from Insightly staff.

     

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  • Hello,

    I have good news for automatic backups. Please read my blog post here for more information.

    Thank you,

    Micah

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  • So if I understand this.. if a rogue employee deletes data.  There is no way to get back my mission critical data into Insightly? Even if I have a backup? 

    I have a backup, but the content in it is lacking.  For example the Organization field is not in an Opportunity record set.. so that relationship is lost.  Tell its not that bad and I am missing something? 

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    1. Data Exports give you most of your data in the form of XML files. Some objects, related links between objects, and fields are not available or may be incomplete.

    What kind of statement is that? This is really bad for a product that is supported to be for mission critical customer data.  

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  • Hello David,

     

    It depends on what data was deleted. If a record was deleted this deleted record can be retrieved very easily using the recycling bin, but like if a custom field is deleted, then you would need a backup prior to restore that data. Also, relationships can be restored too using the update import or API.

    As for my statement about the data exports in the blog article, I am reporting on what is currently the best methods to backup your data. The best alternative may be to use Flatly.io at this point in time. 

    Thank you,

    Micah

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  • Hi Micah,

    You did a great job, thanks for the blog. I will look into flatly.io. Your blog is mainly about getting data out of Insightly. Do you have any recommendations about getting data back into Insightly in an easy way, maybe even partially? Without having to process data and creating links? Is there a way to test this without corrupting production data?

    Thank you.

    Rien

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