Data Backup

Data Backup

The Data Backup feature allows users with Administrator privileges to take a complete backup of the CRM data.

Availability

Profile Permission Required: Users under the Administrator profile can access this feature.

FeaturesFreeStandardProfessionalEnterprise
Data Backup$10 (USD) for every backup2 free backups + $10 (USD) for every additional2 free backups + $10 (USD) for every additional2 free backups + $10 (USD) for every additional

Note

  • The data backup normally takes few minutes to hours depending on the size of data to be archived. Smaller the data, lesser the time taken to complete the backup.
  • Users with Ultimate edition of Zoho CRM have 4 free backups available.
  • The backup can be downloaded from Setup > Data Administration > Data Backup.
  • Backup download link remains active for a maximum of 7 days from the date of backup creation.

Choose when to backup

You can choose to download the backup instantly or schedule it to take place at a specific time of your choice. Listed here are the options available for you, to choose when to backup your CRM data.

Twice a month

The backup will be made available for you to download, twice in a month alternately, depending on the day of your choice.  For example, if you choose Monday, the backup will be available for downloading on every alternate monday.

Quick tip

  • For users with the paid edition (except Ultimate) this type is recommended as you can efficiently utilize the 2 free backups that you are entitled to use and hence there is no need for purchasing additional backup(s).
  • For users with the Ultimate edition, of the 4 free backups that you are entitled to use, you will be utilizing only two. You can utilize the others to obtain a backup archive on demand.

Once a month

The backup will be made available for you to download, only once in a month. You can choose the date or day in which the backup is to be ready for downloading.

For example, if data backup is scheduled to take place by date and the chosen date is 15th, then the backup will be ready for downloading on the 15th of every month.

If data backup is scheduled to take place by day and the first monday is chosen, then the backup will be ready for downloading on the first monday, every month.

Quick tip

  • For users with the paid edition (except ultimate), of the 2 free backups that you are entitled to use, you will be utilizing only one. You can utilize the other to obtain a backup archive on demand.
  • For users with the Ultimate edition, of the 4 free backups that you are entitled to use, you will be utilizing only one. You can utilize the others to obtain a backup archive on demand.

Every Week

The backup will be downloaded every week. You can choose the day, when the backup should be downloaded.  For example, If you choose monday, the data backup will take place on every monday of the month.

Note

  • For users with the paid edition (except ultimate), choosing this type prompts you to purchase a weekly recurring data backup.

Download Immediately

If you would like to have a data backup on demand, you can choose the download immediately option.

Schedule Data Backup

To Schedule a data backup

  1. Log in to your Zoho CRM with administrative privileges.
  2. Go to Setup > Data Administration > Data Backup.
  3. Click the radio button to choose when the backup should take place and click Done.
    The backup summary will appear.
    It shows the type of backup chosen, status of backup and when the next backup will take place.

Download Data Backup

Once the data backup is ready, the user with administrative privileges can download it. The data and the attachments will be grouped into separate .zip folders.

CRM Data - The records under each module will be made available.
CRM Attachments - All the attachments in your CRM Account i.e. attachments of records in the module will be available.

To download Data Backup

  1. Log in to your Zoho CRM with administrative privileges.
  2. Go to Setup > Data Administration > Data Backup.
  3. Click the file under the download section to download it.

Logs

The chronological sequence of action performed, pertaining to data backup will be listed here. They include actions such as
  • Configuration - Upon scheduling backup, the log will be updated with the configuration chosen by the user. For example, Sophia Isha scheduled a BiWeekly backup.
  • Backup is ready to download - When the backup is ready for downloading.
  • Download initiated - When the backup is downloaded by the user.
  • Stopping a scheduled backup
  • Backup purchase details - Details of backup add-on purchased will be updated in the log.

Data Backup Notification

Administrators who configured backup, gets popup notifications in the following cases:

  • When the backup is scheduled.
  • When the backup is being archived.
  • When the backup is ready for download.
  • When the administrator stops backup.

Stop Recurring Backup

When you have a data backup scheduled, you can choose to cancel it when the need arises.

Note

  • This operation will not stop your recurring subscription payment for weekly backup, to cancel your subscription payment, please visit subscription page.
  • You can't stop a backup when it's currently running or after the backup is ready for downloading.

To stop backup

  1. Login to your Zoho CRM account with the Administrator privileges.
  2. Go to SetupData Administration > Data Backup.
  3. In the Data backup page, click Stop Backup from the backup summary window.

    Click I understand, from the popup to stop your backup.
    Click Cancel to stop the operation.

