HotBackup Overview

Last reviewed: 08/19/2008
Article ID: R11193

The information in this article applies to:

• Version 14.3 Tabs3 and PracticeMaster Client Server Version (CSV) Software

Summary

HotBackup is a feature unique to Client Server Version (CSV) software that allows all data files to be backed up while they are in use. In database terminology, data is considered "hot" when it is live and accessible to all users. Therefore, backing up data in this state is considered a "hot" backup. This article compares HotBackup with the standard built-in Back Up Data Files program, includes configuration and runtime screenshots, discusses the directory structure, and provides additional technical information.

• Comparing HotBackup with Back Up Data Files
• Runtime Screenshots
• Configuration Screenshots
  • HotBackup Schedule
  • Schedule Recurring HotBackups
  • HotBackup Notification
  • Configure E-mail Server
  • Notification Message
  • HotBackup Folder
• Directory Structure
  • Naming Convention
  • HotBackup Vault
• Technical Information
  • File Name
  • Backup Files
  • Statuses and Phases
  • Log Files
• Troubleshooting HotBackup

Warning: HotBackup creates temporary backups and it is not intended to replace your regular backup procedures. It is important to make sure that regular backups are kept off site in case of hardware failure, theft, flood, etc.

Comparing HotBackup with Back Up Data Files

HotBackup replaces the existing Back Up Data Files program found in previous version of Tabs3 and PracticeMaster software. The following is a side-by-side comparison of the two programs:

¹ Only two backups are kept at any one time.

² The ARQ backup file is limited to 2GB in size.

³ In Version 14.1 and earlier, users must exit the software product being backed up. In Version 14.2, all users must exit all software products.

⁴ The Back Up Data Files program only includes GLS Clients that integrate with Tabs3, APS, and TAS.

Additional information on the Back Up Data Files program can be found in KB Article R11167, "Built-In Back Up and Restore Programs."

Note: The Tabs3 and PracticeMaster Task Folders preserve the Back Up Data Files program name and icon used in non-CSV versions of the software. This is to retain familiarity, making it much easier for existing users to transition to CSV software.

Runtime Screenshots

The following HotBackup-related windows are displayed when using the Version 14.3 Tabs3 and PracticeMaster CSV software.

The following window (Fig. 1) is displayed when a HotBackup is not in progress. It is displayed when selecting HotBackup from the File menu, or by selecting Back Up Data Files from the Task Folders.

Fig. 1, HotBackup Progress window

The following window (Fig. 2) is displayed when a HotBackup is in progress.

Fig. 2, HotBackup Progress window

The following "HotBackup Recommended" window (Fig. 3) is displayed when initiating a task that could cause data loss if interrupted. An example of such a task is the Tabs3 and PracticeMaster Renumber Timekeeper program (Maintenance | Renumber | Timekeeper). The image of the red traffic light indicates that if you choose to make a HotBackup at this time, it must fully complete before you will be allowed to continue with your task.

Fig. 3, HotBackup Recommended (i.e., red traffic light) window

The following "HotBackup Suggested" window (Fig. 4) is displayed when initiating a task that may not be easily undone if interrupted. This is significantly different from the "HotBackup Recommended" window which warns of possible data loss. An example of a task that may not be easily undone if interrupted is the Tabs3 Change Client Options program (Maintenance | Client Related | Change Client Options). The image of the yellow traffic light indicates that if you choose to make a HotBackup at this time, you will be allowed to continue once the HotBackup is in progress. This is significantly different from the red traffic light, which indicates that the HotBackup must fully complete before being allowed to continue.

Fig. 4, HotBackup Suggested (i.e., yellow traffic light) window

Note: It is also possible for a "HotBackup Suggested" window to be displayed with a red traffic light. An example of a task that displays such a window is the Tabs3 and PracticeMaster Reindex Files program (Utilities | Reindex Files).

