Database Backup

💾 Database Backup

The Database Backup feature in DaaiSuite takes a regular, compressed snapshot of your tenant database and stores it in your file storage location. It runs unattended on a schedule you pick — once configured, you can forget about it. The goal is simple: if anything ever goes wrong (an accidental bulk delete, a failed import, a subscription incident), there is always a recent restore point to fall back on.

Each backup is full and self-contained — it captures every collection in your tenant DB at the moment the cron fires. Backups are isolated per tenant: your data never lives in the same folder as another customer’s backup, and only your authorised admins can request a restore.

💡 Why Backups Matter

• Recoverable mistakes — A wrong bulk-import, a mis-configured cron, a deleted module record — any of these can be undone by rolling back to the last good snapshot.
• Compliance evidence — Indian SME compliance reviews (statutory audits, GST scrutiny) often ask for point-in-time data; a recent backup proves the figures filed match what was in the system at that date.
• Peace of mind during big changes — Before running a Salary year-end, an Employee bulk import, or a Catalog re-categorisation, you know there is a fresh restore point waiting.
• Disaster preparedness — Hardware, network, or hosting failures are rare but real. Off-database backups in your file storage location keep your records safe even if the live DB is unreachable.

⚙️ Configure Backup Frequency

📍 Screen: Settings → Admin Panels → Database Backup

Database Backup is a tenant-level setting — one frequency per tenant. Pick how often the cron should fire and save. The next run executes at the scheduled cron time; nothing else needs to be wired up.

Older backups for your tenant are pruned automatically based on the retention rule for the chosen frequency, so the file-storage footprint stays bounded.

📊 Frequency Options

💡 Most production tenants land on 7-Day or 15-Day. Higher frequencies are only useful if your data churn is heavy enough that losing a day or two of changes would actually hurt — otherwise you are just generating more files.

🗄️ Where Backups Are Stored

Every backup is written to your tenant’s file-storage location — the same place your invoice attachments, expense documents, and other module uploads live. Inside that location, backups are kept in a dedicated db-backups folder per tenant, so they never mix with day-to-day documents.

• Each file is named with the frequency and a timestamp, making it easy to spot the most recent snapshot.
• Files are gzip-compressed to keep storage usage low.
• Retention is automatic — older snapshots that fall outside the retention window are cleaned up so the folder doesn’t grow forever.

⚠️ Backups occupy storage just like any other uploaded document. If your tenant is close to its file-storage limit, picking a more frequent schedule will shrink the headroom faster. Watch the storage indicator in your subscription dashboard if you are running near the cap.

🔄 Restoring a Backup

Restoring a backup is an operational, support-assisted action — not a self-serve UI button. The backup file itself is always available in your tenant storage, but bringing it back into the live database needs to be coordinated with the DaaiSuite team to make sure ongoing transactions, files, and user sessions are quiesced before the restore lands.

If you need to roll back, raise a Support Ticket from HRM → Support Tickets with:

• The approximate date / time you want to restore to.
• What changed since then that you want to undo (helps the support engineer pick the right snapshot).
• Whether the tenant can tolerate downtime during the restore window.

⚠️ A restore replaces the entire tenant database with the chosen snapshot. Any records created or edited after that snapshot’s timestamp will be lost. Always confirm the snapshot date with your team before approving the restore.

📌 Important Notes

• One backup configuration per tenant — every tenant picks a single frequency. There is no per-module or per-collection backup; the snapshot covers the whole tenant DB.
• Daily frequency is sandbox-only — production tenants cannot select Daily. The minimum production cadence is 24-Hour.
• Retention is automatic — DaaiSuite prunes old backups based on the frequency you picked. If you need an extended retention window for a legal or audit reason, ask Support to copy the snapshot file out of the active retention pool before it ages out.
• Backups are not the same as exports — a backup is a binary DB archive used for restore. If you want a readable copy of a single module, use that module’s Export action instead.
• Subscription state matters — when a tenant is suspended, file-storage access and the backup cron stop. Re-activate the subscription before relying on a fresh backup.

💡 Tips

• Pick once, review yearly. The right frequency rarely changes month-to-month — but at every financial year-end, take a look and confirm it still matches your data churn.
• Bump the frequency before big changes. Going from 15-Day to 24-Hour for a week before a Salary year-end or a multi-thousand-row Employee bulk import gives you a tight safety net during the high-risk window.
• Keep storage healthy. If your file-storage gauge is near full, clean up unused module attachments before tightening backup frequency — backups can’t be written if storage is exhausted.
• Don’t rely on backups alone. For point-in-time data you reference often (e.g., last year’s invoice register), keep a Module Export alongside — it’s faster to read than restoring a full snapshot.
• Tell support the date, not the file name. When you raise a restore ticket, the date / time you want to roll back to is more useful than the snapshot file name — support will pick the closest available snapshot.

🔗 Related Articles

• Settings → Primary — company profile, address, and tax identifiers.
• Settings → Admin Panels — the umbrella for tenant-level admin tools (Database Backup, subscription, storage usage).
• Support Tickets — the channel for raising a restore request.