Regular backups to SharePoint

As part of deeper integration with Microsoft tools, we also support regular weekly backups to SharePoint.

What This Brings You:

The regular backup function is a paid service according to our price list - you will find a link in Settings -> Backup.

Alternatively, you can manually request a free backup at any time via Settings -> Backup.

In the SingleCase administration, go to Settings -> Backup and follow our detailed instructions.

The backup contains all documents from cases, structured into folders according to clients, cases, and subfolders. The documents are not compressed into a ZIP archive, so they are immediately ready for use.

Additionally, the backup includes metadata in Excel spreadsheets, exporting clients, cases, reports, rates, costs, mail, invoices, and more (a total of 14 tables).

Certain file types or names (e.g., desktop.ini, .ds_store, Thumbs.db) are excluded from the backup on SharePoint, following SharePoint’s documentation.

A full backup runs immediately after activation, and its completion time depends on the volume of data in your office—ranging from a few hours to a low number of tens of hours.

After that, a weekly incremental backup of all new and modified documents in SingleCase is performed. It runs at night on the same day of the week as when you enabled backups. For example, if you enabled backups on a Thursday, then an incremental backup will be performed every Thursday after midnight.

Metadata is fully backed up every week.

You don’t need to merge anything manually — this happens automatically since incremental backups are stored in the same location as the full backup. Your storage will always have a backup that is at most one week old, ready for immediate use.

Backups are stored on a SharePoint site called SC-Backup, which you will create during the first backup. A link to the SharePoint site is always available in the SingleCase administration under Settings -> Backup.

All users with the Manager role will receive an email notification after each successful backup.

You can find this information directly in the administration under Settings -> Backup (see the screenshot on this page). The information updates daily.

Each incremental backup saves new and modified documents since the last backup.

Whenever a document is added or changed in SingleCase, a new version is created. These new versions from the last week (or since the last backup) are included in the backup.

Since SharePoint supports document versioning similar to SingleCase, documents in the backup are not duplicated. Instead, older document versions in SingleCase will be stored in the Version History of the document on SharePoint.

Note: Document version numbers in SharePoint and SingleCase may not match, as versioned backups start only after the first full backup. This means the initial full backup will store all documents as version 1 in SharePoint (previous versions before enabling backups are not retroactively saved).

One of the reasons we chose SharePoint for backups is its high level of security. The data is fully separated from other user data, such as files stored in OneDrive.

By default, only the administrator (global admin) of your Microsoft services has access to the backup site. However, they can grant access to others if needed.

To ensure that no one accidentally or intentionally enables backups in the administration (which regular users cannot access), an email notification is sent to all users with the Manager role whenever backup activation occurs.

SharePoint is included in all Microsoft 365 Business plans. If you use Microsoft services (OneDrive, Office apps), then you almost certainly have access to SharePoint.