Welcome to SmartBackup docs. SmartBackup is the solution for individuals or organizations who want to use the Industry’s leading platform for securing their Smartsheet data. SmartBackup has been designed from the start for gradual adoption, and you can use as little or as much of SmartBackup as you need.
Getting started
Getting started with SmartBackup is very simple and could be achieved with three easy steps.
Download and install the latest version of SmartBackup, which can be found here
Configure user details so that SmartBackup knows which Smartsheet accounts to backup. This process differ for Enterprise Editions where in most part it is automated.
Run your first Backup or further customise scheduling and other options
Watch Demo
When working with a Backup application like SmartBackup, it's important to be comfortable with the interface and to know how to perform basic tasks. Watch the video below to learn how to navigate the SmartBackup interface and do your first backup.
The demo will familiarise you with the interface ans show you how to create your first backup.
It will also introduce you to the SETTINGS required to perform your first operations.
Later in the video it introduces you to other data management operations like Archive and Export as well.
Why Backup?
There are various reasons for having backups. In climbing, a backup can save your life, but with data, a backup can save your business.
More Smartsheet users means more people are sharing. People are not infallible. They make mistakes, and actually, they make them quite often. There’s no reason to fear this if you take frequent incremental backups.
The IRS and regulatory commissions really don’t care that you had a data disaster. All it means to them is that you’re not compliant and they can fine you. Ensuring that you’ve got an offsite backup of critical Smartsheet information can really save you if something goes wrong.
You are responsible for your Smartsheet data. In the event of a minor or even major mishap, having a backup means your operations can recover quickly.
As a Smartsheet Power user, you most likely know that Smartsheet provides a convenient backup capability, but the challenge comes when you want to recover from those backup copies and you realize that features like automations, column settings, forms, cell formats, links etc. cannot be recovered because the copy you have is limited and outside the Smartsheet environment. With SmartBackup, it's easy-peasy.
Biggest Threats?
Let's take a look at some of the biggest threats to your Smartsheet data.
User Deletion
A collaborator may accidentally delete a shared attachment, or you may delete some rows and then later learn that the data is still required.
Data Overwrites
Smartsheet sheets typically contain large amounts of data that are constantly updated by multiple users. When large data sets are imported, accidental overwriting may become quite common.
Data Corruption
Due to various scenarios, your data can get corrupted and become inaccessible, and you would be stuck without a robust backup solution in place.
Data migration issues caused by incorrectly mapped fields
If incorrectly mapped fields are imported, the correct data may be overwritten in your sheets.
Third-party applications errors
Third-party applications can modify data in ways you didn’t intend. With Smartsheet's wider adoption and inter-operation in the Enterprise, this becomes a major threat.
Data Loss
Data can be lost due to reasons other than malicious intent. Under new data protection rules, data destruction and corruption of personal data are considered forms of data breaches and would require appropriate notifications.
Learning SmartBackup
People come to SmartBackup from different backgrounds and with different learning styles. Whether you prefer a more theoretical or a practical approach, we hope you’ll find this section helpful.
Get yourself orientated by watching the following intro video Watch Now
Familiarise yourself by watching the how-to-use-it video Watch Now
Start exploring by reading the various Guides, especially the Reference Guide
Installation Guide
SmartBackup requires a Windows EXE to run. Install SmartBackup on Windows Backup Machine of your choice.
System Requirements
Before installing SmartBackup, please check that you meet the minimum system requirements.
Microsoft Windows 10 or Microsoft Windows Server 2016 or later. Any leading Browser.
If you're planning to run SmartBackup in a virtualized environment or Cloud hosted refer to PlayBook section for additional guidance.
Specification
Typical configuration for 25 Smartsheet Users with a 2500 Sheet arrangement:
Specification
Processor: Intel Core i5-9400T, 1.80GHz or higher
RAM: 32 GB
O/S: Windows 10 or Windows Server 2016 or later
Internet Connection: Fiber Optic, 100Mbs/100Mbs
Download
Head to AcuWorkflow and request a copy of SmartBackup. You will receive a link via email allowing you to download a copy of the Installer.
Download and Run the Installer.
Install
Follow the Wizard steps.
Considerations
File location of Installation
Full or Upgrade Installation
Hosting/Deployment
File location of Installation:
You can choose file location of your choice but usually we recommend the default, which is c:/smartbackup
Ensure you have write-access to the space. Under certain circumstances when hosting in Cloud, especially AWS, the Windows Image for c:/ is marked as read-only.
Full or Upgrade Installation:
First time installers or when you want a complete reset are advised to always perform a FULL installation, Users/Administrators upgrading to next release or re-installing are advised to always perform a UPGRADE installation to preserve existing settings and the Backup Catalog.
Hosting/Deployment
The single biggest consideration probably is whether you want to host SmartBackup on-premise or in-cloud. On-premise installation usually pretty straight-forward and for Business Users could be satisfied with an old Laptop/Desktop lying about. For larger users this could be achieved with a dedicated VM on a sharable server.
The on-cloud deployment usually are VM's within Azure or AWS.
use the Playbook to help guide you with hosting and deployment. Coming shortly are detailed installation guides for Azure and AWS
Setup Guide
SmartBackup access your Smartsheet data via a User API Token when running the Business Edition License or a sysAdmin API Token when running the Enterprise Edition license. The former requires you to generate and define a Token for each user making it only applicable for personal or small team use. This approach less than ideal for larger groups and hence a single sysadmin token is used for Enterprise Edition which can act on behalf of other account users.
Process
A typical SmartBackup setup will include the following steps:
Business Edition
Starting the Console.exe and set your run mode (3 minutes)
Obtaining a Smartsheet User API Token (3 minutes)
Creating a Smartsheet Workspace that will become the Backup Vault (5 minutes)
Configure user to be backed-up using token (5 minutes)
Reviewing run time options (10 minutes)
Enterprise Edition
Obtaining a Smartsheet Sysdmin Token (3 minutes)
Follow auto config process which will obtain all users and auto configure backup vaults (5 minutes)
Reviewing run time options (10 minutes)
Run Mode
Choose your run mode. For Starter or Business Edition it should always be use sysAdminToken OFF. For Enterprise Edition it should always be use sysAdminToken ON
Click on SETTINGS
Switch the use-sysadmin-Token ON or OFF
Always SAVE THE SETTINGS after modifying it
A Red DOT will either appear next to Tenants (sysadmin OFF) or Members (sysAdmin ON)
use sysAdmin ON requires you to be licensed for the Enterprise Edition
Starter and Business Edition
Configuration and setup for Starter and Business Edition exactly the same.
