How do I manage a Smartsheet backup?

This guide details how to manage a Smartsheet backup in Klonup.

A backup is a task that runs automatically. Before configuring a backup task, you must have created a connection with access to the workspaces or folders you want to back up.

In the "Smartsheet Connection" list, click on the connection where you will create the new backup task.

This will take you to the connection configuration screen, where you can manage your tasks.

Click the "New Task" button.

On the right side of the screen, the area that allows us to configure the new task is displayed.

The first thing we need to define is the task name. It is recommended to use a descriptive name that makes it easy to understand its scope in the list.

Set the execution frequency of the task (daily, weekly, or monthly), as well as the time and day of the week or month according to the selected configuration.

In this section, you can also activate or deactivate the task, as well as specify the number of backups you wish to retain.

In the next section, we can locate and select the items to back up. An item can be a workspace or a folder. Each selection or checkmark counts as one item.

Using the checkboxes on the left, you can select what you want to back up. You have the option to back up an entire workspace or just some of its folders. If the workspace contains more than 100 items, it will not be possible to make a full copy of it, so you must perform the backup through its individual folders.

Now it's time to configure how the backup will be performed: with or without filters, forms, or cell links. We can also decide whether we want to keep the backup workspace shared with the people from the original workspace. Finally, we can specify what type of notifications we want to receive.

The "Create" button will remain disabled until all required fields are filled out.

With everything correctly filled in, we can now click the "Create" button to register the new task.

The new task has been created and will run automatically according to the established configuration.

From the task list, you can perform several direct actions. You can pause or activate a task by pressing the Pause/Play button. You can also access the task details to manage it by clicking anywhere on its row. Additionally, you can manually trigger a task execution, which allows you to make backups at critical moments or test the established configuration.

To locate the created backups, you must log into Smartsheet and go to the "Browse" option.

Here, you will find all the backups, starting with a symbol, followed by the date and time of execution, and then the workspace name. If the backup corresponds to a workspace, you will find the same items as in the original workspace. If the backup is of one or more folders, you will only find those folders within the space.

If you have enabled notifications for successful task completion, you will receive an email like the one shown on the screen when the task runs successfully.

If you have enabled notifications for a task execution error, you will receive an email similar to the one shown on the screen when an error occurs.

In the error notification email, you will find a link for Klonup to help you resolve the issue.

From the task management screen, we can view errors that we can fix directly from the Klonup interface.

Finally, from the task management section, you can also view the execution history of backups that are still stored in Smartsheet.

We hope this tutorial was helpful to you. Thank you very much.