The following window (Fig. 5) is displayed after initiating a HotBackup from either the "HotBackup Recommended" window or the "HotBackup Suggested" window. The image of the green traffic light indicates that you may proceed with your task. When preceded by the "HotBackup Suggested" window (i.e., a yellow traffic light), this window is displayed once the HotBackup is in progress and it is okay to continue. When preceded by the "HotBackup Recommended" window (i.e., a red traffic light), this window is displayed once the HotBackup is fully complete. (Note: When preceded by the "HotBackup Recommended" window, the window's message indicates that a HotBackup has completed).

Fig. 5, HotBackup (i.e., green traffic light) windows

Note: If you do not close the green traffic light window, it will automatically close after approximately 10 seconds.

Configuration Screenshots

Configuration of HotBackup is done in the System Configuration software program. These configuration settings are conveniently located in the Client Server Configuration window (Client/Server | Client Server Configuration). The following is a brief overview of the Client Server Configuration window.

Detailed information is available in the Help provided with the System Configuration software.

HotBackup Schedule

The HotBackup Schedule tab (Fig. 6) displays a list of scheduled HotBackups. It is used to create or delete scheduled HotBackups, as well as temporarily suspend scheduled HotBackups. HotBackups can be scheduled for varying times of the day on weekdays, every day of the week, or specific days of your choosing.

Fig. 6, HotBackup Schedule tab

Schedule Recurring HotBackups

The Schedule Recurring HotBackups window (Fig. 7) is used to schedule one or more HotBackups. It is accessed via the Schedule Recurring HotBackups button on the HotBackup Schedule tab (Fig. 6).

Fig. 7, Schedule Recurring HotBackups window

HotBackup Notification

The HotBackup Notification tab (Fig. 8) is used to configure e-mail messages that can be sent automatically to various recipients in the event a HotBackup fails or succeeds. A powerful customized description feature allows unique messages to be sent each time.

Note:  Using e-mail messages to notify recipients of successes and failures provides a powerful built-in safeguard feature. We recommend that at least one e-mail message be defined for failures so that the appropriate personnel are notified in the event there are problems.

Fig. 8, HotBackup Notification tab

Configure E-mail Server

The Configure E-mail Server window (Fig. 9) is used to configure the settings necessary to send e-mail messages. It is accessed via the Configure E-mail Server button on the HotBackup Notification tab (Fig. 8).

Fig. 9, Configure E-mail Server window

Notification Message

The Notification Message window (Fig. 10) is used to add a new e-mail message, or edit an existing one. It is accessed via the Add New Message and Edit Message buttons on the HotBackup Notification tab (Fig. 8).

Fig. 10, Notification Message window

HotBackup Folder

The HotBackup Folder tab (Fig. 11) is used to configure the location where HotBackups are stored, as well as the number of HotBackups to maintain at one time. By default, the HotBackup Folder is defined as "C:\HotBackup", and the Number of Successful HotBackups to Keep is set at 4 Recent and 2 Archive (i.e., 6 total). See the Directory Structure section for additional information on these settings.

Fig. 11, HotBackup Folder tab

Directory Structure

The HotBackup folder defined on the HotBackup Folder tab (Fig. 11) of the Client Server Configuration window is the parent directory where HotBackups are stored. Within this directory are the following three folders:

Naming Convention

HotBackup Vault

The HotBackup Vault program (Fig. 14) lists all HotBackups located in the HotBackup folder. This includes both successful and unsuccessful (i.e., failed) HotBackups. It is accessed from the System Configuration software program, via the Client/Server menu option (Client/Server | HotBackup Vault).

Fig. 14, HotBackup Vault

Technical Information

When a HotBackup is started, a system-wide "snapshot" is taken of all data files. Changes to the data are allowed while the HotBackup is in progress (i.e., users can continually work in the software), but any changes made after the snapshot is taken are not incorporated into the current HotBackup. An additional component of STI Server Version 14.3 is the STI Director (STDIRECT.EXE), which runs as a Windows service on the server.