Setup requires the following configuration steps once-off for each User.
Configure the User as a Tenant within SmartBackup. Who needs backing up?
Configure a Backup Vault within Smartsheet for the User. Backup Target?
User as Tenant
A Tenant is a person you manually define in order to run operations (backup, archive, export) for them. You need to obtain the User API Token for this person to get access to their Smartsheet data. Only those Tenants marked as Enabled will be processed.
Click on Tenants
Click on the edit pen to overwrite sample entry with your details
Entry must be marked as Enabled to be active
Complete with the User API Token and VaultID
User API Token
Please refer to section obtaining API Tokens in the Administrator Guide for a more details.
Login to Smartsheet, click on Account usually bottom left
Select "Apps & Integrations", then "API Access", then click on "Generate Token"
API Token becomes your TenantToken in tenantfile, that way the backup knows who you are and therefore what files to backup
VaultID
Follow steps in next section to create the Backup Vault which will provide you with the VaultID
Backup Vault
Once-off configure a Smartsheet Workspace that will act as the backup container. To do this:
Login to Smartsheet, select Workspaces, right-click and then select Create New Workspace
Name the Workspace aptly, such as Vault or Backup Vault or SmartBackup Vault
Right-click on Vault Workspace and select Properties
Copy the Workspace ID to tenantfield VaultID, in so doing it becomes the designated Target Backup area
Copy the Workspace Link to tenantfield VaultLink
Cheatsheet
Visual cheat-sheet to complete details for each Tenant. Note this is not required for Enterprise Edition.
Enterprise Edition
Enterprise Setup is largely automatic. Please follow the following steps once-off or when required.
Provision Users from Smartsheet, therefore all Licensed Users will become SmartBackup Members
Provision Backup Vaults for all Enabled Users
Provision Users
A Member is a person you want to run backup, archive, or export operations for. Unlike Tenants you only need a Smartsheet SysAdmin API Token to access all the Members data. Once-off or periodically, you can refresh the User list from Smartsheet to obtain the latest list of Smartsheet Users for your Organization. Only those Members marked as Enabled will be processed. Sysadmin Mode is an Enterprise License only function, which you can switch on/off in Settings - General.
Select Members, then paste the sysAdmin Token and SAVE
Click on “Refresh from Smartsheet”, after a short delay, and if the sysadmin token is correct then the
Data-table will reflect the current working user list from Smartsheet. A green message will display success.
Provision Backup Vaults
A Backup Vault is the Workspace within Smartsheet designated as the target Backup area.
The standard name for a provisioned Backup Vault is zz!~!-VAULT-do not delete!-:1234567890123456 where number affix designate the unique Smartsheet ID assigned to each User, visible from Members screen. All versions prior to 6.0.1 still use the old naming convention zz!~! SMARTBACKUP Vault do not delete!
Click on Settings then Backup
Click on “Create User Backup Vaults”, and a Vault will automatically be created for every "Enabled" Member. A green message will display success.
Optionally the button "Remove User Backup Vaults" will automatically remove the Vault for every "Enabled" Member. A green message will display success.
Refer to the auto provisioning section in the Administrator Guide for more information on automated provisioning.
Platform Configuration
Administrators or advanced users can configure the Platform further using the optional settings.
Administrator Guide
This section describes the functions performed by a SmartBackup administrator. As a SmartBackup admin, you are responsible for managing user backups. You are also responsible for setting up schedules that determine when Backups, Archives or Exports are run.
Overview
SmartBackup interoperate in the following areas:
A Your Smartsheet area; including Home, Workspaces and any arrangement of folders. Smartsheet info
B Your designated Backup Vault Area
C Your designated Archive storage area
D Your designated Export storage area
Backup Obtain a list of all your worksheets in A, it decides what to backup based on what was recently modified and create a copy of those in B the Vault
Restore Any time you can restore a backup copy from the vault by copying it back to your primary A Smartsheet area.
Archive Optionally a process can be run which takes least recently used Sheets from B and manifest it as XLSX sheets in designated C area, typically this will be a local filestore.
Recall At any time you can recall a archive copy by importing it back into your primary Smartsheet area A
Export At any time you can run the Export component that will export one or more sheets
Archive To re-instate an exported copy
making sense of the different operations
Backup
Archive
Export
Create an exact copy from source. Because it is maintained within Smartsheet it preserves all settings and formats. A Workspace within Smartsheet are designated as the Vault containing sets of folders each with the backup copies. It should be noted that the user does not need to specify which sheets to backup, it is automatically determined based on date last modified.
Create an Excel based copy of the Vaulted backup to a filestore drive. Due to Smartsheet restrictions some information are lost like formats, links and formulas. Optionally, user can decide to delete the Vaulted copy during archiving.
Create a snapshot copy from source to a filestore drive. Ideal to create versions or deal with in-moment events. It lands as a zipped document, containing folder structures with the sheets as XLSX copy with attachments. Packing sheets are automatically generated to provide as much information as possible for you to successfully re-import the sheet. User need to indicate which sheets to export.
Backups, Archives or Exports can be run instantly, on-demand or based on a regular schedule. Obviously your specific environment will dictate your ideal backup arrangement.
When
Typical Actions
Notes
Instantly
Click on Run Now in Console UI or click on the relevant .exe from Windows Explorer
On-demand
Anytime you can Click on Run Now in Console UI or click on the relevant .exe from Windows Explorer
Schedule
Create a Schedule using Windows TaskScheduler. Typically this would define a cycle, like daily at 5 or every Wednesday or after a specific event. Taskscheduler can be invoked from the Console UI
Obtain a license if you are not using the Free version, see Licenses
Configure your Backup Tenants file, see Setup and ConfigurationSetup Guide
Setup your designated Vault area for Backups, see Setup Guide and the auto provison thereof in Enterprise Edition
Managing Licenses
You must license SmartBackup in order to use it, unless you are using the free Starter Edition. AcuWorkflow provision your license automatically after sucessful purchase/subscription. For renewal refer to Support Guide.
Tip
You can see your License status when running Backup, Archive or Export in the cmdline window
Obtaining API Token
This section describes generating an API access token for the integration of Smartsheet into SmartBackup
Though the process for generating User API Tokens and Sysadmin API Tokens are similar the latter requires you to have Smartsheet SysAdmin rights.
Generate a User API Token for Starter and Business Edition
Generate a SysAdmin API Token for Enterprise Edition
User API Token
To generate or re-generate a User API Token follow these steps:
Log into Smartsheet, then click on Account button, usually bottom left
Next click on “APPS and Integrations" which will display the Personal Settings Form.
