Database Backup

Database Backup is under System Manager

HRPro Database Backup Overview

HRPro leverages the Microsoft SQL Server database backup function to create backups of its database.

• The default physical backup location is typically:

C:\Program Files\Microsoft SQL Server\MSSQL.1\Backup

• Backup location: It refers to a path that is relative to the SQL Server's file system.

For instance, specifying C:\TEMP as the backup location will save the backup to C:\TEMP on the SQL Server machine (not the user's local computer).

Important: Two databases must be backed up:

1. Application Database – Contains operational data such as Employee Master records, Payroll Batches, etc.

2. System Database – Contains configuration and system-level data like user credentials, group settings, and access permissions.

Enable Personal Data Protection (PDP) Backup

Produce Personal Data Protection Backup: When this checkbox is selected, the system will generate two backup sets. 

1. Standard Backup: dbxxx_db_201xxx

2. Personal Data Protection Backup: dbxxx_pdpdb_201xxx - this set excludes all personal data.

Type of Personal Data Excluded:

2. • Names

   • Phone numbers

   • Email addresses

   • Hong Kong Identity Card (HKID) numbers

   • Passport details

   • Addresses

   • Photographs

   • Spouse information

   • Emergency contact details

   • Passwords

   • File Attachments

The Personal Data Protection Backup is ideal for sharing with third parties  (e.g., HRPro Authorized Solution Providers or HRPro Consultants) who require access to the database for troubleshooting purposes, without exposing sensitive personal data. This approach helps ensure compliance with the Code of Practice on Human Resource Management Compliance Guide for Employers and HRM Practitioners🡕 and relevant Data Privacy Laws.

Downloading a Database Backup

Click the Download button to save the selected database backup file to your local computer.

If the file cannot be accessed, possible reasons include:

1. Insufficient IIS Permissions

The Microsoft Internet Information Server (IIS) may lack permission to access the backup file's location.

• Ensure the backup is saved in a folder accessible by IIS.

• Alternatively, change the Application Pool Identity of your website to LocalSystem.

• For guidance, refer to the document Grant Advanced Access Rights for Internet Information Server.

2. Separated Server Environments

The Microsoft SQL Server and IIS may be running on different Windows Server machines, making the file path invalid from IIS’s perspective.

3. Deleted Backup File

The selected SQL Server backup file may have been removed or is no longer available.

4. Download Option Disabled

The setting Enable Download in Database Restore (located in System Manager Setup > System Manager panel) might be turned off.

Scheduled Backup

Visit Scheduled Backup to see how to define a Scheduled Backup Job to back up the database automatically.