Backup Folder for Edited Documents

Introduction

In the Firm settings under the "General" tab, you'll find a new feature at the bottom under the "Document Storage" category called "Enable backup folder for edited documents." This feature automatically creates a backup folder for all documents currently checked out for editing. This allows users to restore changes if saving to the DMS fails.

1. Deciding to Create a Backup Folder

Requirement: Administrator rights

  1. Log in with administrator rights.

  2. Navigate to "Firm settings".

  3. Go to the "General" section.

  4. Check the box Enable backup folder for edited documents.

  5. Confirm by clicking Save button.

  6. Note the storage space requirement and the recommendation to use an alternative editing path on terminal servers.

Note

  • Approximately 1.5 GB of additional hard drive space is needed per user.

  • On terminal servers, it is recommended to use an alternative editing path.

  • For more information, see our online help.

2. Automatic Creation of the Backup Folder

The backup folder is automatically created to ensure that edited documents are not lost if saving to the DMS fails.

  • The backup folder is created as a subfolder of the Edit folder.

  • If the Backup folder is deleted, it will be automatically recreated.

  • When a document is checked out, a backup copy is saved in the backup folder.

Note:

  • The backup folder cannot be permanently deleted as it will be automatically restored.

  • If the folder is not visible, check the permissions or restart the application.

3. Open Backup Folder

There are two ways to open the backup folder:

  1. Open the application and navigate to "Personal settings".

  2. Go to the "General" tab.

  3. Click the "Open Backup Folder" button.

  4. The backup folder will open in the file explorer.

  1. Right-click the Tray App icon in the taskbar.

  2. Select "Open Backup Folder" from the context menu.

  3. The backup folder will open in the file explorer.

If the feature is enabled, documents are automatically saved in the backup folder if saving to the DMS fails. This also applies to opened but unchanged documents. If a successful save to the DMS occurs, these files are not saved in the backup folder.

--> They are only not moved to the backup folder if you make a change and then close the document and save the change upon closing.

To manage storage space efficiently, documents are automatically removed from the backup folder:

  • Deletion after 7 days: Documents are automatically removed if they remain in the backup folder for more than 7 days.

  • Deletion due to oversize: If the total size of the backup folder exceeds 1.2 GB, the oldest document is deleted.

Process

  1. Saving a new document: As soon as a document is saved in the backup folder, a size check is performed.

  2. Checking the storage limit: If the total size exceeds 1.2 GB, the oldest document is deleted.

  3. Daily check for old documents: An automated process deletes documents that have been stored for more than 7 days.

Example

  • March 1: A document is saved in the backup folder.

  • March 8: This document is automatically deleted (7-day rule).

  • March 5: Several documents are saved.

  • March 10: If the 1.2 GB limit is exceeded, the oldest document is deleted.

Benefits of Automatic Cleanup

  • Reduced storage space usage

  • Prevention of unnecessary storage of outdated documents

  • Efficient system usage

  • Ensuring the backup folder does not exceed 1.2 GB

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