If you've been watching the AI space lately, you've probably noticed that "chat with your tools" is having a moment. The problem is that most of what's out there is too technical, too expensive, or doesn't actually connect to the tools you use every day.

This week, something changed for Trello users.

Michael Pryor (former CEO of Trello) released a Trello MCP (Model Context Protocol) server. In plain English: it's a connector that lets AI assistants actually talk to your Trello boards. Not just describe Trello. Not just give you generic productivity advice. Actually read your boards, find your cards, and take action.

The setup takes about two minutes.

What Is an MCP and why should you care?

You don't need to know what MCP stands for. Here's what it does.

Think of it as a bridge. On one side: your Trello boards, with all their lists, cards, due dates, and comments. On the other side: an AI assistant. The MCP connects them so the AI can see and interact with your actual data.

Until now, making this work required messing around in the terminal. With the connector Michael built, you do it directly inside the Claude desktop app by pasting a URL. No code. No API wrangling. Just clicking "allow," like adding a Power-Up.

How to set it up

1. Download the Claude desktop app (or open it if you already have it)
2. Go to Settings → Connectors
3. Scroll to the bottom and click Add Custom Connector
4. Give it a name (like "Trello") and paste in this URL: https://mcpfortrello.com/mcp
5. Save it. Done.

Once connected, open any chat and ask questions about your boards in plain English. The first time you ask something Trello-related, Claude will find the connector, ask you to confirm access (just like a Power-Up prompt), and get to work.

What can you actually do with it?

Here's what I've personally used it for:

"What cards do I have that are overdue?" Claude reads your boards and surfaces everything past due. No scrolling through seventeen lists. Just an answer.

"Where's that card about [thing I forgot]?" Describe it vaguely. Claude will search for similar terms and track it down.

"What should I be working on next?" It looks across your boards, weighs due dates and context, and gives you a prioritized answer. Not magic, but surprisingly useful.

Review or reflect without the blank-page panic. This is my favorite. Ask Claude to summarize a board you used to track a project or your year. Then ask it to help you spot patterns and figure out what to focus on next. Your Trello board already has all the data — you just need something to help you make sense of it.

Build a board from a conversation. Talk through your goals, then ask Claude to create a matching board. It'll set up lists, add cards, and have something ready. I've used this for trip planning and for organizing my Dungeons & Dragons campaign. It's a fast way to go from "thinking through what I want to do" to "actually having a place to put it."

You don't have to be technical

I want to be direct about this: you do not need to know what MCP stands for. You do not need to understand how the connector works under the hood.

You paste a URL into a settings screen, then have a conversation. If you can write a Slack message, you can do this.

About the author

I'm Britt, and I've been obsessed with Trello for over a decade. I help people build smarter workflows through my weekly newsletter, my YouTube channel, and my book on Trello. If you're trying to get more out of Trello (or just trying to feel less buried by it) let's keep in touch.

We've just shipped a significant upgrade to ProBackup's restore experience. and if you've ever needed to roll back changes to a record that's still live in your app, this one's for you.

What's new

Until now, ProBackup always restored data as new records. That's still the safest and most common approach, but it isn't always what you need. Sometimes a record wasn't deleted; it was changed. Someone updated the wrong fields, an automation went sideways, or an AI agent touched things it shouldn't have. The record still exists, but the data inside it is wrong.

Starting today, you can restore directly into existing records, overwriting only the specific fields you choose.

How it works

When you select a record and click "Restore...", a restore pane opens on the right. You'll now see a Restore method option with two choices:

• Restore as new records (recommended): The existing behaviour. Creates a fresh copy of the record in its original location without touching anything currently in your app.
• Overwrite existing records: Updates the live record with values from a previous backup. When you select this option, a field picker appears so you can choose exactly which fields to overwrite. Everything else stays untouched.

You can also adjust the snapshot date directly in the pane using the date picker, so you're not limited to the most recent backup, you can restore the record as it looked on any date ProBackup has captured.

At the bottom of the pane, ProBackup surfaces any restore constraints for the data type you're working with. For example, formula fields and read-only custom fields can't be restored for Asana tasks. These are shown upfront so there are no surprises.

When to use each method

Why this matters

As teams adopt more automation and AI-driven workflows, the risk of bulk, unintended changes to live records has grown significantly. An agent that updates the wrong fields across a hundred tasks, or an automation that fires at the wrong time — these are exactly the scenarios where surgical field-level recovery makes the difference between a five-minute fix and a painful manual cleanup.

Overwrite restore gives you that precision.

ProBackup: built for the complexity of SaaS data

Backup is only as valuable as the restore capabilities behind it. Field-level overwrite restore is part of our broader commitment to building the most capable, granular recovery tooling available for SaaS platforms - going well beyond the basic export-and-reimport approaches that most solutions still rely on.

Whether you need to recover a deleted record, roll back a handful of fields, or undo the aftermath of a runaway automation, ProBackup gives you the control to respond precisely and confidently. That's what best-in-class cloud backup for SaaS looks like in practice.

Getting started

The new restore experience is available now for all ProBackup users. For a full walkthrough of the restore flow, see How to recover deleted data in our Help Center.

As always, if you run into anything or have feedback, we'd love to hear from you.

From today, you decide where your data is stored.

Until now, all backups were stored in Europe - Dublin, specifically. It worked fine, but we heard you: some teams need their data closer to home, others have compliance requirements that make European storage a non-starter, and some just want the assurance of knowing exactly where their backups sit.

So we built it.

Choose Your Region

When you add your first app, you'll be asked to choose a data location. Pick the one that fits your team, your compliance requirements, or your geography:

• 🇦🇺 Oceania - Sydney, Australia
• 🇨🇦 Canada - Montreal
• 🇸🇬 Asia - Singapore
• 🇮🇪 Europe - Dublin, Ireland
• 🇩🇪 Germany - Frankfurt
• 🇧🇷 Latin America - São Paulo, Brazil
• 🇮🇱 Israel - Tel Aviv
• 🇬🇧 United Kingdom - London
• 🇺🇸 United States - North Virginia

Your choice applies to your entire account: Every app you back up will be stored in the same location. You only make this decision once.

Why Data Residency Matters, and Why Your Compliance Team Is Asking About It

We hear this a lot from customers: "We'd love to use ProBackup, but our legal team needs to know where the data lives." It's not bureaucracy for the sake of it. The regulations driving these conversations are real, and in several countries they're getting stricter.

Here's a quick overview of what's in play across some of our most common customer regions:

🇬🇧 United Kingdom: UK GDPR & Data Protection Act 2018

After Brexit, the UK kept its own version of the EU's GDPR framework. The UK GDPR - together with the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations - defines the modern rules of engagement for businesses that use data of UK residents (source: Usercentrics). While the law doesn't mandate that data never leave the country, transfers outside the UK require mechanisms like Standard Contractual Clauses, Binding Corporate Rules, or adequacy decisions to ensure equivalent protection (source: eSignGlobal). For many organisations, especially in financial services and the public sector, keeping data in the UK outright is simply the cleaner compliance path. With our London region, that's now a one-click decision.

🇦🇺 Australia: Privacy Act 1988 & Australian Privacy Principles

Australia's data framework is built around the Australian Privacy Principles (APPs), which govern how personal information is collected, stored, and transferred. In the case of health data, stringent data sovereignty and residency requirements are in place - data related to health records and all associated information, including backups, must never be processed, stored, transmitted, or managed outside Australia (source: InCountry). Beyond healthcare, the Security of Critical Infrastructure Act 2018 introduced mandatory compliance frameworks for critical infrastructure sectors, with data storage and processing identified as a priority area. Macquariedatacentres Australian customers - particularly in regulated industries - regularly tell us that local storage isn't optional for them. Our Sydney region solves that.

🇩🇪 Germany: BDSG & GoBD

Germany goes further than most EU countries. On top of the GDPR, Germany's BDSG utilises national "opening clauses" to add layers of complexity, and the GoBD introduces strict immutability requirements for electronic records - meaning Germany demands a level of digital sovereignty that goes beyond simple data protection. German businesses must also notify when transferring data outside of the country (source: Captaincompliance), making local storage the default preference for many. Our Frankfurt region was built with exactly this customer in mind.

The Bigger Picture

The broader trend is clear: data residency requirements are tightening globally. Research by the United Nations found that 130 countries now have data privacy laws (source: Computer Weekly), and that number keeps growing. What was once a concern mainly for large enterprises is now a question that teams of every size are fielding from their legal and compliance stakeholders.

Data residency is one of the first questions serious compliance teams ask when evaluating a backup solution. With nine regions across six continents, ProBackup now covers the vast majority of those requirements out of the box — and we think that puts us firmly in the conversation as the most complete cloud backup and restore solution available for SaaS teams.

A Few Things Worth Knowing

This setting is permanent. Once chosen, it can't be changed - so take a moment to pick the right region for your team. And for existing customers: your data stays in Dublin. We can't migrate existing backups, but if you have questions about what that means for your account, just reach out.

No pricing change, no new plan required - this is available to all customers starting today.

Start backing up your SaaS today 👉 https://app.probackup.io/onboarding

The legal summaries above are intended as a general overview to help you start the conversation internally, not as legal advice. We always recommend checking with your own legal or compliance team for requirements specific to your organisation and industry.

Artificial intelligence is no longer just suggesting your next email subject line. Today's agentic AI systems can create tasks, reassign work, trigger automations, update entire project boards, and send communications , all without a human pressing a single button. That is a remarkable productivity leap. It is also a significant new risk to your business data.

This article explores what agentic AI looks like inside today's leading productivity platforms, the very real risks it introduces, and why a robust SaaS backup strategy is no longer optional , it is the safety net your organisation cannot afford to go without.

What Is Agentic AI?

Traditional AI assists: it drafts, suggests, summarises. Agentic AI acts. An AI agent is a system that can perceive its environment, make decisions, and execute multi-step tasks autonomously , often running silently in the background, on your behalf, at machine speed.

Where a human might spend 20 minutes reassigning tasks after a project scope change, an AI agent can do it in seconds , updating hundreds of records across multiple workspaces simultaneously. The efficiency gains are real. So are the consequences when something goes wrong.

Agentic AI in Productivity Platforms: What's Available Today

Agentic AI has moved from research labs into the tools your teams use every day. Here is a brief overview of what two major productivity platforms are now offering:

monday.com: AI Agents as First-Class Platform Members

In March 2026, monday.com announced new infrastructure that allows external AI agents to sign up, authenticate, and operate directly within the platform , alongside human users, under the same permissions model. This is a meaningful architectural shift: AI is no longer bolted on as an automation layer; it operates as a peer.

Once inside, agents can organise projects, update workflows, trigger automations, generate reports, and coordinate work across teams. The platform supports broad agent compatibility, including Claude (Anthropic), ChatGPT (OpenAI), Microsoft Copilot, Google Gemini, and others. Key technical features include:

• Instant API key provisioning with full GraphQL access to boards, items, automations, dashboards, and docs
• Model Context Protocol (MCP) support for standardised agent interaction across AI frameworks
• Real-time webhooks enabling agents to respond to workflow changes the moment they occur
• Enterprise-grade governance: agents operate under the same security and permissions standards as human users.

monday.com also offers its own 'monday Sidekick' - an embedded AI agent - and an Agent Builder tool, currently in beta, that lets teams design custom agents for specific workflows.

ClickUp: Super Agents with Human-Level Skills

ClickUp's Super Agents take a different approach, positioning AI teammates as entities that can be assigned tasks, messaged directly, and @mentioned within workflows , just like a human colleague. ClickUp describes over 500 'human skills' available to these agents, including sending emails, scheduling calendar events, assigning tasks, and updating databases.

Designed to run around the clock, ClickUp's agents work autonomously in the background , monitoring systems, anticipating needs, and taking action proactively. Key capabilities include:

• Ambient awareness: agents monitor context continuously and act before being asked
• Self-learning: agents improve with every interaction and piece of human feedback
• Infinite memory: short-term, long-term, and episodic memory stored and recalled automatically
• Multi-agent orchestration: a single prompt can spin up and coordinate an entire team of sub-agents

⚠️  Both platforms are racing to make AI agents first-class participants in your workflows. The ambition is productivity at machine speed. The risk is that errors , or misconfigurations , now also propagate at machine speed.

The Real Risks of Agentic AI in Your SaaS Environment

Agentic AI introduces a category of risk that is qualitatively different from traditional automation. Here are the most significant concerns:

1. Mass Updates with No Human Review

An AI agent operating on your project management platform can, in a single action, reassign every open task in a board, change all statuses, or close out items still in progress. With language-model-driven agents acting on contextual judgement, the scope of what gets changed is far broader , and far less predictable , than legacy automation rules.

A poorly worded instruction, a misunderstood context, or an agent drawing on stale knowledge can trigger changes affecting hundreds of records in seconds. Your team may not notice until significant downstream damage has already occurred.

2. Opaque, Untransparent Actions

Agents running in 'ambient' or 'background' mode , a feature both ClickUp and monday.com highlight , are by design not visible to the human team in real time. An agent working overnight might reorganise a board, archive old items, send emails, or reassign owners without anyone watching.

Unlike a human colleague whose decisions can be traced through conversation history or email threads, an agent's reasoning is embedded in the model , not documented in your SaaS platform. Even with audit logs, reconstructing the logic behind a series of AI-driven changes is often difficult or impossible.

3. Automated Actions with No Change History

Many SaaS platforms maintain a version history of manual edits. But automated actions , particularly those triggered through APIs or webhook-driven agents , often bypass or minimally populate these logs. The data changes; the audit trail is thin. When something goes wrong, you may know that records were altered but have no reliable way to know what they looked like beforehand.

 4. Cascading Errors Across Integrated Systems

Modern agents don't operate in a single tool. ClickUp's Super Agents connect to Gmail, Google Drive, Confluence, Salesforce, Slack, GitHub, and dozens of other platforms simultaneously. An erroneous action in your project management tool can trigger downstream errors in your CRM, fire off incorrect emails to clients, or corrupt data in your document management system , all before anyone notices the source mistake.

5. Privilege Escalation and Misuse of Permissions

AI agents operating with broad permissions , often inherited from the human accounts they serve , can inadvertently access, modify, or delete data far outside the intended scope of a task. If an agent is granted admin-level access to help with one workflow, nothing inherently prevents it from acting at that level everywhere it can reach.

6. Irreversible Deletions

Some agent actions , deleting items, archiving records, removing users, cancelling automations , are not easily undone through native platform tools. If your SaaS platform does not maintain a complete, independent backup, those records may simply be gone.

Why SaaS Backup Is the Essential Safeguard

There is a widespread misconception that SaaS platforms protect your data. They do , against infrastructure failures, data centre outages, and platform-level disasters. They do not protect your data against what happens inside the application: user error, automated misconfiguration, or agent-driven mass changes. That is your responsibility.

Granular Point-in-Time Recovery

The most important capability a backup solution provides in an agentic AI world is the ability to restore data to a specific point before a bad action occurred. Not a full platform rollback — a targeted, record-level or workspace-level restoration. This means you can undo what the agent did without losing everything that happened legitimately before or after.

