User Manual

Create a Backup

Updated on

In this article, you will learn

  • where the Backup feature is available in the application, and
  • which types of Backups can be created using this feature.

1. Introduction

In the Applications menu of the PPD Tools Collection, the Backup function [1] is available under Local Workflow.

If you intend to make significant changes to the database or file management system whose impact cannot be fully assessed, a backup should be created before applying those changes. The backup is created without Production Jobs or Print Items, minimizing its size and enabling fast execution.

The application can then be started using the created backup to test the planned changes. If the tests are completed successfully, the production instance can be started again and the same changes can be applied there.

To ensure that all functions are available, the PPD Tools Collection must be started with administrator privileges.

Intercepted Errors

Please note that not all errors are intercepted. In some cases, this may result in data loss. This functionality is not intended to replace a backup strategy. Users are responsible for creating and maintaining complete backups and ensuring data integrity.

Figure 1: Backup menu item under Applications > Local Workflow in the PPD Tools Collection

2. Functionality and User Interface

The core functions of the dialog are located in the two tabs: Backup [7] and Manage Backups [8], which are described in detail below.

2.1. "Backup" Tab

In this tab, backups can be created. Backups are stored by default in the pms_data directory. However, the target directory can be freely selected. Please note that if the destination directory is changed, these backups cannot be managed in "Manage Backups".

The following functions are available in the Backup tab:

  • Destination Folder [3] – selects the destination directory where the backup is stored. By default, the PMS_DATA folder on the C: drive is selected. By enabling the checkbox [2], an alternative target directory can be chosen.
  • Add. Backup Info [4] – defines the name used for the backup.
  • DB Folder Size [5] – displays the size of the database directory.
  • FM Folder Size [6] – displays the size of the entire application, including and excluding Production Jobs and Print Item data.
  • Create ZIP [10] – enables this option to create a ZIP file from the backup, reducing its file size.
  • Drop Tables [11] – when enabled, unused tables – especially log tables – are removed during the backup process. This option can only be used in combination with Minimal FM Files.
  • Minimal FM Files [12] – when enabled, active print production data from the file management is not copied (e.g., Production Jobs, Orders, etc.).
  • Database only [13] – when enabled, only a backup of the entire database is created. All other options are disabled.
  • Create Backup [9] – click this button to create a backup. All settings configured in this dialog are applied.
  • Monitor [14] – displays the progress of the backup process.

Figure 2: Backup tab in Applications > Local Workflow > Backup

2.2. "Manage Backups" Tab

In the Run Instances tab [20], backups stored in the pms_data directory as well as instances can be managed.

The following functions and information are available:

  • Current Instance [15] – displays the name of the currently running instance.
  • Backup [16] – allows selection of an available backup or import instance. The R button [19] can be used to rename the selected backup or instance.
  • Database [17] – displays the directory of the selected backup or instance.
  • Filemanagement [18] – displays the directory of backups for Production Jobs or Print Items, if available.

2.2.1. "Run Instances" Tab

In the Run Instances tab [20], you define which instance or backup is used when starting $PRODUCT_NAME_WORKFLOW application.

  • Run Default Instance [22] – click this button to start the $PRODUCT_NAME_WORKFLOW using the original main instance.
  • Run Selected Backup [23] – click this button to start the $PRODUCT_NAME_WORKFLOW using the selected backup.

Figure 3: Manage Backups tab in Applications > Local Workflow > Backup, with the Run Instances tab selected

2.2.2. "Manage Instances" Tab

In the Manage Instances tab [21] [25], stored instances can be imported, cleaned up, deleted, or set as the main instance.

  • Import Zip [24] – imports a previously created backup instance.
  • Set current as Default [26] – sets the currently running instance as the default instance.
  • Delete selected Backup [27] – deletes the selected backup instance.
  • Cleanup Instance [29] – executes cleanup routines for the selected backup instance.
  • Create ZIP from selected Backup (and optional Upload) [28] – creates a ZIP file from the selected backup instance, which can optionally be uploaded to the PPD Cloud.

Figure 4: Manage Backups tab in Applications > Local Workflow > Backup, with the Manage Instances tab selected

2.3. Backup for Hardware Tests

To compare the application across different hardware platforms, as few variables as possible should be included in the comparison to ensure valid test results. A system backup deployed on different machines provides a suitable basis for this purpose. Since more than just the system should be exported, the settings shown in the following figure are recommended for this use case. This creates an almost complete backup that is packaged into a ZIP file.

When importing the backup, the program files are not automatically deployed. The following steps must be performed manually:

  • Stop all services
  • Replace the corresponding folder in the Program Files directory

Figure 5: Recommended settings in the Backup Options dialog for hardware testing

3. Instance Management

When imports or backups are present, the PMS_DATA directory structure may appear as shown in Figure 6. The following example is based on this illustration.

Figure 6: PMS_DATA directory structure with multiple instance folders

For this example, the following specifications apply:

  • The file management and the database are located under C:\PMS_DATA.
  • Folders in the format YYYY-MM-DD-hh-mm-ss_xxxxx represent inactive instances.
  • The active combination consists of the FileManagement and PMSDataBase16 folders.
  • An unlimited number of instances can exist within a workflow; the only limitation is the available disk space.

3.1. Starting Instances

When an instance is started, the following steps are executed:

  1. The services PMS, ColorService, and PPD-PostGres are stopped.
  2. The existing FileManagement folder is renamed to YYYY-MM-DD-hh-mm-ss_FileManagement.
  3. The PMSDataBase16 folder is renamed to YYYY-MM-DD-hh-mm-ss_PMSDataBase16.
  4. The folders of the instance to be started are then renamed to FileManagement and PMSDataBase16.
  5. Finally, the services PPD-PostGres, ColorService, and PMS are started again.

3.2. Deleting an Instance

When an instance is deleted, the following step is executed:

  1. The instance folders YYYY-MM-DD-hh-mm-ss_FileManagement and YYYY-MM-DD-hh-mm-ss_PMSDataBase16 are deleted.

3.3. Renaming Instances

Each instance folder contains a file named ppdtc.txt, which stores the folder name, the backup name, and $PRODUCT_NAME_WORKFLOW version. When a rename operation is performed, the backup name in this file is updated once in the file management folder and once in the database folder. The folder names themselves remain unchanged.

Do not modify ppdtc.txt!

The ppdtc.txt file must not be modified or deleted manually.

3.4. Setting an Instance as the Default Instance

When a new instance is set as the default instance, the following steps are executed:

  1. The ppdtc.txt file is deleted from the FileManagement and PMSDataBase16 folders of the currently running instance.
  2. The folders of the previous default instance – FileManagement_PPDTC and PMSDataBase16_PPDTC – are renamed.
  3. New ppdtc.txt files are created in both folders.

3.5. Cleanup of an Instance

The instance is started in a sandbox environment. Depending on the selected options, unused tables are cleared, file versions are removed, and integrity checks and cleanup operations are performed. Once the process is complete, the sandbox is stopped again.

3.6. Creating a ZIP File from an Instance

A ZIP file is created from the instance's file management and database folders and stored in the PMS_DATA directory. This ZIP file can subsequently be imported again.

4. Automation

If the export is to be executed automatically, ppdtc.exe can be started with the --exporttozip argument. The export will then be performed using the default settings, and the resulting ZIP file will be stored in the \PMS_DATA\ directory.

Example command: C:\Program Files\PPD\Install\ppdtc.exe --exporttozip

Since all error messages are disabled during the automated export, the result must be verified manually.

Article Update: $PRODUCT_NAME_WORKFLOW 2.1.0 – 05/2026

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