Backup Strategy

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  • Official comment
    Sara Høeg Højlund-Rasmussen

    Hey guys,

    We already do back up data on our end, all data is backed up nightly in separate hosted location.

    To back-up your data we currently enable you to export all your app data into excel. In this way you can copy the exact data you need. 

    All your data are programmatically accessible via the Podio API: https://developers.podio.com/ If you can not use the API in house, we can advice on finding a developer to do it for you. 

    Our partners provide back-up via the API, I recommend to check these extensions on Back-up for Podio:

    Our Partner Momentum: https://momentumtools.io/ 

    Our Partner Phases: https://backupod.com/ 

    Cheers,

    Sara - Podio

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  • Willem Dewulf

    Thanks Sara for mentioning our Backup & Restore extension for Podio

    Our app is the preferred backup solution for many Podio consultancies and partners. In a nutshell, with our app you can:

    • Back up all your Podio data every day. This includes comments, tasks, files and even your Globiflow worlfkows
    • Keep a copy of your Podio backup (in csv format) & attachments on your own server or cloud provider, in addition to the backup we are storing for you. We support FTP, Dropbox and Sharefile
    • Restore your deleted items in bulk with just a few clicks

    Everything is secured with the Advanced Encryption Standard (AES) and we run vigorous integrity checks to ensure that your backup always stays up and running. 

    Happy to help you if you have any futher questions or want to get started with a free trial today :)

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  • Mark Carvalho

    Backup is a must have feature for us to become fully vested in Podio. It's a great system, but it's too scary  to put all the hours into building it out without some fairly robust backup and recovery options.

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  • Daniel Schreiber

    Hi everyone,

    for backup your Podio organization/workspace (including files and comments - as well as csv export for comments) you might want to look into https://podio.com/extensions/28 (or directly: https://www.crm-cloud-backup.com ).

    Cheers, Daniel

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  • Steve

    Hi Sarah,

    Thank you for your comments in response to my most recent post.

    I've read many posts regarding this matter on these discussions, but many users, especially "new" Podio users, are not familiar with API's, scripts and software development etc and also may not be in a position financially, to hire someone to do this work for them. Neither do we want to keep paying for extensions and yet more extensions to add functionality to what should (ethically) be integrated into the basic system.

    When we (new users) make a decision to use Podio, it's because of it's ease of getting started, ease of creating and customising workspaces & apps, the phrase is "Ease of use" stands out at the forefront . . . and that's why we come to you over other similar service providers.

    My (new) company recently had a major issue where our leads app was deleted by mistake, the "Restore" file which was sent to us (2 excel files), was not what we were expecting at all, and continues to cause us a huge amount of (I believe, unnecessary) work to get back to where we were pre-accident.

    Podio support advised they would restore the "app" (Quote: "Great news! Because this Organization is on a paid Organization, we can recover this App for you at a charge of $100."), but thats not what we received - no "App", no "Restore" just 2 excel files which were provided to us via n emailed zip file. 

    With the 6 pages of requests from posters here (and many other scattered around these forums), I believe mine is not the only request for a backup system. I also believe it's essential for Podio to offer an easy to use, scheduled backup GUI for the user who's just starting out or the seasoned professional alike! ANYONE looking for a great CRM such as Podio, "needs" the re-assurance that as they invest more and more time in building their own custom solutions, they have a the safety-net of an integral backup system which has the ability to FULLY restore all user accounts, workspaces & apps within a few minutes of a disaster.

    Even Apple (given their single minded attitudes and - IMO - somewhat disrespectful attitudes to their own customers) respected the requests for an inbuilt backup system, and soon after provided us with Time Machine as part of their OS!

    Podio have provided users with an exceptional product, and in return we trust you implicitly with our data, but the lack of a "Real" incremental, offsite backup system (to Dropbox or Google Drive etc), is cause for concern, and probably also to many others.

    I'd certainly like to understand why Podio are "resistant" to providing this "basic" function - even if only within paid subscriptions?

    I hope the team at Podio reconsider this request, which is in the best interests of their "loyal" customers. 