Independent, Immutable Change History

Where your SaaS platform's audit logs may be incomplete or hard to interpret, a good backup solution maintains its own independent history of your data states. This gives you a reliable 'before and after' comparison — essential for understanding what changed and for supporting any internal or external investigation.

Coverage for Cascading Failures

Because agentic AI can affect multiple connected platforms simultaneously, your backup strategy needs to span all the SaaS tools in your stack — not just one. Solutions that back up your project management, CRM, email, and document storage independently give you the ability to restore each system to a pre-incident state without the errors in one polluting the restore in another.

Protection Against Accidental and Malicious Deletion

Native recycle bins and soft-delete features typically have short retention windows - often 30 to 90 days. A dedicated backup solution can retain your data for months or years, ensuring that even late-discovered data loss events can be addressed.

Compliance and Audit Readiness

As organisations use AI agents to process more operational data, the compliance stakes rise. GDPR, ISO 27001, SOC 2, and sector-specific regulations increasingly expect organisations to demonstrate control over their data , including the ability to recover it. A backup solution that provides complete, exportable data snapshots is a fundamental requirement for maintaining that posture.

What Good Looks Like: Recommendations for Organisations

If your team is already using , or planning to adopt , agentic AI capabilities in platforms like monday.com or ClickUp, here is what a responsible data protection posture looks like:

Conclusion

your teams use today. monday.com has opened its doors to AI agents operating as full platform members. ClickUp is training its Super Agents to work autonomously around the clock. The productivity potential is significant.

But every gain in automation speed is also a gain in the speed at which things can go wrong. Without a robust SaaS backup strategy, your organisation is one misconfigured agent , or one ambiguous instruction , away from a data recovery problem that your SaaS vendor cannot solve for you.

The solution is not to resist agentic AI. It is to embrace it with the right safety infrastructure in place. Backup is not the boring part of your cloud strategy. In an agentic world, it is the most important part.

This article is intended for IT decision-makers, operations leads, and anyone responsible for business data governance in organisations using modern SaaS productivity platforms.

In my role as product manager for ProBackup, I work closely with the project management apps we integrate with. We explore their core features to build a deeply-integrated backup solution, and we track every major update and release. We speak with implementation partners about their needs and requests, which gives us a solid grasp of the strengths and weaknesses of the most popular project management apps.

2026 is a pivotal year for this space. Every major platform is betting heavily on AI agents and agentic workflows, turning project management tools from passive organizers into active collaborators. With an array of options available, choosing the right tool can significantly enhance productivity and streamline workflows. In this article, we give an overview of the six tools currently leading the market, each excelling in unique ways.

Why use a project management app

The use of a project management app has become more of a necessity than a luxury. These platforms offer benefits that streamline workflows, enhance productivity, and foster collaboration, regardless of your team's size or industry.

Organisation and structure
These apps provide a structured platform to manage tasks, projects, and deadlines. They allow you to organise work into manageable segments, ensuring nothing falls through the cracks.

Communication and collaboration
Most apps include tools that facilitate better team collaboration. Whether assigning tasks, sharing updates, or giving feedback, everything happens in one place, reducing the need for lengthy email threads and meetings.

Accessibility and flexibility
Cloud-based functionality means you can access your work anywhere, anytime. This accessibility is essential for remote teams or individuals who travel frequently.

Time management and efficiency
By providing an overview of tasks and deadlines, these apps help prioritise work. Many also include time-tracking features, offering insights into how time is spent on each task.

Data-driven decisions
Most platforms have reporting tools that provide data and insights on project progress, team performance, and resource allocation. This information is vital for making informed decisions and planning future projects.

Project management apps are the backbone of modern, efficient work methods. They simplify task management and contribute to a more organised, collaborative, and data-driven work culture.

ClickUp: The all‑in‑One AI powerhouse

ClickUp stands as a multifaceted project management tool, offering a suite of features to cover diverse work needs. It is highly customisable, with over 35 ClickApps to tailor task management. Key features include nested subtasks, checklists, time tracking, voice and video recording, and a variety of views like list, board, and calendar.

ClickUp enhances team collaboration with real-time chat, document sharing, and proofing tools. It also excels in automation, offering over 50 actions to streamline workflows. The platform even includes features like video recording, whiteboards, and an integrated document editor. ClickUp integrates with more than 1,000 tools, making it a top choice for adaptable project management. With all of these features, ClickUp is making good on its promise to build "one app to replace them all". If you want to avoid switching apps too often, ClickUp might be the ideal solution.

What changed in 2025/2026
‍ClickUp launched version 4.0 and introduced Super Agents, which represent a major step toward autonomous AI teammates. Following the acquisition of Codegen in late 2025, ClickUp's Super Agents can now autonomously complete projects, generate software, and take action with over 500 work skills. These agents feature what ClickUp calls "human-level memory", meaning they learn from every interaction and operate natively within the workspace. This positions ClickUp as one of the first platforms to let any user create and deploy AI teammates without writing a single line of code.

ProBackup expert notes

ClickUp's ambition to be the all-in-one workspace is paying off. No other tool on this list packs as many features into a single platform. That said, the breadth can be overwhelming for smaller teams. The Super Agents launch is bold, though teams should evaluate carefully how much autonomy they want to give AI in their workflows.

Good for: Multi‑functional teams needing a single unified workspace powered by automation and AI.

Not recommended for: Very small teams or individuals who need something simple and quick to set up. The sheer volume of features can be a distraction if your needs are straightforward.

👉 Read how teams protect their ClickUp data with ProBackup

monday.com: Automation meets agentic workflows

Monday.com is a dynamic project management platform that uniquely combines automation with advanced features. It offers customisable automation for streamlining workflows and reducing manual tasks by automating task assignments, status updates, and notifications. Most project management apps offer some form of automation, but monday.com excels in this domain. The process of creating new automations is both intuitive and detailed, allowing you to build advanced workflows in no time.

Alongside this, monday.com provides customisable templates, diverse views like timelines and Kanban, and seamless integrations with other tools. This blend of automation and versatility enhances team collaboration and productivity, making monday.com a comprehensive solution for various business needs.

What changed in 2025/2026
‍Monday.com launched three major AI capabilities: monday magic, monday vibe, and monday sidekick. Monday vibe is especially notable as it brings vibe coding to the platform, allowing users to build custom applications using plain English without writing code. The company also introduced monday agents, a no-code agent builder that lets organisations create AI-powered specialists tailored to their specific needs. These agents can execute tasks end-to-end, from scheduling meetings to conducting research and creating strategies. Monday.com also expanded into new product areas, including monday service for enterprise service management and monday campaigns for AI-powered marketing within the CRM suite.

ProBackup expert notes

Monday.com's strength has always been its approachable automation engine, and the new AI capabilities amplify that advantage. The introduction of vibe coding through monday vibe is a game-changer for teams who want to build custom apps without involving developers. However, the AI credits pricing model means teams should monitor their usage carefully.

Good for: Fast-moving startups and marketing teams managing multiple workflows that want to embrace agentic AI.

Not recommended for: Teams that prioritize simple list-based project tracking.

Asana: The strategic project leader

Asana is an established project management tool that excels in organising work into manageable tasks and projects. It offers various views, including lists, calendars, timelines, Gantt charts, and Kanban boards, making it versatile for different team needs. Asana enables effective top-down task delegation, starting by defining goals and milestones, then structuring your projects with clear due dates and responsibilities.

Its custom fields feature allows for personalised task organisation, facilitating easier sorting and filtering. Asana also provides real-time status updates, time tracking, and reporting dashboards, offering insights into team progress. It supports automated workflows, resource management, and integrates with various popular tools, enhancing overall team coordination.

What changed in 2025/2026
‍Asana has made a significant push into AI with the launch of AI Teammates. These are collaborative, context-aware agents that you can assign work to just like any other team member. They understand the context of all work across your organisation and deliver updates where your team already collaborates. Asana also introduced AI Studio, which lets teams build custom AI-powered automation rules, and AI risk reports that proactively flag potential project risks before they become blockers. Multilingual semantic search now helps users find relevant items across languages.

ProBackup expert notes

Asana remains one of the most mature platforms for structured task delegation and goal tracking. Its new AI Teammates are promising, though still in beta. We see Asana work best for teams that value clear hierarchies of goals, milestones, and tasks, with strong top-down planning.

Good for: Enterprises or teams focused on OKR frameworks and strategic visibility

Not recommended for: Teams that primarily manage large data sets or need spreadsheet-style views. If your work is more data-heavy than task-heavy, consider Airtable instead.

Airtable: The developer’s playground

Airtable excels in managing complex data sets and creating linked tables, making it a powerful tool for data organisation and analysis. It offers the flexibility of a database with the ease of a spreadsheet. Users can customise fields to store various types of data, link records between tables to show how data is related, and create views that display this information in meaningful ways such as table, kanban, and calendar.

Airtable's rich field types, like checkboxes, dropdowns, and file attachments, enhance its capability to handle diverse data needs. Its focus on the table view makes Airtable the ideal candidate when you have to deal with a higher volume of records, let's say more than 100, in a project or base.

What changed in 2025/2026
‍Airtable relaunched itself as "the AI-native app platform" with the introduction of Omni, an agentic AI app-building assistant. Airtable CEO Howie Liu described Omni as combining the magic of vibe coding with enterprise reliability. Unlike standalone vibe coding tools that produce throw-away prototypes, Omni creates production-ready apps with data, automations, and interfaces, all from natural language prompts. Airtable also introduced intelligent agents that can work across thousands of records, driving decisions and orchestrating actions across entire operations. The platform now supports AI models from multiple providers including OpenAI, Gemini, Llama, and Anthropic.

ProBackup expert notes

Airtable's pivot to AI-native app building is the most dramatic transformation on this list. If your team needs to build custom internal tools on top of structured data, Airtable with Omni is now a compelling alternative to dedicated no-code platforms. That said, it remains a data-first tool, and teams looking purely for task management may find simpler options elsewhere.

Good for: Teams managing large, structured data sets such as inventories, content calendars, CRM workflows, or product catalogues. Ideal for operations, marketing ops, and data-driven teams.

Not recommended for: Teams that need traditional task management features like Gantt charts, resource allocation, or time tracking. Airtable is a database that can manage projects, not a project management tool that stores data.

Miro: Visual collaboration at scale

Miro is a robust platform known for its extensive whiteboarding capabilities, ideal for creative brainstorming and collaborative planning. It features an infinite canvas that allows teams to map out ideas freely, with tools like sticky notes and smart drawing.

Miro also supports various workstyles with customisable templates and seamless integrations with other cloud apps. This makes it perfect for diverse teams to collaborate visually, regardless of location. Miro's emphasis on whiteboards and visual tools fosters a dynamic and engaging way to manage projects and ideas. If you want to focus on ideation and brainstorming rather than following up on tasks and projects, Miro is the ideal tool.

What changed in 2025/2026
‍Miro has continued refining its core visual collaboration experience, with deeper integrations into platforms like Asana, Jira, and monday.com. The platform has added more structured planning tools to bridge the gap between brainstorming and execution, including improved diagramming capabilities and enhanced template libraries for agile workflows.

ProBackup expert notes

Miro is the clear leader for visual collaboration and ideation. However, it is not a standalone project management tool. We see it used most effectively alongside a dedicated task management platform. Teams typically brainstorm and plan in Miro, then move execution into ClickUp, Asana, or monday.com.

Good for: Teams that need a visual space for brainstorming, design sprints, workshops, and strategic planning. Popular with design, product, and consulting teams.

Not recommended for: Day-to-day task management or tracking project deliverables. Miro lacks the structured task, deadline, and reporting features that purpose-built project management tools offer.

Notion: The customizable WorkOS

Notion is renowned for its exceptional visual dashboards, which allow for a highly personalised and flexible project management experience. Its interface supports intricate project planning and tracking with customisable tables and timeline views. Notion's strength lies in its ability to represent complex information visually, making project oversight more intuitive and accessible.

The platform's versatility extends to managing tasks with calendar views, embedding diverse content types, and offering a cohesive workspace that can adapt to various project requirements. Notion doubles as a knowledge base and documentation platform, making it the go-to tool for teams that want to combine project management with internal wikis and company documentation.

What changed in 2025/2026
‍Notion continues to expand its AI capabilities, with Notion AI now deeply embedded across the platform. Users can generate summaries, extract action items, translate content, and answer questions about their workspace using natural language. Notion has also improved its database capabilities and introduced more advanced automation features, narrowing the gap with dedicated project management tools. The platform's API has been expanded, allowing for more sophisticated third-party integrations.

ProBackup expert notes

Notion is the strongest option when you need a combined workspace for both documentation and project management. Its flexibility is unmatched, but that same flexibility means it requires more upfront setup compared to dedicated project management tools. We often see Notion used alongside another tool, for example Notion for documentation and ClickUp or Asana for task management.

Good for: Teams that need a unified workspace for documentation, knowledge management, and lightweight project management. Popular with startups, content teams, and product teams.

Not recommended for: Enterprises needing strict process control or permission hierarchies. Notion can become unwieldy at scale without careful structuring.

The AI shift in project management

In 2024, these six apps each approached project management from a different angle: Asana focused on task delegation, Airtable on spreadsheets, Miro on whiteboards, and so on. While the core strengths remain, the landscape in 2026 has shifted dramatically with the arrival of AI agents and agentic workflows.

ClickUp's Super Agents and monday.com's monday agents are leading the charge, offering autonomous AI teammates that can execute entire workflows without manual intervention. Airtable's Omni and monday.com's monday vibe bring vibe coding into the enterprise, allowing anyone to build custom apps through natural language. Asana's AI Teammates take a more measured approach, acting as collaborative assistants that work within existing team structures. HubSpot, while primarily a CRM, has introduced Breeze Agents across sales, marketing, and service, including a Prospecting Agent that researches target accounts using both CRM data and external sources like company websites and news publications.

This convergence around AI means the selection process is no longer just about features. It is about how much intelligence and autonomy you want embedded in your workflows, and how much control you want to maintain.

Why backing up your project management data matters

As these platforms become more powerful and more autonomous, the data stored within them becomes increasingly valuable. AI agents making changes across hundreds of records, automated workflows triggering bulk updates, and vibe-coded apps processing data at scale all introduce new risk vectors alongside the traditional threats of human error and accidental deletions.

ProBackup provides daily, automated backups for all six platforms covered in this article. With granular one-click restore, version history, and optional Google Drive sync, you can recover from any data loss scenario, whether caused by a team member, a faulty integration, or an overzealous AI agent.

Start your free trial of ProBackup today to secure your SaaS data: https://app.probackup.io/onboarding

We have exciting news to share. Hot on the heels of attending the monday.com Partner Summit, ProBackup has officially been accepted into the monday.com Marketplace Partner Program, earning bronze tier partner status. It has been an inspiring few weeks, and this recognition is a meaningful milestone for our team.

