How do I backup submissions?

Modified on Wed, 11 Sep at 9:39 AM

Backing up your Droplet submission data is crucial to ensure that nothing important gets lost. By enabling regular backups, you protect your in-progress and completed submissions and can quickly recover them if needed. By setting up SFTP backups, you automate the process, keeping your data secure, up-to-date, and ready to access without lifting a finger.

What is SFTP?

SFTP (Secure File Transfer Protocol) is a safe and reliable way to transfer files between systems, ensuring that your data stays protected during the transfer. It works by encrypting the files so they can’t be accessed by anyone else while being transferred.

Set-up Steps

Access your Organization Page
Start by logging in to your Droplet account and navigating to the Organization page from the left-side navigation menu.

If you do not see Organization in your left-side navigation menu and should have access to change organization-level settings, contact your platform administrator. If you are the platform administrator, contact Droplet Support.

Go to the Backup Tab
On the Organization page, click on the Backup tab. This is where you’ll configure your SFTP backups.

Enable SFTP Backup
In the SFTP Configuration section, check the box labeled SFTP Backup Enabled to activate backups for your organization.

Configure Your SFTP Settings

Hostname
This field should be automatically filled with your organization’s SFTP server address (e.g., demo1.sftp.droplet.io). If it’s not, you can manually enter it.

Username
Your unique SFTP username will appear here. Keep this information secure, as it’s necessary for accessing your backups.

Password
Click on Generate Password to create a secure password for your SFTP connection. This password will only be shown once, so make sure to store it safely.

Only share this password with individuals who should have access to the data contained within your Droplet instance.

Please also note that if you generate a new password, the old one will immediately become invalid. Ensure that only those who need access to your organization’s data receive the new password.

Optional: Enable Backups on New Forms
To ensure that any new forms you create are automatically backed up, check the box next to Enable Backups On New Forms. This way, all your data will be securely stored without the need to return to reconfigure backups.

Review and Save Your Settings
Double-check all your details, especially the generated password. Once you’re satisfied, click Save to confirm your settings. Your backups will start syncing daily, typically initiating around 2 AM MT (4 AM ET).

What to Expect from SFTP Backups

All Completed or Rejected Submissions

All Submissions (no matter their status)

Your Droplet data will be organized with one folder per form. Inside each folder, you’ll find PDFs of all completed or rejected submissions. Additionally, a CSV and XLSX spreadsheet will contain records of all submissions, including those that are in-progress, not started, completed, or rejected.

Your data will sync automatically every 24 hours, ensuring that you always have the most current information backed up.

Accessing your Backups

To retrieve your SFTP files, you’ll need an SFTP client like CyberDuck, Filezilla, or similar tools. If you’re unfamiliar with these, it’s a good idea to involve your IT department to help you set up and manage the connection.

If you have any additional questions or need further help setting up your SFTP backups, our support team is always here to assist you. We’re committed to making sure your data stays safe and accessible.