Access HandiSoft Online is a managed service from Access.
For business continuity purposes, the Access HandiSoft Online platform will regularly create secure backups of the data, documents, and applications that a business uses. Access HandiSoft Online regularly performs automated backups that are kept for 90 days.
The purpose of these backups is in the unlikely event of a serious incident, Access can quickly access the backup and restore entire instances at a moment’s notice. The backup process is designed around this type of major event situation to get the entire business working again within Access HandiSoft Online as soon as possible.
Where clients have accidentally deleted data or a document, the data we store for backups is not suitable for restoring one file into the database or documents.
This is where the Shadow Copy function can assist you with reverting a file or document to a previous version. Shadow Copy creates a backup every 4 hours, on the hour, from midnight AEST of the HandiSoft Data and Docs folder structure.
Important: If using the SQL version, the shadow copy will not be possible to restore a single HandiTax or HandiLedger entity, as the clients and entities are held in a table on the SQL server. Due to the nature of the SQL environment, the restore functionality is only available in cases of major incidents, i.e., where the entire database needs to be restored to a certain point in time. You will need to re-enter these clients afresh in the module.
The Shadow Copy backups are kept for 28 days.
Therefore, if a file is required to be restored within that 28-day window (that is older than 4 hours) then this is possible by using Shadow Copy. However, if a file was modified or changed longer than 28 days ago, there will be no backup copy to restore.
Caution: Restoring data files should only be done with clear knowledge of what the result will provide. Incorrect usage of restoring files using Shadow Copy can result in Access HandiSoft programs ceasing to function correctly within Access HandiSoft Online.
Recover a Deleted file using Shadow copy
Click on the File Explorer icon (yellow folder on the bottom toolbar).
Navigate to the Doc (Y:), DocBase, Clients, select the folder in which the deleted folder was stored.
Right-click on the folder and select Properties from the drop-down menu.
Select the Previous Versions tab and select the folder date that needs to be restored. Open the folder and review the contents to confirm if this is the correct folder.
If the document/s are not showing in the folder selected, close the folder and repeat the steps on a later dated folder version until the document/s have been found.
Once you have located the correct folder with the deleted document, close the document, right click on the document/s and select Copy, Paste the document back into the correct client folder or to another location.
Recovering an Overwritten or Corrupted file
Click on the File Explorer icon (yellow folder on the bottom toolbar).
Navigate to the Doc (Y:), DocBase, Clients, select the folder in which the overwritten or corrupted file is stored.
Select the Previous Versions tab and select the document. Click Open to view.
View the document to confirm this is the correct version to restore, if the document is not the correct version, close the document and repeat the steps on a later dated document.
Once you have located the correct document to restore, close the document and click Restore. This will replace the file in the correct location.
Recovering a Folder
The process is similar to recovering an overwritten or corrupted file.
Click on the File Explorer (yellow folder on the bottom toolbar).
Navigate to the Doc (Y:), DocBase, Clients, select the folder to restore.
Right-click on the folder and select Properties from the drop-down menu.
Select the Previous Versions tab and select the folder date that needs to be restored. Open the folder and review the contents to confirm if this is the correct folder.
View the documents within the folder to confirm this is the correct version to restore, if this is not the correct version, you will need to close the folder and repeat the steps on a later dated folder until the correct folder content is found.
Once you have located the folder to restore, close the folder and click Restore; this will replace the folder in the correct location.
Note: Selecting restore will restore everything in that folder, including subfolders and files.