Data Backup Management

Enhanced Security & Reliability
Your backup data is protected with industry-leading security measures:

• Encrypted Storage: Backup data is encrypted and stored securely using reliable cloud infrastructure.
• Secure Data Transfers: Data transfers utilize enterprise-grade encryption protocols for protection.
• High Availability Systems: Depending on your plan and contract, we offer highly available systems with uptime guarantees up to 99.95%.
• Data Integrity Verification: Built-in verification processes help ensure backup completeness and accuracy.
• Geographic Redundancy: Multiple backup copies may be maintained across different locations based on your service level.

Backup Types Available
Safedevops offers multiple backup options to meet your data protection needs:

• Manual Organization Backups: Create instant backups of your entire organization from the Organization Settings → Backups tab.
• Automated Organization Backups: Scheduled backups that run automatically based on your subscription plan - no manual intervention required.
• Individual Work Item Backups: Export specific work items and their data from the work item details page.
• Complete Data Restoration: Restore your entire organization from any backup with full data recovery capabilities.

Subscription Plan Features
Backup capabilities vary by subscription level to meet different organizational needs:

• Starter Plan: No automated backup functionality. Must upgrade to Pro or Enterprise for data protection features.
• Pro Plan: Weekly automated backups, up to 10 manual backups stored, 4-week retention period.
• Enterprise Plan: Daily automated backups, up to 25 manual backups stored, 30-day retention period, priority support.

1. Navigate to Organization Backup Settings
Access the organization backup management interface through your organization settings:

• Primary Navigation: Click "Organization" → "Settings" from the main sidebar menu.
• Backup Tab: Select the "Backups" tab within the organization settings page.
• Permission Check: Ensure you have OrgAdmin privileges to access all backup features.
• Plan Verification: Confirm your organization has a Pro or Enterprise subscription to use backup features.

[Screenshot showing the navigation path to organization backup management.]

2. Backup Dashboard Overview
The backup management dashboard provides a complete view of your organization's backup status:

• Current Plan Status: See your subscription plan and available backup features.
• Automated Backup Schedule: View when your next automated backup will run.
• Backup History: Browse all previous backups with dates, sizes, and status information.
• Storage Usage: Monitor your backup storage usage against your plan limits.
• Quick Actions: Create new manual backups or download existing ones.

Individual Work Item Backups
Additional backup options are available at the work item level:

• Work Item Details: Access backup options from any work item's detail page.
• Granular Protection: Create backups of specific work items before making major changes.
• Version History: Combine with work item history features for comprehensive change tracking.
• Quick Recovery: Restore individual work items without affecting the entire organization.

1. Initiate Backup Creation
Start the manual backup process from the backup management interface:

• Create Backup Button: Click the "Create New Backup" button in the Data Backup Management section.
• Form Display: The backup creation form will expand below the button.
• Permission Validation: System automatically verifies your administrator permissions.
• Plan Verification: Confirms your organization's eligibility for backup creation.

[Screenshot showing the Create New Backup button and expanded form.]

2. Configure Backup Settings
Customize your backup configuration using the available options:

• Format Selection: Choose between JSON (recommended) or YAML format for the backup file.
• Compression: Enable GZIP compression (recommended) to reduce file size and storage costs.
• Include Users: Toggle whether to include user account details in the backup data.
• Description: Add an optional description to help identify this backup's purpose.
• Preview Settings: Review your selections before proceeding with backup creation.

[Screenshot showing the backup configuration form with all options visible.]

3. Execute Backup Creation
Complete the backup creation process with real-time progress tracking:

• Submit Form: Click "Create Backup" to begin the backup generation process.
• Progress Tracking: Monitor the backup status with real-time updates as it progresses from pending to completed.
• Data Validation: System automatically verifies backup completeness and data integrity.
• Completion Notification: Receive confirmation when the backup creation is complete with download options.
• Error Handling: Clear error messages and resolution steps if any issues occur during backup.
• Secure Storage: Completed backups are automatically stored in encrypted, secure cloud storage.