What the partner program is

The monday.com Marketplace Partner Program recognises apps that meet a set of verified standards around reliability, security, and customer service. To qualify for any tier, partners must complete a security questionnaire, maintain a customer support SLA, and process payments natively through monday.com's monetisation system.

Earning bronze tier status means ProBackup has met all of these baseline requirements, and has been formally accepted as a trusted partner in the monday.com ecosystem.

Why this matters for monday.com users

When you install an app from the monday.com marketplace, you are trusting it with your workflows, your data, and your team's productivity. The partner program gives you a signal that an app has been vetted. For ProBackup specifically, this recognition reflects the work we have put into building a secure, reliable backup solution for monday.com, and our commitment to supporting every customer within 48 hours.

It also reflects real traction. Partner status is tied to actual revenue thresholds from monday.com customers, which means real teams are relying on ProBackup every day to protect their boards, items, files, and comments.

What we learned at the partner summit

Attending the partner summit in Prague was a highlight for our team. The app marketplace sessions gave us a clear picture of where the platform is heading for developers and partners alike. And the monday Sidekick showcases left us genuinely motivated about the AI capabilities being built into the platform.

The potential to combine intelligent automation with reliable, recoverable data is something we are actively exploring. After all, AI is only as useful as the data it has access to. If your workspace data gets deleted or corrupted, even the smartest assistant cannot help you get it back.

Expect to hear more from us on this front as we deepen our integration with monday.com's AI features.

What ProBackup protects for monday.com

ProBackup runs a daily automated backup of your monday.com workspace, including boards, items and subitems, updates, files, columns, activity logs, and workdocs. If something gets accidentally deleted or overwritten, you can restore it at the exact level of granularity you need: a single item, a comment, a file, or an entire board.

Unlike a simple archive, ProBackup lets you step back in time to see how any record looked on any given day, which makes it easy to pinpoint exactly what changed and recover precisely what you need.

What comes next

Bronze is the first tier in a four-level program that includes silver, gold, and platinum. Each tier unlocks additional benefits around marketing, marketplace placement, and dedicated support from monday.com's partner team. We are working toward the next level, and this first step gives us a strong foundation to build on.

For our customers, this means a continued focus on product quality, faster improvements, and a deeper relationship with monday.com as a platform.

Start protecting your monday.com data

If you are not yet backing up your monday.com workspace, now is a good time to start. Accidental deletions happen to every team eventually. Having a daily backup in place means you can recover quickly, without stress and without data loss.

Start your free ProBackup trial for monday.com

Protecting your SaaS data just got smarter. ProBackup now connects directly with Make.com, letting you build automated workflows that respond instantly when records disappear from your Asana, ClickUp, monday.com, or any other backed-up platform.

Why this matters for your team

Data deletions happen. Sometimes intentionally, sometimes by accident, and occasionally with malicious intent. Until now, you would only discover missing records when you actively checked your backups or received a ProBackup alert.

With the new Make.com integration, you can take immediate action the moment something gets deleted. No more waiting. No more manual checks.

What you can automate

The integration introduces two powerful capabilities.

Deleted record webhooks

When ProBackup detects that a record has been removed from any of your connected apps, it can automatically fire a webhook to Make.com. From there, your automation takes over.

Use cases:

• Sending Slack notifications when critical tasks are deleted
• Logging all deletions to a Google Sheet for audit purposes
• Triggering approval workflows before permanently accepting deletions
• Creating tickets in your helpdesk when client records disappear
• Alerting team leads when project boards lose data unexpectedly

Custom API calls

Make.com can also query ProBackup directly. The /v1/platforms endpoint returns your list of active backups, so you can build conditional logic based on which apps you're currently protecting.

Getting started in minutes

Connecting your accounts takes less than five minutes.

1. Create a new scenario in Make.com
2. Search for "ProBackup" and add the module
3. Select "Watch Deleted Records" as your trigger
4. Grab your API key from your ProBackup profile settings
5. Paste the key into Make.com and save

From there, add any downstream actions: Slack messages, email alerts, spreadsheet logging, or connections to thousands of other apps in Make.com's library.

Build your safety net

Daily backups protect your data. Automated workflows protect your peace of mind. Together, they create a complete safety net that catches problems before they become crises.

Whether you're safeguarding Trello boards, HubSpot contacts, or Airtable bases, the Make.com integration ensures you stay informed and in control.

Ready to automate your data protection?

Start your free ProBackup trial

Managing deleted CRM data just got significantly easier. ProBackup now lives directly inside your HubSpot account, giving you instant access to deleted records, backup status, and key settings from the interface you already use every day.

Why this matters for HubSpot users

HubSpot's native trash permanently deletes records after 90 days. If someone accidentally removes a contact six months ago, it's gone. ProBackup has always protected against this, but until now you needed to switch to a separate app to recover anything.

With this update, your safety net is built right into HubSpot.

A dedicated object for deleted records

ProBackup now creates a custom object called "ProBackup Deleted Records" in your HubSpot account. Every contact, deal, or CRM record that gets deleted automatically appears here.

This isn't just a log. You can search by type, date, or ID. You can filter, select multiple records, and even add them to workflows. Each record links directly to your ProBackup vault for full history and one-click restoration.

The key difference from HubSpot's trash: ProBackup retains deleted records according to your retention settings, which can extend to years rather than 90 days.

Your backup status at a glance

The new ProBackup homepage inside HubSpot shows everything you need in one view:

• When your last backup completed
• Your current storage usage
• Quick access to deleted records
• A direct link to your full ProBackup vault

No more wondering whether your backups are running. The status is visible whenever you need it.

Configure settings without switching apps

You can now adjust ProBackup settings directly from HubSpot's Connected Apps section. Choose your status email frequency, set retention periods for record versions, and configure how long deleted items are kept.

Everything stays in sync with your main ProBackup account. Change a setting in HubSpot, and it applies everywhere.

Getting started

If you already use ProBackup for HubSpot, the deleted records object and homepage are available now. Simply click the Marketplace icon in HubSpot's left menu and select ProBackup.

Not using ProBackup yet? Start your free trial today to protect your HubSpot data:https://app.probackup.io/onboarding

Starting December 18th, 2024, ProBackup for monday.com is now licensed directly through the monday.com app marketplace. This change affects how new customers access our monday.com backup solution, while existing users can continue without interruption.

What's changing

Monday.com now requires a different licensing approach than our other integrations. Here's what you need to know:

For new customers: monday.com backups are no longer included in the standard ProBackup subscription. Instead, you'll purchase the monday.com backup license directly through the monday.com marketplace.

For existing customers: If you set up your monday.com backup before December 18th, nothing changes. Your backup continues to run under your current ProBackup license, and we have no immediate plans to migrate existing backups to the new model.

For other apps: All other ProBackup integrations, including Asana, Trello, ClickUp, Airtable, and more, remain unaffected. These continue to work under your existing ProBackup subscription.

Why we made this change

This update aligns ProBackup with monday.com's marketplace requirements, allowing us to offer a more integrated experience for monday.com users. Managing your backup license directly within monday.com simplifies billing and makes it easier to control your subscription from a single place.

How to get started

Setting up monday.com backups is straightforward:

1. Visit the ProBackup listing on the monday.com marketplace
2. Click "Install" to add ProBackup to your account
3. Authorize ProBackup and select which workspaces to back up
4. Complete your purchase directly in monday.com

All license management, including billing updates and plan changes, happens within your monday.com admin panel under Apps.

A note for multi-app users

If you're backing up monday.com alongside other apps like Asana or ClickUp, you'll now need two separate ProBackup accounts. A simple workaround: use the same email with "+monday" added before the @ symbol (for example, yourname+monday@company.com) to create a second account without needing a different email address.

Questions?

If you have any questions about this change or need help with your monday.com backup setup, reach out through our chat widget. We're here to help.

Get started with ProBackup for monday.com

What a year it has been! As we wrap up 2025, we want to take a moment to reflect on the incredible journey we've shared with our customers. This year marked a significant milestone for ProBackup, and we couldn't be more excited about what we've accomplished together.

ProBackup 3.0: a fresh start

The highlight of 2025 was undoubtedly the launch of ProBackup 3.0 in August. This wasn't just an update. It was a complete reimagining of how you interact with your data backups.

Our brand new user interface transforms the way you navigate through your backed-up data. The intuitive tree structure in the left sidepane lets you drill down to exactly the right project, board, or list in seconds. Once there, simply switch between tabs to view items, comments, files, or fields for your selected project.

The redesigned home page now provides a quick overview across all your connected apps at a glance. You can instantly see the status of each connected app, browse a calendar view summarising each day, review recent backup activity, and track new records through our visual graph.

After months of careful development and learning from ProBackup 2.0, we're proud to say this was our most stable launch yet .

Find anything in seconds with global search

Lost track of that crucial task or important comment? Our new global search feature has you covered. Search for any text string across different data types and find exactly what you need, no matter where it lives in your backups. This powerful addition complements our improved navigation, making data recovery faster than ever.

Flexibility where it matters

We listened to your feedback and introduced a more flexible usage-based pricing model. Now you can scale within your tier based on actual data usage, ensuring you only pay for what you need. Whether you're backing up Asana, ClickUp, Trello, Monday, or any of our twelve supported platforms, our pricing grows with you .

Premium features for power users

For our Premium customers, we introduced bulk download of attachments. Need all the files from a specific project, board, or list? Download them all in one go. This feature has been a game-changer for teams managing large volumes of documentation.

We also extended our data retention options up to four years for Premium users, giving you even more historical access to your backups.

Enhanced team collaboration

Managing team access just got easier. You can now invite users across multiple apps with granular permission controls. Decide whether team members can view only, or also restore and export data. Choose between restricted access (matching their permissions in the source app) or grant full access to your backups.

Security and performance at our core

Behind the scenes, we've made substantial improvements to security, performance, and architecture. Your data continues to be stored exclusively in AWS data centres with AES-256 encryption at rest and SSL protection in transit [2]. These infrastructure investments ensure ProBackup remains the reliable, secure backup solution your business depends on.

Expanding the Ecosystem

We continued to expand our support for the tools you use every day. Early in the year, we launched support for GitHub and Webflow , ensuring your repositories and web projects are as safe as your project management data. We also deployed numerous micro-updates to iron out restore nuances for our existing integrations.

Looking ahead to 2026

We're just getting started. Here's a sneak peek at what's coming:

Data residency options
Soon you'll be able to choose where your data is stored. We're launching with US-based storage as our first additional option. Interested in joining the closed beta? Email us to get early access. More locations will follow shortly after.

Expanding our integration portfolio
We're adding Pipedrive to bring our backup protection to even more CRM users. This is just the beginning of our expansion into the CRM space.

And there's more
We have plenty of other exciting features in development. Stay tuned for more announcements in the coming months.

Thank you

None of this would be possible without you, our customers. Your feedback, patience, and trust drive everything we do. As we head into 2026, we remain committed to one mission: giving you peace of mind by protecting the data that powers your business.

Here's to another year of keeping your SaaS data safe.

Ready to secure your data for 2026? Start your free trial of ProBackup today:
https://app.probackup.io/onboarding

‍

At ProBackup, we understand that data loss doesn’t always look like a catastrophic server failure. Often, it is subtler: a single task deleted by accident, a comment lost in a busy project, or a record moved to the wrong board.

Recovering that data relies on one crucial factor: finding it quickly.

Previously, our search functionality allowed you to find records within a specific table - requiring you to select the exact project, board, or list first. While effective, this required you to know exactly where the item was located before it went missing.

Today, we are upgrading that experience. We are excited to announce the launch of Global Search, a powerful new way to navigate your backups.

How Global Search works

We have rebuilt our search engine to look beyond individual tables. The new Global Search allows you to query your entire backup history instantly across all hierarchies of your SaaS application .

When you type a query, our system now scans across all tasks, records, comments, file names, documents and field names.

Whether you are backing up Asana, Trello, ClickUp, or Monday , you no longer need to remember which specific board a missing item belonged to. If it is in the backup, Global Search will find it.

How to use it

We have designed this feature to be as frictionless as possible to help you save time during critical recovery moments:

1. Access your backups: Navigate to the data backups of one of your connected apps.
2. Locate the Search Bar: Click the search bar located prominently in the menu bar.
3. Search: Type in your text (record name, content, or keyword).
4. View: The items matching your text will appear in the results. Simply click on a record to jump directly to the item view, where you can inspect the details or initiate a restore.

Availability and Pricing

We want every customer to experience the power of this new tool, but because searching across thousands of encrypted records requires significant processing power, availability varies by plan:

• Pro and Premium Users: Global Search is fully available with no limitations. You can search your entire archive as often as you need.
• Plus Users: We have enabled a trial of this feature restricted to 3 searches per day so you can test the functionality.

Reducing Mean Time To Recovery

Data resilience isn't just about having a backup; it is about the "Mean Time to Recovery" (MTTR). By removing the need to click through specific projects to find a lost item, Global Search significantly reduces the time it takes to fix human errors or glitches , letting your team get back to work faster.

Log in to your dashboard today to give it a try.

At ProBackup, our primary mission is to provide you with peace of mind. When we back up your SaaS apps. whether it’s Asana, Monday, or ClickUp, we utilize heavy encryption to store that data securely on our own servers . This automated, daily process is the foundation we rely on when you need to restore a specific record or an entire project back to your account.

However, we believe in robust data resilience. That is why we offer our users the option to sync a copy of their data backups directly to their own Google Drive. While this feature is optional (available on our Pro and Premium plans ), we strongly recommend it.

Why add this extra step? Here are four reasons why syncing to Google Drive elevates your data security strategy.

1. An extra layer of redundancy

In the world of data protection, redundancy is key. While ProBackup maintains a rigorous uptime schedule to protect you against glitches, human error, or malicious intent, true "cloud resilience" means never relying on a single point of failure.

By syncing to Google Drive, you create an independent fallback. In the unlikely event that our service is temporarily unavailable, you retain immediate access to your data through your own Google infrastructure. This ensures that you are never cut off from your vital business information, regardless of the status of your SaaS provider or your backup service.

2. Instant accessibility in a familiar format

While the ProBackup app provides an easy way to navigate and search your data backups, you might prefer a more familiar workflow.

Syncing your data to Google Drive converts your records into Google Sheets. This provides a major advantage: familiarity. Unlike obscure file formats like CSV or JSON, Google Sheets are easy to read, share, and analyze. This allows stakeholders who may not have access to the ProBackup dashboard to review archived data in a format they already use every day .

3. Bulk downloading made easy

Need to get your data out of the cloud entirely? Within the ProBackup app interface, downloading every single data table across your account simultaneously isn't always feasible. Google Drive solves this.

When your data is synced to Google Drive, your entire backup history is organized into folders. With just a few clicks, you can select the parent folder and download it as a Zip file.

• Pro Tip: If you enable the sync of files and attachments , this method allows you to bulk download every document and image attached to your tasks in one go—saving you hours of manual clicking.

