The Backup and Restore tool allows you to schedule automatic backups, make custom one-time backups, and restore previously made backups. Files backed up to other locations can be used to restore lost data. If multiple machines are used for tax preparation in one office, files can be moved to other computers and uploaded to a single machine to create a master file.

From the menu bar of the Home window in Drake Tax, go to Tools > File Maintenance > Backup or Restore options to open the new "Backup and Restore" dialog. Notice that both features are now on the same window.

 

Setting up Automatic Backup-Full


If you want to set a time for daily automatic backups, select the Enable check box and follow the instructions for Configure Automatic Backups.

IMPORTANT: To prevent problems in the event of data loss, Drake Software Support recommends scheduling automatic backups at least once a week.

Setting Up Manual One-Time Backup


If you prefer manual backup(s), you can choose to back up all your Drake Tax files (including the Archive cabinet Documents). You can choose to back up to a local device, network drive, or off-site storage provided by SecureFilePro (Secure File Pro).

 

Perform Full Backup


To set up your custom backups, from the Manual One-Time Backup section of Backup and Restore, complete the the following steps:

    1. Check mark the Backup to a local or network location box and, if necessary, click Browse to select a location. If you want to use off-site storage and you have an SecureFilePro account, you can choose it as your location.
    1. To back up all of your Drake Tax files, use the Perform Full Backup option. The following steps complete a full backup. For Selective Backups instruction see the Custom Backups in the following section.
    2. Select Include DDM (Archive Cabinet) if you want to include that in your backup.
    3. Click Backup to start the manual backup.
    4. While backup is running the message box shows "Backup in progress"... and "Backup complete!" when it is done. When backup is complete, click Close to return to the "Backup and Restore" dialog.
    5. When done with backup and restore, click Close to return to Drake Tax's Home window.



Note

You can back up to both a local or networked location and the off-site storage SecureFilePro.


 

Selective Backup


To build a custom backup follow the steps below:

    1. Mark the Backup to a local or network location box, and if necessary click Browse to select a location. If you want to use off-site storage and you have an SecureFilePro account, you can choose that as your location.
    2. Choose the Selective Backup option and click Backup.
    3. This opens the "Create Selective Backup" dialog, defaulted to Backup Everything. To customize, change to the Customize Backup option and all options are enabled and available to you.
    4. Click the buttons on the left side of the dialog box to list the Drake Tax files on your computer. The button clicked determines the check boxes that appear in the grid list on the right-side of the screen.
      1. All Drake Files – Is a non-filtered grid view of all Drake Tax files available for backup. These will include Tax Returns, Setup Files, and System Files found in the current year of Drake Tax.
      2. Tax Returns – Filters the grid view to just client tax returns.
      3. Setup Files – Filters the grid view to just files pertaining to Drake Tax setup and preferences, such as Setup, Pricing, State Pricing, etc.
      4. System Files – Filters the grid view to just system files, such as CSM, GW, Scheduler individual information, appointments, etc. As you select files to backup they displays in the Summary of Selected Files to Backup.
      5. (Optional) – To add non-Drake Tax files, click Custom Items and follow the on-screen instructions to add files using the Windows File Chooser.
    5. At the bottom of the right of the dialog, enter a custom name for the backup in the Backup Description field provided.
    6. To include Drake Documents files, mark the Include Full DDM Archive Cabinet check box.
    7. When you are done with your selections, click Backup.
    8. Click Exit to return to the main "Backup and Restore" dialog.

IMPORTANT: CD-RW typically requires use of third party software and additional steps outside the Drake program during the backup and restore routine.  For assistance with using a CD-RW, please refer to your software vendor's user manual. Drake Software Support cannot provide assistance backing up or restoring from a CD-RW.

Backing up Online to SecureFilePro


When using the automatic backup feature of saving custom backups, Drake Tax clients who want to store their files at an off-site location, can now back up their files to SecureFilePro.


When you mark the backup to SecureFilePro box and click Backup, the programs opens the SecureFilePro Login. Customers who already have an SecureFilePro domain are prompted for their SecureFilePro Account #, SecureFilePro Username, and SecureFilePro Password; customers who do not have an SecureFilePro account can click Register for SecureFilePro to get an account. To learn more about our SecureFilePro, visit our product securefilepro.com.


How Backups are Handled by SecureFilePro


When you begin automatic daily backups to SecureFilePro, the program grabs a full backup. During the next six days it does not backup all your selected files every day, only files that change that day. On the seventh day, the process starts again with a new "full" backup followed by six days of "incremental" backups. If no changes are made to your files, no automatic backup is performed that day. Handling SecureFilePro using the combination of "full" and "incremental" backups saves you resource time, SecureFilePro storage space, and subsequently operating costs.


SecureFilePro will retain backups for the number of weeks set in the Configure Automatic Backups process.


Restoring Your Files


To restore your data from another location, drive, or from SecureFilePro, follow the steps below:

    1. From the menu bar Home window of Drake Tax, go to Tools > File Maintenance > Restore, to open the "Backup and Restore" dialog.
    2. At the bottom of the "Backup and Restore" dialog, select the location from which to restore your files; an external device, a local or network location or SecureFilePro.
    3. If from an external device or local/networked location, click Browse to find the backup you want to restore.
    4. Select the name of the backup you want to restore.
    1. Click Preview to review your options and complete the restore process.
    2. The "Restore Items From Backup" dialog opens. This defaults to a Custom Restore where you can pick and choose files to restore. If you need a full restore, select the Restore Everything option and continue.
      1. All Drake Files – Is a non-filtered grid view of all Drake Tax files available for backup. These will include Tax Returns, Setup Files, and System files found in the current year of Drake Tax.
      2. Tax Returns – Filters the grid view to just client tax returns.
      3. Setup Files – Filters the grid view to just files pertaining to Drake Tax setup and preferences, such as Setup, Pricing, State Pricing, etc.
      4. System Files – Filters the grid view to just system files, such as CSM, GW, Scheduler individual information, appointments, etc. As you select files to backup they will display in the Summary of Selected Files to Backup.
      5. (Optional) – To add non-Drake Tax files, click Custom Items and follow the on-screen instructions to add files using the Windows File Chooser.
    3. Once you have chosen full or custom files to restore, click Restore.
    4. The program prompts you for a confirmation, click Yes to continue and complete the restore process.
    5. The program displays a "Restore Progress" dialog and displays "Restore is complete!" when it is done.
    6. Click Close to return to the Restore Items From Backup.
    7. Click Exit to close this dialog and return to the "Backup and Restore" main dialog.



Note

In order to restore a file, a backup file must exist. Make sure you back up your data regularly.