This article explains how ProBackup connects to your cloud apps, how backups are scheduled and processed, how your data is stored, and how limitations are handled.
Connecting via API
ProBackup uses each app's API (Application Programming Interface) to securely access and back up your data. When a backup runs, ProBackup sends an encrypted request to the cloud app, which returns the requested data using the same security protocols.
Each cloud app provides its own API, and ProBackup is built to work within the rules and capabilities that each API defines.
Backup schedule
ProBackup backs up all your data once every 24 hours. To spread the load on your app's API, the backups of your different lists, boards and projects run at different times of the day, each one roughly 24 hours after its previous backup. A backup can take up to a few hours.
The schedule is fully automated and cannot be changed. This allows ProBackup to spread backup activity optimally across all users.
Note: The backup frequency cannot be changed by the user.
How backups work
Each backup cycle, ProBackup processes your data in the following way:
Incremental – the backup engine checks which records have been added, edited, or deleted since the last cycle and backs up only those changes.
Versioning – each cycle creates a snapshot of your data saved as a separate version. This allows you to look up previous versions of any record at any point in time.
Integrity checks – the backup engine runs checks to verify that all records have been captured. In addition, every 14 days ProBackup re-reads all your data and compares it against the existing backup.
Backup scope
ProBackup can only back up data that the authorised users have access to. If certain workspaces or projects are missing from your backup, you can update your backup scope or invite additional team members.
Some data types are not available through a cloud app's API, which means they cannot be backed up or restored. The backup and restore capabilities for each app are documented in the integration section of our Help Center.
For example:
ProBackup does not back up automations, Power-Ups, or views for Trello.
When restoring an item in monday.com, mirror, connect-board and formula column values are not restored.
Data storage
ProBackup stores your backup data in AWS S3 in the AWS region you chose when you added your first app (one of 9 regions, see Where are my backups stored?), using AES-256 encryption. Metadata (e.g. IDs, tree structure, and webhook registrations) is stored in AWS RDS in Dublin, Ireland, where the ProBackup application also runs.
For more details, see How does ProBackup keep your data secure?.
Google Drive sync (optional)
You can sync a copy of your backed-up data to your own Google Drive, creating an additional layer of redundancy. This also allows you to set up an automated download to a local device using Google Drive for Desktop.
Note: When restoring data, ProBackup relies only on the data stored in AWS. Data stored in Google Drive is not used for restores.