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  • Steve

    Hi Jacquelyn & Sara,

    Wow, has all that time passed already - we've been busy building our business, and suddenly realised we're still operating without a full backup system (ie: no safety net). After the experience earlier in the year, we really need to get something in place as soon as possible - if not sooner!

    Are there any further updates regarding Podio/Citrix integrating a "FULL" backup system which backs up data and apps, workspaces etc etc - to a level where we could restore the complete system as it is currently setup with everything in place with the click of a button?

    The third party apps look good, but I'm anticipating most of us would prefer a backup developed by yourselves, even at a small extra monthly cost!

    Thanks,

    Steve

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  • Liz Pendleton

    I found a python script that someone has created and posted on an old Google Group to dump all data from the API into a directory structure. https://gist.github.com/1112229 

    After testing this it doesn't seem to pull all of our records, for example one app has 281 records and it only pulls 19 of them. I'm a Python noob so I'm not really able to debug it, but it _looks _like it should be working fine. 

    Has anyone else used this, had any luck with it, or have any suggestions for improvements?

    Thanks.

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  • Michael Meng

    anyone try this or not?

    https://github.com/daniel-sc/podio-backup

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  • Michael Meng

    try to use http://www.globimail.com/blog/easy-podio-full-backup.php

    I have too much data in podio. and http://www.globimail.com/blog/easy-podio-full-backup.php always stop, can not finish back up.

    Anyone have any solutions?

    Thank you

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  • Vee Ridgley

    I looked at the https://podio.com/extensions/10 and the pricing makes me think I'll be better off spending that money on PM software that includes that, and also has the other basic missing features in Podio :-(

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  • Michelle

    I'm a little surprised Podio haven't responded to this post for over 10 months. We're new users to Podio and have setup our whole company using this excellent piece of online software, but the inability to have automated backups as an integral part of the "furniture", seems to me to be an oversight on Podio's behalf, and certainly cause for concern from our perspective.

    Providing in an in-built, incremental, integral user friendly GUI backup system for the most important part of a company's day-to-day systems should be high priority for Podio's administrators, based on the comment here and other posts - particularly for the paid subscriptions.

    Earlier in this post - nearly 4 years ago - a Podio moderator (Phil Chambers) said 

    "We may offer a full backup solution in future, based on demand."

    I see 6 pages of requests . . .  I'd like to understand, when do you consider “Demand” to be high enough to offer this vital service as part of the package Podio?

    Thanks

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  • Steve

    Hi Joel, just a quick clarification, the files were .xlsx files. We've been "restoring" from these files since the accidental deletion over 2 months ago which has caused us a huge amount of distraction and downtime. We eventually hired a VA to attempt to complete as many additional tasks as possible, but were limited by the actual information contained within the .xlsx files.

    After this major outage, we're looking into several methods to backup our data, but during this period, we're concerned that the .xlsx backups (exports) are not sufficient if we have another failure. The option to pay monthly fee's to an external provider is certainly being considered, but to date the responses from the providers as to what they backup, how it's restored, and price have not (to us) been as favourable as we'd like.

    I need also to add that Podio support were as helpful as they could be given the circumstances - but I continue to wonder if this will be a long term solution (for us) without an integrated backup system provided to monthly/annual subscribers. It's reasonable to expect to pay for a service such as this, but it does need to be provided by the software developers of Podio and not a 3rd party in my opinion.

    However, I'm a little surprised by Jacquelyn's (very honest) comment:

    "but it is a rather large project and is not currently on our roadmap. That being said, it's clear that this would be immensely helpful for a great number of organizations, and I think it's time that we renewed this discussion with our product team"

    . . .  from other comments on this particular post, I was of the understanding that this "was" being looked at, and disagree that it's an immense project for a development team who have provided us with the ability to create workflows & who have integrated GlobiFlow! If the API is so easy to setup for it's users - then why hasn't the product team already done it?

    Until the integrated backup facility is on the "roadmap" of the product team's projects - and I'd suggest this is THE single most important addition Podio could provide given the vast amounts of sensitive data they're responsible for holding on behalf of it's customers - we will continue to run our Google Sheet alongside Podio. A painful, time-consuming but none-the-less necessary operation.

