How do I manage a Smartsheet backup?

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

Go to app.klonup.com

A backup is simply a task that a Klon performs. Before you set up a backup task, you'll need to have created a Klon with access to the Workspaces or folders you want to back up.

From your list of "Your Klons", click on the folder icon for the Klon that will run the task.

This will take you to the Klon's tasks screen.

Initiate the creation of a new task.

The task configuration screen is divided into 2 main areas. The one on the left allows you to search for the Workspace(s) where the information to be backed up is located. And the one on the right is where you configure the backup (when it runs and what needs to be backed up).

If you need to see the details of a workspace, click on its name...

...and its information will load: how many items it has and the folder tree it contains.

Using the tick boxes on the left, you can select what you need to back up. You can back up an entire workspace or just some of its folders. If the workspace has more than 100 items, you won't be able to do a full workspace backup, and you'll need to back up via its folders.

Once you've selected the items you need to back up, enter the name of the task.

A task can be run automatically: daily, weekly, or monthly.

Regardless of the frequency, you'll need to select the execution time. Bear in mind that this execution time may vary depending on the time zone configured for the Klon.

If you choose a weekly frequency, you'll need to select the day of the week the task should run.

If you choose a monthly frequency, you'll need to select the day of the month the task should run.

Select the status of the task. Only Active tasks will run.

Indicate how many backups should be kept. Once this number of backups is exceeded, the task will delete the oldest backup before creating a new one. The storage capacity of information in a Smartsheet account is limited, so you need to be careful about storing many backups, especially of workspaces with a lot of information or many attachments.

Now it's time to configure how the backup should be done: with or without filters, forms, or cell links. You can also decide whether to keep the copied workspace shared or not with the people in the original workspace. Finally, you can indicate what type of notifications you want to receive.

Save the configured settings.

Make sure the task has been created correctly.

The new task now appears in the Klon's task list.

The following actions can be performed on a task: view, edit, run manually, and delete.

To locate the backups that are created, you need to go to the Browse option in Smartsheet.

There you'll find all the backups, starting with a symbol, followed by the date and time of their execution, and then the name of the workspace. If the copy is of a workspace, you'll find the same items inside as in the original workspace. If the copy is of one or more folders, you'll only find those folders inside the workspace.

If you've ticked the notification after successful task completion, you'll receive an email like the one shown on screen when a task runs correctly.

If you've ticked the notification after an error when running a task, you'll receive an email like the one shown on screen when an error occurs while running a task.

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

On the issue resolution screen, you can see on the left which element caused the error. On the right, you can see the details of the error.

To fix the error, simply click the save button. This element will automatically be omitted in future backups.

You can view the execution history of a task from the "View task" option.

At the bottom of the screen, you can see the task's execution history.

We hope you found this tutorial helpful. Thank you very much.