ThreadCount
a6f1059ddf
Uniform stock management for healthcare linen rooms: the coordinator app, the phone counter and the staff app, for your own server. Built from a113353 on 2026-09-15. Licensed under the Functional Source License (FSL-1.1-ALv2).
72 lines
4.1 KiB
Markdown
72 lines
4.1 KiB
Markdown
---
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title: Export and backup
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section: account
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order: 5
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summary: The one-file backup, CSV exports, the last-backup date, what a restore replaces and refuses, and whose backups are whose.
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screen: Settings › Data & audit log
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role: Admin
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keywords: backup, export, download, restore, import backup, JSON, CSV, last backup, data, recovery, take my data, leave
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---
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## The backup file
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`Export backup` on `Settings › Data` downloads the whole facility as one JSON file, named for the date where your facility is, such as `threadcount-backup-2026-09-13.json`. `Download backup` on `Settings › Plan` gets the same file. Only admins can take it.
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The file holds the facility's settings and every record. That covers the catalogue, barcodes, stock and its movements, and locations. It also covers departments, suppliers, the staff register, manager approvals, issues, orders and their deliveries, pickups, stocktakes, hand-ins and cost changes. The staff app's side is in it too: requests and their messages, the waitlist, kit checks, damage reports, record queries and the ward notice. Photos and signatures are written into the file.
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Left out on purpose:
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- users and staff sign-ins, because those rows hold passwords;
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- ThreadCount's own notes about your plan.
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The newest photos travel, up to 2000 photos or 40 MB. Older ones are counted and left out, so the file stays small enough to restore, and the screen says how many. The records they belong to are all in the file, and the images stay on the server.
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The backup still downloads when the facility is read-only.
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## CSV exports
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Reports, People, Stock (On hand, Count and Locations), Orders, Requests and the audit log in Settings download CSV files. So do the department and supplier lists in Settings. The files are for reading and for finance; see [The nine reports](/docs/reports/the-nine-reports).
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Only the backup file restores a facility. A CSV export does not change the last-backup date.
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## The last-backup date
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`Settings › Data` shows `Last backup:` with the date and how many days ago, or `No backup taken yet.` Past 7 days, or with no backup at all, the line is marked in red.
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Each download of the backup file, from either screen, sets the date.
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## Restore a backup
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1. **Open `Settings › Data` and choose `Import backup`.**
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2. **Pick a ThreadCount backup file.**
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3. **Confirm.** The warning says the restore replaces all data in this facility.
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Everything in the facility is deleted and rebuilt from the file, facility settings included. The facility name, slips, groups, sets and time zone all come from the file. It keeps the users, single sign-on settings and plan. Staff sign-ins survive, re-attached to register entries by staff number.
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| Record | Change | Undo |
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|---|---|---|
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| Facility | All records replaced by the file's | Restore an earlier file |
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| Facility | Settings replaced by the file's | Restore an earlier file |
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| Staff sign-ins | Re-attached by staff number | None needed |
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A restore is refused when:
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- the file is not a ThreadCount backup;
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- the facility is read-only;
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- the file holds more staff records than the plan allows, 60 on Hosted Small;
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- the file exceeds a count limit, such as 20,000 staff or 300,000 issues;
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- you have made 20 restores or imports in 10 minutes;
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- the upload is over 60 MB.
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Photos beyond 2000 in a file are dropped rather than refused, and the screen says how many. Keep that file, because those images exist only in it.
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> **Careful** A restore replaces what is there now. Take a fresh backup first if today's records matter.
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## Your backups and the service's
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The Plan screen's `Backups` row shows the hosted service's own nightly backups: 14 days on Hosted Small, 35 days on the other plans. What they commit to is in the [Service Level Agreement](/sla) and on [Security](/security).
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No screen restores one facility from those backups. The only restore in the app is `Import backup` with a file you hold.
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The [Terms](/terms) make exporting and keeping regular backups the facility's own responsibility. Store the file under your records policy; it holds the staff register. Self-hosted servers need a backup of their own, as described in [Backups](/docs/selfhost/backups).
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