Exporting Individual Work Items
In addition to organization-wide backups, you can export individual work items and their data:

• Access from Work Item: Open any work item (Epic, Feature, User Story, or Task) in the work item details view.
• Export Options: Use the export functionality to download work item data including comments, attachments, and history.
• Multiple Formats: Export work items in various formats suitable for documentation or external analysis.
• Selective Data: Choose which aspects of the work item to include in your export (dependencies, comments, attachments).
• Team Collaboration: Share individual work item exports with team members or stakeholders as needed.

[Screenshot showing work item export options in the work item details page.]

Hands-Free Backup Protection
Automated backups provide continuous data protection without any manual effort:

• Pro Organizations: Weekly automated backups are created every 7 days automatically - perfect for most teams.
• Enterprise Organizations: Daily automated backups are created every 24 hours automatically - ideal for mission-critical projects.
• Instant Activation: Automated backups begin immediately when you upgrade to a paid plan or create a new paid organization.
• Zero Maintenance: All automated backups run in the background without disrupting your team's work.
• Smart Storage Management: Old automated backups are automatically removed when retention limits are reached to optimize your storage.
• Reliable Scheduling: Advanced scheduling system ensures backups run consistently and reliably.

Automated Backup Lifecycle
The system intelligently manages your automated backup lifecycle:

• Reliable Scheduling: Uses enterprise-grade task scheduling for consistent backup creation.
• Smart Retention: Pro plans keep 4 weekly backups, Enterprise plans keep 30 daily backups automatically.
• Automatic Cleanup: Old backups are removed automatically to manage storage efficiently while keeping your data protected.
• Failure Protection: If a backup fails, the system automatically retries and alerts administrators if needed.
• Plan Flexibility: Backup schedules automatically adjust when you upgrade or downgrade your subscription plan.
• Data Consistency: Automated backups ensure consistent data snapshots for reliable restoration.

Enterprise-Grade Security
Your backup data is protected with high security standards:

• Encrypted Storage: Backup data is encrypted both during transfer and while stored.
• Secure Access: Only authorized organization administrators can access backup features.
• Data Privacy: Your organization data remains private and is not shared with third parties.
• Compliance Support: Backup processes are designed to support enterprise compliance requirements for data protection.
• Audit Trails: Backup and restoration activities are logged for security monitoring purposes.
• Geographic Protection: Backup data storage across multiple secure locations may be available depending on your service level.

Reliability & Performance
Safedevops backup system is built for reliability and performance:

• High Uptime: Enterprise-grade infrastructure designed to provide high availability when you need your backups, with uptime levels varying by plan and contract terms.
• Optimized Processing: Backup creation and restoration processes are optimized for efficiency.
• Scalable Storage: Backup system is designed to scale with organizations of varying sizes.
• Data Integrity Checks: Built-in verification processes help ensure backups can be restored successfully.
• Redundant Systems: Multiple backup copies help protect your data against system failures, subject to your service level.
• System Monitoring: Continuous monitoring helps ensure backup systems operate effectively.

1. Viewing Backup List
Review all organization backups in the Backup History section:

• Chronological Order: Backups are displayed with the most recent first for easy navigation.
• Status Indicators: Color-coded status badges show pending, in-progress, completed, failed, or cancelled backups.
• Type Identification: Each backup shows whether it was created manually, automatically, or for migration purposes.
• Size Information: File sizes are displayed in human-readable format (KB, MB, GB).
• Timing Details: Creation time, start time, completion time, and duration are shown for each backup.

[Screenshot showing the backup history list with various backup types and statuses.]

2. Backup Details and Actions
Access detailed information and available actions for each backup:

• Data Summary: View counts of teams, projects, features, epics, user stories, tasks, and users included in the backup.
• Download Option: Download completed backups directly to your local system for offline storage.
• Restore Function: Initiate data restoration from any completed backup (requires organization deactivation).
• Error Messages: View detailed error information for failed backups to aid in troubleshooting.
• Expiration Dates: Monitor when backups will expire and be automatically deleted.

[Screenshot showing expanded backup details with action buttons.]

1. Prepare for Restoration
Take necessary precautions before beginning the restoration process:

• Data Assessment: Carefully review the backup you plan to restore, including its creation date and data counts.
• Current Data Backup: Consider creating a manual backup of current data before restoration if needed.
• Team Communication: Notify all organization members that a restoration is planned and will cause temporary unavailability.
• Organization Deactivation: Use the Organization Status section to deactivate your organization before restoration.
• Confirmation Process: Understand that restoration is irreversible and will replace all current data.