    When the day comes that Podio announces it's own integrated backup system, I really think Podio will be "THE" best option, until then, it's just one of many. 

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  • Gavin S

    Hi Podio team,

    I have just started using Podio to build my business applications and I find it absolutely brilliant.. the possibilities of the applications I can build are just amazing. So first of all, well done on creating a great tool.

    However, I have been developing IT systems long enough to have been bitten by the 'accidental delete' situation. Thankfully for myself it has only had minor impact, but I have also seen some absolute horror stories. That's why tonight I decided I needed to understand backup/restore in Podio before I get too far down the road, and in doing so, I found this thread.

    First thing to say is that I absolutely agree with everything the users on this thread have said - for any business owner with a business running on Podio that likes to sleep at night, it is absolutely essential to have the ability to backup Everything, and also it restore Everything. And to be clear, by "everything", I mean items, files, workflows, etc... i.e. everything.

    Ok, maybe not everyone is interested in backing up every element in Podio (e.g. chat, files, whatever), but then other companies will need to backup every single piece. So the functionality should be in the product, and maybe selectors so that individual companies can select what they want to backup/restore or not

    But I have to say, I am quite disappointed with the responses from Podio in this thread, especially since 6 years has passed since the original post. Other than the CTO's response 6 years ago and then Jacquelyn's very honest response 3 years ago, I don't see Podio demonstrating an understanding of the concerns being raised by the users on this thread. To be clear (again), a business needs to be able to restore from a backup to recover from a critical situation in moments, not hours or days.. and they need to be able to do it themselves. These are just facts of doing business today! Come on, guys.. you should know this

    So I have now spent my evening looking at alternatives to Podio because I can't move forward and build my business platform on a system that doesn't allow me to backup/restore at a click of a button (without paying excessive additional fees for an externally-provided extension... I'll pay more for backup/restore, but an extra $49/month and it still doesn't backup everything is a joke, right?)

    Just for your info, it seems your competitors "get it" and are offering it. Here is a screenshot from the in-app backup/restore page for Zoho Creator. I have not started a paid subscription with them yet because I'm still looking at whether they do all the other things that I need, but they clearly tick the box in terms of self-service backup/restore

    As I said at the start, you guys have a great tool and I want to carry on using it to build my business and other businesses on. But until you fix this glaring hole, I'm afraid you are losing business and falling behind your competition

    Kind regards,

    Gavin

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  • The Koru Group

    Gavin, welcome to the Podio complaints club!

    We made a number of comments on this subject in various discussion area's, and some of the replies from Admin were courteous, informative, understanding, but none resolved the situation . . . .  and still haven't. In this world of fast Technological advancement, listening and implementing customers valid and reasonable requests, should be considered crucial to building a product and maintaining a position in the marketplace. Many of my colleagues are moving away from Podio because of this lack of willingness to listen (and other reasons). All relate to poor customer relations when it comes to implementing idea's which could benefit the platform and it's clients. 

    I don't agree with some of Admins reasons for not putting the backup system in place, many of which point to the complexities of building such a backup system within the platform, and yet Globiflow has been integrated for many years, and to a much MUCH higher level than any backup system I have ever used. A FULL backup system is something an experienced programmer would take a few days, possibly a week to figure out . . . . not 6 years! 

    Since our last post, mainly because of the lack of support by the developers, we made a decision to develop our own platform. We are still using Podio minimally, and may continue to do so into the future depending on the direction our business takes, but we refuse to use it as our main CRM because of the lack of a backup system.

    If you read back to our initial post, you will see that we had a major situation in our early days with Podio, which we understood (from initial comments made by Podio staff prior to signing up) could be resolved very quickly when we lost our database. This was not the case! The "Backup" consisted of a simple Excel file without a large percentage of the data we'd previously entered into our workspaces. Even in those very early days, it took us over 3 months to fully get back to where we believed we were prior to our crash. It severely affected our business and since that point in time we have had a Virtual Assistant backing up every few days - manually. All this because we have no faith in the Podio "Backup" or 3rd party apps. It has been expensive both in terms of time and money.

