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Doing my own Back-Ups

April 16, 2020

As part of our service to schools, QuickSchools backs up your data regularly in multiple ways, in order to protect against unforeseen circumstances. This includes: 

  • Real-Time database replication to a separate server instance
  • Daily Database Back-ups, where files are secured to a separate physical location (within the AWS infrastructure)
  • Incremental database back-ups, also secured to a separate physical location (within the AWS infrastructure)

These backups are used solely by QuickSchools, in order to protect against unforeseen circumstances like hardware failure, and disruptions to data facilities. Details for these processes will be discussed in more detail in a separate article.

But if you’re looking to perform your own back ups, for your own peace of mind, or for transferring data to another system, there are a few options which we’ll discuss here. Summary of available methods include:

  • Export Data via Report
  • Download Generated Files (i.e. Report Cards, Transcript, Gradebook PDF, etc)
  • Data from Apps (eg. Online Forms App, Master Scheduler App, etc)
  • Advanced (XML) Back-Up

Export Data via Report

The primary method for backing up your data is simply to download them via the related reports. Data can be downloaded in CSV or Excel format. Just go to “Reports” > “Summary Reports”, and click the “Excel” button for any of the reports:

Export Data to Excel from Summary Reports

You will be prompted to select filters for the report. You can then store the downloaded file locally on your machine.

Download Generated Files

You also have the option of bulk downloading files that are generated by QuickSchools. It’s important to note that these files are not stored in QuickSchools as files, but are rather generated in real-time based on the latest data needed for the file.

For example, you can bulk download report cards for a particular session, using the “Download” function on top left corner of the table listing:

Bulk Download Report Cards

This will create a ZIP file containing PDFs for all report cards selected to be downloaded. This feature to bulk down is available in many of the modules. Here’s another example from the Transcripts module:

Bulk Download Transcripts

Data from Apps

Apps installed from the App Store will have their own tools for extracting data. For example, the Online Forms App has its own function to “Export to Excel” when viewing submissions:

Export Data from the Online Forms App to Excel

You can also use the “Submissions – By Form” module to download specific forms from within each Form Packet, in bulk. This is useful if you want to create separate back-ups for specific forms, like the Health Cards, or Emergency Contact Forms.

Some apps will have custom reports that will appear under “Summary Reports”, and can be exported to Excel like a regular report.

Advanced (XML) Back-Up

The backup methods discussed above display your data in a readable format that is flat. This means that each record is self-contained, and you may have repeated data that appears across different modules. For those familiar with the relational-nature of data management, there is an option to download your data in XML format, which preserves the linkages between each module.

Advanced XML Backups

To enable this feature, go to “Settings” > “Turn Features On / Off”, and click on “Edit Overall Settings”:

“Edit Overall Settings” under “Turn Features On/Off”

Then enable the “Advanced backup control” for the appropriate users:

Enable Advanced XML Backup for Specific Users / Roles

What about Uploaded Documents?

Uploaded documents to the various modules like Homework, Email Attachments, Student and Teacher Documents are not yet available for mass download. These would need to be downloaded individually.

Do let us know if you have any additional questions on doing your own backups.

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