Are you prepared?

If the worst should happen, are you prepared?  In this day and age, it is critical to ensure your Sage BusinessWorks data is protected. With the influx of ransomware and virus attacks, it is becoming increasingly common for companies to have to recover from an attack and therefore it is important to ensure you have a backup plan in place.  

Keeping your financial information safe in the case of a server failure, computer crash, disaster, virus or ransomware attack is critical.  Below you will find a plan to help ensure you have a good backup to protect you, if the need arises.  

  1. If using a network version (2 or more computers sharing the same data), make sure you check your install type and make note of the product code.  This will ensure that you have everything necessary if you should need to reinstall. To find your product code, access Utilities, Registration Information, Network Registration if the box next to the OK button shows NT_Server the product code needed when installing on the new server will be CS. If the box next to the OK button shows Workgroup the product code needed when installing on the new server will be WG. 
    IMPORTANT Note:Use of the incorrect product code may cause the program to not function correctly. Please contact Customer Support at 800-447-5700 if you have any concerns about your product code.
  2. Backup often and to multiple different locations. It never hurts to have too many backups, so make sure you back up the program nightly. We often see company’s backup to their local drive and then copy a copy of that backup file to their server so that the server can make a backup of the file as well. IMPORTANT:Make sure to make your backup using the Sage BusinessWorks backup utility that is built into the program. Using this backup ensures that all Sage BusinessWorks files have been appropriately shut down prior to making your nightly backup.
    • To access the backup, select File, Backup.  
    • The SYSTEM backup can be made monthly as this contains your custom forms, registration information and users and doesn’t change as frequently as your company database.
    • Company databases should be backed up nightly if the program is used every day.
    • For more information on the backup process see Knowledgebase article 17278, "How to backup system and company files."
    • If you receive an error during the backup such as "An error has occurred while performing the backup/restore operation..." or "Task locked" see Knowledgebase article 17294, "How to release or disconnect stranded users or tasks" for instructions for disconnecting users.  Once disconnecting users is complete you should be able to backup without error.
  3. Keep at least a weekly data backup offsite. Also, keep one SYSTEM backup (this backup does not have to occur weekly) with your data backup. With the increase in virus and ransomware attacks, it is becoming more important to have a copy of the backup files that are not stored on your local network. Some examples of mediums you can backup files to include:
    • USB Flash Drives
    • External Hard Drives
    • Cloud Drives
    • Writable CDs or DVDs
    • IMPORTANT:Remember after the backup is made make sure you remove the device from the computer to ensure it cannot be compromised in case of an attack.
  4. Test your backup to ensure you have a good backup. On a regular basis test your backup and make sure the medium you are backing up to is functioning correctly.
    • Restore your backup to a NEW company ID to ensure you are comfortable with the restore process.
    • Note:The restore process cannot be reversed. Use caution when working with this task. Always make a backup of your live company first. If necessary, seek the assistance of a qualified Sage Software support analyst.
    • For more information on how to restore to a new ID see Knowledgebase article 27694, "How to restore data to a new company ID"
      1. Select File, Restore
      2. Click Next
      3. Browse to the file you want to restore and select the file
      4. Click Next
      5. On the Begin Restore screen check the "Restore to New Company ID" box and enter new Company ID
    • Note:Users rights are granted on a company by company basis. Since this is a new company, you will need to grant users rights to the new company. If you do not have access to Maintain Users, it will be necessary to login as MANAGER which has rights to all companies automatically.

      Prior to accessing the new company:
      1. Select Utilities, Maintain Users and select the user
      2. Click Security Settings
      3. Click the the top right hand corner and select the new company
      4. Grant the user access to the necessary modules in Sage BusinessWorks
      5. Select OK and Save

Following these steps can help ensure if the worst does happen that you can easily get your Sage BusinessWorks program up and running quickly and efficiently. If you would like to see a video tutorial on the backup and restore process see Knowledgebase article 51629, "Video: How to backup and restore system and company files."

Should the worst happen and you should need to reinstall Sage BusinessWorks on a new server or standalone computer see Knowledgebase article 80087, "How to move the current version of Sage BusinessWorks Accounting to a new server or location."

If you use a network version and need to temporarily install as a standalone version until your server is back up it is OK to install the standalone version and restore your system and company backup into the standalone version.