About AFBackup

AFBackup copies files to computer / network hard disk, as and when any existing file is modified or new file is created as per specifications. The files are copied or archived, to another computer / network hard disk location, or uploaded to FTP server, or sent via mail as attachment. The application can take backup of any file recognized by the operating system; it may be simple .docx, .xlsx, .ppt, .png, .jpg, or database file such as .pst, .mysql, .acdb, .mdf, etc.

Backup Mode for files

There are four backup modes (1) Backup/Copy  (2) Zip (3) Upload to FTP server (4) Send via mail as attachment.

Task Backup copies files from one location of the computer hard disk to another location of the computer hard disk, i.e. hard disk within the same computer and also across the network.

Task Zip is a bit same as Task Backup, but instead of copying the files to the target location, it is archived into a single Zip file.

Task FTP uploads files from one location of the computer / network hard disk to the specified FTP server.

Task Mail sends mail to recipients with files as attachments which are located on computer / network hard disk.

Task & Schedule

AFBackup allows creation of task with required specification such as source folder, target folder, file filter specification using wild cards, file version control, mail details, FTP details, etc and then attach a task with a schedule with required specification such as time interval, date/time range, specific days like Monday, Thursday, specific dates like 5th, 12th, 20th ,  etc.

Logs & Notifications

AFBackup maintains log for activity and error related to execution of task and displays a popup notification related to task activity, status, errors, etc.


FAQ

1. What does AFBackup do …………………………………………………………………………………………………….. 3
2. What is Task & Schedule …………………………………………………………………………………………………….. 3
3. What are the various types of Task and their purpose …………………………………………………………… 3
4. What is backup file version………………………………………………………………………………………………….. 3
5. When a modified or new files gets moved to backup ……………………………………………………………. 3
6. What happens when too many Task are scheduled at the same time ……………………………………… 3
7. Why a task which is schedule for the first time, has to be run manually …………………………………. 4
8. What are the various status of a scheduled task …………………………………………………………………… 4
9. How does the scheduler work ……………………………………………………………………………………………… 4
10. Can the same Task be Scheduled for multiple times ………………………………………………………….. 4
11. What are the types of Log maintained by AFBackup ………………………………………………………….. 4
12. What is AFBackup Notification Popup ………………………………………………………………………………. 5
13. If a file is in use, will it be sent to backup ………………………………………………………………………….. 5
14. What are the various destinations for Task Backup copy files ……………………………………………. 5
15. At what interval should a task be scheduled ……………………………………………………………………… 5
16. When to use Task Zip ………………………………………………………………………………………………………. 5
17. How do I know, that all the schedule task are working fine without errors …………………………… 5
18. What happens when a scheduled task encounters error …………………………………………………….. 5
19. What are the type of file that may be schedule for backup ………………………………………………….. 6
20. How to send mail using Google SMTP server …………………………………………………………………….. 6
21. What are the Scheduler menu option ………………………………………………………………………………… 6