Purchase backup

Users with the free edition of Zoho CRM have to purchase onetime data backup add-on or upgrade to a paid edition of Zoho CRM and utilize the free data backup available. Once that is exhausted, if you would like to backup the CRM data, you can purchase the add-on.

To purchase backup from the subscription page (Users with free edition)

  1. Login to your Zoho CRM account with the Administrator privileges.
  2. Click your ProfileSubscriptionManage Subscription.
  3. Click Buy Now against the Onetime data backup add-on.
  4. Select the number of backup units you would like to purchase and click Continue.

    The summary of your order will be displayed. Click Confirm.
  5. Enter your billing details and click Make Payment.

To purchase from Data Backup Window (Users with free edition)

  1. Login to your Zoho CRM account with the Administrator privileges.
  2. Go to Setup > Data Administration > Data Backup.
  3. Click Download Now in the Data Backup page.
    Purchase Backup popup appears, where you can choose the number of onetime data backup units and click Continue.
  4. Enter the payment details and click Make Payment.

    The purchase summary will be displayed.

Purchase backup while upgrading Zoho CRM

You can purchase a weekly data backup and onetime data backup add-on at the time of upgrading from your free edition to a paid edition of Zoho CRM (Standard/Professional/Enterprise/Ultimate).

To purchase backup while upgrading

  1. Login to your Zoho CRM account with the Administrator privileges.
  2. Click your Profile > Subscription > Manage Subscription.
  3. Choose the edition of Zoho CRM you need and click Upgrade.
  4. Enable the weekly data backup checkbox to add that to your subscription.
    You can also choose to purchase onetime data backup by selecting the number of units from the drop-down list.

Purchase Onetime data backup add-on (User with paid edition of Zoho CRM)

Once your free data backup has been exhausted, you can purchase backup add-on if you would like to schedule a backup. 

To purchase data backup from the subscription page

  1. Login to your Zoho CRM account with the Administrator privileges.
  2. Click your Profile > Subscription > Manage Subscription.
  3. Click Buy Now in the Nonrecurring Add-Ons section.
  4. Select the number of one time backup add-on from the drop-down and click Continue.
    403
  5. Click Make Payment to confirm your order.

    The purchase summary will be displayed.

To purchase from the data backup page

  1. Go to SetupData AdministrationData Backup
  2. Choose a repeat type and click Done.
  3. A pop-up appears asking you to purchase data backup add-on.
    This pop-up appears, only if you have exhausted your available data backup add-ons.
  4. Select the number of units and click Make payment.

Downgrade Add-Ons

To Downgrade Add-Ons

  1. Login to your Zoho CRM account with the Administrator privileges.
  2. Click your Profile > Subscription > Manage Subscription.
  3. Click Downgrade User/Add-Ons.
  4. Enable the checkbox of the backup that you have subscribed to and click Downgrade.
  5. Click Confirm.

File Format:

The exported CRM data will be in.CSV format, compressed in a single archived (*.ZIP) file. You can open the file in Text Editor or in spreadsheet program.

Listed below are the steps to open the CSV file in Microsoft Excel:

For Microsoft Excel 2007 users:

  1. Open Microsoft Excel.
  2. On the Data tab, select From Text, from the 'Get External Data' section.
  3. In the Import Text File dialog box, select the exported CSV file, and then click Import.
  4. In the Text Import wizard dialog box, specify the following:
    • File type: Choose the file type as "Delimited".
    • File Origin: Select the file origin as " Unicode(UTF-8) ", and then click Next.
    • Delimiters: Select the delimiter as " Comma ", and then click Finish.
      You will be prompted to select the range of cells.
  5. Select the range of cells and the corresponding CRM data will be imported in the spreadsheet.

For Microsoft Excel 2003users:

  1. Open Microsoft Excel.
  2. Click the Data tab and select the option Import External Data.
  3. In the Import Text File dialog-box, select the exported CSV file, and then click Import.
  4. In the Text Import Wizard dialog box, specify the following:
    • File type: Choose the file type as "Delimited".
    • File Origin: Select the file origin as "Unicode(UTF-8) ", and then click Next.
    • Delimiters: Select the delimiter as "Comma ", and then click Finish.
      You will be prompted to select the range of cells.
  5. Select the range of cells and the corresponding CRM data will be imported in the spreadsheet.

Note

  • Zoho CRM does not, in any way, include any kind of harmful information or data into your exported files. However, as a precautionary measure to safeguard yourself from unknown security threats, it is recommended that you look for warnings about executable operations when opening an exported file in MS Excel. Please refrain from updating any commands in the CSV file exported from Zoho CRM.
  • Following items will not be part of data backup:
    • Email - Email content and attachments.
    • Documents.
    • Entity Photos.
    • Any data that is obtained through Integration.

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