Click "API Access" which will allow you to Manage your API Tokens.
Click "Generate new access token" which will provide you with the User API Token
Once generated you can now copy/paste the generated User API Token for a Tenant. See Starter or Business Edition configuration.
For multiple Users (let us say you want to run the Team Business Edition Version) each User will have to perform this process in order to obtain their respective User API Token.
SysAdmin API Token
To generate or re-generate a SysAdmin API Token follow these steps:
Log into Smartsheet with Sysadmin rights, then click on Profile button, usually bottom left
Confirm that you can see the “Admin” section at the top of the list. This will indicate that you have sysadmin rights.
Next click on “APPS and Integrations" which will display the Personal Settings Form
Click "API Access" which will allow you to Manage your API Tokens.
Click "Generate new access token" which will provide you with the SysAdmin API Token
Now that you have the SysAdmin token, you can copy it and paste it into the sysAdminToken field in the Members screen in SmartBackup for the Account. See Enterprise Edition
Bypass Proxy Server
Should you deploy SmartBackup in an environment where cloud API calls is controlled with a Proxy server like Forcepoint, you must create rules on the Proxy Server to bypass the following domain calls:
deonpollard.pythonanywhere.com
smartsheet.com
api.smartsheet.com
api.smartsheet.eu
Proxy Server condition is typically observed when SmartBackup abends or display "API Token or VaultID incorrect" though you know you have supplied the right information. Again it is because SmartBackup is trying to make API calls to Smartsheet and the Proxy Server prevents outbound API calls.
Configure Settings
Advanced Users or Administrators can further customize the platform by editing config.yml or by using Settings in the Console.
Settings
Please ensure when using the Console that you click on SAVE THE SETTINGS to affect any changes
Options
Option-Name
Option-Description
Default
1. GENERAL
1.1
Use sysadminToken
When sysadminToken mode is OFF, the Tenants directory is in use and every SmartBackup Tenant must have a valid Smartsheet API Token. However, when sysadminToken mode is ON, the Members directory will be used, no individual API Tokens are required, and several centralized automated features become available.
Depend on your Installation type
2. BACKUP
2.1
Backup Sheet Rules
When ON, then when a Backup runs, it will include any automation rules in the Sheet backup copy. Then in those backup copies, if the automation rules are still valid, the automations will continue to run from every one of those backup copies in the vault, as well as from the “live” version of the sheet. This can be very confusing to users, and may have some unpredictable results.
OFF
2.2
Backup Sheet Shares
As with the rules situation, if this is turned on, then every backup copy in the vault will also contain those share rules, and the backup copies will also be shared with the same set of shared users. This means that every one of the backup copies will show up in those shared users’ “Sheets” folders, and that will also be confusing, and they may start making changes to one of the backup copies instead of the live sheet, for example.
OFF
2.3
Backup Cell Links
If turned ON, when SmartBackup creates a Backup copy of a sheet, it includes the cell links “in” from other sheets. So in that case, when a user opens the “live” sheet, they will see cell links that go “out” to the other “live” sheets as well as to each of the “backup” sheets
OFF
2.4
Addsheetid
If turned ON, SmartBackup will prefix sheetid to the backup copy name
OFF
3. ARCHIVE
3.1
Remove Backups if archives is successfull
When ON, the backup copy in the Vault will be removed after it was succsffully archived.
OFF
3.2
Path to where archives are saved
Specify the path to where you want to pool your archives. Path can be specifified with or without trailing slash
c:\smartbackup\user\archives\
4. EXPORT
4.1
When OFF do not Export any Attachments
When ON, attachments of exported sheets will also be exported.
OFF
4.2
Soft Limit for exporting Attachments
Soft limit can be set to limit number of exported attachments. Only for Enterprise Edition.
10
4.3
Path to where exports are saved
Specify the path to where you want to pool your exports. Path can be specifified with or without trailing slash
c:\smartbackup\user\exports\
5. NOTIFICATIONS & ALERTS
5.1
Notify User with status via email
When ON, every "Enabled" user will receive an email summary of operations performed for their account. Care should be taken because some users may find it intrusive.
OFF
5.2
Notify Administrator with overall status via email
When ON, "Administrator" user will receive an email summary of operations performed. Please supply valid email for Administrator.
OFF
5.3
Email address for SmartBackup Administrator
Supply valid administrator email address
name@domain.ext
5.4
Alert Incident Management System (IMS) via email
When ON, "IMS" system will receive an email when alert condition occurs. Multiple addresses can be supplied seperated by commas.
OFF
5.5
Email address for IMS system
Supply valid IMS email address
backupIMS@ourims.com
Options
Option-Name
Option-Description
Default
1. GENERAL
1.1
Use sysadminToken
When sysadminToken mode is OFF, the Tenants directory is in use and every SmartBackup Tenant must have a valid Smartsheet API Token. However, when sysadminToken mode is ON, the Members directory will be used, no individual API Tokens are required, and several centralized automated features become available.
Depend on your Installation type
2. BACKUP
2.1
Backup Sheet Rules
When ON, then when a Backup runs, it will include any automation rules in the Sheet backup copy. Then in those backup copies, if the automation rules are still valid, the automations will continue to run from every one of those backup copies in the vault, as well as from the “live” version of the sheet. This can be very confusing to users, and may have some unpredictable results.
OFF
2.2
Backup Sheet Shares
As with the rules situation, if this is turned on, then every backup copy in the vault will also contain those share rules, and the backup copies will also be shared with the same set of shared users. This means that every one of the backup copies will show up in those shared users’ “Sheets” folders, and that will also be confusing, and they may start making changes to one of the backup copies instead of the live sheet, for example.
OFF
2.3
Backup Cell Links
If turned ON, when SmartBackup creates a Backup copy of a sheet, it includes the cell links “in” from other sheets. So in that case, when a user opens the “live” sheet, they will see cell links that go “out” to the other “live” sheets as well as to each of the “backup” sheets
OFF
2.4
Addsheetid
If turned ON, SmartBackup will prefix sheetid to the backup copy name
OFF
3. ARCHIVE
3.1
Remove Backups if archives is successfull
When ON, the backup copy in the Vault will be removed after it was succsffully archived.
OFF
3.2
Path to where archives are saved
Specify the path to where you want to pool your archives. Path can be specifified with or without trailing slash
c:\smartbackup\user\archives\
4. EXPORT
4.1
When OFF do not Export any Attachments
When ON, attachments of exported sheets will also be exported.
OFF
4.2
Soft Limit for exporting Attachments
Soft limit can be set to limit number of exported attachments. Only for Enterprise Edition.
