Table of Contents
Backing up a Fotoware system
12. February 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 make a complete backup of a physical server and then roll back to a previous server state through a restore operation.
At a lower level, file-based backup requires you to identify the specific folders that need to be backed up to facilitate disaster recovery. 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 actual files or travels with the files as "sidecars" - that way, it is sufficient to back up the assets, including any XMP metadata added to the files.
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.
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 has been chosen as 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.
Microsoft SQL and MongoDB databases
FotoWeb uses MongoDB and Microsoft SQL databases. Backing these up is not as straightforward as copying some files from A to B.
These databases can be configured to create automatic backups. The backed-up files are, by default, stored in these locations to allow copying them to a safe location:
SQL server backup files: C:\ProgramData\Fotoware\FotoWeb\Site Settings\[SITENAME]\Backup
MongoDB backup files: C:\ProgramData\Fotoware\FotoWeb\Server Settings\Backup
Backing up autogenerated data (optional)is
Autogenerated data, such as indexes, caches, and audio and video proxy files, can be regenerated after a restore operation, so they are 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 username and password for the database, or use a trusted connection, and then select OK.
Restoring the MongoDB
Important: 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"