4. Automated local backups via Drive for Desktop

The "3-2-1 backup rule" suggests keeping at least one copy of your data off-site/locally. You can automate this workflow by combining ProBackup with the "Google Drive for Desktop" application.

Once installed, Drive for Desktop syncs your cloud folders to your local hard drive. This creates a seamless chain of data flow:

1. ProBackup captures data from your SaaS app.
2. ProBackup syncs that data to your Google Cloud.
3. Drive for Desktop pulls that data down to your local computer.

This setup ensures that even if you lose internet access entirely, you have a local, searchable copy of your business data waiting for you.

Why this guide matters for Trello users

Trello's card-based interface makes it one of the most approachable project management tools on the market. It is also one of the most unforgiving when it comes to data recovery. Unlike most platforms, Trello has no trash bin. When a card, list, or board is permanently deleted, it leaves Trello's servers immediately and permanently — with no recovery window, no escalation path, and no way to ask Atlassian support to retrieve it.

This comprehensive guide shows you:

✓ How to safely archive and delete data in Trello

✓ What Trello's native recovery can and cannot do

✓ How to prevent permanent data loss

✓ A complete backup strategy for business continuity

Who this guide is for:

• IT Administrators managing Trello for their company
• Project Managers responsible for team workflows
• Operations Managers protecting business-critical data
• Compliance Officers ensuring data retention requirements

‍👉 Start your 7-day free trial at ProBackup: https://app.probackup.io/onboarding

Understanding Trello's data structure

The hierarchy of Trello data

Trello is structured simply, but deletion cascades downward through that hierarchy. Removing a container removes everything inside it — permanently, with no recovery path if you chose Delete rather than Archive.

Trello Data Hierarchy:

Workspace
└── Board
   └── List (column)
       └── Card
           ├── Description
           ├── Checklists & checklist items
           ├── Comments
           ├── Attachments
           ├── Labels
           ├── Members
           └── Due dates & custom fields

Important: Deleting a Board removes:

❌ All Lists inside it

❌ All Cards inside every List

❌ All checklists, checklist items, and descriptions on every Card

❌ All comments and activity history on every Card

❌ All file attachments

❌ All labels, members, and due date data

⚠️ The critical difference from other platforms: Every other tool covered in this series (monday.com, ClickUp, Asana, HubSpot, Airtable) holds deleted items in a trash bin for at least 30 days. Trello does not. A permanently deleted item is gone from Trello's servers the moment you confirm the deletion. There is no timer, no recovery window, and no support escalation that can retrieve it.

How to archive and delete data in Trello

Archive vs. Delete: the most important distinction in Trello

In Trello, this distinction matters more than on any other platform. The reason is simple: archive is reversible indefinitely; delete is immediately and permanently irreversible.

🟢 Archive: The correct choice in almost every situation

• Removes the card, list, or board from your active view
• Preserves all data, comments, attachments, and history indefinitely
• Can be restored at any time from the Archived items menu — no time limit
• Archived cards also improve board performance on large boards
• No countdown clock, no risk of permanent loss

🔴 Delete: Only for data that must be destroyed

• Trello requires you to archive an item before the Delete option appears — this two-step process is your last warning
• Once you click Delete and confirm, the data is gone from Trello's servers immediately and permanently
• Trello support confirms: deleted items cannot be recovered under any circumstances
• The only legitimate reasons to delete are items created by mistake, obvious test data, or GDPR/compliance-driven removal

How to archive a card

Method 1 — From the card back:

1. Click the card to open it
2. In the Actions menu on the right sidebar, click Archive
3. The card disappears from the board but is fully preserved

Method 2 — From board view:

1. Hover over the card
2. Click the pencil/edit icon that appears
3. Select Archive

Keyboard shortcut: Hover over any card and press C to archive it instantly.

To permanently delete after archiving: reopen the archived card → click the red Delete button that now appears in the Actions menu → confirm. This action is irreversible.

How to archive a list

1. Click the three dots (...) next to the list title
2. Select Archive this list
3. All cards inside the list are archived with it, fully preserved

To permanently delete a list after archiving: open the board menu → More → Archived items → switch to Lists → find the list → click Delete → confirm. This permanently deletes the list and all of its cards, including any cards that were previously archived within it.

⚠️ Warning: Deleting an archived list does not just delete the list structure — it permanently deletes every card the list ever contained, including ones you archived months ago. Verify the full contents before confirming a list deletion.

How to close (archive) a board

1. Click the three dots (...) menu in the top-right corner of the board
2. Select ...More
3. Click Close board
4. Confirm — the board is hidden from your active workspace but fully preserved

To permanently delete a closed board: go to your workspace home → find the closed board → open it → click ...More → Permanently delete board → confirm. Workspace admins on paid plans can also delete closed boards they don't own if they have the board URL.

⚠️ Warning: Board deletion is permanent and cannot be recovered. If you want to get rid of a board without losing its content, close it and leave it closed.

How to restore archived data in Trello

If you followed the archive-first approach, restoration is straightforward and has no time limit.

Restoring archived cards

1. Open the board where the card lived
2. Click the three dots (...) menu in the top-right corner
3. Select ...More → Archived items
4. Use the search bar to find your card by name or keyword
5. Click Send to board to restore it to its original list position

Restoring archived lists

1. Open the board where the list lived
2. Click the three dots (...) menu → ...More → Archived items
3. Toggle to the Lists view
4. Find the list and click Send to board
5. The list and all its cards return to the board

Restoring a closed board

1. Go to your Trello workspace home page
2. Find the closed board (it appears with a closed indicator in your board list)
3. Open it
4. Click Reopen board

Archive and restore summary

What can't be restored natively in Trello

Trello's archive is an excellent tool for keeping workspaces tidy without losing data. It is not a backup. Here is where native recovery ends.

1. Permanently deleted items have zero recovery path

This deserves to be stated plainly. Unlike every other platform in this series, Trello has no trash bin that holds deleted items for any period of time. The moment you confirm a permanent deletion, the data is gone from Trello's servers. There is no 30-day window, no 7-day window, no support ticket that can retrieve it, and no escalation path. Atlassian's own documentation confirms this.

2. Checklist items and comments are gone immediately

Deleting a checklist item or a comment bypasses the archive step entirely. There is no two-step process, no archive-then-delete flow, no toast notification with an undo button. A single click confirms the deletion and the data is gone immediately and permanently.

For teams that use card comments to record decisions, client approvals, or project context — or use checklists to track process steps — this is a significant and often-overlooked exposure.

3. No version history or rollback

Trello's activity log on each card shows a history of changes: when a card moved between lists, when a due date was set, when a member was added. What it cannot do is restore a previous state of the card's data.

If a Power-Up or integration updates card descriptions or custom fields in bulk, or if Butler automation fires on the wrong condition and modifies hundreds of cards, the activity log tells you it happened. It does not give you a way to reverse it.

Common causes of silent data corruption:

• A Butler automation rule fires on a broader set of cards than intended, moving them between lists or updating labels at scale
• A third-party Power-Up integration writes incorrect data to card descriptions or custom fields
• A team member bulk-archives or bulk-deletes cards using the board menu without reviewing each one
• Atlassian Intelligence or a connected AI tool takes action on cards based on an ambiguous instruction

4. What Trello support can and cannot do

✅ Can do:

• Advise on using the Archived items menu and board restoration
• Investigate if data loss was caused by a platform bug
• Sometimes restore data if a verified system error caused the loss (rare)

❌ Cannot do:

• Recover permanently deleted cards, lists, or boards
• Recover deleted comments or checklist items
• Roll back bulk changes made by Butler automations or Power-Up integrations
• Provide any recovery path for items deleted through the standard Delete flow

Common data loss scenarios & solutions

Scenario 1: "A board with months of client work was permanently deleted"

What happened: A workspace admin was cleaning up old boards and permanently deleted an active client board, thinking it was a completed test project. There is no confirmation showing what is inside before the final delete step.

Native solution:

‍✗ Board deletion in Trello is immediate and permanent

✗ There is no trash bin, no recovery window, and no timer

✗ Trello support cannot retrieve permanently deleted boards

✗ Must reconstruct from emails, screenshots, or memory

Scenario 2: "An archived board was deleted... and took all its cards with it"

What happened: A team member deleted an archived board to clean up the Archived items menu, not realising that deleting an archived board permanently deletes every card it ever contained - including cards that had been archived months earlier.

Native solution:

‍✗ Deleting an archived list permanently destroys all its cards - both open and previously archived

✗ There is no recovery path for any of those cards

✗ The activity log shows the list was deleted but cannot restore it

Scenario 3: "Comments recording a client approval were deleted"

What happened: A team member tidied up a card by deleting old comment threads. The comments included written client approval of a project scope. The client is now disputing what was agreed.

Native solution:✗ Deleted comments have no archive step and no recovery path in Trello✗ Gone immediately and permanently on click✗ The card's activity log shows comments were added and deleted but does not show the comment content✗ Trello support cannot retrieve deleted comment text

Scenario 4: "A Butler automation moved 300 cards to the wrong list"

What happened: A Butler rule was misconfigured and triggered on a broader set of cards than intended, moving 300 cards from their correct lists into a "Done" list. The cards still exist, but all workflow context (which stage each card was in) is lost.

Native solution:

‍✗ Cards were moved, not deleted = the archive offers no help

✗ Activity log shows each card's movement but moving 300 cards back manually is hours of work

✗ No bulk undo or rollback mechanism in Trello

Scenario 5: "A departing employee permanently deleted all their boards"

What happened: A team member with admin access deleted 6 boards before their last day. All work history, checklists, and client communication stored in those boards is gone.

Native solution:

‍✗ Permanently deleted boards cannot be recovered, not by admins, not by Atlassian support

✗ There is no audit log showing what data existed in the boards before deletion

✗ No time window to recover, deletion is immediate

Scenario 6: "Checklists were deleted from cards across a process board"

What happened: A team member deleted checklist items from 40 cards while "cleaning up" a process board, removing the step-by-step process documentation attached to each task.

Native solution:

‍✗ Checklist items deleted directly have no archive step and no recovery path

✗ Gone immediately on click with no undo mechanism

✗ No way to restore them through any native Trello feature

Quick reference: "I lost data — what should I do?"

Summary: Why Trello's archive isn't enough for professional teams

Trello's archive is one of the most straightforward data preservation tools in the category — indefinite retention with simple restoration. But it was built to keep workspaces tidy, not to serve as a disaster recovery system. And crucially, it offers zero protection against permanent deletion, which in Trello is immediate, irreversible, and happens with a single confirmation click.

Compliance & data retention

Data retention requirements by industry

GDPR Compliance: the "Right to Be Forgotten"

When an EU citizen requests deletion of their personal data, you must delete it from production systems and backups, and document it within 30 days.

How this works with Trello + ProBackup:

Step 1: Delete user data from Trello — remove the person from the workspace, permanently delete cards containing their personal data, and remove personal data from card descriptions and comments.

Step 2: Request deletion from ProBackup — open a support ticket specifying the user and date range. ProBackup purges that data from backup storage.

Step 3: Export a deletion certificate from ProBackup for your GDPR compliance documentation.

👉 Read our full GDPR guide: Handling GDPR Deletion Requests in Your Backup System

SOC 2 & ISO 27001: what auditors look for

Protect your Trello data today

Trello's simplicity is one of its greatest strengths. But that same simplicity extends to its deletion model: there is no confirmation screen that shows you what you are about to destroy, no trash bin to fish things out of afterwards, and no support escalation that can retrieve what's gone. For Trello specifically, the question is not whether you need a backup — it is how recent your last snapshot needs to be.

ProBackup gives you:

✓ Automated daily backups of all your Trello data

✓ Unlimited retention (no expiration, ever)

✓ Point-in-time recovery (restore from any date)

✓ Granular restore (one card, one board, or everything)

✓ Google Drive sync (you own your data)

✓ SOC 2 Type II certified (enterprise-ready)

✓ 5-minute setup (no technical knowledge needed)

‍👉 Start your 7-day free trial at ProBackup: https://app.probackup.io/onboarding

Why this guide matters for Airtable users

Airtable is mission-critical for teams managing operations, projects, client work, and business data. But here's the reality: a surprising number of teams experience data loss from accidental deletion, human error, or system issues.

This comprehensive guide shows you:

✓ How to safely delete and restore data in Airtable

✓ What Airtable's native recovery can and CAN'T do

✓ How to prevent permanent data loss

✓ A complete backup strategy for business continuity

Who this guide is for:

• IT Administrators managing Airtable for their company
• Operations Managers protecting business-critical data
• Project Managers responsible for team workflows
• Compliance Officers ensuring data retention requirements

‍👉 Start your 7-day free trial at ProBackup: https://app.probackup.io/onboarding

Understanding Airtable's data structure

The hierarchy of Airtable data

Before you delete anything, understand how Airtable organizes data. Deletion flows downward — removing a high-level container removes everything inside it.

Airtable Data Hierarchy:

Workspace
└── Base
   ├── Table
   │   ├── Records (rows)
   │   ├── Fields (columns)
   │   ├── Record comments
   │   └── Attachments
   ├── Views
   ├── Interfaces
   ├── Automations
   └── Extensions

Important: Deleting a Workspace or Base removes:

❌ All bases, tables, and records inside it

❌ All comments and communication history

❌ All file attachments

❌ All views, interfaces, automations, and extensions

❌ All custom field data and record history

How to delete data in Airtable

Best practice: Archive vs. Delete

🟢 Archive / Hide: Recommended 99% of the time

• Removes item from active view without deleting data
• Preserves all data and history
• Can be restored at any time
• No permanent consequences

🔴 Delete: Use with extreme caution

• Moves to Trash with a limited retention window
• Permanently erased after retention period expires
• Cannot be undone once trash is emptied

How to delete records

1. Select the record(s) you want to delete in any table view
2. Right-click and select Delete record, or press the Delete/Backspace key after selecting
3. Confirm the deletion in the popup
4. The record moves to the base trash — recoverable for 7 days

How to delete a field (column)

1. Click the dropdown arrow on the field header
2. Select Delete field
3. Confirm the action
4. Field goes to base trash — recoverable for 7 days

How to delete a table

1. Right-click the table tab at the top of the base
2. Select Delete table
3. Confirm the deletion
4. Table goes to base trash — recoverable for 7 days

How to delete a base

1. From the Airtable home screen, right-click the base card
2. Select Delete base
3. Confirm the action
4. Base moves to workspace trash — recoverable for 30 days (up to 180 days on Enterprise)

How to delete a workspace

1. From the Airtable home screen, click the workspace name
2. Open workspace settings
3. Scroll to the danger zone and select Delete workspace
4. Confirm the deletion
5. Workspace moves to trash — recoverable for 30 days

How to restore data in Airtable

Airtable has two levels of trash: base-level trash (tables, fields, records — 7-day window) and workspace-level trash (bases and workspaces — 30-day window).

