Backing up the Database

Backing up the database is important for reasons of security. If the Workshop Manager database becomes corrupt the backup can be used to replace the corrupted file. minimising the amount of data re-entry time and application downtime.

The backup routine creates a single backup file. We recommend that you copy this file to removable media such as a USB drive or CD-ROM and keep the media in a separate location to your business. Ideally you should run backups daily.

By default, the backup file is named GDS.DAT. If you are taking daily backups then you would ideally want to add the date on which the backup was taken. You can do this by going to GDS > Configuration Settings > System Settings > Other Settings 2. There is an option under 'Backup Settings' called 'Allow backup description to be entered'. Selecting this option enables you enter additional information when creating the backup. Normally you should enter something which indicates the date of the backup. We recommend that you enter the date in this form: yymmdd. Although putting the date in reverse order seems odd, it has the benefit that if you have a series of files with the date in this format, if you sort the list of files alphabetically, they will also be put automatically in date order. An alternative method of organising your backup files is to create a separate folder for each backup. This has the advantage that you do not need to worry about creating a description for each backup.

If you have an installation which uses multiple networked PCs then you should run the backup on the PC which is hosting the database. You should ensure that no other users are logged into Workshop Manager when you make the backup.

1.	In the GDS menu click the option 'Backup Database...'.

2.	A message box will be displayed reminding you that you should ensure that all users except yourself are logged out. Click the OK button.

3.	A window will open which gives you three options:

•	Backup the Database – ensure this is selected.

•	Re-index the Database – this optimises the database. It is not necessary to run this every time; once a week is sufficient.

•	Copy the Backup File to a removable drive – If you do not select this option the backup file is created in C:\GDS. If you have an external USB drive or similar then you can click to open the File Browser to select the location where the file will be created.

•	(optional) Backup Description – enter something to distinguish the backup, such as the date.

4.	When you have selected your options click the 'Backup Database' button to start the backup.

5.	When the backup is finished a message 'The Database Backup has been completed' will be displayed.