Remote Backup

Learn how copy the files stored in Gatekeeper to your own document storage solution

  Safeguard Compliance

   Estimated Read Time: 4 minutes

 

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Sections in this article

Walkthrough

How to use the File Export

Getting your connection details

Exporting to Mac

Exporting to Windows

Exporting to FTP Client

Export to Cloud Storage

FAQ

 

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File Export Introduction

This feature allows you to export all files currently stored in Gatekeeper to an external system of your choice

The below guide contains details of how to perform these backups to Windows, Mac or via another middleware solution to a location of your choice!

 

 

 

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How to use File Export

 

Part 1 - Getting your export credentials

Step 1) Go to Settings > Configuration > File Export

Step 2) Take a note of the URL, Username & Password - these will be used in Part 2

 

Part 2 - Exporting your files...

The below sections walk through how to use the above credentials to take a backup of the documents currently stored in Gatekeeper

 

Export to Mac 

Step 1) Open a Finder window

Step 2) In the top menu, hit Go

Step 3) Choose Connect to Server...

Step 4) Enter the connection details from Part 1, then hit Connect

Your connection will now be established and the folder will begin to show a snapshot of the files in your Gatekeeper system

Step 5) To store these on your Mac, you can copy & paste them to a location of your choice

 

Export to Windows 

Step 1) Open a File Explorer window

Step 2) Windows 10: Open the Computer tab then select Map network drive

                 Windows 11: Select the More menu, then Map network drive

Step 3) Select an available letter for this drive

Step 4) In the Folder text box, enter the URL from Part 1

Step 5) Check ☑️ Connect using different credentials

Step 6) Enter the rest of the credentials from Part 1 & hit Connect

You will now be able to access the files stored in Gatekeeper and browse like they are part of your local machine

Step 7) To take a backup,  you can copy & paste all files to a local folder of your choice

 

Export via an SFTP Client 

Step 1) Within your SFTP client, initiate a new connection

Step 2) For the connection type, choose WebDAV (HTTPS)

Step 3) Enter the connection details from Part 1, then save your connection

You will now be able to browse the files stored on Gatekeeper

Step 4) Using your SFTP client windows, you can take a backup by copying/downloading files from your WebDAV connection to another server (e.g. to your local machine)

 

 

Export to a Cloud Solution 

Preliminary Step: Connect your middleware to your cloud storage solution

 

Step 1) In your middleware solution, add a new cloud connection

Step 2) For this connection, choose the type WebDAV

Step 3) Name your connection (e.g. "Gatekeeper") then enter the credentials from Part 1

Step 4) You can now run a backup from the Gatekeeper WebDAV connection to your main storage solution

 

 

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FAQ   💬

 

Q: I cannot connect to my desired authentication method - what should I do?

A: If you have connected using the appropriate credentials, please also check with your internal IT Admins that the method you have chosen is possible within your office network.

 

Q: What happens when a file has many versions?
A:  Only the last version of a file is available to download via the WebDAV connection.

 

Q: Can I update and automatically download every X days?

A: Depending on the connection type you use, yes.

The Remote Backups feature in Gatekeeper cannot perform this export on a schedule. However, if using a middleware for the file transfer, these can be set up to export the documents on a schedule for you

 

Q: Can I change the default username in my credentials?

A: No, you cannot, but you can change the default password. Changing usernames will be possible in a future version

 

Q: Can I set up different snapshot/connection types (e.g. only Vendor files)?

A: No, the export connections will display all files.

Amending these for specific file sets will be possible in a future version!

 

Q: Is a connection just a single-use download?

A: There is no limit to how many downloads you can run while using the remote backups feature

 

Q: I cannot see all the Contract/Supplier/Entity folders - where are they?

A: The connection will only show folders where there exists a file

e.g. If some of your Vendors do not have any attachments, these will not display as folders in your WebDAV connection

Similarly, if you do not have any files at all attached to your Entities, you won't see the "Entities" parent folder via the connection

 

Q: Are edits in my WebDAV repo reflected in Gatekeeper?

A: You cannot edit files and folders in Gatekeeper via the WebDAV connection.  It is purely a read-only connection to be used for exports/back-ups

 

Q: Is the sync always "Live"?

A: Yes.

However, once you create the connection, the files being viewed will be static for a period of 15 minutes to 1 hour

i.e. If a file is added to your Gatekeeper repository, it will not instantly be visible via the WebDAV connection. When the connection refreshes you will be able to view this new file.

 

 

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Coming Soon 👀

Continuous document management: Integrate with Google Drive/OneDrive for seamless editing of files in your preferred Document Storage solution.