simple-notes-sync/docs/BACKUP.en.md

Backup & Restore 💾

🌍 Languages: Deutsch · English

Secure your notes locally - independent from the server

---

📋 Overview

The backup system works completely offline and independent from the WebDAV server. Perfect for:

• 📥 Regular backups
• 📤 Migration to new server
• 🔄 Recovery after data loss
• 💾 Archiving old notes

---

📥 Create Backup

Step-by-Step

1. Open settings (⚙️ icon top right)
2. Find "Backup & Restore" section
3. Tap "📥 Create backup"
4. Choose location:
   • 📁 Downloads
   • 💳 SD card
   • ☁️ Cloud folder (Nextcloud, Google Drive, etc.)
   • 📧 Email as attachment
5. Done! Backup file is saved

File Format

Filename: simplenotes_backup_YYYY-MM-DD_HHmmss.json

Example: simplenotes_backup_2026-01-05_143022.json

Content:

{
  "version": "1.2.1",
  "exported_at": "2026-01-05T14:30:22Z",
  "notes_count": 42,
  "notes": [
    {
      "id": "abc-123-def",
      "title": "Shopping List",
      "content": "Milk\nBread\nCheese",
      "createdAt": 1704467422000,
      "updatedAt": 1704467422000
    }
  ]
}

Format details:

• ✅ Human-readable (formatted JSON)
• ✅ All data included (title, content, IDs, timestamps)
• ✅ Version info for compatibility
• ✅ Note count for validation

---

📤 Restore Backup

3 Restore Modes

1. Merge ⭐ Recommended

What happens:

• ✅ New notes from backup are added
• ✅ Existing notes remain unchanged
• ✅ No data loss

When to use:

• Import backup from another device
• Recover old notes
• Restore accidentally deleted notes

Example:

App:    [Note A, Note B, Note C]
Backup: [Note A, Note D, Note E]
Result: [Note A, Note B, Note C, Note D, Note E]

2. Replace

What happens:

• ❌ ALL existing notes are deleted
• ✅ Backup notes are imported
• ⚠️ Irreversible (except through auto-backup)

When to use:

• Server migration (complete restart)
• Return to old backup state
• App reinstallation

Example:

App:    [Note A, Note B, Note C]
Backup: [Note X, Note Y]
Result: [Note X, Note Y]

⚠️ Warning: Automatic safety backup is created!

3. Overwrite Duplicates

What happens:

• ✅ New notes from backup are added
• 🔄 On ID conflicts, backup wins
• ✅ Other notes remain unchanged

When to use:

• Backup is newer than app data
• Import desktop changes
• Conflict resolution

Example:

App:    [Note A (v1), Note B, Note C]
Backup: [Note A (v2), Note D]
Result: [Note A (v2), Note B, Note C, Note D]

Restore Process

1. Settings → "📤 Restore from file"
2. Select backup file (.json)
3. Choose mode:
   • 🔵 Merge (Default)
   • 🟡 Overwrite duplicates
   • 🔴 Replace (Caution!)
4. Confirm - Automatic safety backup is created
5. Wait - Import runs
6. Done! - Success message with number of imported notes

---

🛡️ Automatic Safety Backup

Before every restore:

• ✅ Automatic backup is created
• 📁 Saved in: Android/data/dev.dettmer.simplenotes/files/
• 🏷️ Filename: auto_backup_before_restore_YYYY-MM-DD_HHmmss.json
• ⏱️ Timestamp: Right before restore

Why?

• Protection against accidental "Replace"
• Ability to undo
• Double security

Access via file manager:

/Android/data/dev.dettmer.simplenotes/files/auto_backup_before_restore_*.json

---

💡 Best Practices

Backup Strategy

Regular Backups

Daily:   ❌ Too often (server sync is enough)
Weekly:  ✅ Recommended for important notes
Monthly: ✅ Archiving
Before updates: ✅ Safety

3-2-1 Rule

1. 3 copies - Original + 2 backups
2. 2 media - e.g., SD card + cloud
3. 1 offsite - e.g., cloud storage

Backup Locations

Local (fast):

• 📱 Internal storage / Downloads
• 💳 SD card
• 🖥️ PC (via USB)

Cloud (secure):

• ☁️ Nextcloud (self-hosted)
• 📧 Email to yourself
• 🗄️ Syncthing (sync between devices)

⚠️ Avoid:

• ❌ Google Drive / Dropbox (privacy)
• ❌ Only one copy
• ❌ Only on server (if server fails)

---

🔧 Advanced Usage

Edit Backup File

The .json file can be edited with any text editor:

1. Open with: VS Code, Notepad++, nano
2. Add/remove notes
3. Change title/content
4. Adjust IDs (for migration)
5. Save and import to app

⚠️ Important:

• Keep valid JSON format
• IDs must be unique (UUIDs)
• Timestamps in milliseconds (Unix Epoch)

Bulk Import

Merge multiple backups:

1. Import backup 1 (Mode: Merge)
2. Import backup 2 (Mode: Merge)
3. Import backup 3 (Mode: Merge)
4. Result: All notes combined

Server Migration

Step-by-step:

1. Create backup on old server
2. Set up new server (see QUICKSTART.en.md)
3. Change server URL in app settings
4. Restore backup (Mode: Replace)
5. Test sync - All notes on new server

---

❌ Troubleshooting

"Invalid backup file"

Causes:

• Corrupt JSON file
• Wrong file extension (must be .json)
• Incompatible app version

Solution:

1. Check JSON file with validator (e.g., jsonlint.com)
2. Verify file extension
3. Create backup with current app version

"No permission to save"

Causes:

• Storage permission missing
• Write-protected folder

Solution:

1. Android: Settings → Apps → Simple Notes → Permissions
2. Activate "Storage"
3. Choose different location

"Import failed"

Causes:

• Not enough storage space
• Corrupt backup file
• App crash during import

Solution:

1. Free up storage space
2. Create new backup file
3. Restart app and try again

---

🔒 Security & Privacy

Data Protection

• ✅ Locally stored - No cloud upload without your action
• ✅ No encryption - Plain text format for readability
• ⚠️ Sensitive data? - Encrypt backup file yourself (e.g., 7-Zip with password)

Recommendations

• 🔐 Store backup files in encrypted container
• 🗑️ Regularly delete old backups
• 📧 Don't send via unencrypted email
• ☁️ Use self-hosted cloud (Nextcloud)

---

📊 Technical Details

Format Specification

JSON structure:

{
  "version": "string",        // App version at export
  "exported_at": "ISO8601",   // Export timestamp
  "notes_count": number,      // Number of notes
  "notes": [
    {
      "id": "UUID",           // Unique ID
      "title": "string",      // Note title
      "content": "string",    // Note content
      "createdAt": number,    // Unix timestamp (ms)
      "updatedAt": number     // Unix timestamp (ms)
    }
  ]
}

Compatibility

• ✅ v1.2.0+ - Fully compatible
• ⚠️ v1.1.x - Basic functions (without auto-backup)
• ❌ v1.0.x - Not supported

---

📚 See also:

• QUICKSTART.en.md - App installation and setup
• FEATURES.en.md - Complete feature list
• DESKTOP.en.md - Desktop integration with Markdown

Last update: v1.2.1 (2026-01-05)