Portfolio has a built-in function to back up (or restore) its database and other relevant data.

You can perform backups manually at any time. You can also schedule Portfolio to make regular backups at a specific time on specific days.

To save a backup immediately, click Backup Now.

Portfolio backs up the following information:

• Portfolio database

• Portfolio NetPublish sites

• Portfolio reporting data

Portfolio does not back up your assets or preview images. You need to back these up separately using a third-party backup utility.

To configure automatic backups:

1. Click Backup/Restore.

2. In the second panel, select the days of the week that you would like to perform backups, then select the time of day for each backup.

   Note: During a backup, Portfolio stops the server and it will be unavailable for client connections.

3. In the third panel, you can select a location to store the Portfolio backups. See The Backups folder.

4. You can also specify how many backups to keep. (Portfolio will discard the oldest backup when it exceeds this number.)

5. Finally, you can opt to receive email notifications about backups. Make sure that the administrator account has a valid email address, check the box labeled Send email notifications after backups and restores, then configure email notifications. See Email notifications.

To restore a backup, click Restore From Backup, select the file to restore, then click Select.

Making a Vault snapshot

If you are using Vault catalogs, it’s important that neither the Portfolio database nor the Vault assets change while you are backing up each. The two backups need to make one “logical” snapshot of your Portfolio data. The best and easiest way to do this is:

1. Shut down Portfolio. Note that you can still use Portfolio Administration when you stop Portfolio.

2. Back up your Portfolio data.

3. Back up the Vault and your Portfolio backup using a third-party backup utility.

   By backing up everything at the same time and keeping it together, you have a complete snapshot of your Portfolio data.

4. Optionally, back up your preview directory. (See Backing up preview images
   below
   .)

   In case of a catastrophic failure where you need to restore your data from a backup, you can recreate the previews. Having a backup can save some time but isn’t absolutely necessary.

5. Start Portfolio.

To locate your Vault, click Global Settings, then click Server Data Locations and make note of the Portfolio Vault folder.

The Backups folder

To change the location where Portfolio stores its backups:

1. Click Status, then click Stop Portfolio.

2. Click Backup/Restore.

3. Click Browse next to Store in Directory.

4. Browse to the desired backup folder, then click Select.

   The Portfolio server must have read/write access to the folder that you select.

5. Click Status, then click Start Portfolio.

Backing up preview images

You can back up Portfolio’s preview images to save time if you need to restore a backup.

To find where Portfolio saves previews by default:

1. Click Global Settings, then click Server Data Locations.

2. Make a note of the Previews path (under Save Previews for new catalogs in this folder).

Back up this folder with a third-party backup tool.

If you have changed the location of the Preview folder for any individual catalogs, those previews won’t get backed up with the default Previews folder.

To find where an individual catalog stores its previews:

1. Click Catalogs and select a catalog.

2. Click Ingest, then click Previews.

3. Make a note of the path to the catalog’s previews, displayed at the bottom of the Previews panel.

Back up this directory separately.