Centralizing Data Management with Dropbox
You can automate periodic backups of your data using EZRentOut’s Dropbox Integration. This allows you to easily back up your data to a Dropbox account of your choice. You can also export default and custom reports to Dropbox in order to share data among your employees more conveniently.
Here’s a quick guide for our Dropbox integration.
1. Data that syncs to Dropbox
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
- Payments Received
- Tax Collected
- Rent Summary
- Sales Summary
- All Orders
- Order Line Items
This data is added as separate CSV files with time stamps, once every day.
2. Enable 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 where you want to store your EZRentOut backup files. That’s it, you are all set to use this feature!
Once you’ve added your Dropbox account, go to Settings –> Add Ons –> Data Backup –> Dropbox. Here, choose ‘Enabled’. You can also choose whether to run a data backup daily or not, as shown below.
3. Access your backups
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 spreadsheet applications like Microsoft Excel, Google docs, etc.
The screen capture below shows how EZPhotoGearRentals backed-up data to their designated Dropbox folder. Here is the path for it:
This is what the target Dropbox account looks like:
4. Sync documents to Dropbox
You can also use our Dropbox integration to keep backups of all your important documents. As explained above, the Dropbox Add On must be enabled for this.
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, Orders, etc, as illustrated below.
This helps you stay organized when sifting through all your records!
5. Export 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.
Note: This Add On is currently available for Plus packages and above. For any questions, contact us at firstname.lastname@example.org.