Nightly Backup

The Nightly Backup process performs an automatic Bulk Export into your practice's OneDrive the folder FYI - Backup. Refer to Bulk Export.

You can request that FYI performs a nightly backup for your practice. This will automatically run the Export for you and backup all documents that are filed in FYI and that have a last modified date in the last two months (that is, they have been created or edited in FYI in the last two months). The backup will continue to extend beyond the two months so documents that have been backed up are kept and we do not remove or supersede the earlier items.

The backup is made into the folder FYI - Backup in your practice OneDrive. As well as providing an ongoing backup, this would also give your team members access to documents so that can keep working in the event that you were off line for a period of time.

Please also contact the FYI Support Team at support@fyidocs.com if you would like to use this facility.

Note: There is no additional cost for using the Nightly Backup. Please ignore the message about the cost on the Nightly Backup process set up.

There are three steps:

1. Select the OneDrive Admin Account to use.
2. Set up the structure of the hierarchy for where the document files will be exported to.
3. Enable the Nightly Backup.

Step 1 - Select the OneDrive Admin Account to Use

You need to select the account for the OneDrive that will be used for the common activities across the practice. This may been set already for other functions. Refer to Link your Practice's OneDrive Admin Account.

Step 2 - Set up the Windows Structure for the Exported files

Within the designated OneDrive, files are exported to a folder FYI - Backup. This top level folder needs to be created manually. All subfolders within this (for example, for the client groups, client names, year, worktype etc) will be created dynamically using the meta-data in the documents, according to the structure you set up in the Import/Export - Configure function.

This structure is also used for the on-demand full Bulk Export.

We recommend that the structure is set as Client / Year / Cabinet.

For details of how to set up the structure, refer to Step 2 - Set up the Windows Structure for the Exported files in Bulk Export.

Important Note
If you need to change the structure at any time, and documents have already been stored under the existing structure, please contact the FYI Support Team at support@fyidocs.com before making any changes to discuss any implications.

Step 3 - Enabling the Nightly Backup

1. From FYI, click the Automation menu option.
2. Go to the Processes tab.
3. In Nightly Backup, click the cog icon to edit this process.
4. Click the switch to set this to "On" to enable this.

Note: Documents imported via the Bulk Import from OneDrive during the migration of your data (where the Source is "OneDrive Import") will not be backed up as part of the Nightly Backup.
Currently, if these documents imported via the Bulk Import from OneDrive during the migration are edited in FYI, they will not be backed.