Backing up Your Database

Overview

The ”Backup Database” utility is one of the most important utilities in Shepherd’s Staff. When you make a backup, you essentially make a copy of your database at that moment in time. The backup compresses the database into a file and saves the file in the place you choose.

It is highly recommended that you backup your database routinely. It is also suggested that you keep one of these backups on a removable drive (e.g., USB drive, CD, Cloud) that you can take off-site. In the case of a disaster or computer failure, a copy of your data would be safe. In addition, users who have a support contract can upload a database to CPH. We will house the backup for a short period, and you can request it at any time. 

Churches can also archive backups on their drives. This is always a good idea because it gives you a history of backups to go through if you become aware of a problem that has existed prior to your most recent backup.

Note: The space needed for the backup will be larger than the actual backup file. This is because several extra files are created and then deleted during the backup process. 

Note: The name of the backup file cannot be completely changed. The name is how the Restore utility knows if a particular backup is the correct one for your database. This is to prevent an override by an incorrect database if you are using multiple databases for multiple churches. However, you can add text to the beginning of the file name to help distinguish which backup is which. 

Here is how to backup your database:

1. Close out of all modules in Shepherd’s Staff, make sure you are on the Shepherd’s Staff Central Window
2. Select “Tools” at the top of the window.
3. Choose Backup and Restore, and then choose “Database”.
4. The location of the database you are backing up will be displayed in the "Database to backup" field.
5. The "Backup location" field will show where your database will be backed up to. If you want to change the location for this backup, click the folder icon to the right of the field to open the file explorer window
6. There are a few checkboxes for different options:
   • Backup database - This box must be checked to successfully create a backup
   • Checkout Finance - This is used when you want to take a copy of your backup to an off-site computer to work on the finance module of Shepherd's Staff. This will make it so, until you restore your backup, using the "Restore only finance" option, the finance module will show as being checked out when opening it, warning users that their work will be overwritten when the data is restored.
   • Upload to CTS - This box, when checked, will send a copy of your database to Concordia Technology Solutions, and in the event you would lose your database and backups, you could restore your most recent backup you sent to CTS by reaching out to our support team. Note that you must have an active support contract for Shepherd's Staff to use this feature, it will be grayed out if you do not have a support contract.
   • Backup photos and documents - This will create a backup of any photos and attachments you have added to any records within Shepherd's Staff.
7. Click “Backup”.