Centralizing Data Management with Dropbox
You can take automatic, periodic backups of your data using EZO CMMS’’s Dropbox Integration. This allows you to seamlessly deposit backup copies of your data to a Dropbox account of your choice.
You can also export default and custom reports to Dropbox, to share data among your employees more conveniently. Here’s a quick guide for this integration.
Enabling Data Backups
From Settings -> Add Ons -> Data Backup, select the option “Add Dropbox Account”. This will enable a link that you can follow to specify the Dropbox account that you want to set up to receive the data backup files. That’s it, you are set to use this feature!
Once you’ve added your Dropbox account, go to Settings -> Add Ons -> Data Backup -> Dropbox -> Click ‘Enabled’. You can also choose whether to run a data backup daily or not, as shown below.
Accessing Your Backup Data
Once the Add On has been enabled, you will notice periodic backups of your data appear as CSV files in your Dropbox account. CSV is a common data storage and exchange format that is compatible with most applications including Microsoft Excel, Google docs, etc.
The screen capture below shows backed-up data in their designated Dropbox folder, Dropbox\Apps\EZOCMMS\cmmsdropbox.
A view of a target Dropbox account.
What Kind of Data is Automatically Backed Up?
The following components are synced over:
- Checkout and Check-in Events
- All Active Assets
- Line Items
- All Inventory
- Asset Scans
- Member List
- Vendor List
- All Services
- All Asset Stock
- Asset Stock Checkout Events
- Asset Audits
This data is added as separate CSV files with time stamps, once every day.
Syncing Documents to Dropbox
You can also use our Dropbox integration to keep backups of all your important documents. Of course, the Dropbox Add On must be enabled (as explained above). Next, go to the Documents page and click Export -> Dropbox to sync all your documents to Dropbox! The documents will go into folders such as Asset, Bundle, PO, Carts, etc, as illustrated below.
This helps you stay organized when sifting through all your records!
Exporting Reports to Dropbox
Another nifty feature is the ability to export any report to Dropbox from within the report page. After running a report you would have the ability to select ‘Export’ (see below) and choose the ‘Dropbox’ option. Once you do that, our system will create a CSV file of the report and upload it to your Dropbox account seamlessly.
About EZO CMMS
EZO CMMS is the next generation maintenance management software. It does more than just simple maintenance, it empowers your teams with a central command center to assign and complete work orders to achieve optimal productivity. We offer a free 15-day trial – no credit card required!