How to restore deleted records, fields, or tables (base trash)

1. Open the base where data was deleted
2. Click the base history icon (next to "Share" in the top-right corner)
3. Click Trash
4. Find the item you want to recover
5. Click Restore next to it

How to restore a deleted base or workspace (workspace trash)

1. Go to your Airtable home screen
2. Click your profile icon in the top-right corner
3. Select Trash
4. Find the deleted base or workspace
5. Click Restore

Trash retention limits by data type

Airtable snapshots: your safety net for base-level recovery

Airtable automatically takes snapshots of your bases based on activity and also lets you take manual snapshots. A snapshot captures everything in a base: tables, records, views, interfaces, automations, and extensions.

Snapshot retention by plan

How to take a manual snapshot

1. Open the base you want to snapshot
2. Click the base history icon in the upper-right corner
3. Click Snapshots, then Take a snapshot

How to restore from a snapshot

1. Open the base you want to restore
2. Click the base history icon in the upper-right corner
3. Select your preferred snapshot
4. Name the restored base and click Create

⚠️ Important: Restoring a snapshot creates a new base — it does not overwrite your existing one. Your original base is unaffected. The new base will have a new base ID, though record, view, table, and interface IDs are preserved. Restored bases will not have revision history but will include record comments.

What snapshots can and can't do

What can't be restored natively in Airtable

Airtable's trash and snapshot features are helpful for immediate mistakes, but they have critical limitations that can lead to permanent data loss.

A. Short trash windows at the record/field level

Base trash only retains deleted records, fields, and tables for 7 days. For workspace-level items (bases), the window is 30 days — or as few as 14 days if the base was sitting in a Free plan workspace at the time. Once the window closes, the data is gone.

B. No version history for individual cell edits

Airtable does not offer rollback for bulk data changes. You can review what changed in a record's revision history, but you cannot one-click revert a field to how it looked yesterday across thousands of records.

Common causes of silent data corruption:

• ✗ A broken automation overwrites field values across all records
• ✗ A third-party integration syncs incorrectly and bulk-updates statuses
• ✗ An API script runs against the wrong base
• ✗ A bulk import pastes incorrect data over existing content

C. Snapshots can't restore granular items

Restoring a snapshot brings back the whole base as a new copy — there's no way to extract a single record or table from a snapshot without manually copying it over.

D. What Airtable support can and cannot do

Common data loss scenarios & solutions

Scenario 1: "I accidentally deleted a base with months of client work"

What happened: A team member deleted an active client base instead of archiving it. They noticed 3 weeks later.

Native solution:

‍✓ Go to workspace trash (profile icon → Trash)

✓ Find the base and click Restore

✓ All tables, records, and history come back

Time to fix: 5 minutes — if within 30 days

If it happened 31+ days ago:

‍✗ Data is permanently gone

✗ Must reconstruct from emails, exports, or memory

Scenario 2: "Someone deleted a table inside an active base"

What happened: A collaborator deleted a table thinking it was a duplicate. The team noticed 10 days later.

Native solution:

‍✗ Base trash only retains deleted tables for 7 days

‍✗ After 7 days, table and all its records are permanently gone

✗ Airtable support cannot recover it

Scenario 3: "Our automation overwrote all our records"

What happened: An Airtable automation had a logic error and set the "Status" field on 500 records to the wrong value. The records exist — the data inside them is just wrong.

Native solution:

‍✗ Records weren't deleted, so trash doesn't help

✗ No version rollback for bulk field changes

✗ Must manually correct each record or re-import from a CSV

Time to fix: Hours

Scenario 4: "We need to prove what a client approved 6 months ago"

What happened: A client disputes the original project scope. You need to show what the Airtable base looked like when sign-off happened.

Native solution:

‍✗ Snapshots exist — but only for up to 3 years on Enterprise (2 weeks on Free)

✗ No way to view "what the base looked like on a specific date" in the UI without restoring a full copy

✗ Restored snapshot creates a new base - not directly shareable as a point-in-time audit trail

Scenario 5: "A departing employee deleted all their bases before leaving"

What happened: An admin-level employee deleted 5 bases and emptied the workspace trash before their last day.

Native solution:

‍✗ If trash was manually emptied, data is immediately gone — the 30-day window doesn't apply

✗ Airtable support cannot recover from an emptied trash

✗ No audit trail to confirm what existed before

Quick reference: "I lost data — what should I do?"

Why Airtable's native tools aren't enough for professional teams

Native Airtable recovery is a safety net for immediate mistakes — not a disaster recovery plan. Here's how it stacks up:

Compliance & data retention

Data retention requirements by industry

GDPR Compliance: the "Right to Be Forgotten"

When an EU citizen requests deletion of their personal data, you must delete it from both production systems and backups, and document it within 30 days.

How this works with Airtable + ProBackup:

Step 1: Delete user data from Airtable — remove the person from your workspace, delete their records, and purge personal data from custom fields.

Step 2: Request deletion from ProBackup — open a support ticket specifying the user and date range. ProBackup purges that data from backup storage.

Step 3: Export a deletion certificate from ProBackup for your GDPR compliance documentation.

👉 Read our full GDPR guide: Handling GDPR Deletion Requests in Your Backup System

SOC 2 & ISO 27001: what auditors look for

Protect your Airtable tables today

Don't wait for a data loss disaster to implement backup. The most common causes — accidental deletion, automation errors, and integration mishaps — can strike any team at any time.

ProBackup for Airtable gives you:

✓ Automated daily backups of all your Airtable data

✓ Unlimited retention (no expiring windows)

✓ Point-in-time recovery (restore from any date)

✓ Granular restore (one record, one table, or everything)

✓ Google Drive sync (you own your data)

✓ SOC 2 Type II certified (enterprise-ready)

✓ 5-minute setup (no technical knowledge needed)

‍👉 Start your 7-day free trial at ProBackup: https://app.probackup.io/onboarding

On Monday 20th of October 2025, a major outage at Amazon Web Services (AWS) sent ripples across the internet, impacting thousands of companies and affecting millions of users. For businesses that rely on cloud-based SaaS applications to run their daily operations, the disruption was a stark reminder of a critical vulnerability: when a foundational service goes down, access to your own essential data can vanish in an instant.

While countless businesses scrambled to find workarounds, our customers at ProBackup experienced a different reality. Because our platform provides independent, daily backups of their critical SaaS data, the widespread outage didn't lock them out. They could still sign in to ProBackup, view their complete data backups, and access the business-critical information they needed to keep moving forward.

Core checklist / principles to protect productivity from major outage

When you use cloud productivity apps to manage your work, it is strongly recommended to protect yourself against any service interruptions or downtime. Guaranteeing a 100% uptime to your cloud data will be difficult, but there are a few things you can do to minimize the risks of not having access to your data. Here’s a checklist to minimize downtime:

• Implement automated, daily backups: Don't rely on manual processes that can be forgotten or overlooked. The best strategy is to use a service that automatically backs up all your data once every 24 hours, ensuring you always have a recent copy without any manual effort .
• Keep your backups independent: Store your backups on a platform that is separate from your primary SaaS application. This ensures that if your main service provider experiences an outage, your critical backup data remains safe and accessible.
• Maintain a fallback data source: For ultimate peace of mind, have a secondary, easily accessible version of your data. Services that offer an optional sync to familiar formats like Google Sheets provide a crucial fallback, allowing you to access your information even if the primary application is down.
• Ensure easy and granular restore options: A backup is only useful if you can restore it quickly. Look for a solution that offers granular, one-click restore capabilities. This allows you to recover single records, comments, or even entire projects with just a few clicks, minimizing disruption .
• Regularly verify your backup status: Don't just "set it and forget it." Use automated status reports, such as weekly summary emails, to confirm that your backups are running successfully and that your data is protected.

Example: our customer’s business continuity during the recent AWS outage

400 Businesses Continued

The numbers from Monday tell a compelling story of resilience. During the outage, **more than 10% of the 4,000+ organizations we support logged into ProBackup.** This wasn't just passive viewing; it was active engagement. We saw around **2,000 data tables requested** and **85 of them exported to Excel** as teams retrieved vital information to continue their work. In a moment of widespread digital paralysis, our customers found a lifeline to their data.

A Multi-Layered Safety Net

Beyond direct access through our app, many customers benefited from an additional layer of preparedness. Our optional sync to Google Drive feature proved invaluable, allowing users to access their backups directly in Google Sheets and folders [1]. This provides a powerful fallback, empowering teams with access to their data in a familiar format they can rely on, even if our own service were ever unavailable [1]. For those using "Desktop for Drive," this data was even accessible offline, creating a truly robust and independent data reserve.

Beyond Outages: The Real Reason for Backups

While a large-scale outage is a dramatic example, it’s just one of many reasons why a dedicated backup strategy is non-negotiable for modern businesses. The most common threats to your SaaS data are often less sensational but just as damaging:

• An accidental field change or a flawed data import can corrupt records and set a project back by days
• Malicious Intent: A disgruntled employee can intentionally delete crucial data, causing significant harm to the company.

* Glitches and Bugs: Technical errors within an application or a third-party integration can lead to unexpected data loss.

Monday’s events were a widespread stress test, but these smaller, more frequent risks are what make a reliable backup and restore solution an everyday necessity.

Saving the day

The most rewarding part of the day was hearing directly from our customers. We received a handful of messages from organizations telling us that ProBackup had "saved the day," enabling them to continue serving their own clients and keep their operations running smoothly.

We are incredibly proud to have our customers' backs during one of the most significant service disruptions in recent memory. Incidents like these reinforce our mission: to provide peace of mind and unwavering data resilience, ensuring that your business is prepared for the unexpected.

Choosing the right SaaS app to store your business data is a big decision. If an app isn’t secure, your data could be stolen, lost, or accidentally deleted. A security breach could cost your business money, time, and trust. So, how can you tell if a SaaS app is safe to use? Here’s a checklist to help you decide before you commit to a new app.

Can the Admin Make Everyone Use Two-Factor Authentication (2FA)?

Two-Factor Authentication (2FA) adds an extra layer of protection, making it much harder for hackers to access accounts. A good SaaS app should allow admins to enforce 2FA for all users. If it’s optional, some users might skip it, leaving your business at risk.

With 2FA, even if a password gets stolen, hackers still need a second factor, like a mobile code or biometric confirmation to access an account. Apps that offer 2FA but don’t enforce it leave a major security hole. Always check if admin enforcement is available and ensure your team follows the policy.

Has the App Had Security Problems in the Past?

Before trusting an app, check if it has had any security breaches. Search online for reports of past hacks or data leaks. You can also check the company’s security page or transparency reports. If the app has had issues but handled them well and improved its security, that’s a good sign. However, if it has a history of repeated problems, you might want to look for a more secure alternative. 

Look at how the company responds to incidents. Do they have a history of taking quick action, notifying users, and strengthening security? A provider that learns from past breaches and actively invests in security improvements is far better than one that tries to cover up issues or ignores them. 

Does the App Have a Good Uptime Record?

Uptime refers to how often the app is working without outages. Frequent downtime can indicate security issues or poor infrastructure. Many SaaS apps have a status page where you can check their uptime history. If an app goes down often, it might not be reliable enough for business-critical data. 

Downtime doesn’t just mean inconvenience. It could indicate underlying security issues, such as DDoS attacks or poor server management. Check the provider’s history of downtime incidents, read user reviews, and ensure they offer a service level agreement (SLA) with uptime guarantees. 

Does the App Have a Trash Bin or Archive System?

People make mistakes, and sometimes important files get deleted by accident. A secure SaaS app should have a trash bin or archive feature that lets you restore deleted data. Make sure to check how long deleted data is stored before it’s permanently erased. 

Some apps keep deleted data for only a few days, while others offer extended retention periods. Ideally, the app should have flexible options where admins can set retention policies to match business needs. If an app permanently deletes data with no way to recover it, you could be at risk of losing crucial information. 

Does the Admin Get Alerts When Data is Deleted?

Admins should be notified when important data is deleted. A good SaaS app will send alerts when someone removes files or records, allowing you to catch accidental or unauthorized deletions before they cause problems.

These alerts should include details like who deleted the data, when it happened, and whether it can be recovered. Some apps even allow admins to review and approve deletions before they take effect. If an app lacks these features, it may be harder to track and prevent data loss.

Can You Control Who Can Delete Data?

Not every team member should have permission to delete data. A strong SaaS app will let you assign different roles and permissions so that only certain users can make changes. This prevents accidental deletions and limits the risk of internal security threats. 

Role-based access control (RBAC) is essential for managing user permissions. The best apps allow detailed customization so that sensitive data is only accessible to those who need it. If an app doesn’t offer this, consider whether it’s secure enough for your business.

Does the App Have Backups, Snapshots, or Export Options?

Even the best systems fail sometimes. A secure SaaS app should have automatic backups, snapshots, or export features that let you recover old versions of your data. If an app doesn’t offer these options, losing data could be permanent.

Find out how often backups are made, where they are stored, and how easy it is to restore them. Some apps only back up data once a day, while others offer continuous backup. The more frequent and accessible the backups, the safer your data will be.

Can the App Work with Backup Services Like ProBackup or SysCloud?

Relying solely on the app’s internal backup system can be risky. Third-party backup services like ProBackup offer extra protection by automatically saving copies of your data. This ensures that even if the app itself fails, you still have a backup to restore your information.

Using an external backup service adds an extra layer of protection. It prevents data loss due to software errors, cyberattacks, or human mistakes. If a SaaS app doesn’t integrate with third-party backup providers, you may need to rely on manual exports, which are time-consuming and less reliable.

Does the App Connect with Automation Tools Like Zapier and Make.com?

Integration with automation tools like Zapier and Make.com can help improve security. These tools allow you to set up automated backups, data transfers, and alerts that keep your information safe and accessible.

For example, you could create an automated workflow that saves a copy of your records every week to a separate cloud storage provider. These integrations also help you streamline processes, reducing human error and ensuring your data is always backed up properly.

Conclusion

Security should be a top priority when choosing a SaaS app. By looking for these key features, you can make sure your data stays protected, backed up, and easy to recover if something goes wrong. Taking the time to evaluate security now can prevent costly problems in the future.

Before committing to any SaaS app, run through this checklist. The right app should not only meet your business needs but also provide peace of mind that your data is secure. A little research now can save you from big headaches later.

While most SaaS (Software as a Service) providers have robust disaster recovery plans for their platforms, they don't typically take responsibility for data loss within your individual account. This means that if critical information is lost due to an issue on your end, you are ultimately responsible for its recovery.

Using SaaS applications to manage your work introduces certain risks, and losing key data can happen in several ways. Here are four major threats you should protect your team against.

1. Human Error

This is the number one reason for data loss. It's surprisingly easy for a team member to make a mistake that can set you back hours or even days. In many productivity apps, it only takes a few clicks to delete an entire project or board. A user might intend to delete a single task but accidentally have the whole table selected, or they might choose the "delete" option instead of "archive."

It's also common to need to roll back smaller mistakes, like accidentally changing a field configuration, removing a value from a selection field, or overwriting the wrong column with a data import. While some of these minor issues can be undone within the app itself, others require a dedicated backup and restore tool to revert the changes.