STI Director assists with communicating specific information between STI Server and the various workstations. Because the STI Director Service is always running on the server, a HotBackup can be started even when the Tabs3/PracticeMaster software is not running. In fact, STI Director is responsible for starting all HotBackups.

STI Director triggers a HotBackup when one is scheduled, or when a user requests that one be started. Throughout the HotBackup process, status information is sent to STI Director, which in turn disseminates the HotBackup progress information to the various workstations. The following diagram illustrates the interactions among the various components involved during a HotBackup:

Fig. 15, HotBackup, STI Director, and STI Server

File Name

HotBackup operates via the STHB.EXE file. This file is located in the Tabs3 and PracticeMaster program directory, and is installed with the STI Server software.

Backup Files

Although all data files in the Tabs3/PracticeMaster program directory are backed up during a HotBackup, the majority of these files are not merely copied to the HotBackup folder. Instead, the majority of the data files are "streamed" together into a single backup file: BACKUP.001. This stream file has a 1GB size limit. If necessary, additional stream files are created with incremental file extensions. For example, when backing up more than 2GB of data, the following stream files are created: BACKUP.001, BACKUP.002, and BACKUP.003.

Statuses and Phases

During a HotBackup, the HotBackup Progress window (Fig. 2) displays current activity in the Status and Phase fields. The following is a list of all statuses and phases, and the order in which they occur.

Log Files

The following log files are useful for informational and troubleshooting purposes.

BACKUP.LOG

The BACKUP.LOG file is located in the HotBackup root folder. This file maintains a pipe-delimited list of all HotBackups currently located in the Archive, Recent, and Failed subfolders. The following is an example of a BACKUP.LOG file:

	07101904|On Demand|10/19/2007 08:34:21|10/19/2007 08:34:43|Succeeded|N/A|FRANK||||ErrorInfo|
	07101905|Scheduled|10/19/2007 10:00:00|10/19/2007 10:01:00|Succeeded|N/A|||||ErrorInfo|
	071022**|Scheduled|10/22/2007 12:00:00|10/22/2007 12:01:01|Failed|N/A|||||ErrorInfo|

HB.LOG

An HB.LOG file is stored with each HotBackup, and is located in a HotBackup's YYMMDD## (i.e., 07102301) folder. This file maintains a detailed list of the specific actions that took place in order to create the HotBackup. The date and time of each action is also recorded in this file. The following is an example of an HB.LOG file:

	10/19/2007 08:34:22|h:HB_BEGIN_BACKUP_SCRIPT_GEN|
	10/19/2007 08:34:22|h:HB_END_BACKUP_SCRIPT_GEN|Successful
	10/19/2007 08:34:22|h:HB_BEGIN_RESTORE_SCRIPT_GEN|
	10/19/2007 08:34:22|h:HB_END_RESTORE_SCRIPT_GEN|Successful
	10/19/2007 08:34:22|h:HB_BEGIN_LOCK_NON_CTREE_FILES|
	10/19/2007 08:34:22|h:HB_END_LOCK_NON_CTREE_FILES|Successful
	10/19/2007 08:34:23|h:HB_USER_TASK_REC|System="HotBackup" UserId="(Backup)" Task="HotBackup"
	10/19/2007 08:34:23|h:HB_USER_TASK_REC|System="Tabs3" UserId="FRANK" Task=""
	10/19/2007 08:34:23|h:HB_SYSMON_STARTED|
	10/19/2007 08:34:23|r:HB_RELAY_REQ_DYNDMP|
	10/19/2007 08:34:23|h:HB_REQ_DYNDUMP|
	10/19/2007 08:34:28|r:DYNAMIC_DUMP_START|
	10/19/2007 08:34:29|r:DD_COMPLETES_SUCCESSFULLY|
	10/19/2007 08:34:29|h:MISC_INFO|Validation attempt 1, BeginOffset:2086471, EndOffset:2164239
	10/19/2007 08:34:30|r:DD_VALIDATION_SUCCEEDS|
	10/19/2007 08:34:43|r:CHILD_PROGRAMS_EXITED|
	10/19/2007 08:34:45|r:HB_DELETING_BACKUP|07101604

Troubleshooting HotBackup

If you receive a message that HotBackup failed, use the following steps to troubleshoot the problem:

1. Check all paths needed for HotBackup:

   Note: All paths need to be entered as local drive paths, not mapped drives or UNC paths.  Entering the path as a mapped drive or UNC path will cause HotBackup to fail every time, because the STI Director is unable to recognize mapped drives or UNC paths.

