Backup, export, reset, delete
Backup, export, reset, delete
Who can do this: it depends on the action; the table below lists each one. See the and the .
This page covers the actions that copy data out of a space or remove data from it. Read the table before you click anything.
At a glance
Action (menu label) | What it removes | Reversible? | Who |
|---|---|---|---|
Backups | Nothing. Copies each data table to a CSV zip in your own storage | n/a |
|
Export / Import | Nothing on export. Import adds items next to existing ones | Import: no automatic undo |
|
Duplicate project | Nothing. Creates a new space | Delete the new space |
|
Hide from my list | Nothing. Only your own list changes | Yes: Show in my list | Anyone |
Leave space | Your own rights and group memberships in this space | Only if someone invites you back | Anyone, except on a demo, as last owner, or as the payer |
Clear table data… (inside a table, Data menu) | Every row of that table, its sequence counters, comments, worklog entries and balance history. Columns, views, formulas and automations stay | No |
|
Clear tables data… (space menu) | The same, for each table you tick, plus every table that points at a ticked table | No |
|
Delete Space | The whole space: documents, rows, forms, dashboards, portal, settings | No | The owner the space is billed to (see below) |
"Reversible" here means the product has a way back. There is no recycle bin for a deleted space. Rows deleted one at a time are different: see Recently deleted in .
1. Backups
What it's for
A scheduled copy of every data table in the space, as CSV files in a zip, uploaded to storage that you control (S3-compatible or WebDAV).
Careful: this is not a full-system backup. The zip holds one CSV per data table, and its folders follow your navigator. It does not hold documents (text pages), forms, dashboards, spreadsheets, automations, rights and groups, portal users and settings, connectors, or uploaded images and files. Use it as a safety net for your rows. To move or rebuild a whole space, use Export / Import as well (see ).
What a restore would and would not recover
The product has no restore button. Getting data back means importing the CSVs with the import wizard, into tables that already exist or that you recreate. Rebuild structure first: columns, forms, dashboards, automations and rights are not in the backup.
Some columns do not survive the round trip, because the CSV holds what the grid shows, not the stored link or file:
Reference columns (type Reference). Each cell holds the label of the linked row (the text the grid shows), never the row's id. On import, map the column and choose Match by field…; links come back only where the referenced table already has a row whose chosen field equals that label, so import the referenced table first. The picker offers only plain columns of the referenced table, not formula or reference columns. A cell that links several rows holds their labels in one cell, separated by commas, and the import looks that whole text up as one label, so such a cell comes back empty. If two rows share the same value, the link goes to one of them. A label with no match leaves the cell empty.
File and image columns (types Files and image types). The files themselves are not in the zip. A file cell holds each file's name followed by its address in angle brackets; an image cell holds the image addresses. Importing does not turn that text back into attachments, so restore the files from your originals.
Formula columns (and Rollup and Lookup columns). The CSV holds the last calculated value, or the error text when the formula failed; the formula itself is not in the backup. These columns are not offered as import targets. Recreate the column first: a formula column is calculated from the imported rows, not read from the CSV. Rollup and lookup columns are likewise not taken from the file, and need their reference links restored first. Sequence (auto-number) columns are also not import targets, so their numbers are allocated again.
Before you start
You need Manage Members on the space to open Backups.
You need an S3-compatible bucket or a WebDAV folder, and its keys.
Needs your administrator: the Report email is sent through the installation's outgoing mail. If nobody receives backup reports although recipients are set, ask your administrator to configure email sending. See .
Settings
Open the space menu and choose Backups.
Setting | What it does | Default in a new form | Risk |
|---|---|---|---|
Run backups on a schedule | Turns the schedule on | Off | Off means nothing runs except Run now |
Frequency | Daily, Weekly, Monthly or Custom (cron) | Daily | A custom cron that does not parse never fires |
Time, Day of week, Timezone | When it runs | 02:00, Monday for weekly, your browser's timezone | Times are in the timezone you pick |
Cron expression | 5-field cron for Custom (cron) |
| Same |
S3-compatible or WebDAV | The kind of destination | S3-compatible | |
Endpoint URL, Region, Bucket, Path prefix, Use path-style URLs (MinIO / most non-AWS) | S3 destination. Leave Endpoint URL blank for AWS S3 | Empty | |
Access key ID, Secret access key | S3 keys | Empty | Stored encrypted. Leave blank later to keep them |
WebDAV URL, Username, Password / app password | WebDAV destination | Empty | Same |
Keep | Last N backups or No auto-removal (keep everything) | Last 10 | Older successful backups past N are deleted from your storage. With no auto-removal your storage fills up |
Project owners | Email everyone with the | On | |
Additional recipients | Up to 10 more addresses | Empty | The download link goes only to people who can manage the space |
Only when a backup fails | Skip the email for successful runs | Off | With nobody ticked you see No one will be emailed about backup results. |
Your storage address cannot point at the server's own network. Loopback, private and cloud-metadata addresses are refused when you save or test.