10
4.3
Path to where exports are saved
Specify the path to where you want to pool your exports. Path can be specifified with or without trailing slash
c:\smartbackup\user\exports\
5. NOTIFICATIONS & ALERTS
5.1
Notify User with status via email
When ON, every "Enabled" user will receive an email summary of operations performed for their account. Care should be taken because some users may find it intrusive.
OFF
5.2
Notify Administrator with overall status via email
When ON, "Administrator" user will receive an email summary of operations performed. Please supply valid email for Administrator.
OFF
5.3
Email address for SmartBackup Administrator
Supply valid administrator email address
john.doe@acme.com
Options
Option-Name
Option-Description
Default
GENERAL
G.1
Use sysadminToken
When sysadminToken mode is OFF, the Tenants directory is in use and every SmartBackup Tenant must have a valid Smartsheet API Token. However, when sysadminToken mode is ON, the Members directory will be used, no individual API Tokens are required, and several centralized automated features become available.
Depend on your Installation type
BACKUP
B.1
Notify User with backup status via email
When ON, every "Enabled" user will receive an email summary of backups performed for their account. Care should be taken because some users may find it intrusive.
OFF
B.2
Backup Sheet Rules
When ON, then when a Backup runs, it will include any automation rules in the Sheet backup copy. Then in those backup copies, if the automation rules are still valid, the automations will continue to run from every one of those backup copies in the vault, as well as from the “live” version of the sheet. This can be very confusing to users, and may have some unpredictable results.
OFF
B.3
Backup Sheet Shares
As with the rules situation, if this is turned on, then every backup copy in the vault will also contain those share rules, and the backup copies will also be shared with the same set of shared users. This means that every one of the backup copies will show up in those shared users’ “Sheets” folders, and that will also be confusing, and they may start making changes to one of the backup copies instead of the live sheet, for example.
OFF
B.4
Backup Cell Links
Planned If turned ON, when SmartBackup creates a Backup copy of a sheet, it includes the cell links “in” from other sheets. So in that case, when a user opens the “live” sheet, they will see cell links that go “out” to the other “live” sheets as well as to each of the “backup” sheets
OFF
B.5
addsheetid
from V4.3 onwards If turned ON, SmartBackup will add sheetid to the backup copy name
OFF
ARCHIVE
A.1
Notify User with archive status via email
When ON, every "Enabled" user will receive an email summary of archives performed for their account. Care should be taken because some users may find it intrusive.
OFF
A.2
Remove Backups if archives is successfull
When ON, the backup copy in the Vault will be removed after it was succsffully archived.
OFF
A.3
Path to where archives are saved
Specify the path to where you want to pool your archives. Path can be specifified with or without trailing slash
c:\smartbackup\user\archives\
EXPORT
E.1
Notify User with export status via email
When ON, every "Enabled" user will receive an email summary of exports performed for their account. Care should be taken because some users may find it intrusive.
OFF
E.2
When OFF do not Export any Attachments
When ON, attachments of exported sheets will also be exported.
OFF
E.3
Soft Limit for exporting Attachments
Soft limit can be set to limit number of exported attachments. Only for Enterprise Edition.
10
E.4
Path to where exports are saved
Specify the path to where you want to pool your exports. Path can be specifified with or without trailing slash
c:\smartbackup\user\exports\
Auto Provision Users and Vaults
SmartBackup Enterprise Edition includes a set of advanced features, management tools and technical support to achieve the highest levels of scalability, security, and uptime. It reduces the risk, cost, and complexity in deploying, and managing a large compliment of Smartsheet users.
Unlike the Business Edition where each Smartsheet User requiring backup must be manually defined to SmartBackup, the Administrator can select sysadmin mode which will allow you to automatically provision Users from Smartsheet directly. In non sysadmin mode each User must obtain his/her APIToken which grants access to their data. The API Token is then defined to SmartBackup with other User details which allows SmartBackup to backup/export/archive data for that user using the AIPToken. In sysadmin mode a sysadmin token is used and API User Tokens no longer required.
automatically provision Backup Vaults
Unlike the Business Edition where each Smartsheet User requiring backup must manually defined a Backup Vault for each User, the Administrator can select sysadmin mode which will allow you to automatically provision Backup Vaults for each user.
The standard name for a provisioned Backup Vault is zz!~!-VAULT-do not delete!-:123456789012345. This is a standard SmartBackup name to identify a Workspace as a Backup Vault, where:
zz!~!-VAULT-do not delete!-: hardcoded name to identify it as a Backup Vault
123456789012345 is the generated Smartsheet ID for each User available from the Members screen
This way even in sharable conditions each User Vault will be easily identifyable.
When automatically creating Backup Vaults for each User a set of rules are applied:
If a VaultID is provided, it is checked for validity and that it links to a Workspace with the standard name.
If VaultID is not provided or invalid a scan is done to see if a Workspace with standard name exists, if so VaultID and links are updated respectively
If no Workspace can be found, a new Backup Vault with standard name is created and VaultID and links updated respectively.
When automatically deleting Backup Vaults for each User a set of rules are applied:
If a VaultID is provided, it is checked for validity and that it links to a Workspace with the standard name. If so, it will be removed and VaultID and links are removed.
If VaultID is not provided or invalid a scan is done to see if a Workspace with standard name exists, If so, it will be removed and VaultID and links are removed.
Running SmartBackup
SmartBackup was designed to run only when required. Therefore each component can run completely independantly or in conjunction with other components. The Administrator can select how and when to run each of these. The Backup, Archive and Export components runs as a CMD program, and can be accessed in various ways, described below.
via the Console
SmartBackup can be controlled via a web user interface called the Console. To invoke the Console double click on console.exe or click on SmartBackup shortcut. After a short while a web page will be shown.
via the CMD Shell
If you're not familiar with the Command Prompt in Windows, officially called the Windows Command Processor and often abbreviated to CMD. It is the command line interface for Windows operating systems. A command line interface is a way of interacting with a computer directly using text commands.
There are a few ways to open the Command Prompt in Windows. Below are the most convenient:
Type "cmd" into the Start menu to search for it. Then click to invoke it
Press Windows key + R to open the Run box, then type "cmd" and hit Enter to open it
probably the most convenient is using Windows Explorer, naviagte to the apps directory where you have installed Smartbackup and then type CMD in top line which will open it.
Type cd followed by the path where you have installed SmartBackup cd c:\smartbackup
Now you can invoke backup by typing backup backup which will start running a backup job. Simarlarly you can do the same with Archive or Export
Each of these can be run with different settings for example backup -d=30backup all sheets that was modified in last 30 days. The various settings are shown in the Reference Guide
via Task Scheduler
SmartBackup relies on Windows Task Scheduler for scheduled automations.
