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Managing Webgility Desktop Backups and Database Migration for Smooth Operations

This article helps Webgility Desktop users create, restore, and migrate database backups. These processes are crucial for maintaining smooth operations and safeguarding business data during software upgrades or when transitioning to a new computer.

Overview

This guide outlines how to create, restore, and migrate your Webgility Desktop database backups to ensure smooth operation and data integrity when you upgrade your system or change machines.

1. How to Create a Webgility Database Backup

Regularly backing up your Webgility Desktop database is critical for protecting your business data. You can perform backups manually or set up automatic backups using the Scheduler.

  • Manual Backup

    1. Open Webgility Desktop on your primary computer.
    2. Navigate to System > Backup.
    3. Choose a location on your local drive to store your backup file (the default is C:\Webgility).
    4. A .bak file will be generated. The time required for the backup may vary depending on the size of your database.

  • Automatic Backup (via Scheduler)

    1. In Webgility Desktop, open Scheduler Settings.
    2. On the left menu, click Backup your Data.
    3. Configure the following options:
      • Backup Location: We recommend C:\Webgility\Backups or a preferred path on a local drive.
      • Frequency: Select how often you want backups to occur (e.g., Daily, Weekly).
      • Overwrite Rules: Define how old backups are handled (e.g., keep the last 5 backups).
    4. Save your settings and ensure the scheduler is enabled.

2. How to Restore a Webgility Database Backup

Restoring a database backup is essential for recovering from system failures, moving to a new computer, or reverting to a previous configuration.

  • Prerequisites:

    • Ensure the .bak file you intend to restore is placed in the C:\Webgility folder on the target machine where Webgility Desktop is installed.

  • Steps:

    1. Log in to Webgility Desktop.
    2. Navigate to System > Backup > Restore.
    3. Select the correct .bak file from the location where you placed it.
    4. After successful restoration, a confirmation message will appear stating: "Backup has been restored successfully."
    5. Restart Webgility Desktop to complete the process and ensure all changes are applied.

3. Identify the Primary Workstation

Your Webgility Desktop backup files are created and stored on the Primary Workstation, even if a backup process was initiated from an add-on user's machine.

  • How to Locate the Primary Workstation:

    1. On any computer running Webgility Desktop, go to the folder: C:\Webgility\UnifyEnterprise\XML.
    2. Open the file ApiConfig.xml using a text editor like Notepad.
    3. Locate the <SourceName> tag — the value within this tag indicates the name of your Primary Workstation.
    4. You will use this machine to retrieve your backup files from the C:\Webgility folder.

  • Note: If you are using Webgility Desktop in a hosted environment like RightNetworks, please contact their support for assistance with database backups and migration:

    • support2@rightnetworks.com
    • t2vendor@rightnetworks.com

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

This process involves backing up your database from your old computer and restoring it on your new one.

  • Step 1: Create a Backup on the Old Computer

    • Follow the Manual Backup steps outlined in Section 1 of this article to create a .bak file from your existing database. This is the file you will transfer to your new computer.

  • Step 2: Install Webgility Desktop on the New Computer

    1. Log in to the Webgility portal (portal.webgility.com) and download the latest Webgility Desktop installer.
    2. Run the setup file and complete the Webgility Desktop installation on your new computer.
    3. For detailed installation instructions: Refer to the Webgility Installation Guide.

  • Step 3: Install SQL Server Webgility Desktop requires a SQL Server instance to store its database.

    • Option A: Via Webgility Desktop Application (Recommended for new installations)

      1. When you launch Webgility Desktop for the first time on the new computer, choose the option: “This is a new computer, install SQL server and create Webgility database.”
      2. Click Continue and follow the on-screen prompts to complete the SQL Server installation.

    • Option B: Manual Installation

  • Step 4: Restore the Database

    1. Copy the .bak file (created in Step 1 from your old computer) to the C:\Webgility folder on your new computer.
    2. Open Webgility Desktop on the new computer.
    3. Go to System > Backup > Restore.
    4. Select your backup file and follow the restoration steps as described in Section 2 of this article.
    5. Restart Webgility Desktop once the restoration is complete.

  • Post-Migration Validation: After successfully moving your database, perform these checks to ensure everything is working correctly:

    • Confirm that your store and accounting connections within Webgility Desktop are active.
    • Download a test order to verify that the sync functionality is working as expected.
    • If you have add-on users, ensure they can access the shared data.