AFBackup – FAQ
1.  What does AFBackup do
AFBackup copies files to computer / network hard disk as and when any existing file is modified or
new file is created as per specifications. The files are copied or archived, to another computer /
network hard disk location, or uploaded to FTP server, or sent via mail as attachment.
2.  What is Task & Schedule
Task is a Job that is created with required specific information related to files that are to be backed up,
and schedule defines the interval at which a task will be executed along with other specifications.
3.  What are the various types of Task and their purpose
There are four types of Task (1) Backup, (2) Zip, (3) FTP & (4) Mail
A. Task Backup copies files from one location of the computer hard disk to another location of the
computer hard disk, that is hard disk within the same computer and also across the network.
B. Task Zip is a bit same as Task Backup, but instead of copying the files to the target location, it
is archived into a single Zip file.
C. Task FTP uploads files from one location of the computer / network hard disk to the specified
FTP server.
D. Task Mail sends mail to recipients with files as attachment which are located on computer /
network hard disk .
4.  What is backup file version
File version is only applicable for Task (i) Backup and (ii) Task Zip. In case of task Backup when a file
gets copied to the target location a new copy of the file is created, i.e. if a files gets copied three times
to the backup location, then three separate files are created. The name of the file is kept same except,
date & running serial no. is added at the end of the file. For example if the file “Budget.Docx” file is
copied on 01/02/2018 to the destination three times then the files name will be
Budget_201802010001.Docx, Budget_201802010002.Docx, Budget_201802010003.Docx. That is, file
name followed by date in yyyymmdd format, followed by a running serial no. under the date. In version
control the previous changes to the file is not lost and user may refer to the to the old file. In Task Zip
the concept is same, i.e. the target zip file is created with date and running serial no. as suffix.
5.  When a modified or new files gets moved to backup
A task is executed depending on the frequency of the schedule. If a task is schedule every Monday,
and if a file related to the task gets modified on Tuesdays, the file will be moved to the backup on next
coming Monday.
6.  What happens when too many Task are scheduled at the same time
If too many task are schedule at the same time, they does not get executed simultaneously, instead
they will get executed one after the other. That is, after complete execution of one task the next will
start.
AFBackup – FAQ
7.  Why a task which is schedule for the first time, has to be run manually
When a Task is scheduled for the first time, it will not get executed automatically as per scheduled time,
instead user will have to execute the task manually. A task may contain hundred of files, and when
such a task get executed for the first time it may consume a lot of time, as all the files are to to be
copied / uploaded to the destination. But when the same task gets executed for the second time, only
the files that got modified since the last backup and those which are created newly will get copied /
uploaded to the destination, and this process will consume much lesser time. Hence if too many newly
created task having huge number of files get scheduled at the same time, it will take a long time to
complete and during the process the entire system will slow down hindering daily job. Due to this, user
should select a suitable time and execute the scheduled task manually for the first time. Once a
scheduled task is executed manually, system will record the execution date & time, and will executed
the task again as per day / time interval against the schedule and mark schedule status as completed
“C”.
8.  What are the various status of a scheduled task
When a task is scheduled for the first time, it has no status. A scheduled task is assigned a status when
it is run manually or the task get executed automatically by the schedule. The first status is “C” or “P”,
that is completed or pending, and the second status is execution error “Y” or “N”, yes no. When a
schedule task gets executed successfully, it is marked as “C-Completed” and “N-No”, i.e. execution
error. But in case the task does not get completed successfully, and encountered error, the it is marked
as “P-Pending” and “Y-Yes”, i.e. execution error.
9.  How does the scheduler work
AFBackup system checks all scheduled tasks every minute. Every schedule has a specific interval time,
i.e. interval at which the schedule will execute the task allotted to it. This interval may be in Time (hours,
Minute) or in Days. AFBackup system first checks the time span (in days, hrs, min) between last
execution date time and system date time. If the time span is equal to or greater then the specified time
interval against the schedule, then the schedule is marked as “P” (pending), i.e. ready for execution.
After marking a scheduled task as pending, next other specifications are checked, i.e. days of week,
date of months, execution time period, etc. and if all the criteria is fulfilled, then the scheduled task is
marked as , ready for execution. And a scheduled task which is marked as ready for execution will get
executed.
10.  Can the same Task be Scheduled for multiple times
Different schedules are created to get executed at different times with different execution interval, along
with other details such as specific days of week and dates of month, specific time range, etc. Hence the
same task may be allotted to different schedule, so that the same task gets executed at different time
as per specification of the schedule.
11.  What are the types of Log maintained by AFBackup
There are two types of log mainted, (i) Activity Log, (ii) Error Log. Both these logs are related to Task. A
task has two types of activity, (i) Task level activity, (ii) File level activity. Task level activity is registered
in the activity log whenever a task starts, and ends. When the task gets executed, i.e. files get copied,
uploaded, mailed, the activity gets registered in the activity log, this is filelevel activity. Moreover during
