Zoho Analytics allows you to back up an entire workspace – including data, reports, dashboards, formulas, user permissions, and all settings and restore it whenever needed. This feature helps you maintain point‑in‑time snapshots of your workspace, recover from accidental changes, or use the backup file for workspace migration.

This feature captures the entire workspace as it exists at the time of backup. Zoho Analytics provides the following options:

1. Workspace Structure and Data (Full Backup)
2. Workspace Structure Only (schema and settings without row data)

You can also setup schedules for automatic backups at regular intervals (daily, weekly, monthly) or create an immediate backup.

Each workspace can keep up to 3 backup versions; older versions are automatically removed after 30 days and cannot be restored. You can also download a backup file (.wsbkp) and later upload it to restore the workspace.

Note:

This feature is available in Standard, Premium, and Enterprise plans.

Only Account Admins and Organization Admins can manage Backup and Restore.

Backup and Restore at Organization Level

As an Account Admin / Organization Admin, you can manage backups for all workspaces in your organization from a single page.

To manage backup and restore of any workspace through Organization Settings,

1. Open Zoho Analytics and select the Organization Settings icon at the top right corner.
2. The Organization Settings page will open.
3. Navigate to the Data Administration section and select Backup and Restore.
4. The Manage Backup and Restore tab will open, you will see a table listing all workspaces with their next scheduled backup status and available backup versions.
   
   
   
   

Schedule backup for a workspace

To schedule backup for a workspace,

1. In the Manage Backup and Restore page, choose the workspace you want to backup and enable the toggle under Next Schedule Status to setup backup schedule.
   
   
   
   
2. In the Backup Schedule dialog that opens, set the following:
   
   

   Option	Description
   Backup	Toggle Enabled to turn scheduling on.
   Backup Mode	Workspace Structure & Data - backs up the complete workspace, including all records. Workspace Structure Only - backs up tables, reports, dashboards, and settings, without the underlying data.
   Repeat	Choose how often the backup should repeat from the Repeat dropdown: Not Scheduled Every Day Weekly Once (select day) Monthly Once (select day).
   Time	Set the time when the backup needs to be initiated.

3. Click Save. The workspace will now show the next backup date and time. A maximum of three latest backup versions will be stored and listed in the same row.

Note: Hovering over a workspace row reveals quick-action icons:

Backup Now - Triggers an immediate backup outside the schedule

Settings - Opens the Backup Schedule Settings dialog.

Backup Schedule Settings

Clicking the Settings icon for a workspace opens the Backup Schedule Settings for that workspace. This panel has two tabs: Schedule Backup and Restoration History.

The schedule backup tab lets you configure your backup settings - you can either create a new schedule or modify the existing one. Here you can enable/disable Backup schedule, configure Backup Mode, and schedule frequency using the Repeat option.

Below these settings we have two quick links

• Restore from Local File - upload a previously downloaded .wsbkp file to restore this workspace.
• Backup now - immediately trigger a backup using the current Backup Mode setting, without waiting for the schedule.

Backup versions

Zoho Analytics allows you to retain up to three backup versions each with its creation timestamp and a tag indicating the backup mode (e.g. Structure & Data).

For each version, hovering reveals three icons:

• Download - download the backup as a .wsbkp file.
• Restore - restore the workspace to this backup version.
• Delete - permanently remove this backup version.
  
  
  

Note:

• Only the 3 most recent backup versions are retained.
• Older versions are removed automatically as new backups are created.
• You can also manage your backup from the Manage Backup and Restore page by selecting the desired version listed there.
  

Restoring a Workspace

Zoho Analytics allows you to restore a workspace in two ways:

• Restore from an existing backup version - using one of the up to 3 listed backup versions for that workspace.
• Restore from a local file - by uploading a previously downloaded .wsbkp file.

Restoring from a Backup Version

To restore a workspace from a backup version,

• Navigate to the Manage Backup and Restore tab, open the Backup Schedule Settings for the workspace by clicking the Settings icon.
• Under Backup Versions, hover over the version you want to restore and click the Restore icon.
• In the confirmation dialog, choose the Restore Mode - Workspace Structure & Data or Workspace Structure Only and click Yes to confirm.
  
  
  

Restoring from a Local File

To restore a workspace from a local file,

• Open the Backup Schedule Settings for the workspace and click Restore from Local File.
• Select a valid .wsbkp file from your computer. If the selected file is not a valid Zoho Analytics backup file, an “unsupported file format” alert is shown.
• In the Restore Workspace confirmation dialog, choose the Restore Mode - Workspace Structure & Data or Workspace Structure Only and click Yes to confirm
• Please note that the workspace will be restored entirely to the state in the backup file, including data, reports, dashboards, users, and settings.

Note:

• Restoration will remove all existing data, formulas, reports, views, and configurations in the live workspace are permanently and replace it with the contents of the backup.
• This action cannot be reversed except via Undo Restore, which is available for 15 days (see the Undo Restore section).

