Budget Backup and Restore Process

Backup and Restore Functionality Overview

The Backup and Restore functionality allows you to save and restore your budget to a specific point in time. A budget backup captures a complete snapshot of the entire budget at the moment it's created, preserving all relevant data. When a restore is performed, the budget will appear exactly as it did at the time of the backup within the DECISION focus.

Key Points

  • Only non-approved budgets can be backed up or restored.

  • The restore function is available to users with the necessary permissions and only restores data the user is authorized to access.

Budget Backups

How the Backup Process Works

When a budget backup is created, the following actions take place to ensure that all essential data is captured and saved for future restoration:

  1. All Budget Requests Included
    All budget requests present in the budget at the time of the backup will be saved.

  2. Budget and CAPEX Request Data
    The backup includes a snapshot of all budget properties and CAPEX request-related properties as defined by your administrator. This ensures that their exact state at the time of the backup is captured. For more information on setting up properties for budget backups, refer to the documentation on Budget Backups.

  3. Miscellaneous/Contingency Amounts
    Any miscellaneous or contingency amounts in the budget will be saved as part of the backup.

Requests that are approved outside the budget are not included in the backup but will be available in the investment plan if enabled on the toggle Show requests outside budget. However, backups can be created for budgets in any state (approved or not approved).

Managing Backups: Edit, Delete, and Automate Backups

All backups created for a budget are available in the Backups menu within the specific budget. From this menu, you can easily manage your backups:

  • Rename a Backup: Click on the pen icon next to the backup name to rename it.

  • Delete a Backup: Click the red trash bin icon next to the backup name and confirm the deletion.

  • Create Backups: Manually create new backups from this menu whenever necessary.

  • Set Up Automatic Backups: Enable automatic backups to schedule monthly backups, ensuring your budget is always up to date without manual intervention.

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The

Backup Options

1. Automatic Backups

A backup is automatically created whenever a budget is approved, capturing its state at the moment of approval.

2. Manual Backups

Users with the appropriate permissions can manually trigger a backup for a budget at any time.

Steps to Manually Trigger a Budget Backup

  1. Navigate to Capital Budgeting → Open the specific budget → Go to the Backups section in the left-side menu.
    OR
    Navigate to Capital Budgeting → Open the budget → Click the context menu for the budget.

  2. Click Create Backup.

  3. The backup is created as a background job, allowing you to continue working. The time required depends on the number of requests included in the budget.

3. Scheduled Monthly Backups

Users with permission can schedule recurring monthly backups to automatically save the budget at regular intervals. You can schedule backups to run on specific days or follow a recurring pattern (e.g., the first Monday of each month).

Steps to Schedule Monthly Backups

  1. Navigate to Capital Budgeting → Open the specific budget → Go to the Backups section in the left-side menu.

  2. Click Enable Automatic Backups.

  3. In the pop-up window, define the monthly recurrence or specify a backup schedule (e.g., 1st day, last day of the month, or first Monday).

  4. Click Save.

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Enable automatic monthly backups for a budget.

Example Backup Schedules:

  • Monthly Backup on the 1st day of the month

  • Monthly Backup on the last day of the month

  • Monthly Backup on the first Monday of the month

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Monthly backup recurrence set on the 1st day of the month
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Monthly backup recurrence set on the last day of the month
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Monthly backup recurrence set on the first Monday of the month

Restoring from Budget Backups

How the Restore Process Works

When restoring from a backup, several actions occur to revert the budget to its saved state:

  1. Site-Specific Data Restoration
    You will be prompted to select the site you wish to restore. Only the sites you have permission to access will be available.

  2. Access-Controlled Data Restoration
    The restore process will apply only to the data that the user has permission to view and modify.

  3. Restoration of Budget Requests and Statuses
    All budget requests, including their CAPEX_ON_BUDGET_CREATION and CAPEX_MODIFIED_IN_BUDGET statuses, will be restored to their state at the time of the backup. This includes requests that were removed after the backup due to changes in budget criteria. However, property data from the Capex Management module will not be restored—only Capital Budget-related data, such as actions to budget requests and budgeted outlays, will be restored.

  4. Preservation of Request Modifications
    Any modifications to request statuses within the budget will be restored, including:

    • Rejected budget requests

    • Shifted years for budget requests

  5. Removal of New Requests
    Any budget requests added after the backup creation will be removed during restoration.

Restoring a single production unit will still remove all post-backup (new) budget requests across all production units. Be cautious when restoring partial data to avoid unintended loss.

Steps for Restoring from a Backup

  1. Access the Backup
    Navigate to Capital Budgeting and open the specific budget where you want to restore a backup.

  2. Select a Backup to Restore
    Open the budget's context menu and select Restore from Backup. A list of available backups will be displayed. Select the backup that corresponds to the desired point in time.

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Restore from backup is located within the context menu of a budget.

  1. Select Organizational Units to Restore
    You will be prompted to choose which organizational units should be restored. Select the units you want to include in the restore process.

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Selecting a backup and the organizational units to restore from the backup.

  1. Restore the Backup
    Confirm the restore operation. Once confirmed:

    • The budget will revert to the state captured in the selected backup.

    • Any budget requests added after the backup creation will be removed.

Limitations of Restore

  • Restoration is Limited to Non-Approved Budgets
    Only non-approved budgets can be restored. Once a budget has been approved, it cannot be reverted through the restore function.

  • Approved Budgets Remain Unaffected
    The restoration process has no impact on approved budgets; they remain unchanged.

  • New Budget Requests Are Removed
    Any budget requests created after the backup was made will be automatically discarded during restoration. This applies universally, even if you restore only a specific production unit or mill.

  • Miscellaneous/Contingency Amounts Not Restored
    Miscellaneous or contingency amounts in the budget will not be restored and must be manually re-entered as they were in the backup if needed.

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