2. Malicious Users

Internal threats can be just as damaging as external ones. In many companies, authorization controls can be relaxed, allowing most team members to make significant updates or even delete crucial data. A disgruntled employee could intentionally delete entire projects or boards to harm the company.

There are also less severe but still problematic cases where lazy team members might delete data to lighten their workload, such as removing sales leads to avoid follow-ups or deleting tasks to hide a missed deadline. When work is managed in a shared online space, an independent backup ensures you have a true record of all activity.

3. Glitches & Down-time

Most major SaaS apps have a strong record for uptime, but no service is perfect. Even minor glitches, bugs from third-party integrations, or temporary down-time can significantly impact your business operations.

Imagine not being able to access prep work right before a client meeting or look up contract details during a call. An independent, third-party backup of your data ensures you have 24/7 access to your essential business information, even when the primary service is unavailable.

4. Faulty Data Imports & Third-Party Integrations

Integrating other applications or importing data from spreadsheets is a common way to streamline workflows, but these operations can be deceptively risky. A simple misstep, like a bad field mapping or importing a file with the wrong format, can instantly compromise your data's integrity.

5. Ransomware

Many people assume ransomware only targets large corporations, but in reality, hackers often go after smaller businesses, which may lack stringent security controls. By gaining access through a single employee's credentials, attackers can hold your data hostage and demand a hefty ransom. An effective backup strategy is your best defense, allowing you to restore your data and continue operations without paying the attackers.

HubSpot is a leading customer platform for business of all sizes, covering all aspects to manage your CRM, marketing, sales, services, content management & operations. While you rightfully trust cloud apps like HubSpot to be secure and reliable, managing your business's critical data on any single platform opens the door to potential risks. 

Using HubSpot to manage your CRM can expose your team to issues such as accidental data deletion from human error, malicious actions by disgruntled employees, or data loss due to technical glitches and downtime. Losing an important contacts, notes or deals can set your team back hours.

To gain peace of mind and protect your CRM, implementing an automated backup solution is essential. This guide will walk you through setting up a daily, automated backup for your HubSpot account using ProBackup.

Part 1: Create a ProBackup Account

Getting started is easy and comes with a 7-day free trial.

1. Visit the ProBackup for HubSpot page by navigating to https://www.probackup.io/backup/hubSpot
2. Click on the Start free 7 day trial button.
3. Select HubSpot as the app you would like to back up and click Continue
4. Fill in your email, first name, and last name, then click Continue.

5. Verify your email address by following the instructions sent to your inbox.

Part 2: Connect HubSpot and Start Your First Backup

Once your ProBackup account is created and verified, you can connect your HubSpot account. 

We recommend that you sign in to the right HubSpot account first, before connecting your account. 

1. In ProBackup, click on Sign in with HubSpot. This will redirect you to HubSpot to authorize the connection. If you are not signed in to HubSpot, then you will have to sign in first. 

‍

2. On the HubSpot authorization page, select the account you would like to back up
3. Click on Choose Account

3. On the next step of the onboarding wizard, click on Start Backup to start your first backup.

What Happens Next?

After you confirm, the initial backup of your selected HubSpot will begin automatically. Our backup app will fetch all relevant data types such as contacts, organizations, deals, quotes and related information such as notes, tasks and emails. Depending on the size of your HubSpot account, the initial backup can take up to a few hours. You will be notified by email as soon as the first backup is complete.

Click on Go to HubSpot to view the data that is already backed up. 

That’s it! Your HubSpot account is now protected with daily automated backups, ensuring your data is safe and easily restorable when you need it most.

Running a SaaS business means managing a lot of moving parts: leads, partnerships, support tickets, onboarding emails. In our early days at ProBackup, we tried to stay on top of it all with spreadsheets and in-house built tools. It didn’t take long before things started slipping through the cracks.

We needed something simple and reliable to keep track of our customer relationships, without committing to a massive tool or long onboarding process. That’s when we found HubSpot’s Free CRM.

The Mess Before the CRM

If you’ve ever:

• Lost track of who followed up with which lead
• Had two team members contact the same prospect
• Missed a sales opportunity because someone forgot to reply

…you’re not alone. We’ve been there too.

The problem wasn’t our effort. It was our tools. Keeping everything in sync without a proper CRM was just not scalable.

Why We Chose HubSpot’s Free CRM

We didn’t want to spend weeks setting up a tool. HubSpot was quick to try, free to start, and did what we needed right out of the box. Here’s what stood out for us:

1. One Place for Everything

We imported our contacts, connected our inboxes, and instantly had a central view of who we were talking to, what we last discussed, and what needed to happen next.

2. Clear Visual Pipeline

The drag-and-drop board helped us finally see where our deals were. It was like Kanban for sales, which felt familiar and intuitive.

3. Built-In Productivity

We use the tasks, reminders, and email templates daily. It’s made it way easier to follow up without things falling through the cracks.

4. It Just Plays Nice

It connects with Gmail, Google Calendar, and the other tools we already use, so there’s no context switching or copy-pasting.

Getting Started Took Less Than 10 Minutes

• Created an account
• Imported a CSV of contacts
• Set up deal stages
• Added teammates
• Started logging emails and calls automatically

We’re still using the free plan, and it’s doing what we need.

Final Thought

CRMs can feel like overkill if you’re a small team, but trust us, waiting too long to get organized will cost you more. HubSpot’s Free CRM was the low-friction tool we needed to get our sales and support in order. If you’re juggling leads in your head or chasing conversations across inboxes, give it a try. No pressure, no pitch... just sharing what’s worked for us.

Click here to sign up for HubSpot’s Free CRM

‍

We are excited to announce that ProBackup now supports Webflow, our first-ever website builder integration! This marks an important milestone in our mission to become the one-stop backup solution for SMEs relying on SaaS applications.

What is Webflow?

Webflow is a powerful website-building platform that allows users to design, build, and launch websites visually, without the need for traditional coding. It combines the flexibility of custom development with the ease of a drag-and-drop editor.

Why Webflow?

Many SMEs, designers, and marketers rely on Webflow for its intuitive interface, robust customization options, and ability to create pixel-perfect, responsive websites. Since a large portion of our customers already use Webflow, adding backup support was a logical step in expanding our services. It’s a favorite among SMEs, designers, and marketers who need an intuitive yet powerful tool to build and manage their online presence. Since many of our customers already use Webflow, this integration was a natural next step. 

What This Means for You

• Automated Backups for Webflow: Keep your Webflow projects safe with daily backups.
• Free for Existing Customers: If you're a paid user, you can now back up Webflow alongside your other SaaS apps at no additional cost.
• More Website Builder Support? Let us know if we should add more website apps!

How to Add Webflow to ProBackup

1. Log in to your ProBackup account.
2. Click the "+ New App" button.
3. Select the Webflow app to start connecting and authorize ProBackup.
4. Start automatic backups 

More Integrations Coming Soon

Webflow is the first of a series of new updates. We are actively working on integrations for Figma and Canva, and we're also working on a complete revamp of the user interface. Stay tuned for more product updates.

Try our new Webflow integration today and keep your websites secure with ProBackup!

Imagine losing all your business data in an instant - customer records, project files, and important documents gone forever. It sounds like a nightmare, right? That’s why security standards like SOC 2 and ISO 27001 require businesses to have reliable backup systems in place. These rules help protect data from getting lost, stolen, or damaged. In this article, we’ll break down what these standards say about backups and how you can follow them easily.

What are SOC2 and ISO 27001?

SOC 2 and ISO 27001 are two widely recognized frameworks for information security and data protection. SOC 2 (Service Organization Control 2), created by the American Institute of Certified Public Accountants (AICPA), is a framework specifically designed for technology and cloud-based service providers. It evaluates a company’s controls around security, availability, processing integrity, confidentiality, and privacy.

ISO 27001 on the other hand is developed by the International Organization for Standardization (ISO) and is a globally accepted standard for establishing, implementing, maintaining, and continuously improving an Information Security Management System (ISMS). It focuses on risk management and best practices to protect sensitive data. Both frameworks aim to ensure that businesses safeguard customer data, mitigate security risks, and build trust with their clients and stakeholders. In general SOC 2 is more prevalent in the US while ISO 27001 is more popular in Europe.

What does SOC 2 say about backups?

SOC 2 is a security framework that helps businesses keep customer data safe. It focuses on five key areas: security, availability, processing integrity, confidentiality, and privacy. Here’s what it says about backups:

• Keep data available: You must have a backup system in place so you can restore your data if something goes wrong.
• Keep data safe: Backups should be encrypted to prevent hackers from accessing them.
• Control who Sees it: Only authorized people should have access to backup files.
• Check your backups: Regularly test your backups to make sure they work when needed.
• Plan for disasters: If an emergency happens, you need a strategy to recover your data quickly.

What does ISO 27001 say about backups?

ISO 27001 is an international standard for keeping business data secure. It is widely adopted because it provides a structured approach to managing security risks and is recognized globally as a benchmark for information security. Unlike SOC 2, which is primarily used in the U.S. and focuses on customer data protection, ISO 27001 takes a broader approach to managing security across an entire organization. It outlines key requirements for backup management:

• Have a aackup plan: Businesses must create, document, and test backup processes regularly.
• Keep backups secure: Backup data should be stored safely to prevent unauthorized access.
• Be ready for problems: If a cyberattack or system failure occurs, backups should help restore normal operations.
• Follow retention policies: Businesses should define how long they keep backups based on legal and operational needs.

How Can You Follow These Backup Rules?

There are different ways to back up your data, and the best method depends on your business needs. Here are three common approaches:

Manual Backups (Do-It-Yourself)

• Download data: Manually export important files and save them to your computer or an external hard drive.
• Use cloud storage: Store copies of your data in cloud services like Google Drive or Dropbox.

On-Premises Backup

• Use external hard drives: Copy files to an external hard drive or USB stick.
• Set up a local server: Store backup data on a secure, private network.

Cloud-Based Backup Solutions

• Automated backup services: Use tools like ProBackup to schedule automatic backups with encryption and easy restoration.
• Extra protection: Cloud-based backups are stored in multiple locations, ensuring data is safe even if one system fails.

Final Thoughts

Backups aren’t just a smart business practice - they’re required by security standards like SOC 2 and ISO 27001. Whether you choose manual exports, external hard drives, or a cloud-based service like ProBackup, having a solid backup plan keeps your business secure and compliant. Take action today to ensure your data is always protected.

Why this guide matters for ClickUp users

ClickUp is mission-critical for project management, operations, and client delivery. Teams use it to track every task, conversation, and decision. But here's the reality: 3 out of 4 teams will experience data loss from accidental deletion, human error, or system issues at some point.

This comprehensive guide shows you:

• How to safely delete and restore data in ClickUp
• What ClickUp's native recovery can and cannot do
• How to prevent permanent data loss before it happens
• A complete backup strategy for business continuity and compliance

Who this guide is for:

• IT Administrators managing ClickUp for their organization
• Project Managers responsible for team workflows and deliverables
• Operations Managers protecting business-critical data
• Compliance Officers ensuring data retention requirements are met

👉 Start your 7-day free trial at ProBackup: https://app.probackup.io/onboarding

Understanding ClickUp's data structure

Before you delete anything, understand how ClickUp organizes data. Deletion flows downward — removing a high-level container removes everything inside it.

ClickUp Data Hierarchy:

Workspace
└── Space
   ├── Folder (optional)
   │   └── List
   │       ├── Task
   │       │   ├── Subtask
   │       │   ├── Comments
   │       │   ├── Attachments
   │       │   └── Time entries
   │       └── Checklist
   └── List (standalone, no Folder)

Important: Deleting a Space removes:

❌ All Folders and Lists inside it

❌ All Tasks and Subtasks

❌ All comments and communication history

❌ All file attachments

❌ All time entries (permanently — even if restored from Trash, time entries are gone)

❌ All custom field data and task history

How to archive and delete data in ClickUp

Best practice: Archive vs. Delete

🟢 Archive: Recommended 99% of the time

• Removes item from active view without deleting data
• Preserves all data and history indefinitely
• Can be restored at any time
• Archived Spaces don't count toward Free plan limits
• Automations in archived Spaces continue to run; items remain searchable

🔴 Delete: Use with extreme caution

• Moves to Trash with a 30-day retention window
• Permanently erased after 30 days
• Comments, files, and time entries may not be recoverable even within 30 days
• Cannot be undone after the Trash is emptied or the window expires

How to archive a Space

1. In your Sidebar, hover over the Space name and click the ellipsis (...) menu
2. Select Archive
3. The Space is hidden from your active Sidebar but fully preserved
4. To view archived Spaces, use All Spaces and toggle archived items visible
5. To restore: hover over the archived Space → ellipsis (...) → Restore

How to delete a Space

1. First archive the Space (you can only delete an archived Space in ClickUp)
2. Show archived items in the Sidebar
3. Hover over the archived Space → ellipsis (...) → Delete
4. Confirm deletion
5. Space moves to Trash — recoverable within 30 days by Workspace owners, admins, or the member who created and deleted it

How to archive a Folder or List

1. In your Sidebar, hover over the Folder or List and click the ellipsis (...) menu
2. Select Archive
3. The Folder or List is hidden from active view but data is preserved
4. To restore: find the archived item → ellipsis (...) → Restore

How to delete a Folder or List

1. Hover over the Folder or List in the Sidebar and click the ellipsis (...) menu
2. Select Delete
3. Confirm the action
4. Item moves to Trash — recoverable within 30 days by Workspace owners, admins, or the member who created and deleted it

How to delete a Task

1. Open the task and click the ellipsis (...) in the upper right, then click Delete— OR —
2. Hover over a task, click the task selector checkbox, then click the trash icon in the Bulk Action Toolbar— OR —
3. Right-click a task and select Delete from the Task Action Menu
4. Task moves to Trash — recoverable within 30 days

⚠️ Warning: If a task has time entries, a warning is displayed before deletion. Time entries are permanently deleted even if the task is later restored from Trash.

How to archive or delete multiple Tasks

• Switch to List or Table view.
• Select the tasks you want by checking the boxes.
• Click the Archive or Delete icon in the action bar that appears.

How to restore data in ClickUp

ClickUp has a unified Trash that holds all deleted items — Spaces, Folders, Lists, Tasks, Docs, and more — for 30 days before permanent deletion.

How to access the Trash

As a Workspace owner or admin:

1. Click your Workspace avatar in the upper-right corner
2. Select Settings
3. In the left sidebar, click Trash

As a member (for items you deleted yourself):

1. Click your profile avatar in the bottom-left corner
2. Select Trash from the dropdown menu

How to restore deleted Tasks

1. Open Trash (steps above)
2. Search for the task by name, or filter by item type, Space, or date deleted
3. Hover over the task and click the ellipsis (...)
4. Select Restore
5. The task returns to its original List

How to restore deleted Folders and Lists

1. Open Workspace Trash (owner/admin access required)
2. Filter by item type: Folder or List
3. Click the ellipsis (...) next to the item
4. Select Restore
5. The Folder or List — along with all its contents — is restored to its original location

How to restore deleted Spaces

1. Open Workspace Trash (owner/admin access required, or member who both created and deleted the Space)
2. Filter by item type: Space
3. Click Restore next to the Space
4. All Folders, Lists, and Tasks inside the Space are restored

Trash retention and permissions summary

What can't be restored natively in ClickUp

ClickUp's Trash is a useful safety net for immediate mistakes — but it has critical limitations that can lead to permanent data loss.

