Automatic Backups with Act! | Act Today CRM Consultants Automatic Backups with Act! | Act Today CRM Consultants

Automatic Backups with Act!

Everyone knows about the importance of backing up your data however most of us are a bit complacent about it. We’re too too busy, don’t know how or just hope that our computers won’t crash.

Working with small/medium businesses everyday, its surprising how often our customers call because they need to restore a backup.

Whether it be a computer virus, hardware failure or one of your staff accidentally replacing of all your customers company names with your own…a reliable backup can mean the difference between heartache and relief.

Imagine the loss to your business if you lost all your contact records today? How would you recover from that? The result could lead to major disruption in your business, loss of sales and possibly financial ruin.

Even if you think that you are backing up your data, you should  regularly check your backups to verify that they are running properly. There is no point thinking that you are doing the right thing only to find out its not been working!

Fortunately Act! has a utility which allows an Administrator/Manager of an Act! database to perform Administration Tasks such as backups.

This utility is called the Act! Scheduler and is available for both Pro and Premium editions1. By scheduling tasks in Scheduler2, Act! can automatically perform backups and other user tasks such as database Synchronisation3, database maintenance and Outlook and Act! calendar synchronisation at a time and location predetermined by you.

You can access the Act! Scheduler from the Tools menu in Act! and then create, edit, and delete a tasks from this window.

How to create an Automatic Backup

1. From the Tools menu in Act!, select Act! Scheduler.
2. In the Act! Scheduler window > click Create a task (under Schedule Tasks).

Act! Scheduler

3. In the Select a Database screen, click Browse and navigate to select the database you wish to schedule backups for, then click Open.

4. Then enter the database administrator/manager’s User name and Password.

Act! Scheduler - Select a database

5. In the Select a Task screen, select Database backup, then click Next.

Act! Scheduler - Select a Task

6. In the Database Backup Options screen, click Browse (if desired) to change the default location of the backup (.ZIP) file. Be sure that you have full read/write permissions to the location you are designating for the backup to be created. Also, it’s a good idea to backup to another drive for safety reasons – if the one drive fails you have a valid backup.

7. Enter the Default backup file name you would like to have for the backup. The data and time of your backup will be appended to the name of each backup file.

Act! Scheduler - Database Backup Options
8. Select Include attachments if you want to backup all of your linked files as well. If you have a large number of attached documents, you may decide not to back these up every time.

9. Create a Password for the backup file if required, otherwise click Next.

10. In the Backup File Management screen choose how many backup files to keep before overwriting older files, then click Next. Again if you have a large database, we suggest creating fewer backups to save on storage space.

Act! Scheduler - Backup File Management

11. In the Set a Schedule screen, configure how often to run the automatic back up. The Act! Schedule time should be set at a time that does not interfere with other backup or maintenance that may be occurring on the server/computer.

Act! Scheduler - Set a Schedule

12. In the Send Notifications screen you can enter an email address to receive notifications of the success of failure of the backup.

13. Click Finish.

Once a task has been created, you can now identify Act! Scheduler icon Act! Scheduler Icon in the system tray. If you see this icon Act! Scheduler Failed Icon the service is NOT running. You can turn it on by right clicking the icon > Open Act! Scheduler > Start service from Other tasks.


  • You should also check that your backup is working by manually checking the backup locations on a regular basis.
  • It is also good practice to test a “Restore As” of the database using another name (e.g. TESTDB) to ensure the backups work correctly.

Read more of our Act! Tips Need help setting up your backup process?

1.  Act! user must have either an Administrator or Manager security profile.

2. Synchronisation requires a separate setup. Scheduler applies to remote/child database only.

3. The Act! Scheduler is only available in Premium versions of Act! 2006, 2007, and 2008, however it is available in both Standard/Pro and Premium versions of Act! 2009 and later.


Michael Bryant
Michael Bryant is the Founder and CEO of Act Today. Michael is an internationally recognised industry expert. He provides ongoing consulting services to our clients and has built best Act! consultancy team in Australasia.
SPEAK TO AN ACT! SPECIALIST in Australia 1300 362 046

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