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How to Back Up, Restore, and Migrate Your Webgility Desktop Databas

This article explains Webgility Desktop users how to manage their Webgility Desktop environment effectively by creating and restoring database backups (manual or scheduled), identifying the primary backup workstation, migrating the database to a new computer, and adding users or sales channels. Regular backups and proper configuration help ensure business continuity, prevent data loss, and support seamless scalability.

Overview

This article covers how to:

  • Create and restore a Webgility Desktop database backup (manual and scheduled)

  • Identify the primary workstation for backups

  • Migrate the Webgility database to a new computer

  • Add additional users or sales channels to your Webgility subscription

Regular backups ensure business continuity and prevent data loss. Learn how to safeguard your setup and grow your Webgility environment efficiently.

 1. How to Create a Webgility Database Backup

🔹 Manual Backup

  1. Open Webgility Desktop on your primary computer.

  2. Navigate to System > Backup.

  3. Choose the location to save the backup file (default: C:\Webgility).

  4. A .bak file will be generated. Backup time varies by database size.

🔹 Automatic Backup (via Scheduler)

  1. In Webgility Desktop, open Scheduler Settings.

  2. On the left-hand menu, click Backup your Data.

  3. Configure:

    • Backup location: C:\Webgility\Backups (or preferred path)

    • Frequency: Daily, weekly, etc.

    • Overwrite rules: Choose when to delete older backups

  4. Save and enable the scheduler.

 2. How to Restore a Webgility Database Backup

 Prerequisites:

Ensure the .bak file is placed in C:\Webgility on the target machine.

🔹 Steps:

  1. Log in to Webgility Desktop.

  2. Navigate to System > Backup > Restore.

  3. Select the correct .bak file.

  4. Once restored, a message will appear:
    "Backup has been restored successfully."

  5. Restart Webgility to complete the restoration.

 3. Identify the Primary Workstation

Backups are stored only on the Primary Workstation, even if triggered from an add-on user.

🔹 How to Find It:

  1. On any Webgility computer, go to:
    C:\Webgility\UnifyEnterprise\XML

  2. Open the file ApiConfig.xml using Notepad.

  3. Locate the <SourceName> field — this is the Primary Workstation name.

  4. Log in to that computer to retrieve the backup from C:\Webgility.

 Note: If you’re using a hosted environment like RightNetworks, contact their support directly for assistance with backups.

4. How to Move the Webgility Database to a New Computer

🔹 Step 1: Create a Backup on the Old Server

Follow the manual backup steps above to generate a .bak file.

🔹 Step 2: Install Webgility on the New Server

  1. Log in to portal.webgility.com to download the latest installer.

  2. Run the setup and complete the installation.
    ➡️ Need help? Refer to the Webgility Installation Guide.

🔹 Step 3: Install SQL Server

Choose one of the following methods:

A. Via Webgility App

  • When prompted at first launch, choose:
    “This is a new computer, install SQL server and create Webgility database”

  • Click Continue and complete setup.

B. Manual Installation

Follow the SQL Server Installation Guide for detailed steps.

 Step 4: Restore the Database

  1. Copy the .bak file to: C:\Webgility on the new machine.

  2. Open Webgility and go to System > Backup > Restore.

  3. Select the backup file and complete the restoration.

  4. Restart Webgility.

 Post-Migration Validation

  • Verify store and accounting connections.

  • Download a test order.

  • Ensure add-on users can access shared data, if applicable.