A. Granular data is gone immediately

When you delete the following items, they disappear permanently and do not appear in the Trash:

• Individual comments on tasks
• Single file attachments (in most cases)
• Time entries (lost even when a task is later restored)
• Custom field values when the field itself is deleted
• Activity log entries

B. No version history or rollback

ClickUp does not offer a way to view or restore previous versions of your data. If tasks exist but the data inside them has changed, there is no native rollback.

Common causes:

• ✗ A third-party integration syncs incorrectly and bulk-updates task statuses or custom fields
• ✗ An automation rule fires unexpectedly and changes values across hundreds of tasks
• ✗ An API script runs against the wrong List or Workspace
• ✗ A bulk import pastes incorrect data over existing content

C. What ClickUp support can and cannot do

✅ Can do:

• Advise on using Trash and archive features
• Investigate if deletion was caused by a platform bug
• Sometimes restore data if a verified system error caused the loss (rare)

❌ Cannot do:

• Recover data deleted more than 30 days ago
• Recover deleted comments, time entries, or individual attachments
• Roll back bulk changes made by automations or integrations
• Restore data from an emptied or expired Trash

Common data loss scenarios & solutions

Scenario 1: "I accidentally deleted a Space with 6 months of client work"

What happened: A PM was cleaning up the Workspace and deleted an active client Space instead of archiving it. Noticed the mistake 2 weeks later.

Native solution:

‍✓ Open Workspace Trash (Settings → Trash)

✓ Filter by Space, find the item, click Restore

✓ All Folders, Lists, and Tasks come back

✓ Must be done within 30 days

If it happened 31+ days ago:

‍✗ Data is permanently gone

✗ No native recovery option

✗ Must rebuild from emails, exports, or memory

Scenario 2: "Someone deleted all comments on our tasks"

What happened: A team member "cleaned up" a project by deleting comment threads across 60 tasks. All decision history and client communication is now gone.

Native solution:

‍✗ Comments do not go to Trash

✗ Once deleted, they are immediately and permanently gone

✗ ClickUp support cannot recover them

✗ No workaround exists

Impact:

• Lost context on why decisions were made
• Can't prove what was approved by the client
• Team has to reconstruct decisions from memory or email

Scenario 3: "Our integration overwrote all our task statuses"

What happened: A third-party integration had a sync error and updated 400 task statuses to the wrong values. The tasks still exist, but all status data is corrupted.

Native solution:

‍✗ Tasks weren't deleted, so Trash doesn't help

✗ No version history to roll back to

✗ No "undo" for bulk field value changes

✗ Must manually correct each task

Time to fix: 10+ hours

Scenario 4: "We need to recover a project from 6 months ago for a dispute"

What happened: A client claims the agreed deliverables were different from what was delivered. You need the original List structure and task descriptions from 6 months ago to prove what was scoped.

Native solution:

‍✗ If archived: you can restore, but only the current state - no point-in-time view

✗If deleted more than 30 days ago: data is permanently gone

✗ No version history means no view of "what it looked like on a specific date"

Scenario 5: "A departing employee deleted everything on their way out"

What happened: An admin-level team member deleted 6 Spaces and emptied the Trash before their last day. The deletion was intentional.

Native solution:

‍✗ If Trash was emptied manually, items are immediately and permanently gone

✗ The 30-day window doesn't apply once Trash is manually purged

✗ ClickUp support cannot recover from an emptied Trash

✗ No audit trail showing what existed before

Quick reference: "I lost data... what should I do?"

Summary: Why native Trash isn't enough for professional teams

ClickUp's Trash is a safety net for immediate mistakes, not a disaster recovery plan. If your team relies on ClickUp for revenue-generating work or compliance requirements, native Trash alone is insufficient.

Compliance & data retention

Data retention requirements by industry

GDPR Compliance: the "Right to Be Forgotten"

When an EU citizen requests deletion of their personal data, you must delete it from production systems and backups, and document it within 30 days.

How this works with ClickUp + ProBackup:

Step 1: Delete user data from ClickUp — remove the person from your Workspace, delete tasks assigned to them, and purge personal data from custom fields.

Step 2: Request deletion from ProBackup — open a support ticket specifying the user and date range. ProBackup purges that user's data from backup storage.

Step 3: Export a deletion certificate from ProBackup for your GDPR compliance documentation.

👉 Read our full GDPR guide: Handling GDPR Deletion Requests in Your Backup System

SOC 2 & ISO 27001: what auditors look for

Protect your ClickUp data today

Don't wait for a data loss disaster to implement backup. Accidental deletion, automation errors, and integration mishaps can strike any team at any time — and ClickUp's 30-day Trash gives you no buffer against granular data loss or bulk changes.

ProBackup gives you:

✓ Automated daily backups of all your ClickUp data

✓ Unlimited retention (no 30-day expiration)

✓ Point-in-time recovery (restore from any date)

✓ Granular restore (one task, one List, or everything)

✓ Google Drive sync (you own your data)

✓ SOC 2 Type II certified (enterprise-ready)

✓ 5-minute setup (no technical knowledge needed)

👉 Start your 7-day free trial at ProBackup: https://app.probackup.io/onboarding

Why this guide matters for monday.com users

Monday.com is mission-critical for teams running sales pipelines, project workflows, engineering sprints, onboarding processes, and client operations. But here's the reality: 55% of teams experience data loss from accidental deletion, human error, or system issues.

This comprehensive guide shows you:

✓ How to safely delete and restore data in monday.com

✓ What monday.com's native recovery can and CAN'T do

✓ How to prevent permanent data loss

✓ A complete backup strategy for business continuity

Who this guide is for:

• IT Administrators managing monday.com for their company
• Project Managers responsible for team workflows
• Operations Managers protecting business-critical data
• Compliance Officers ensuring data retention requirements

👉 Start your 7-day free trial at ProBackup: https://app.probackup.io/onboarding

Understanding monday.com's data structure

The hierarchy of monday.com data

Before you delete anything, understand how monday.com organizes data. Deletion flows downward, removing a high-level container removes everything inside it.

Monday.com Data Hierarchy:

Account
└── Workspace
   ├── Folder / Sub-folder (optional)
   │   └── Board
   │       ├── Group
   │       │   ├── Item (row)
   │       │   │   ├── Subitem
   │       │   │   ├── Updates (comments)
   │       │   │   └── File attachments
   │       │   └── Columns (Status, Date, Text, People…)
   │       └── Views
   ├── Dashboard
   └── Workdoc

Important: Deleting a Workspace or Board removes:

❌ All boards, groups, and items inside it

❌ All subitems and their data

❌ All updates (comments) and communication history

❌ All file attachments

❌ All column data across every item

❌ All views, dashboards connected to that board

How to archive and delete data in monday.com

Best practice: Archive vs. Delete

🟢 Archive: Recommended 99% of the time

• Removes item from active view without deleting any data
• Preserves all data and history indefinitely
• Can be restored at any time, even years later
• Archived items can be automated — set up rules to archive completed items automatically
• No permanent consequences

🔴 Delete: Use with extreme caution

• Moves to Trash with a 30-day retention window
• Permanently erased after 30 days — monday.com support cannot recover it
• Comments and certain file types may not be recoverable even within 30 days
• Cannot be undone after the Trash window expires

How to archive an item

1. Select the item in the board view
2. Click the three dots (...) in the item popup at the bottom of the screen
3. Choose Archive
4. Confirm the action — the item disappears from the active board but is preserved

To restore: open the board → three-dot menu (...) → View archive/trash → Archive tab → find the item → Restore

How to archive a group

1. Click the three-dot menu (...) to the left of the group name on your board
2. Select Archive group
3. Confirm — the group and all its items are preserved

To restore: open the board → three-dot menu (...) → View archive/trash → Archive tab → filter by Group → Restore

How to archive a board

1. Click the three-dot menu (...) next to the board name in the left sidebar
2. Select Archive board
3. The board moves to the Board Archive, hidden from the active workspace

To restore: click the three-dot menu (...) in the workspace navigation bar → View archive/trash → Archive → find the board → Restore. You can also use Search Everything (magnifying glass icon) → Archived Boards → open the board → board menu → Unarchive board

How to delete an item

1. Select the item in the board
2. Click the three-dot menu (...) in the item popup
3. Select Delete
4. Confirm — item moves to Trash, recoverable for 30 days

How to delete a group

1. Click the three-dot menu (...) to the left of the group name
2. Select Delete
3. Confirm — the group and all items inside move to Trash, recoverable for 30 days

How to delete a column

1. Click the three-dot menu (...) at the top of the column header
2. Select Delete column
3. Confirm the action

⚠️ Warning: Deleting a column removes that data point from every single item on the board, across all groups, instantly. There is no selective undo in monday.com. The column moves to Trash, but the data values inside each item may not be fully restored even if the column is recovered. If a column is accidentally deleted, your only reliable path back is a backup that pre-dates the deletion.

How to delete a board

1. Click the three-dot menu (...) next to the board name in the left sidebar
2. Select Delete board
3. Confirm — the board and all its contents move to Trash, recoverable for 30 days

How to delete a workspace

1. Open the left side panel and hover over the workspace name
2. Click the three-dot menu (...) next to its name
3. Select Delete workspace
4. Confirm — the workspace moves to Trash for 30 days

⚠️ Warning: Restoring a deleted workspace from Trash gives you back only the workspace container. You must restore each board inside it separately from Trash. Do not delete a workspace unless you have already archived or backed up the boards within it.

How to restore data in monday.com

Monday.com offers two parallel recovery paths: Archive (indefinite, for items you deliberately put away) and Trash (30-day window, for accidentally deleted data).

How to access the Archive

For items, subitems, groups (board-level):

1. Open the board containing the archived data
2. Click the three-dot menu (...) in the upper-right corner of the board
3. Click View archive/trash, then select the Archive tab
4. Browse or filter by type (Item, Subitem, Group), date archived, or board name
5. Select the item(s) and click Restore

For archived boards:

1. Click the three-dot menu (...) above the workspace navigation bar in the left panel
2. Select View archive/trash → Archive
3. Find the board and click Restore

How to access the Trash

1. Click your avatar/profile picture in the upper-right corner
2. Select Trash
3. Browse deleted items — filter by type (Item, Subitem, Column, Group, Board, Doc, Dashboard), date deleted, or board name
4. Click the three-dot menu (...) to the right of the item
5. Select Restore

💡 Permissions note: Only admins and the person who deleted an item can see and restore it from Trash. If a board was set to "Only owners can change" permissions, non-owners will not see deleted items from that board in Trash.

Restoration options and retention summary

What can't be restored natively in monday.com

Monday.com's Archive and Trash are useful for catching recent mistakes, but they have critical limitations that can lead to permanent, unrecoverable data loss.

1. Comments and updates are gone immediately

When a team member deletes an update (comment) on an item, it does not go to Trash. It disappears instantly and permanently. There is no recovery path, native or otherwise, without a third-party backup.

2. No version history or data rollback

This is the limitation that causes the most damage in practice. If a board still exists but the data inside it has changed — wrong values, overwritten fields, a corrupted import — monday.com has no way to show you what it looked like before.

The activity log tells you that a change happened and who made it. It does not let you revert those changes at scale.

Common causes of silent data corruption:

• ✗ A bulk import maps columns incorrectly and overwrites existing data across hundreds of items
• ✗ An automation rule fires on unintended items and changes Status, Date, or custom field values
• ✗ monday.com's AI Sidekick misinterprets a prompt and updates records at scale
• ✗ A third-party integration syncs incorrectly and bulk-pushes wrong values
• ✗ An API script runs against the wrong board or workspace

None of these are deletions, so they don't appear in Trash. The activity log shows what happened — but reversing it manually at scale is not realistic.

3. The 30-day hard cutoff

Monday.com confirms in their own documentation that anything deleted more than 30 days ago is permanently gone. There is no extended retention window, no archive tier for deleted items, and no way to request recovery from their support team after that point.

4. Files uploaded directly to items

Files attached to an item via the Files tab are not available through monday.com's API and are not reliably recoverable after deletion. Files shared through file columns or comments can be backed up, but direct item uploads are a known gap.

5. What monday.com support can and cannot do

Common data loss scenarios & solutions

Scenario 1: "I accidentally deleted a board with 6 months of client work"

What happened: A PM was tidying up the workspace and clicked Delete instead of Archive on an active client board. Noticed the mistake 3 weeks later.

Native solution:

‍✓ Go to your avatar menu → Trash

‍✓ Filter by Board, find the item, click Restore

‍✓ All groups, items, and history are recovered

✓ Must be done within 30 days

If it happened 31+ days ago:

‍✗ Data is permanently gone

✗ No native recovery option

✗ Must rebuild from emails, exports, or memory

Scenario 2: "Someone deleted all the updates on our items"

What happened: A team member "cleaned up" tasks by deleting comment threads across 80 items. All decision history, client approvals, and context are now gone.

Native solution:

‍✗ Deleted updates (comments) do not go to Trash

✗ Once deleted, they are immediately and permanently gone

✗ Monday.com support cannot recover them

✗ No workaround exists natively

Impact:

• Lost proof of client approvals
• No context on why decisions were made
• Team must reconstruct discussions from memory or email

Scenario 3: "A column was accidentally deleted — and took data with it"

What happened: An editor deleted a custom Priority column, thinking it was a duplicate. The column affected 300 items across 12 groups. The column appeared in Trash, but restoring it did not recover all the original cell values.

Native solution:⚠️ Column goes to Trash and can be restored within 30 days, but the individual cell values stored in that column are not guaranteed to return✗ For a column deleted more than 30 days ago: permanently gone✗ If cell values are lost even after column restoration, there is no further native recovery path

Scenario 4: "Our automation overwrote all our item statuses"

What happened: An automation rule was misconfigured and updated the Status column on 500 items across three boards to the wrong value. The items still exist: The data inside them is just wrong.

Native solution:

‍✗ Items weren't deleted, so Trash doesn't help

✗ Activity log shows what changed but cannot revert it at scale

✗ No version history to roll back to✗ Manual correction across 500 items: 10+ hours of work

Scenario 5: "Monday.com AI Sidekick updated the wrong boards"

What happened: A team member used monday.com's AI Sidekick to bulk-update item fields. The prompt was ambiguous and the agent applied changes to the wrong workspace boards, overwriting statuses and dates across hundreds of items.