   1. Check the paths in the STI Server Service properties window.
      1. From the Windows Control Panel, select Administrative Tools.
      2. Select Services.
      3. Right-click the STI Server Service and select Properties.
      4. Verify that the Path to Executable field is pointing to the correct directory and executable file. If it is not, keep in mind it is not possible to edit this path directly. While everyone is out of the software and both the STI Server Service and the STI Director Service is stopped, open a command-line prompt, change the directory to the Tabs3 program directory, and enter "ctntinst -remove STI Server Service" to remove the STI Server Service. Then, using the command-line prompt, confirm you are still inside the Tabs3 program directory and enter "ctntinst -install STI Server Service" to reinstall the STI Server Service. Both services must be started back up in order for people to log in. Detailed instructions for this process are outlined in Chapter 3 of the STI Server Manual, "Operating STI Server - Windows Version".
   2. Check the Approved Directories in the STI Director Service window. 
      1. From the Windows Control Panel, select STI Director Service.
      2. Select Data in the Approved Directories table.
      3. If the directory does not have a local drive path, click the Edit button to edit the Directory field so that it has a local drive path to the STI Program directory.
   3. Check the HotBackup path in Client Server Configuration.  
      1. Open System Configuration.
      2. From the Client/Server menu, select Client Server Configuration.
      3. Click the HotBackup Folder tab.
      4. Verify that the HotBackup Folder section has the correct path entered. If it isn't correct, edit it to the correct path. (Tip: Press F1 to view Restrictions & Examples of correct paths in the Help provided with the software.)
   4. Check the Data and Program Directories in Client Server Configuration.
      1. Open System Configuration.
      2. From the Client/Server menu, select Client Server Configuration.
      3. Click the Director Configuration tab.
      4. Verify that the Data Directory field has the correct path, and edit this field if necessary.
      5. Verify that the Program Directory field has the correct path, and edit this field if necessary.
2. View the HotBackup Detail Report via the HotBackup Vault.
   1. Open System Configuration.
   2. From the Client/Server menu, select HotBackup Vault.
   3. Highlight the desired HotBackup item and click Details.
   4. A HotBackup Detail Log window will be displayed. Select Preview to display the report and click OK.
   5. Depending on why the HotBackup failed, the Detail Log may or may not give you the information you are looking for. It is possible for nothing to be recorded about that particular HotBackup.
3. View the Windows Event Viewer on the Server. To Open the Event Viewer:
   1. From the Windows Control Panel, select Administrative Tools.
   2. Select Event Viewer.
   3. Select Application in the left pane of the Event Viewer. By default, events are listed in descending date/time order.
   4. Locate the STI Director Service and/or STI Server Service entry that corresponds to the date and time of the HotBackup you are investigating.
   5. Right-click the entry and select Properties.
   6. The Event Viewer Properties window may provide information that might explain why the problem occurred. However, if it is not readily apparent, record the information found in the window for Technical Support purposes.

Tip: You can use EVENTVWR.EXE from a command line to open the Windows Event Viewer.

Tip: You can use SERVICES.MSC from a command line to open the Windows Services Window.

"Every time HotBackup runs it fails. What can cause this?"

There are multiple reasons that HotBackup can fail. The best way to solve this situation is to follow the troubleshooting outline described above.

Resources

• KB Article R10712 - Client/Server Overview
• KB Article R11167 - Built-In Back Up and Restore Programs
• Microsoft KB Article 323527 - How to use Windows Task Manager

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