    Since the transfer of ownership to Citrix, we feel that for us, there has really not been any significant improvement in the product (with a few minor exceptions). This also seems to be echoed by the plethora of feedback, posts and requests from Podio (Citrix) customers. It is because of this that we will eventually also become an ex-customer eventually.

    For us, many of our colleagues, members of several meetup groups we belong to and others who post on this forum, I believe it may be too little too late. In this word of technology moving so fast, it's unlikely companies who disregard customer feedback survive for very long. I see many other products out there of a similar nature and much discussion comparing them to Podio - much of it in the same vein as this particular post which has been going on for over 6 years, and mostly the comments are similar in nature.

    About time Citrix put some funding into development - possibly, I suggest those of you "who care" - keep lobbying Citrix to take note. Maybe one day they'll listen to your feedback . . .  and maybe they will continue to provide a product without a full featured backup system which relies on expensive 3rd party software to support their system!

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  • Doug Perry

    We too are thinking about this.  We are wanting to make sure we comply with any discovery requests (hopefully never happens) and are wondering how Podio is backed up and whether a particular restore point/day could be requested.  

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  • Phil Chambers

    Hi Greg and Doug,

    The best way to get everything out is via the API. We don't offer comments on Excel export right now as it's always two way and there would be now way to restore them.

    As long as you haven't specifically deleted content, it's always there in the space, so you can go back in time. If you have deleted content, we will keep it as deleted, but available via the API for a grace period of 3 months, after which  it will be erased.

    We may offer a full backup solution in future, based on demand.

    Hope this helps.

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  • Bjørn Andersen

    Backup highly relevant - happy to pay for the option when it's available

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  • Mickey Olsen

    I'll also add to the list of "backup would be great!" :)

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  • César García Sáez

    I agree about backup being a real need for any kind of long term usage strategy. @phil maybe you could publish some scripts to do a bulk download to xls or to Google Spreadsheets.

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  • Tomáš Mergl

    Please add the full backup feature (automatic with optional frequency and on one click) to Podio. Missing this critical feature... Thank you very much.

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  • Robert Shippey

    Even something simple like automatically exporting the Excel files and saving them in Google Drive would probably be good enough, or just some documentaton on using the API to generate files that can be used in the case of a disaster?

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  • Danielle

    Excel keeps data but what about the attached documents and media files in context to the data?

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  • Neil Ostrow

    Backup is mission critical. Podio, are you listening?

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  • Neil Ostrow

    Backup is mission critical. Podio, are you listening?

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  • Gustav Jonsson

    Hey Neil, if you look at the second comment on this article it's from our CTO Phil Chambers. 

    We're definitely listening to you guys (and appreciate the input a lot) but I can't give you any timeframe of this. 

    /Gustav - Podio

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  • Greg Gorman

    When I started this post I had a feeling others were in the same boat!  I wish there was some way we could get connected with someone who has built a backup system using the API.  I would gladly pay to use a solution someone has built, or for someone to build one for us.  Any suggestions to assist us with an interim solution would be much appreciated!   Still loving Podio despite the risk.  The thing that scares me the most are To Dos, as we cannot export them and are starting to rely heavily on them.  Thanks!

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  • leonardo aloi

    Definitely, I think too any professional user needs a reliable backup mechanism.
    To backup the files stored in podio repository, it could be nice to have an option to synch podio file repository with a local user folder, in order to keep it under a local backup policy. Or to allow administrator to force users to use ONLY an external file synch service like dropbox gdocs sugarsync, under the administrator control.

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  • Benedikt Ahlfeld

    Syncing a backup in flexible intervals i.e. with a dropbox folder would be a great way to stay safe!

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  • Chipp Walters

    I agree with what has been said. Critical to enterprise adoption of Podio (and it's coming as more companies look to the cloud for infrastructure), is a solid backup strategy. In lieu of, it would be nice for someone at Podio to explain their own server backup strategies. So, perhaps can the Podio CTO talk to how they have tried to build a robust (how many 9's?) infrastructure and what their fail-over scenario looks like? 

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  • leonardo aloi

    For me too is important to get an accurate picture on how PODIO is dealing with disaster recovery and backup of the IT structures devoted to the client's services. Is considering PODIO the option to run the service on dedicated servers, or to deploy the whole package on-premise ? 

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