Rainbook

Backup and export

Back up Rainbook with the Jira backup you already use.

Your deals, accounts, contacts, Conversations and Meetings are Jira work items, and every night Rainbook copies the rest of its data into Jira too. The backups you already take cover Rainbook, you can download any copy, and you can bring Rainbook back after a reinstall or on a site restored from a backup. Anyone can also export the records they can see as spreadsheets.

How your Jira backup includes Rainbook

Rainbook's records are Jira work items, so your Jira backup holds them with their fields, comments and attachments.

Every night at 2:00 in your site's time zone, Rainbook attaches a copy of everything else it keeps to the Rainbook Archive work item in your CRM space: settings, saved views, the people index, the activity history, AI results, saved reports and import records. The email index isn't in the copy: Rainbook rebuilds it from Jira. A Jira backup that includes attachments therefore includes Rainbook. On paid Jira plans only members of rainbook-admins can open the Rainbook Archive work item; on Jira Free, where everyone on the site sees every work item, anyone can. The content of private deals and threads lives in their Jira work items, so your Jira backup holds it under Jira's own permissions. The archive item stays off your boards and filters either way.

Copies Rainbook keeps

Rainbook keeps 7 daily copies, 4 weekly copies (Sundays) and 12 monthly copies (the first of each month): about a year of history. Each new copy is checked part by part before an older one is removed, so the newest complete copy is always there.

On Jira Free, Rainbook keeps only the newest copy, to leave room in your site's 2 GB of file storage. The previous copy is removed once the new one has been checked.

Sites where copies are kept for download

On sites with the Regulated pack, Rainbook attaches nothing to Jira. Each nightly copy is kept for members of rainbook-admins to download for 30 days, or for 7 days on sites where Forge Object Store is not available. When the pack is installed, the copies already on the Rainbook Archive work item are removed once its first download copy is ready. The same download copies apply when Jira attachments are turned off on your site, or limited to files under 5 MB.

Settings › Export and backups, under Nightly copies, shows when each copy expires. Download the copies you want to keep into your own backups before they expire. To learn what else changes with the Regulated pack, see the Regulated pack.

Download a copy or make one now

Members of rainbook-admins open Settings › Export and backups and look under Nightly copies to see every copy and when it was made.

  • Choose Download beside a copy to save its parts. Rainbook checks each part against the copy's fingerprint before you save it, so a damaged file is never kept. Your browser saves each part from its own click.
  • If today's copy hasn't been made yet (setup just finished, or last night's copy didn't finish), choose Make a copy now to take one straight away. It is checked and kept like a nightly copy. Once today's copy exists, the button waits until tomorrow.

Restore Rainbook after a reinstall

If you reinstall Rainbook within 21 days of uninstalling it, email support@rainbook.humanr.ai before you run setup: we can ask Atlassian to reconnect your previous Rainbook data to the new installation. After that, or on a new site restored from your Jira backup, restore from the Rainbook Archive before you run setup:

  1. Open Jira Settings › Apps › Rainbook. Rainbook finds the newest copy on the Rainbook Archive work item and offers Restore this copy. Setup waits until you restore or choose Set up without restoring.
  2. Choose Restore this copy. If the copy was made on another site, such as the site your backup came from, Rainbook names it and asks before restoring.
  3. When the restore finishes, run setup again.
  4. Press Fill the fields to refill Account, People, Revenue impact and Health on your work items. It finishes fastest while you keep the page open; if you leave, Rainbook carries on in the background.
  5. Update the saved filters and dashboard gadgets Rainbook lists, so they use the new fields.

Rainbook rebuilds its reports and email search from Jira on its own. If you erased anyone's personal data after the copy was made, erase them again once the restore finishes.

Restore from a downloaded copy

If your site keeps copies for download (sites with the Regulated pack, or with Jira attachments turned off), open Jira Settings › Apps › Rainbook before setup, choose Moving Rainbook from a downloaded copy?, and pick the files of the newest copy. If it is a daily copy, also pick the daily copies before it, back to the most recent Sunday or first-of-the-month copy, so the activity history comes back complete. Rainbook checks every file before it restores anything, and asks before it goes on if a day is missing. Then follow steps 3 to 5 above.

Export your records

Open Settings › Export and backups, pick the record types you need, such as Deals, Accounts, Contacts and Conversations, and save them as CSV files that open in Excel, Google Sheets or Numbers, or as one Excel workbook with a sheet for each record type. Anyone can export the records they can see.

  • Conversations come with their messages: sender, recipients, copies, date sent and the plain-text body.
  • Column names stay the same from one export to the next, so a file goes back in through Settings › Import with no mapping edits.
  • Text that a spreadsheet would run as a formula is saved as plain text, so every file is safe to open.
  • Exports of more than 200,000 rows are saved as CSV files in parts of up to 200,000 rows, even when you chose Excel. Save each part with a click as soon as it is ready. If you close the page, open Settings › Export and backups again and the export carries on from the next part.

On sites with the Regulated pack, see the Regulated pack for who can export.

Download all data

Members of rainbook-admins can download everything Rainbook keeps outside your work items with Download all data on Settings › Export and backups, under Nightly copies: settings, saved views, the people index, the email index, the activity history and AI work in progress. The email index follows your own access: threads you can't open are left out and counted. Your browser writes the files and you save each part with a click; Rainbook stores nothing. Use it for your own records or to bring the data into another tool. To bring Rainbook back, restore a nightly copy: Rainbook does not restore from this download.

On sites with the Regulated pack, the email content the pack holds has its own export, described in the Regulated pack.

Archived activity history

The activity history shows who did what in Rainbook and when. The last 13 months are searchable in Settings › Activity history. Older months are archived as monthly files you can download from the same page, and they are never deleted. When you erase a person's personal data, Rainbook removes it from the archived months too.

Before you uninstall

Uninstalling Rainbook deletes nothing in Jira: your work items and the Rainbook Archive work item with its copies stay. On sites that keep copies for download (with the Regulated pack, or with Jira attachments turned off), those copies go with Rainbook's storage, so download the newest copy from Settings › Export and backups, under Nightly copies, first.

How long Rainbook keeps data

See Data retention for every kind of data Rainbook keeps, where it is stored and for how long.