This means if for example you want to run a Backup job every Monday at 18h00, you will have to create a task within Taskscheduler to do that. Please see Task Scheduler guide on how to create scheduled tasks for SmartBackup.
One can use the Scheduling wizard in the Console (sub menu Schedule top right) to help define and manage tasks in Task Scheduler.
via other Applications
Great flexibility exists since operations could be invoked from other applications. You may perhaps have an Enterprise Job Scheduler or customised job operations applications. Typically these applications offer facilities to invoke cmdline programs e.g. archive.exe -a=5
Note
When invoking, the default installation directory should be set prior to invocation e.g. cd c:\smartbackup.
via PowerShell
Powershell is specifically called-out since it is one of the go to tools for system administrators. If your commands are embedded in a .bat file you can simply from powershell enter cmd.exe /c "c:/path/mybat.bat".
Using the Console
HOME Screen
Invoke Smartbackup by clicking on the desktop shortcut or double click console.exe in the \apps folder. The following browser view will be shown after a slight delay by the Console Server. On day zero a warning will be displayed and all values will be unpredictable untill the first backup run is done.
Sub menu Click to view sub menu actions or Stopping the Console Server. It is a good practice to stop the Console Server when finished.
Main Menu Show the primary actions around Backup, Archive and Exports
SmartBackup Vault Area From Home screen this tile represents a view of the Vault area. When you click on it, the Tenants view will first be shown from where you can select the Vault of a given Tenant which will take you into the Vault within Smartsheet
Smartbackup Archive Area From Home screen this tile represents a view of the Archive area. When you click on it, a Windows Explorer view will be opened on the root directory where archives are stored.
Smartbackup Export Area From Home screen this tile represents a view of the Export area. When you click on it, a Windows Explorer view will be opened on the root directory where exports are stored
Smartsheet View From Home screen this tile represents a view of your Smartsheets. It refreshes on every backup and maintains a copy of the frequency of your SmartSheet sheet changes. This information is valuable in determining the optimum backup set
BACKUP Screen
Click Backups on main menu on the left.
Although the Backup screen are shown here, the Archive and Exports screens are identical.
Run Now Click on this to run Backup on demand. After a slight delay a message will appear that a Backup process has started.
Schedule Click on this to view or create a Schedule for backups. The Windows Task scheduler is use for this purpose. If set Backups will be run according to the schedule.
Option When clicking on the dropdown a slider option becomes visible that you can set. Backup uses this to determine the backup set. For example if set to 10 it means backup only sheets that was modified in last 10 days. When using the scheduler or when you invoke the backup component directly this option is effected by using the -d argument. For example backup.exe -d 15 means backup all sheets modified in last 15 days or backup.exe -d 999 effectively means backup all sheets
Run StatusTile shows when last backup was taken. If any serious errors were encountered a red message will be shown, conversely a green message will be shown..
see previous runs a calendar view will be shown with entries when last ran for backups, archives or exports
Backups to date Table view of all backups to date
Source Link when clicked will show the source sheet within Smartsheet for which the backup was done
Target Link when clicked will show the backed-up copy within the Vault
Search You can search the Backup Catalog
Task Scheduler
SmartBackup relies on Windows Task Scheduler for scheduled automations.
Please see Task Scheduler guide on how to create scheduled tasks for SmartBackup.
Your environment may require you to check "run with highest priviledges" in Task Scheduler
Reference Guide
This section is intended as a general reference and specification set. If you are new to SmartBackup, you will need to use the full documentation.
Editions
Since its first release SmartBackup is positioned as one of the leading backup solutions for Smartsheet. There are different editions of the product, depending on your needs, with differing capabilities as outlined further in this Reference Guide.
SmartBackup is offered in three Editions, one free and two commercial editions to accommodate the unique feature and price requirements of organizations and individuals.
Starter Edition is the free edition that includes most capabilities to help you get started.
Business Edition delivers fully featured backup capabilities for individuals and small teams.
Enterprise Edition is ideal for situations requiring centralized control, larger scale deployments and enterprise flexibility.
Starter Edition
You can download from acuworkflow. This completely free product allows one to try it out without any obligations. The great thing about the Starter Edition is that there is no trial or time limit so you can experience it for as long as you like. Understandably it is the most basic version and it has built in soft restrictions.
Business Edition
You can purchase this directly from acuworkflow. This version is packed with features and should cater for most of the situations you encounter as an individual or small team.
Backup refers to the copying of a Smartsheet object from your Home/Workspace/Folder to a designated Workspace within Smartsheet called the Backup Vault so that it may be used to restore the original after a data loss event.
What can be backed up to the Vault?
Sheets
Dashboards
Folders (Reports)
Due to Smartsheet API constraints backup of all Smartsheet objects in a consistent way is not possible.
Sheets and Dashboards is handled in the same way and can be backed up incrementally. Reports are not 'copy-able' nor contain a last-changed date and therefore can only be backed up via a folder arrangement. This way Reports or anything else included in a designated folder/s can be earmarked for backup. The latter can only be performed via a specific backup.
Which sheets are backed up to the Vault?
SmartBackup will automatically determine which Sheets or Dashboards to backup in ALL or INCREMENTAL mode. INCREMENTAL is based on the last modification date for every sheet or dashboard you own. By default a backup run will include all sheets modified in the last 5 days. This period can be adjusted based on user needs. Refer to Administrator Guide.
In SPECIFIC mode you need to tell SmartBackup which sheets, dashboards or folders to backup.
How many sheets will be backed up during a backup run?
The scope of sheets changed within the 5 day period (or period chosen) will determine the actual number of sheets backed-up.
Consideration
Starter
Business
Enterprise
Scope
All Owned Sheets will be considered for the User
All Owned Sheets will be considered for each User (Personal or Team)
All Owned Sheets will be considered for Account
Backup
Will only backup the first 3 sheets meeting set criteria
Will backup all sheets meeting set criteria for each User
Will backup all sheets meeting set criteria for Account
To exclude certain sheets from being backed-up one can rename it starting with zz2. For example, if you have a sheet called “Campaign Plan”, then simply rename that sheet to “zz2.Campaign Plan”, and then it will not be included in the backups.
What is included for every backed up sheet?