2. Execute Data Restoration
Perform the actual restoration from a completed backup:

• Select Backup: Choose the specific backup you want to restore from the backup history list.
• Restore Button: Click the "Restore from this Backup" button next to your chosen backup.
• Confirmation Dialog: Carefully read the confirmation message that shows the backup date and warns about data replacement.
• Final Confirmation: Type the required confirmation and click "Restore" to proceed with the irreversible operation.
• Processing Time: Allow time for the restoration process to complete, which varies based on data size.

[Screenshot showing the restoration confirmation dialog with warning messages.]

3. Post-Restoration Verification
Verify the restoration was successful and reactivate your organization:

• Data Verification: Check that teams, projects, and other organizational data have been restored correctly.
• User Access: Verify that user accounts and permissions are functioning as expected.
• Organization Reactivation: Reactivate your organization to restore normal functionality for all members.
• Team Notification: Inform your team that the restoration is complete and the organization is available again.
• Backup Scheduling: Confirm that automated backups resume according to your subscription plan.

Understanding Backup Limits
Each subscription plan has specific limits to ensure system performance and manage storage costs:

• Pro Plan Manual Backups: Maximum of 10 manual backups can be stored at any time.
• Enterprise Plan Manual Backups: Maximum of 25 manual backups can be stored at any time.
• Automated Backup Retention: Pro plans keep 4 weekly backups, Enterprise plans keep 30 daily backups.
• Quota Enforcement: System prevents backup creation when limits are reached with clear error messages.
• Cleanup Recommendations: Delete old manual backups to free space for new ones when needed.

Backup Creation Failures
Address common problems that can occur during backup creation:

• Insufficient Permissions: Ensure you have OrgAdmin role and are accessing the correct organization.
• Plan Restrictions: Verify your organization has a Pro or Enterprise subscription plan.
• Quota Exceeded: Delete old manual backups if you've reached your plan's backup limit.
• Organization Status: Ensure your organization is active and in good standing.
• Concurrent Backups: Wait for any in-progress backups to complete before creating new ones.

Restoration Issues
Resolve problems that may occur during the restoration process:

• Organization Not Deactivated: Deactivate your organization before attempting restoration.
• Incomplete Backups: Only completed backups can be used for restoration - check backup status.
• Permission Verification: Confirm you have OrgAdmin privileges for the organization being restored.
• Backup Corruption: Contact support if a backup appears corrupted or cannot be restored.
• Process Timeout: Large restorations may take time - avoid interrupting the process.

Backup Strategy Recommendations
Follow these best practices to maximize your data protection:

• Trust Automated Backups: Let Pro and Enterprise automated backups handle regular data protection - they run reliably without your intervention.
• Manual Backups for Milestones: Create manual backups before major project milestones, releases, or organizational changes.
• Descriptive Backup Names: Use clear, descriptive names for manual backups so you can easily identify them later.
• Regular Cleanup: Periodically review and delete old manual backups you no longer need to stay within your plan limits.
• Test Restoration Process: Occasionally familiarize yourself with the restoration process so you're prepared if you ever need it.
• Document Important Backups: Keep a record of which backups contain important project milestones for your team's reference.

Using Work Item Exports
Complement organization backups with individual work item exports:

• Project Documentation: Export key work items for project documentation or client deliverables.
• Stakeholder Reports: Share specific work item data with stakeholders who don't have system access.
• Archive Completed Work: Export completed epics or features for long-term project archives.
• Analysis and Reporting: Export work item data for external analysis or reporting tools.
• Team Collaboration: Share work item exports during team meetings or reviews.

Team Security & Access
Maintain proper security practices for backup management:

• Limit OrgAdmin Access: Only grant OrgAdmin privileges to trusted team members who need backup access.
• User Data Considerations: Think carefully about whether to include user data in backups based on your privacy requirements.
• Secure Downloads: If you download backup files, store them securely with appropriate access controls.
• Team Communication: Inform your team before performing restorations as this will temporarily affect access.
• Compliance Alignment: Ensure your backup practices meet your organization's data governance and compliance requirements.