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Backing up your data

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Leigha Walker
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Overview

Creating a back up of your data in MC Professional is essential because it protects your information from being lost due to technical issues, accidental deletion, or corruption. It also simplifies the process of upgrading or switching to a new system by ensuring all important data remains intact. Additionally, backups help you comply with your organizations regulations for data storage and recovery. Most importantly, they provide peace of mind, knowing that your critical member and financial data is safe and can be easily restored if needed.

This article provides a guide on exporting your database, including steps for exporting:

  • Media manager files
  • Form submissions
  • Invoices
  • Active member profiles
  • Lapsed member and prospect profiles
  • Article HTML

Exporting Media Manager files

The Media Manager serves as a central hub for storing your site's images, documents, videos, and other files. To back up your files, follow these steps:

  1. Go to Website > Media Manager.
  2. Select Export All Files.
  3. When the export finishes, go to Reporting > Exports.
  4. In the Data Export Report, select DOWNLOAD FILE.

Exporting form submissions 

Exporting form submissions lets you save data on submission revenue, registration details, activities, donations, and associated profile information. To back up your submissions, follow these steps:

  1. Go to Forms > Form List.
  2. Choose a form's Submission List by clicking on the number of submissions in the Submissions column.
  3. Select Tag All.
  4. Select Actions in the bottom right corner of the page, then click Export Tagged Submissions. All tagged submissions are included in your export.
  5. Enter an Export Name.
  6. Select all fields you would like included in the export or click TOGGLE ALL FIELDS.
  7. Select EXPORT SUBMISSIONS.
  8. Access the export by navigating to Reporting > Exports.
  9. In the Data Export Report, click DOWNLOAD FILE.

Exporting invoices

The invoice list shows all invoices in your database, and exporting it includes both profile details and financial data. To export your invoices, follow these steps:

  1. Go to Financial > Invoices.
  2. Scroll to the bottom of the page and select 50 invoices per page.
  3. Select TAG THIS PAGE.
  4. Click ACTIONS in the bottom right corner of the page, then click Export x Invoices. All tagged invoices are included in your export.

    Only 50 invoices can be exported at one time.
  5. Access the export by navigating to Reporting > Exports
  6. In the Data Export Report, click DOWNLOAD FILE.

Exporting active member profiles

Your Membership Dashboard shows a list of your current members along with their statuses, such as active, graced, lapsed, or prospects. Here’s how you can create a backup of your member profiles:
  1. Navigate to the Membership Dashboard. 
  2. Click on the total number of Active members.
  3. Select TAG ALL.
  4. In the ACTIONS dropdown, select Export Profiles. All tagged profiles are included in your profile export.
  5. On the Export Profiles window, click the Select a saved attribute set or create a new set dropdown menu to determine which attributes you want to include in your export file.
  6. The following default attribute sets are included in the dropdown menu:
    • Create New or Ad Hoc: This option lets you select whichever attributes you'd like to include in your export. If selected, a dropdown menu that includes all attributes in your database displays. Check-off the attributes that you want to include in your export file.
    • All Attributes: Exports all attributes found in your database.
    • System Default: Includes only the 6 default built-in attributes found in your database: First Name, Last Name, Organization, Email Primary, Expiration Date, and Member Type. 
      This dropdown also contains all saved attribute sets found in your database.
  7. Once you've selected the attribute set to export, ensure that you:
    • Include a name for your export in the Export Name field.
    • Decide if you would like to Save this attribute set for future use. This may come in handy if you've selected the Create New or Ad Hoc option.
    • Decide if you would like to check off Include profile ID in the export. The profile ID attribute is a unique identifier that's used to differentiate members in your database.
    • Decide if you would like to check off include profile notes in the export. These are notes found in the Notes tab of each member's profile.
    • Decide if you would like to Include renewal status in the export file. This information confirms if the member is in their renewal period and can renew their membership.
  8. Select EXPORT.
  9. Access the export by navigating to Reporting > Exports.
  10. In the Data Export Report, click DOWNLOAD FILE.

Repeat these steps to export Lapsed and Prospect profiles. 

Exporting article HTML

To create a backup of your articles, you will need to copy the article's HTML. These steps will need to be repeated for each individual article. 

  1. Go to the Website > Articles.
  2. Click on the title of the article.
  3. Select the HTML button on the article editor.
  4. Select and copy the article's HTML, then paste it into the document where you’re saving the articles.

For any questions or assistance, please don't hesitate to contact our support team.

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