Knowledge Base

SUMMARY

This article provides information regarding various backup strategies for Tabs3 Software. It discusses recommendations for standard versions of Tabs3 Software as well as Platinum editions of Tabs3 Software.

BACKUP PROGRAMS IN TABS3 SOFTWARE

The Tabs3 Software includes a built-in back up program. The standard multi-user software includes the Back Up Data Files and Restore Data Files programs whereas the Platinum edition of Tabs3 Software includes the HotBackup and Restore HotBackup programs. These built-in back up programs are designed to create a temporary backup of all data files.

A more detailed comparison of the built-in back up programs can be found in R11193, "HotBackup Overview." This article also provides additional information regarding HotBackup features.

WHY YOU NEED ANOTHER BACKUP METHOD

It is important to note that the built-in backup programs in the Tabs3 and PracticeMaster software back up data files. They do not back up program files, nor do they back up every file in the Tabs3 Current Working Directory. You will need to use a third-party backup to back up the Tabs3 Current Working Directory for purposes of recovering from a catastrophic failure, such as fire, flood, theft, server hard drive failure, etc.

BACK UP REQUIREMENTS

When backing up Tabs3 Software data, you must observe the following in order to create a successful backup:

• All users must exit the Tabs3 Software.
• All data files must be backed up at the same time.

Additionally, when using the Platinum edition of Tabs3 Software, you must observe one of the following:

• Shut down the Platinum Server before running the backup; or,
• Configure the backup to exclude the *.FCS files.

Note:  The *.FCS files are Platinum Server files that must not be locked by other programs, such as third-party backup programs, while Platinum Server is running. Doing so can cause errors in the Platinum Software that would require restoring from an earlier backup.

When backing up Tabs3 Software using a third-party backup method, all files in the database structure must be closed in order to create a valid backup. Open files can cause fatal errors and/or data corruption for users actively working in Tabs3 Software as well as inaccurate or incomplete backups.

If users are in the software or do not exit the software properly, files are left open. In larger firms, it can become quite difficult to ensure that all users have closed all applications properly before every backup. Having an administrator reset users is not a good solution because it can also cause files to be left open as well as potentially introduce data corruption.

Depending on the third-party backup software being used, it typically can be configured to skip open files or wait for the open/cached files to close. Both of these options are problematic when backing up Tabs3 Software data files. Skipping open files in database software is not a viable solution because all Tabs3 Software data files must be backed up as a set. Waiting is not a good solution either because it can cause mismatched data files as well as backups that do not complete.

Making a backup that does not include all data files provides a false sense of security. This is because restoring this backup will almost certainly yield a set of data with mismatched data files and will in all likelihood include Data File Integrity Check errors, generate fatal errors, and be unusable.

Note: The above steps are generally not required when using a Volume Shadow Copy Service (VSS) in conjunction with Tabs3 Platinum Software. When using Platinum software, any backup software that utilizes VSS can create a VSS backup, or snapshot, without users exiting the software, stopping the Platinum Server service, or excluding .FCS files. Additional information on using VSS can be found in KB Article R11430, "Using Volume Shadow Copy Service (VSS) to Back Up Tabs3 Software."

PLATINUM BACKUP STRATEGIES

The following discusses additional backup strategies as they relate to making third-party backups when using Tabs3 Platinum Software.

Backing Up While Users Not in Software

The following table summarizes two different third-party backup options that can be used if you want to rely on a third-party backup as a stand-alone backup. Option A requires shutting down the Platinum Server and Option B allows the Platinum Server to remain running but requires you to exclude *.FCS files. Note that both options require all users to exit all Tabs3 Software applications.

Backing Up While Users in Software

When making a third-party backup, backing up your data files requires that all users exit all Tabs3 Software applications. In many situations, it may not be practical to have all users exit the software. This is one of the primary reasons why we developed HotBackup.

It is possible to implement a backup strategy that allows for users in the Tabs3 Software. This strategy requires either using a third-party backup and HotBackup together, or a Volume Shadow Copy (VSS) backup solution. When using a third-party backup and HotBackup, it also may require restoring from both a third-party backup and a HotBackup in the event it is necessary to restore.

It is extremely important to note that files are open when users are in the Tabs3 Software. If open files are skipped during a third-party backup, the third-party backup is not valid as a stand-alone backup because all data files must be backed up as a set of data files at the same time. However, any Tabs3 Software data files that are skipped because they are in use will be included in the HotBackup. Therefore, although the third-party backup by itself is invalid, restoring a HotBackup immediately after restoring a third-party backup addresses these issues. Alternatively, VSS can be used to create a snapshot of the database even while users are in the software. Additional information on using VSS can be found in KB Article R11430, "Using Volume Shadow Copy Service (VSS) to Back Up Tabs3 Software".

Note: VSS Support for the Platinum Server requires a 32-bit server computer; 64-bit servers are only supported when the Platinum SQL server is installed. See the System Requirements section of KB Article R11430, "Using Volume Shadow Copy Service (VSS) to Back Up Tabs3 Software," for more information.

Note: For best results, this technique requires that the HotBackup be made directly before the third-party backup as discussed in the Scheduling Backups section.

Skipped Files Note:  When using this method, it is important to be aware of the files that are not included in HotBackup.

Restoring Other Backups

In the event you need to restore a third-party backup on top of a current Platinum Version installation, you must delete the existing *.FCS files before restoring the backup. The following outlines the sequence of events.

Scheduling Backups

Regardless of which backup strategy you implement, when scheduling backups, it is important to observe the following:

• Schedule backups to eliminate situations where a HotBackup is being performed at the same time as the third-party backup is being performed.
• We recommend scheduling a HotBackup before the third-party backup is performed. For example if your third-party backup starts at 2:00 a.m. and your HotBackup takes less than 60 minutes, schedule a HotBackup at 1:00 a.m.

Files Not Included in HotBackup

A HotBackup includes all of the Tabs3 Software data files you would need to restore your Tabs3 Software data set. However, HotBackup is not intended to be a full backup of the Tabs3 Current Working Directory. The Tabs3 Current Working Directory includes some files that are not included in the HotBackup that you may want recovered in the event you would need to restore. Therefore, it is important to periodically back up the entire Tabs3 Current Working Directory and HotBackup folder using a third-party backup method that does NOT skip open files.

The following files from the Tabs3 Current Working Directory (and all folders under the Current Working Directory) are not included in the HotBackup:

• Program files (EXE) and DLL files
• PracticeMaster linked documents
• PracticeMaster document templates stored in the Area of Practice Documents folders
• Any reports, PDF files, documents, templates, and other files that you store in the Tabs3 Current Working Directory structure
• Tabs3 Software Snapshot files (if modified)

Other Issues

Locked Files:  Some third-party backup software programs, such as Backup Exec software by Symantec, allow you to configure the backup to lock files while they are being backed up. Do NOT enable this option. This option can cause fatal errors if the backup is performed while the Tabs3 Software is running or while the Platinum Server and STI Director are running. Instead, configure the backup software to skip open files and use HotBackup in addition to your third-party backup as previously discussed in Option C.

Incremental Backups: We recommend not using incremental backups of the Tabs3 folder because of potential issues that can occur with mismatched data files. This is especially problematic when performing a backup prior to converting to a new version, due to potential folder and file structure changes.

FREQUENTLY ASKED QUESTIONS

If I'm using Platinum, can I simply back up my HotBackup folder and not back up the Tabs3 program folder?

 We recommend periodically backing up the entire Tabs3 Current Working Directory (and all folders under the Current Working Directory).