All sheets backed up will be an exact copy of the original as follows:
Feature
Starter
Business
Enterprise
Data
Formulas
Formatting
Attachments
Cell-Links**
Discussion/Comments
Shared Filters
Forms
Automation Rules**
Shares**
** Administrator can optionally turn ON or OFF. NOTE: Cell history is not backed-up.
NOTE: If Legacy Resource Management is enabled in a source Sheet, resource allocations in all backup copies of that Sheet will be included in the Legacy Resource Management reports. This will result in invalid resource utilization data.
What format is the backup sheet?
The backup sheet is the same format as the original.
For every Backup run a folder zz2.YYYY_MM_DD_HHMM_userid will be created within the designated Backup Vault(Smartsheet Workspace) and all the sheets meeting backup criteria for a particular User will be saved within.
Sheets within will be prefixed with id of zz2. followed by the original name. Reason for renaming is that it could by name be recognized as a backup copy and because of zz will likely appear last in case the user perform searches.
Administrator can optionally decide to add the SheetID to the backup copy name, therefore it becomes zz2.1234567890123456.name by turning on addsheetid. NOTE: Name will be truncated to fit into the Smartsheet max size of 50.
Optional Parameters
The following optional parameters can be supplied when you invoke Backup
Parameter
Meaning
Example
-d or --days
Backup all Sheets changed within the last days period.
backup.exe -d=60
-i or --include
Followed by any of these keywords: alloutlinespecificincremental The default if no optional parameter supplied is -i=specific
all
backup everything in the User space. Ideal for a milestone recovery point.
backup.exe -i=all
specific
backup specific named sheets, reports or folders. Specify the sheets via Settings.
backup.exe -i=specific
incremental
backup sheets based on last changed date. Must be used in combination with the -d parameter.
backup.exe -i=incremental -d=5
-l or --log
Optionally set logging level = debug, info, warning
backup.exe -l=warning
For Logging a rotational Log file called Backup_logx.log will be created in ..\data directory with timestamped entries
Archive
Tip
Archive refers to the archiving(copying or moving) of a backed up sheet from your Vault to a designated local drive. Optionally User can specify that the Vaulted(backup copy) be removed during this process by setting flag Administrator Guide Settings.
Which sheets are archived from the Vault?
SmartBackup will automatically determine which sheets to archive. It is based on the last backup date for every sheet in the Vault. By default a archive run will archive all sheets that was backed-up more than 5 days ago. This period can be adjusted based on user needs.
How many sheets will be archived during a archive run?
The scope of sheets changed within the 5 day period (or period chosen) will determine the actual number of sheets archived.
Consideration
Starter
Business
Enterprise
Scope
Function not available
All Vaulted(backed up) Sheets will be considered for each User (Personal or Team)
All Vaulted(backed up) Sheets will be considered for Account
Archive
Function not available
Will archive all sheets meeting set criteria for each User
Will archive all sheets meeting set criteria for Account
What is included for every archive sheet?
All sheets archived is different to the original format. Mainly due to the fact that it is re-instantiated outside smartsheet environment as an Excel file. Therefore most Smartsheet features cannot be archived, in part due to Excel incompatibilities and what is available in the Smartsheet API.
Feature
Starter
Business
Enterprise
Data
Formulas
Formatting
Attachments
Cell-Links
Discussion/Comments
Shared Filters
Forms
Automation Rules
Shares
Some formats will be arranged within the Excel sheet.
What format is the archive sheet?
The archive sheet is an Excel XLSX file.
For every Archive run a folder zz3.YYYY_MM_DD_HHMM_userid will be created within the designated Archive Pool(filestore) and all the sheets meeting archive criteria for a particular User will be saved within.
Sheets within will be prefixed with id of zz3. followed with 100 step up number, followed by the original name. Reason for renaming is that it could by name be recognized as a archive copy and the step-up number ensure unique sheetnames (within Smartsheet one can have same name sheets). Same file names are not allowed in filesystems within a single folder and must be unique.
Optional Parameters
The following optional parameters can be supplied when you invoke Archive
Parameter
Meaning
Example
-a or --archive
Archive all Sheets successfully backed up to the Vault so many days or more ago.
archive.exe -a=60
Administrator can optionally set flag to remove Backup copies on successfull archiving. see Administrator Guide
Export
Tip
Export refers to the copying of a smartsheet sheet from Smartsheet to a designated local drive. It is ideal for creating regular copies of your data for snapshot and history purposes.
The major differences between Backup and Export are that Backup duplicate the Sheet within Smartsheet whereas Export make a copy to a external filestore. Therefore the first is an exact copy preserving all, whereas the latter may lose some Smartsheet specific elements.
Which sheets are Exported from Smartsheet?
SmartBackup will automatically determine which sheets to export or you can manually specify. Options are:
Option
Description
specific
This option requires you to specify the id of the Sheet or Report to export. Using this method you may export individual Sheets or Reports.
all
This option will automatically Export all Sheets except Backup Vault contents. In the latter case the folder structures will be exported.
incremental
This option will export only sheets that was modified within the last x days. The number of days must be indicated with the -d=x option
outline
This option will only export the Workspace and folder structures
How many sheets will be Export during a export run?
The scope of sheets changed within the 5 day period (or period chosen) will determine the actual number of sheets archived with incremental option
Consideration
Starter
Business
Enterprise
Scope
All Sheets will be considered for the User
All Sheets will be considered for each User (Personal or Team)
All Sheets will be considered for Account
Export
Restricted to 3 Sheets with 3 attachments each
Unlimited Sheets, no more than 10 Attachments each.
Unlimited Sheets, unlimited attachments but Administrator can set soft limits.
What is included for every Export sheet?
All sheets archived is different to the original format. Mainly due to the fact that it is re-instantiated outside smartsheet environment as an Excel file. Therefore some Smartsheet features cannot be exported, in part due to Excel incompatibilities and what is available in the Smartsheet API.
Note the exported copy is more comprehensive than the archive copy.
Feature
Starter
Business
Enterprise
Data
Formulas
Formatting
Attachments
Cell-Links
Discussion/Comments
Shared Filters
Forms
Automation Rules
Shares
Supplied in Packing Instructions a .txt file included in the ZIP archive, hence require some eyes-over when you want to use it for Restore operations. The value of this should not be underestimated. Using this for example one could secure all the automation rules for a User/Complete account.
What format is the Export sheet?
The export sheet is an Excel XLSX file contained within a zipped file structure. It will contain multiple folders depending on what is present. For example images and pdf attachments.
XLSX file (containing all sheet data)
Packing Notes, json based files
Sheet_Packingnote (always)
Rule_Packingnote (if rules was present in sheet)
Attachments_Packingnote (if attachments was present in sheet)
Attachments sub folder
Attachments (if attachments was present in sheet)
A Summary file SUMMARY.xlsx will also be created in the root folder of every user run, containing a list of exported files for the run.