the execution of the task if any error is encountered, it also gets registered in error log. Registration of
task activity and error in the log, depends on the setup parameters. It is helpful for user specially when
any task gets pending due to some error, to know the exact cause of the error.
AFBackup – FAQ
12.  What is AFBackup Notification Popup
AFBackup Notification popup appears occasionally at right bottom of the screen. The notation popup
displays various type of messages and errors as and when they occur, or at application startup, or at
specified interval of time. Display of various types of notification of message and error depends on
setup parameter. The popup display various types of messages and errors, e.g. task started and ended,
files level activities such as folder created, files copied, file uploaded to FTP server, file sent via mail,
and total pending task, total task that has error encountered, etc.
13.  If a file is in use, will it be sent to backup
If a files is in used, it may or may not be locked my the operation system. If the files is not locked by the
system it will be sent to backup, if it fails then a error will be registered in in the error log, popup
notification will be displayed, the task status will be marked pending “P” and execution error will be
marked yes (“Y”).
14.  What are the various destinations for Task Backup copy files
The destination for task backup may be of various types, i.e. hard disk drive of the default computer,
network driver, external hard disk, external pen drive, etc. In short any storage device that has a
storage drive signature.
15.  At what interval should a task be scheduled
The interval of a schedule completely, depends on the nature of files related to the task which is
assigned to the schedule. Important document files which are small in size and gets frequently
modified, may be scheduled at a regular interval of 30 min to 2 hours. Files that get modified seldomly
may be scheduled at an interval of 3 to 7 days. But the file size is very large, e.g. Microsoft Outlook
“Pst” file, it will take a lot of time for the file to be copied to the destination. Hence scheduling such large
file at frequent interval will unnecessarily slow down the computer.
16.  When to use Task Zip
Task zip should be used for group of files that are inter related to each other, e.g. development project
files maintained by developer, inter linked excel files, etc. or files which are relevant to each other and
undergoes modification simultaneously. Task Zip should be avoided in case total tile size cross more
than 4GB or there are too many files, as the zip process if executed for long period may slow down the
computer.
17.  How do I know, that all the schedule task are working fine without errors
The notification popup display task related errors as and when they occur, and also display no. of task
pending and no. of task with execution error at regular interval. Moreover user has provision to check
the AFBackup dashboard, where a summary of all errors are displayed, and clicking which details of all
are shown.
18.  What happens when a scheduled task encounters error
When a scheduled task encounters error, it gets displayed in popup notification instantly and also gets
recorded in the error log, which may viewed any time. Moreover at regular interval the popup
notification also displays total no. of schedule task with execution error.
AFBackup – FAQ
19.  What are the type of file that may be schedule for backup
Preferably files which gets updated by user to store information, should be schedule for backup, e.g.
docx, ppt, xlsx, etc. But any windows file may be included in a task, e.g. database files for application,
image files, etc. If the file size is bigger, it will take more time in sending it to backup.
20.  How to send mail using Google SMTP server
It is advisable that you create a new google gmail account instead of using your existing gmail account
with the sole purpose to use this account to sent mail only. This is because you need to lower the
security of the gmail account in order to use the account to send mail., which may make the account
vulnerable. Hence create a new email account on Gmail, e.g. yournameautomail@gmail.com.
(1) Log on to this newly gmail account i.e. yournameautomail@gmail.com, and next go to url
“https://myaccount.google.com/lesssecureapps?pli=1”, here you will find a option “Allow less secure
apps: OFF”, make it “ON”. Once it is done this email can be used to send mail to other email id. (2) Now
in AFBackup Application under menu Master, create a new entry in “Mail Server”, and update the
following “Host Address” – “smtp.gmail.com”, “From E-Mail ID” – “your email id”, “E-Mail Password”-
”password for your email id”, “Port No.” – “587”, and “SSL Enabled (Y-Yes/N-No)” – “Y”, give a
appropriate name for the mail server. (3) The mail server no. will be auto generated by the system. Next
under menu Task create a “Task Mail”, with all required information and note down the Task no.. The
last step is to assign this “Task” to a “Scheduler”, go to “Schedule Task” under menu Master, enter both
the task and schedule no. and the mail server no.
21.  What are the Scheduler menu option
When the AFBackup scheduler is running it is displayed in the system tray, user may right click to
access the scheduler menu. The scheduler menu display the following options. (1) Show Scheduler
Console – Opens the scheduler console, (2) Enable / Disable Scheduler – Starts or Stop executing the
scheduler, when the scheduler is disabled, no task will get executed automatically. (3) Show Task
Status – Shows values for different task status, e.g. Pending, Error, Waiting execution, and Not
scheduled. (4) Restart Scheduler – Restarts the scheduler and when the scheduler restarts all task are
checked and those gets executed which have reached their time interval. (5) Force Execute All Task –
Executes all task irrespective of their time interval. (6) Compact Database – With time, AFBackup
database size grows due to constant read and write operations, this option compress the size of the
database. (7) Close Scheduler – This option shuts down the AFBackup scheduler permanently. (8)
Exit Menu – Close the popup scheduler menu.

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