How to Configure File Storage and Database Backup in CrmLeaf
All editions. Core feature - no add-on required. Attaching files from Google Drive or OneDrive requires the Drive Integration add-on module to be enabled for your account.
Availability: All editions. Core feature - no add-on required. Attaching files from Google Drive or OneDrive requires the Drive Integration add-on module to be enabled for your account.
Overview
CrmLeaf stores the files your team uploads either on local storage or in Amazon S3. Alongside storage, the platform settings area holds the database backup function and the in-app updater. Together these decide where your data lives and how it is protected.
Decide on storage before your team starts uploading in volume, because storage is also where your plan's limit applies.
How It Works
You choose the storage destination for the account, and CrmLeaf writes uploaded files there. Backups capture the database, and the updater applies platform updates.
Choose storage → Enter credentials → Test an upload → Take a backup → Apply updates
- Two storage options are supported: local storage and Amazon S3.
- Your plan sets a storage limit. The package attached to your Company defines the maximum storage size as well as the seat limit.
- Storage applies to everything users upload - File Manager folders, per-entity attachments, document files, receipts, proof images and survey media.
- Database backup is available in the platform settings area, alongside the in-app updater.
- Google Drive and OneDrive are a different thing. The Drive Integration add-on module lets users attach files held in those services; it is not a replacement for the account's storage destination.
Who Can Use This Feature?
Administrator
- Choose between local storage and S3 and enter the credentials.
- Monitor usage against the plan's storage limit.
- Take database backups.
- Apply platform updates with the in-app updater.
This functionality is available only to Administrators.
Prerequisites
- A decision on where files should live, taken with whoever is responsible for your data policy.
- S3 credentials and a bucket, if you are using S3.
- Knowledge of your plan's storage limit.
- A quiet period, if you are applying a platform update.
Storage Options
| Option | Where files are held | Consider it when |
|---|---|---|
| Local | On the CrmLeaf instance's own storage. | You want the simplest configuration and your file volumes are modest. |
| S3 | In your Amazon S3 bucket. | You upload large volumes, such as site survey photographs and videos, or your data policy requires your own bucket. |
For Administrators
Step 1: Decide where files should live
What to do: Choose local storage or S3. Consider your expected volume - vertical editions that capture survey photographs, videos and delivery proof images accumulate files quickly.
What to verify: The decision is consistent with your plan's storage limit and your data policy.
Step 2: Configure the storage destination
What to do: Select local or S3, enter the required configuration, and Save. Complete every mandatory field.
What to verify: No validation messages remain.
Step 3: Test with a real upload
What to do: Upload a file - for example into the File Manager or as an attachment on a record - and then Download it again.
What to verify: The upload succeeds and the file downloads intact.
Step 4: Take a database backup
What to do: Take a backup. Do this before any significant configuration change, before a bulk import, and before applying a platform update.
What to verify: The backup completes and is listed.
Step 5: Apply platform updates
What to do: Use the in-app updater to apply a platform update. Take a database backup first and choose a time when the system is not in use.
What to verify: The update completes and users can sign in and work normally afterwards.
Step 6: Watch your storage usage
What to do: Keep an eye on how much storage the account has used against the limit set by its package. Failing uploads are usually a limit problem, not a configuration problem.
What to verify: You have headroom for the coming period.
Expected Result
Uploaded files are written to the storage destination you configured and can be downloaded again, a database backup exists, and you know how much of your plan's storage limit is in use.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Your plan sets the storage limit. Uploads fail when the limit is reached, whichever destination you use.
- Take a database backup before any bulk import, major configuration change or platform update.
- Storage settings apply to the whole Company, including all of its Organizations.
- Google Drive and OneDrive are provided by the Drive Integration add-on module for attaching files, and are not the account's storage destination. Confirm the add-on is included in your plan.
- Changing the storage destination after files have been uploaded needs planning. Confirm what happens to existing files before you switch.
Common Scenarios
Example: a solar installer with heavy media. Site surveys capture photographs, videos and sketches on every visit. The Administrator configures S3 so file volume is not constrained by the instance's own storage, and confirms an uploaded survey photograph downloads correctly.
Example: before a bulk import. An Administrator is about to import employees and salary data. They take a database backup first, so there is a known good point to return to if the import produces unexpected results.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| Uploads fail across the account | The plan's storage limit has been reached | Review the storage limit on your package and free space or review the plan. |
| Uploads fail after switching to S3 | The S3 configuration is incomplete or incorrect | Re-check the credentials and bucket configuration, then test an upload again. |
| An older file cannot be downloaded after a storage change | The file was written to the previous destination | Confirm the migration approach before switching destinations. |
| Backup is not available | You are not signed in as an Administrator, or the function is platform-level | Ask an Administrator, or the provider of your CrmLeaf instance. |
| Users cannot attach files from Google Drive | The Drive Integration module is not enabled | Enable the add-on module and configure the connection. |
Frequently Asked Questions
Which storage options does CrmLeaf support?
Local storage and Amazon S3.
Who sets my storage limit?
The package attached to your Company sets the maximum storage size, alongside the seat limit.
Is Google Drive an alternative to S3?
No. Google Drive and OneDrive are provided by the Drive Integration add-on module so users can attach files held there. The account's storage destination is local or S3.
Can I restore a backup myself?
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