Steps
Open Backups.
Choose the destination and fill in its fields.
Press Test connection. You want Connection successful.
Set the schedule and Keep, and the Report email recipients.
Tick Run backups on a schedule and press Save. You see Backup settings saved.
Press Run now for a first backup. Only one backup runs per space at a time.
How to check it worked
Under History, the run shows Succeeded with Tables, Rows and Size, and Trigger is Scheduled or Manual.
Download gives you the zip through the app, without exposing your keys. The list shows the last 30 runs.
Open the zip in your own storage and check that a table's CSV has the rows you expect.
Undo / what can go wrong
Failed runs show an error and are kept in the history. They hold no file.
A run that stops reporting for about 10 minutes is marked failed so the next one can start.
If your plan drops backups, scheduled runs stop and saving is refused.
Deleting a space does not delete files already in your storage.
2. Export / Import
The whole-space JSON export is described step by step in . It needs Owner.
Careful: the export file contains connector credentials and portal user emails. Treat it as a secret.
3. Clear tables data…
What it's for
Empties tables while keeping their design. Use it to remove test data before going live.
Who can do this: Owner. The menu hides it for everyone else, and the server checks again.
Steps
Open the space menu and choose Clear tables data… The dialog is titled Reset project data.
Tick the tables to empty, or Select all. The line N table(s), M row(s) to delete updates as you go.
When you tick a table, every table that references it is ticked too, marked added because it references a checked table. This avoids rows pointing at nothing. Unticking one table does not untick the ones added with it.
Type the space name where it says Type the project name to confirm.
Press Clear selected data. You see Cleared N row(s) across selected tables.
For a single table, use Clear table data… in the table's Data menu. It shows Clear all data in this table? with a Clear data button. There is no typed-name check here.
What it keeps and removes
It deletes rows, resets sequence counters, and removes attached comments, worklog entries and balance history for those tables. It keeps table structure, views, formulas, automations, forms and dashboards.
Careful: this cannot be undone, and it does not go through the Recently deleted list. Export or back up first. Each table is cleared on its own, so a failure partway can leave some tables cleared and others not. Tables bound to an outside data source are skipped.
4. Delete Space
What it's for
Permanently removes a space and everything in it.
Who can do this: the owner the space is billed to. See . The rule:
If the space is billed to you and you hold Owner, Delete Space is in the menu.
If it is billed to another owner, you do not get it; you get Leave space and Hide from my list. The error reads Only the owner this space is billed to can delete it. Take over its billing first, in Access → Billed to. Press Bill this project to me in Users and rights, then delete.
A space with no billing owner can be deleted by any owner.
A platform administrator can delete any space.
Steps
Open the space menu and choose Delete Space.
The dialog asks Are you absolutely sure? and says the project and all its analysis data, files and dependencies will be permanently deleted.
Type the space name where it says Type the project name to confirm. A wrong name shows The name you typed does not match this project.
Press Delete Space.
Careful: there is no undo and no recycle bin. The address (alias) becomes free for anyone to take. The space's web addresses stop working. Files are released and cleaned up later by storage housekeeping. Before deleting, take a Backups run and an Export / Import file.
5. Leave space
Who can do this: anyone with their own access, except on a demo space.
Choose Leave space in the menu and confirm. Your own rights and group memberships end at once.
Message | Meaning |
|---|---|
You pay for this space. Transfer billing to another owner before leaving. | Transfer billing first |
You are its last owner. Grant Owner to someone else before leaving. | Grant |
This is a demo space shared with everyone — hide it instead of leaving. | Use Hide from my list |
Nobody can undo your leaving; someone still in the space has to invite you again.