Where are Exports located?
All exports will reside under the path name specified in Export Settings Path. or every Export run a hierachical folder structure starting with Username then YYYY_MM_DD then RecoveryPointHH_MM will be created.
In the event that a duplicate sheet name is detected in the same export folder, it will be renamed as originalname_HHMM_SS_TTTTTT.zip
If a duplicate Workspace name or any duplicate Folder names within same child-folder is detected a warning will be displayed and export operations will stop for User being processed. Reason being is that file systems do not allow duplicate folder tree arrangements since it acts as a path.
Optional Parameters
The following optional parameters can be supplied when you invoke Export
Parameter
Meaning
Example
-d or --days
Export all Sheets changed within the last days period.
export.exe -d=60
-i or --include
Followed by any of these keywords: alloutlinespecificincremental The default if no optional parameter supplied is -i=specific
all
export everything in the User space and maintain the tree folder hierarchy. Ideal for a DRP recovery point.
export.exe -i=all
outline
export only the Tree folder hierarchy.
export.exe -i=outline
specific
export specific named sheets or reports.
export.exe -i=specific
incremental
export sheets based on last changed date. Must be used in combination with the -d parameter.
export.exe -i=incremental -d=5
-q or --queue
queue name. When supplied only members with same queue name can be processed separately and/or in paralel
Unless otherwise stated, Acuworkflow Support is based on best effort, attempting to resolve issues within a 24 hour cycle. AcuWorkflow does not warrant that its products are defect free; however, AcuWorkflow does endeavor to fix its products to work as designed. It is important to note that clients play a key role in this effort.
Upgrade Terms
All updates, fixes, and enhancements are included free of charge in the annual subscription.
While AcuWorkflow do make updated versions available, it is up to the customer to decide if they would like to install the upgrade or continue with the current version.
However, AcuWorkflow do recommend updating the software at least once a year around the annual renewal time.
The actual upgrade process consists of downloading the new version and running the installer, then selecting the “Upgrade Installation” option.
If you have decided to do an Upgrade the following will typically happen:
Upgrade
All the executables archive, backup, console, export will be replaced with latest versions in the apps folder
A new config.yml will be created containing your original settings plus any newly added options
A time stamped config.yml will contain your original file prior to the upgrade
A new catalog.db3 will be created containing your original catalog and any new database structures required in the data folder.
A time stamped catalog.db3 will contain your original catalog prior to the upgrade
In the event you want to roll-back the Upgrade
In the event that something mishappened during the Upgrade process, you can re-instate by
Rename config.yml as config.old.yml
Rename latest timestamped config.yml as config.yml
Rename catalog.db3 as catalog.old.db3
Rename latest timestamped catalog.db3 as catalog.db3
In most cases that will reset the environment though sometimes you will also have to reset the original executables
Easiest way is to install your original copy via Setup to a temporary folder c:\smartbackuptempand then copy the executables to current installed apps folder
SMARTBACKUP MAKE USE OF THE Smartsheet API and as such are bound by its limitations. The Smartsheet API currently imposes a rate limit of 300 requests per minute per Access Token. (Smartsheet reserve the right to change this limit at any time.) Certain resource-intensive operations, such as attaching a file or getting cell history, count as 10 requests toward the rate limit. If you exceed this rate limit, subsequent API requests (within a one-minute period) will return a 429 HTTP status code.
To this end SmartBackup deploy rate throttling when detected which in general are:
When Smartsheet reject API call based on throttling
Delay the current api call by 60s then retry
If another reject, then delay current api call by a further 90s, then retry
If still rejected log, display error and continue with next
Notifications and Alerts
Alerts introduced with upcoming Version 6.3, see Settings Settings
In addition to the Console Dashboard, we have included the option to send a status email to each User processed and/or the SmartBackup Administrator. Configured through the admin Console UI, these notifications provides an at a glance view of backup/export/archive statuses.
SmartBackup V6.3 onwards also supports Alert notifications to an Incident Management System (IMS) informing you of problems with your operations in order to keep your backups, exports and archives running smoothly.
Setting up Alerts and Notifications
To setup notifications and alerts follow these steps:
Click on Settings top right in Console UI
Next click on “Notifications and Alerts" which will display the settings.
Enable User notifications if you want to send individual status notifications to any User processed.
Enable Administrator notifications if you want to send overall admin status to a administrator. You must supply a valid email address.
Enable IMS Alerts if you want to send Alerts to an automated system and/or other recipients. You must supply one or more valid email addresses separated by commas.
Save the settings
Alert Message Structure
Email alert messages are structured with keywords so that an automated system can take appropriate downstream actions
Sample message
Message Subject Line
Message Body with structured keywords
Optionally you can get more details and possible ways to correct from documentation site by looking up the MessageId of the Alert.
Email Alert Subject Line - single continous line separated with semi-colons
Keyword
Message
Setting
Comments
ALERT
ALERT=SmartBackup;
Will always be SmartBackup
Ideal for ensuring IMS system act on SmartBackup alerts
Operation
Operation=Export;
Can be Backup, Export or Archive
Denote the Operation emitting the Alert
Message
Message=xxxxxxxxxx;
Alerting message
Short description of the Alert
Time
Time=2022/May/30 12:53:20
Alerting time
Time the Alert was emitted
Email Body - multiple lines structured as keyword=xxxx
Keyword
Message
Setting
Comments
Operation
Operation=Export;
Can be Backup, Export or Archive
Denote the Operation emitting the Alert
MsgID
MsgID=1234;
Message Identifier
Allows one to lookup Alert for more details.
Message
Message=xxxxxxxxxx;
Alerting message
Short description of the Alert
User
User=xxxx;
Can be a specific User or Job
Allow one to associate the Alert with a particular User where appropriate
Description
Description=xxxx
Alerting message with more information
Detailed message
Escalation and Notification Management
Alerts ideally should be automatically managed and escalated with an Incident Management System or Escalation Notification Platform. In the event that you currently do not have something managing alerts, or for that matter runtime escalations, some 3RD party Tools you may want to investigate:
Abnormal condition (error/job abort) was detected in Archive run.
CRITICAL - Abnormal condition detected in Archive Job, Operation aborted, please take immediate action.
One has to find reason why Job aborted. The Detail message in the alert should provide some description. Also start by looking at the Archive Job cmdline messages and the current Log file. Seeing who is the currnt or last processed Member(User) is always helpfull.
SB01
Abnormal condition (error/job abort) was detected in Backup run.
CRITICAL - Abnormal condition detected in Backup Job, Operation aborted, please take immediate action.