Once restoration is confirmed:

• The workspace enters a locked, read-only (viewer) state. No new views can be created, no data edits are allowed, and scheduled syncs do not run until the restore completes.
• You will be notified that restoration has been initiated and that a status email will be sent once it completes.
• You can continue using the live workspace in read-only mode while the restore is in progress.
• A status email is sent to all Account, Organization, and Workspace Admins once the restoration finishes (success or failure), and the same details appear under the Restoration History tab.
• If you refresh the app after restoration completes, the restored workspace is displayed with a banner confirming the successful restore.

Backup and Restore from Workspace Settings

In addition to the organization-wide view, backups for an individual workspace can be managed from within that workspace's own settings. This is convenient when you only need to manage the backup schedule or restore a specific workspace you are currently working in.

• Open the workspace and click Settings in the left navigation panel.
• Select Backup and Restore from the settings menu.
• The Backup Schedule Settings page for this workspace opens.
  
  
  

Backup This Workspace

This page similar to the per-workspace panel available from Organization Settings, but is scoped to the current workspace only.

The page provides the following options:

To backup your workspace,

• Toggle Backup to Enabled.
• Select the Backup Mode.
• Choose the Repeat frequency and set the Time and click Save.

Restoring This Workspace

From the Backup Schedule Settings page within a workspace, you can:

• Restore from a listed backup version - hover over a version under Backup Versions and click Restore.
• Restore from a local file - click Restore from Local File and select a .wsbkp file from your computer.

In both cases, you will be asked to confirm theRestore Mode (Workspace Structure & Data or Workspace Structure Only) before the restore begins. The same restoration behaviour, locked/read-only state during restore, and post-restore notifications described in the Organization Settings section apply here as well.

Frequently Asked Questions

1. What's the difference between a backup with data and without data?

A backup taken in Workspace Structure & Data mode includes all records in your tables along with the structure (tables, reports, dashboards, settings, etc.). A backup taken in Workspace Structure Only mode includes only the structure - no underlying data.

2. How many backup versions are kept?

Up to 3 versions are retained per workspace. When a new backup is created beyond this limit, the oldest version is removed. This includes any legacy ZIP-format backups still listed for the workspace.

3. Can I restore a backup into a different workspace?

No. A backup can only be restored into the same workspace it was created from. If all data sources in the backup don't match those in the target workspace, restoration is blocked with an incompatibility error. To bring a workspace's structure into a different workspace, use Workspace Migration instead.

4. What happens to the current workspace data when I restore a backup?

Restoration is destructive - all existing data, formulas, reports, views, and configurations in the live workspace are removed and replaced with the contents of the backup file. This action cannot be undone except through Undo Restore within 15 days of the restore.

5. Can I use the workspace while a restore is in progress?

Yes, but the workspace is placed in a locked, read-only (viewer) state. You can view existing reports and dashboards, but you cannot create new views, edit data, or run data syncs until the restore completes.

6. How will I know when a restore has completed?

You'll receive an in-app notification and an email indicating success or failure, sent to all Account, Organization, and Workspace Admins. The same details are recorded in the Restoration History tab. If you refresh the app after completion, a banner confirms the successful restore.

7. Can I undo a restore?

Yes. Before every restore, an automatic pre-restore backup is created and retained for 15 days. You can use Undo Restore within that window to roll back to the workspace's state before the last restore. Only the most recently completed restore can be undone, and only once.

8. Is there an expiry on backup files?

Yes. A backup file cannot be restored once it is older than 30 days. Attempting to do so will fail with an error indicating the backup is too old.

9. What happens to my data sources after a restore?

If the same data source with the same authentication is configured in both the backup and the live workspace, no re-authentication is needed - module selections and sync schedule are taken from the backup. If authentication details differ, restoration proceeds but the next sync will fail until credentials are updated.

10. Will my dashboards, reports, and formulas be restored?

Yes. All formula columns, aggregate formulas, report formulas, and query tables (including JOINs, UNIONs, PIVOTs, CTEs, and chained query tables) are part of the backup and are restored, overwriting any formulas or reports created after the backup was taken.

11. Are users and permissions restored?

Yes, share permissions, filter criteria, user roles, and custom roles are restored as they were at backup time, subject to your current pricing plan's user limits. Users removed from the workspace before the backup are added back per their backed-up role, except Org/Account Admins outside the workspace.

12. What is not included in a backup?

Code Studio data transformations and ML models, AutoML, Pipelines, Data Archives, and Custom Visuals are currently not included in backups.

13. Can I download a backup and store it elsewhere?

Yes. Each listed backup version can be downloaded as a .wsbkp file. This file can later be uploaded via Restore from Local File to restore the workspace, or via Workspace Migration to bring the structure into a different workspace.

14. Why can't I see the Restore option for some of my backup versions?

Restore is only available for backups created with the new Backup and Restore feature. Legacy backups created with the earlier ZIP-based backup feature only support Download and Delete.

15. What happens if the row count in the backup exceeds my plan's limit?

During restoration, if the number of rows in the backup exceeds what your current pricing plan supports, you'll see a prompt asking whether to proceed with restoring the workspace without data.

16. Is the Backup and Restore feature available on all plans?

It is available on the Standard, Premium, and Enterprise plans. If your account is downgraded to Basic or a Trial plan, the feature becomes unavailable, and any backups taken previously cannot be restored.