Table of Contents
Backing up a Fotoware system
27. October 2026
Table of Contents
There are multiple levels at which the system can be backed up. If the FotoWeb server is virtualized, backing up the entire image is a simple solution.
Using backup software, it is also possible to back up a physical server and then roll back to a previous state through a restore operation.
At a lower level, file-based backup requires you to identify the specific folders to back up in a disaster recovery scenario. That is the focus of this topic.
What needs backing up?
Assets
All assets in the system must be backed up. Often, these reside on a shared network volume, such as a SAN, and there are usually separate backup routines that safeguard the SAN data.
The XMP metadata stored with assets in a Fotoware system is either embedded in the files or stored in accompanying sidecar files. Therefore, backing up the assets also backs up any XMP metadata associated with them.
Configuration files
The configuration files need to be restorable within a reasonable amount of time. Configurations tend to grow over time, so these files should be regularly backed up to ensure the most recent version can be restored in the event of a disaster recovery.
Databases
Back up the databases used by FotoWeb as part of your regular backup routine. Starting with Feature Release 20, MongoDB is installed and managed separately from FotoWeb, so you are responsible for backing up the MongoDB database.
Autogenerated data
Autogenerated data includes indexes, caches, and audio/video proxies. Although these can be regenerated automatically, including them in a restore operation reduces the extra processing required to regenerate them, allowing the system to perform optimally quickly after the restore completes.
Backing up assets
We recommend using commercially available backup tools to back up assets.
In the Fotoware system, all assets crawled and indexed by Index Manager must be backed up. With a FotoWeb system, there will typically also be a global upload area that requires backing up. The default location for the upload area is C:\ProgramData\Fotoware\FotoWeb\Operations\Upload\[SITENAME]
Backing up configurations
Fotoware ProgramData
All Fotoware server applications store their configuration files in C:\ProgramData\Fotoware
We recommend backing up this folder using an external scheduled task.
FotoWeb site configuration(s)
The default path to the site configuration is C:\ProgramData\Fotoware\FotoWeb\Site Settings\[SITENAME]. Note that the site home folder location is configurable. If you're unsure which folder is the site's home folder, go to the FotoWeb site configuration in the Operations Center and check the site identification settings.
These files should be backed up to a safe location. With multiple sites on the server, ensure each site is backed up.
Databases
Microsoft SQL database
FotoWeb uses a Microsoft SQL database. The database must be backed up separately from the FotoWeb configuration files. For more information about backing up the Microsoft SQL database, see Backing up the FotoWeb databases. The backed-up files are, by default, stored in this location to allow copying them to a safe location:
SQL server backup files: C:\ProgramData\Fotoware\FotoWeb\Site Settings\[SITENAME]\Backup
MongoDB
Starting with Feature Release 20, MongoDB is installed and managed separately from FotoWeb. It is therefore your responsibility to include the MongoDB database in your backup and restore procedures.
If you are using FotoWeb 8.1 or earlier, where MongoDB was installed as part of FotoWeb, see Backing up the FotoWeb databases.
Backing up autogenerated data (optional)
Autogenerated data, such as indexes, caches, and audio and video proxy files, can be regenerated after a restore operation and are therefore not critical. However, because regenerating these files from scratch can be time-consuming and impose a performance penalty on the server during generation, including them in the backup and restore routines is recommended if getting back up and running quickly is a priority.
Autogenerated data that can be backed up:
Audio and video proxy files (configurable location)
Default location: C:\ProgramData\Fotoware\FotoWeb\Operations\Proxies
Index Manager cache (configurable location)
Default location: C:\ProgramData\Fotoware\Index Manager\ImCache
FotoWeb cache (configurable location)
Default location: C:\ProgramData\Fotoware\FotoWeb\Operations\Cache\[sitename]
Index Manager's indexes
Verify the location of the indexes in the Index Manager configuration through the Operations Center.
Restoring the system from a backup
- All data, except databases, can be copied back to their original locations on the server.
- To restore FotoWeb's Microsoft SQL database, use the FotoWeb Administration Console application, found on the Windows start screen:
- Expand the Server node, then right-click the Site node.
- Choose All tasks - Restore database
- Enter the database username and password, or use a trusted connection, then select OK.
Restoring MongoDB in Feature Release 20 and later
Starting with Feature Release 20, MongoDB is installed and managed separately from FotoWeb. Restore the MongoDB database using the backup and restore procedures for your MongoDB installation.
Restoring MongoDB in FotoWeb 8.1 and earlier
Note
The following instructions apply to FotoWeb 8.1 and earlier, where MongoDB was installed as part of FotoWeb.
FotoWeb must be running before the Mongo restore operation can start.
To restore the Mongo database, run the following command:
"C:\Program Files (x86)\Fotoware\FotoWeb\MongoDB\mongorestore.exe" /drop /uri:"mongodb://localhost:7200" "PATH_TO_MONGODB_BACKUP"