One has to find reason why Job aborted. The Detail message in the alert should provide some description. Also start by looking at the Backup Job cmdline messages and the current Log file. Seeing who is the currnt or last processed Member(User) is always helpfull.
SE01
A low free space condition (less than 1GB) has been detected on device you have allocated for export operations.
WARNING - Low on FREE storage, please take action
Please ensure you have enough free space on the device you are exporting to.
SE02
A no space condition has been detected on device you have allocated for export operations. All export operations will cease.
CRITICAL - No FREE storage on device, please take immediate action.
Please ensure you switch to a new device/folder location that has enough free space.
SE03
Reserved for future use
SE04
A duplicate folder in same parent folder condition has been detected. Export is aborted for affected User.
WARNING - Duplicate Smartsheet folder name, operation aborted for User.
No file system allow duplicate folder structures at the same level. Please ensure that you rename these. Since Folders effectively form the path, SmartBackup do not automatically rename these during export. Duplicate sheets on the other hand are automatically renamed by SmartBackup.
SE05
Abnormal condition (error/job abort) was detected in Export run.
CRITICAL - Abnormal condition detected in Export Job, Operation aborted, please take immediate action.
One has to find reason why Job aborted. The Detail message in the alert should provide some description. Also start by looking at the Export Job cmdline messages and the current Log file. Seeing who is the currnt or last processed Member(User) is always helpfull.
SMTP Settings
SmartBackup perform notifications and alerts using the AcuWorkflow SMTP server or optionally your SMTP server.
Using your SMTP Server
To limit configuration options, SmartBackup mimic options available from GMAIL.
Click on Settings, then Notifications and Alerts
Turn On Use Own Server and supply details for your SMTP Server
Send Test Message to confirm settings work
ServerName: e.g. smtp.domain.ext
SerververPort: e.g 587
SMTPUserName: e.g mylogin@gdomain.ext
SMTPPassword: e.g mypass@01 Note! if you are using Gmail this should be an APP Password
FromAddress: e.g mylogin@gdomain.ext
SSL/TLS or TLS/STARTTLS: choose your option
Test if your email configuration works by sending Test Email message.
Test Message will be sent to Administrator email address. Please ensure Settings-options are saved before sending.
Test Message will be sent via the AcuWorkflow SMTP Server if Own Server OFF or via your specified server when Own Server ON
Using GMAIL as your SMTP Server
Note that GMAIL requires the following:
Port: 465 (SSL/TLS) or 587 (TLS/STARTTLS)
Password: Will not accept your normal Login Password. You have to enable 2F authentication, generate App password and supply that.
Playbooks for SmartBackup Platform offers a simple way to understand, configure and deploy the SmartBackup Platform. The topics assume basic knowledge of how Smartsheet work.
Practice PlayBook
The Practices and Deployment playbook is a go-to resource for administrators and other people, outlining SmartBackup high level practices and deployment procedures.
Click on image to open Playbook. Subjects covered are:
Concepts
Deployment and Hosting Patterns
Cloud and Centralized Storage
Installation Notes
Data Loss Recovery Management
Enterprise Edition considerations
Resources
The Resources section provides valuable additional Resources
Cheatsheet
We've created a cheat sheet of concise notes that can make your SmartBackup life more productive and fun.
Click on image to open Cheatsheet. Subjects covered are:
Operations
Capabilities
Options
Planning Scenarios
Setup
Run Book
Sample Evaluation Sheet
Feel free to download and modify the Evaluation sheet if it helps you in building the case.
Click on image to download Excel copy. Subjects covered are:
List of Requirements
Your Rating
Summary
Sample Motivation Pack
Feel free to download and modify the sample Motivation Pack to help you cement and record the case for SmartBackup.
Click on image to download Powerpoint Pack. Subjects covered are:
Business or Motivational Case
Reasoning
Considerations
For Enterprise Customers who wants to record the case, pack can be handy to capture motivational reasoning.
Quick Notes
We get it! You may not have time to read all the documentation, herewith some quick notes for Enterprise Users to get you going in no time.
Once you have installed SmartBackup, you will be able to launch the application and at first a “command” window will pop-up. This small window is referred to as the “console server” window. Please don’t close this, but keep it open in the background while using the SmartBackup Console. After a few seconds, the main SmartBackup Console window will open, and this is where you will do the configuration steps, and you can also run the Backups, Archives, and Exports from this console.
If your organization uses a firewall or security device, you may need to configure that device to allow traffic to and from the following domains:
deonpollard.pythonanywhere.com
smartsheet.com
api.smartsheet.com
Once you get to this point, complete the following steps:
Login to Smartsheet and generate an API Token. You will need to have Admin rights to your Smartsheet deployment to generate a “sysadmin” API Token.
Be sure to copy and save this API Token in a safe place – and we recommend saving the token in Notepad or OneNote. Don’t use Excel.
Next, in the SmartBackup Console, click on the “Configuration” menu in the top right corner (three dots), and click “Settings”.
Click and expand the “General” tab, and make sure that the “Use sysadminToken” is “On”. Then click “Save the Settings!”
Next click on the “Members” option on the left menu to switch to the “Members” screen. This is where you will generate the list of all the Smartsheet Licensed users in your company.
Now copy and paste the sysadmin API Token that you generated in Smartsheet earlier into the sysAdminToken field, and then click “SAVE!”
You should receive a confirmation message that it was saved successfully.
Now click the “Refresh from Smartsheet” blue button. This will start the process of pulling the user details down from Smartsheet.
After a short while the list of usernames will appear below in the window.
Next, click on the “Settings” link to go back to the settings screen.
Now click and expand the “Backup” section, and in the “Automated Backup Vault Configuration” section, click on the “Create User Backup Vaults” green button.
This will automatically create a backup vault workspace in each user’s Smartsheet account with the special name as shown in the description.
At this point you should be good to go.
Now you can click on the “Backups” option in the left menu and click “Run Now!” and the app will create backups of all sheets that have changed in the last 5 days (this is the default, which you can change), for all users, and will save those backup copies in each user’s “vault” workspace.
You can also run an Archive, but because there will be nothing to archive yet, it will not make any copies.
You can run the Export, and you can choose to Export All, Export the Outline only, export specific sheets (if configured), or Export Incremental. The incremental option will export copies of each user’s sheets that have changed in the last 5 days by default.
Once you have all of this tested and working, you can use the Windows Task Scheduler to setup automatic Backups, archives, and exports to run on a schedule.
You can find more details on how to do that here
Release Notes
Release notes provide information about new features and updates that are included in SmartBackup.
