How do I archive my database?

Is your database getting too big? Do you want to officially close out your year by starting afresh? If you’ve got SQL Server 2005 installed, the maximum space allowed is 4GB. If you’ve got SQL Server 2008 R2 installed, it’s 10GB.

Checking the Size of your Database:

a) The inFlow v2 database files can be found on your computer in the locations listed below (based on your operating system):

Windows XP/Server 2003: C:\Documents and Settings\All Users\Application Data\inFlow Inventory
Vista, Windows 7/Server 2008, or Windows 8: C:\ProgramData\inFlow Inventory

PLEASE NOTE: If you’re not able to see the folders outlined below please follow these steps to show hidden files/folders: Windows XP, Vista, Windows 7, Windows 8.

b) Look for a file that says inFlow.mdf (or just inFlow). You should see its size next to it. (For reference, 1GB = 1024MB = 1,048,576 KB!)

If you’re running out of space, you may need to archive your database (or if you’re using SQL Server 2005, simply reinstall inFlow and customize it so that you install SQL Server 2008 R2 instead. See here for more information: https://www.inflowinventory.com/software-support.aspx#/article/21567906/what-if-i-cant-install-sql-server-)

Creating your Archive and Starting Over

The steps to archive your database consist of storing your information in the form of CSV files and then doing a hard reset on all of your data. Keep in mind that due to the reset, all of your preferences and settings, as well as company details and any customizations will need to be re-entered/re-selected in your new database.

1. First you’ll need to save all your current information to CSV files.

a) Go to Main Menu > General > Export Data.

b) Choose your data type (each will have to be exported separately)

c) Click to export.

The data types you’ll need to export are “Product”, “Inventory”, “Customer”, “Vendor”, even “Bill of Materials” if you use it. If you have any open/uncompleted orders, you’ll want to export “Sales Orders” and “Purchase orders” too.

2. Note down any information you have saved such as user settings, company settings, custom fields. You may also want to export custom documents at this point if you’ve not retained copies elsewhere. To do so:

a) Go to Main Menu > Settings > Print Settings

b) Click the “Custom Docs” icon.

c) Choose the template to export and then click the “Export” button on the right and choose where to save it.

3. Make a backup of your current database. You might save it as Archive2011-2013.ifi or something similar, just so you know what it contains.

4. Go to Main Menu > General > Reset All Data. You’ve already made a backup so you can easily restore to this backup at any time if you like.

5. Once you’ve reset your database, you can import all your information back into inFlow from the files you exported earlier.

a) Go to Main Menu > General > Import Data.

b) Choose your data type (each will have to be imported separately)

c) Click next and map the fields if need be (inFlow should do this automatically).

d) Click to import.

For your sales and purchase orders (which is the bulk of your archives) you should delete any completed orders in the file itself so you don’t import them in. Be sure to always import your inventory LAST as it is your current stock levels and importing it before orders and other information may cause changes to those levels. Also be sure to back up your database before each new import (so you can reverse any changes you do not wish to keep).

Please contact us at support@inflowinventory if you have any questions about this process.

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