What can currently be backed up
With Klonup, you can currently create backups of:
Entire workspaces: As long as they contain fewer than 100 items.
Top-level folders: You can select individual folders, as long as they are located at the root level of the workspace and contain fewer than 100 items.
Important note: It is not possible to select subfolders (folders inside other folders) on their own. However, if you select a top-level folder, everything inside it will be automatically included in the backup.
When you back up a folder, Klonup automatically creates a destination workspace (grouping folders by workspace) where the backup is stored, as folders cannot exist on their own at the root level.
Item limit per backup
Smartsheet enforces a maximum limit of 100 items per backup.
The following are counted as items:
Sheets
Reports
Dashboards
Folders
👉 Workspaces are not counted as items, as they are containers rather than internal elements.
👉 Therefore, in a task, we can select one or more workspaces and/or folders as long as each one, individually, does not contain more than 100 items.
What happens during configuration
When configuring a task:
Klonup shows the number of items that will be included in the backup
You cannot select a workspace or folder if it already exceeds 100 items
This helps prevent errors before the backup is executed.
What can cause errors later on
Even if everything is correct during configuration, it may happen that:
A workspace or folder grows over time
It exceeds the 100-item limit
And the backup fails during execution
In that case:
The backup is not completed
It is completely removed
No partial backups are kept
How this affects you in practice
For this reason, it is recommended to:
Avoid creating tasks that are too large
Avoid copying structures that grow without control, or review them frequently
Treat backups as clear, manageable blocks
Smaller tasks are more stable and easier to review.
Practical recommendations
These recommendations help both stability and keeping your Smartsheet account organised:
Do not configure more than 5 workspaces or folders per task
This reduces errors and makes tracking easier.Do not create more than 10 tasks per klone
This helps keep the history clear and manageable.Control how many backups you keep
For example:
10 tasks × 5 workspaces or folders × 2 retained backups = 100 elements
Keeping more backups can quickly increase the number of workspaces in your Smartsheet account.Use one or more dedicated licences for backups
Backups are created in the account linked to the licence, which helps avoid cluttering a user’s personal Smartsheet account with many backup workspaces.