Native solution:

‍✗ These are data changes, not deletions, so Trash is irrelevant

✗ Activity log confirms the changes occurred but cannot undo them in bulk

✗ No rollback mechanism exists in monday.com for AI-driven updates

✗ Manual correction required

Scenario 6: "A departing employee deleted everything on their way out"

What happened: An admin-level employee deleted 9 boards and their workspace before their last day. The deletions were intentional.

Native solution:

‍✗ If within 30 days: boards can be restored from Trash by another admin

✗ If the workspace was also deleted: boards must be restored separately from Trash after restoring the workspace shell

✗ After 30 days: everything is permanently gone

✗ No audit trail showing what data existed before deletion

Quick reference: "I lost data — what should I do?"

Summary: Why Archive and Trash aren't enough for professional teams

Monday.com's native recovery tools are designed to catch immediate mistakes — not to serve as a disaster recovery plan. Here is how they stack up:

Compliance & data retention

Data retention requirements by industry

GDPR Compliance: the "Right to Be Forgotten"

When an EU citizen requests deletion of their personal data, you must delete it from production systems and backups, and document it within 30 days.

How this works with monday.com + ProBackup:

Step 1: Delete user data from monday.com — remove the person from your account, delete items assigned to them, and purge personal data from column values.

Step 2: Request deletion from ProBackup — open a support ticket specifying the user and date range. ProBackup purges that user's data from backup storage.

Step 3: Export a deletion certificate from ProBackup for your GDPR compliance documentation.

👉 Read our full GDPR guide: Handling GDPR Deletion Requests in Your Backup System

SOC 2 & ISO 27001: what auditors look for

Protect your monday.com data today

Don't wait for a data loss disaster to implement backup. As monday.com expands into AI-powered workflows with Sidekick and agentic automations, the risk of bulk, unintended data changes grows alongside the risk of accidental deletion. A single misconfigured agent or automation can touch every item on a board before anyone notices — and the activity log will show you it happened, but won't undo it.

ProBackup gives you:

✓ Automated daily backups of all your monday.com data

✓ Unlimited retention (no 30-day expiration)

✓ Point-in-time recovery (restore from any date)

✓ Granular restore (one item, one board, or everything)

✓ Google Drive sync (you own your data)

✓ SOC 2 Type II certified (enterprise-ready)

✓ 5-minute setup (no technical knowledge needed)

👉 Start your 7-day free trial at ProBackup: https://app.probackup.io/onboarding

At ProBackup, security and compliance are at the core of our mission. We are thrilled to announce that we are now officially SOC 2 Type 2 compliant! This achievement reflects our ongoing commitment to providing a secure and reliable cloud backup and restore service for businesses using Asana, Airtable, ClickUp, Trello, and other productivity and CRM apps.

What is SOC 2 Type 2 compliance?

SOC 2 (System and Organization Controls 2) is a rigorous security standard designed for SaaS companies handling sensitive customer data. It evaluates a company’s ability to manage and safeguard data based on five key trust principles:

• Security – Protecting systems and data from unauthorized access.
• Availability – Ensuring services are operational and accessible.
• Processing Integrity – Guaranteeing accurate and reliable data processing.
• Confidentiality – Keeping sensitive business information secure.
• Privacy – Handling personal data responsibly and in compliance with regulations.

SOC 2 Type 2 certification goes beyond the initial audit (Type 1) by demonstrating continuous adherence to security controls over an extended period.

Enhanced security resources now available

To further enhance transparency and trust, we have updated our security page (https://www.probackup.io/data-security) with detailed insights into our product and infrastructure security. Here’s what you’ll find:

• SOC 2 Report – Download the latest report verifying our security compliance.
• Penetration Test Report – Access our most recent third-party security assessment.
• Data Processing Addendum (DPA) – Review our data protection commitments.

Additionally, users can now request access to our renewed Trust Center, where they can explore all policies and controls related to SOC 2 compliance. This provides deeper insights into our security framework and compliance measures.

Why SOC 2 compliance matters for cloud backups

For businesses relying on cloud backups, ensuring that backup data is secure, monitored, and compliant is critical. Achieving SOC 2 Type 2 compliance means our users can trust that ProBackup meets industry-leading standards for safeguarding their data.

By choosing ProBackup, you gain more than just an automated backup solution—you get a partner dedicated to data security, compliance, and reliability.

Stay secure with ProBackup

We are proud to offer SOC 2 Type 2 compliant cloud backup services, giving our users peace of mind when it comes to data protection and disaster recovery. Explore our updated security page today and download our latest reports!

Visit our Security Page

‍

Why this guide matters for Asana users

Asana is mission-critical for teams managing project timelines, task ownership, client deliverables, approval chains, and cross-functional programmes. For many organisations, it quietly becomes the source of truth for how work actually gets done... which makes data loss less of a theoretical problem and more of a when, not if.

This comprehensive guide shows you:

✓ How to safely delete and restore data in Asana

✓ What Asana's native recovery can and cannot do

✓ How to prevent permanent data loss

✓ A complete backup strategy for business continuity

Who this guide is for:

• IT Administrators managing Asana for their company
• Project Managers responsible for team workflows
• Operations Managers protecting business-critical data
• Compliance Officers ensuring data retention requirements

‍👉 Start your 7-day free trial at ProBackup: https://app.probackup.io/onboarding

Understanding Asana's data structure

The hierarchy of Asana data

Asana is organised as a pyramid: Each level is the building block of the one above it. Deletion cascades downward: removing a container removes everything inside it.

Asana Data Hierarchy:

Organisation / Workspace
└── Team
   └── Project
       ├── Section
       │   ├── Task
       │   │   ├── Subtask
       │   │   ├── Comments
       │   │   ├── Attachments
       │   │   └── Custom field values
       │   └── Task (multi-homed: can belong to multiple projects)
       └── Custom fields (global or project-level)
   Portfolio
   Goals

Important: Deleting a Project removes:

❌ All Sections inside it

❌ All Tasks and Subtasks (unless they are multi-homed in another project)

❌ All comments and communication history on those tasks

❌ All file attachments

❌ All custom field values for tasks within that project

❌ All task dependencies and timeline data

⚠️ Multi-homing note: Asana allows a single task to live in multiple projects simultaneously. If a task is multi-homed, deleting one project removes the task from that project, but the task still exists in any other projects it belongs to. This can be a lifesaver, or a source of confusion, depending on how your workspace is structured.

⚠️ Before removing a team member: Reassign their tasks before deprovisioning their account. Tasks without an owner can fall out of filtered views and scheduled reports, creating silent gaps in your project data.

How to archive and delete data in Asana

Best practice: Archive vs. Delete

🟢 Archive: Recommended in almost all cases

• Removes the project from active views without deleting any data
• Preserves all tasks, comments, attachments, and history indefinitely
• Can be restored at any time
• No countdown clock, no risk of permanent loss

🔴 Delete: Use with extreme caution

• For tasks: moves to a recoverable deleted state for 30 days, then permanently erased
• For projects: triggers an immediate recovery email to the deleting user. If that email is missed, recovery becomes harder
• Comments, certain attachments, and custom field data have no native recovery path once permanently deleted

How to archive a project

1. Navigate to the project in your sidebar
2. Click the dropdown arrow next to the project name
3. Select Archive project
4. The project is removed from active views but fully preserved

To unarchive: use Advanced Search or browse your team's project list → find the archived project → click the dropdown arrow → Unarchive project

How to delete a task

1. Open the task pane
2. Click the three-dot menu (...) in the top-right corner
3. Select Delete task
4. Confirm the prompt
5. Task enters a deleted state =recoverable for 30 days via Advanced Search

How to delete a project

1. Navigate to the project
2. Click the dropdown arrow next to the project name
3. Select Delete project
4. Confirm the deletion
5. Asana sends an automated recovery email to the user who performed the deletion

⚠️ Critical: The project recovery email goes to the deleting user only. If that person is unavailable, has left the company, or misses the email, your next recovery option is Advanced Search. Make sure at least one admin knows to check for this email immediately whenever a project deletion occurs.

How to delete a section

1. Click the three-dot menu (...) next to the section name
2. Select Delete section
3. A prompt appears asking what to do with the tasks inside: delete them or move them to another section

⚠️ Warning: This is the most common source of accidental bulk task loss in Asana. The prompt is easy to dismiss without reading carefully. Selecting "delete tasks" removes every item in the section at once with no additional confirmation step. Always choose "move tasks" unless you have explicitly verified every task in that section is safe to delete.

How to delete a custom field from a project

1. Click the dropdown arrow next to the custom field name in the project header
2. Select Delete field from project
3. Confirm the action

⚠️ Warning: This removes the field and all its values from every task in the project. There is no selective undo within Asana. Export the project to CSV before deleting any custom field you are not completely certain about.

How to restore data in Asana

Immediate recovery (within seconds of deletion)

Toast notification: Immediately after any deletion, a notification appears at the bottom-left of the screen with an Undo option. This window lasts approximately 15 seconds.

Undelete button in task pane: If a task was deleted while its pane was still open, an Undelete button remains visible until you navigate away.

Both options disappear the moment you move to another view. They are useful only for mistakes caught in the same instant they happen.

Restoring deleted tasks (within 30 days)

1. Click the Search bar at the top of the workspace
2. Select Advanced Search
3. In the filters, find the Deleted status filter and set it to Deleted
4. Narrow results further by assignee, project, or modification date
5. Locate the task and click Restore in the task pane

Restoring deleted projects

Method 1: Recovery email (fastest):

1. Check the inbox of the person who deleted the project
2. Asana sends an automated email with a unique recovery link
3. Click the link to restore the project immediately

Method 2: Advanced Search:

1. Open Advanced Search
2. Filter by Projects with a Deleted status
3. Locate the project and restore it from the search results

⚠️ If the deleting user is unavailable: Ensure at least one workspace admin knows how to access Advanced Search for deleted projects before this situation arises.

Trash retention and restoration summary

What can't be restored natively in Asana

Asana's immediate undo options and 30-day recovery window are useful for catching recent, individual mistakes. They have critical gaps that cause permanent data loss in practice.

1. Comments are gone immediately

There is no recovery path for deleted task comments in Asana — no trash, no 30-day window. The moment a comment is deleted, it is permanently gone. For teams that use task comments to record decisions, client approvals, or project context, this is a significant exposure.

2. Custom field data is gone immediately when a field is deleted

Deleting a custom field removes its stored values from every task in the project simultaneously. This cannot be undone within Asana. If the field was tracking status, priority, categorisation, or any other structured data across hundreds of tasks, that information is gone.

3. No version history or rollback

Asana's activity log shows that a field value changed and who changed it. It does not let you roll back those changes at scale. If a third-party integration pushes incorrect data, an AI-driven workflow updates the wrong set of tasks, or a bulk import maps to the wrong fields, you can see what happened in the activity log — but reversing it manually across a large project is not practical.

Common causes of silent data corruption:

• A bulk CSV import maps columns incorrectly and overwrites due dates, assignees, or custom field values across hundreds of tasks
• An automation rule fires on a broader set of tasks than intended and changes status or field values
• Asana AI Studio builds and executes a workflow that updates tasks at scale based on an ambiguous instruction
• Asana AI Teammates (in beta) are assigned work and modify task fields or status without direct human review of each change
• A third-party integration syncs incorrectly and writes wrong values to task fields

None of these are deletions, so they do not appear in Asana's trash. The activity log records what changed, but reversing it in bulk is not a native capability.

4. The 30-day hard cutoff

Tasks and projects deleted more than 30 days ago are permanently gone. Asana does not offer an extended window, and there is no way to request recovery from their support team after the cutoff.

5. What Asana support can and cannot do

Common data loss scenarios & solutions

Scenario 1: "Someone deleted the wrong project with months of client work"

What happened: A project manager was cleaning up old projects and deleted an active client project instead of a test one. The deletion was noticed 2 weeks later.

Native solution:

‍✓ Check the inbox of the person who deleted the project for the automated Asana recovery email

✓ If the email is found: click the recovery link, the project and all its tasks are restored immediately

✓ If the email is not found: go to Advanced Search → filter by Projects → Deleted → restore

✓ Must be done within 30 days

If it happened 31+ days ago:

‍✗ The project is permanently gone

✗ Asana support cannot recover it

✗ Must reconstruct from exports, emails, or memory

Scenario 2: "A section was deleted and took 80 tasks with it"

What happened: A team member deleted a section during a project restructure. The prompt appeared and they selected "delete tasks" instead of "move tasks" without reading carefully. 80 tasks are gone.

Native solution:

‍✓ If caught immediately: Undo toast notification (within ~15 seconds)

✓ If caught within 30 days: Advanced Search → Deleted filter → restore individual tasks

✗ Restoring 80 individual tasks manually is time-consuming and error-prone

✗ Any comments on those tasks are permanently gone even if the tasks are restored

Scenario 3: "All comments on our tasks were deleted"

What happened: A team member deleted comment threads across 50 tasks in a project, removing all decision history, client approval records, and context notes.

Native solution:

‍✗ Deleted comments have no recovery path in Asana

✗ There is no trash for comments (deletion is immediate and permanent)

✗ Asana support cannot recover deleted comments

Impact:

• Lost proof of client approvals and decisions
• No context for why tasks were structured a certain way
• Team must reconstruct context from email or memory

Scenario 4: "An AI Studio workflow updated tasks incorrectly across a whole project"

What happened: An Asana AI Studio workflow was built to update task statuses and assignees based on a trigger condition. The instruction was ambiguous and the workflow updated 300 tasks with incorrect status values before anyone noticed.

Native solution:

‍✗ Tasks were modified, not deleted: Advanced Search and recovery emails don't help

✗ Activity log confirms the changes occurred but cannot revert them at scale

✗ No version rollback mechanism exists in Asana

✗ Manual correction of 300 tasks: hours of work

Scenario 5: "A custom field was deleted and took categorisation data with it"

What happened: An admin deleted a custom "Client Priority" field while restructuring a project template. The field had been used to categorise tasks across 4 projects, and the data is now gone from every task.

Native solution:

‍✗ Custom field deletion removes values from all tasks immediately and irreversibly in Asana

✗ There is no trash or recovery path for deleted custom field data

✗ Asana support cannot recover it

Scenario 6: "A departing employee deleted all their projects before leaving"

What happened: A team lead with admin-level access deleted 7 projects before their last day. The project recovery emails were sent to their now-deactivated inbox.

Native solution:

‍✗ Recovery emails went to the deleted user's inbox =inaccessible

✗ Advanced Search can locate the deleted projects within 30 days: Act immediately

✓ Another admin using Advanced Search may be able to restore within the 30-day window

✗ After 30 days: permanently gone

✗ No way to prevent the email going exclusively to the deleting user

Quick reference: "I lost important data in Asana... what should I do?"

Summary: Why native recovery isn't enough for professional teams

Asana's immediate undo options and 30-day trash are designed to catch recent, individual mistakes — not to serve as a disaster recovery plan for a business-critical work management system.

Compliance & data retention

Data retention requirements by industry

GDPR Compliance: the "Right to Be Forgotten"

When an EU citizen requests deletion of their personal data, you must delete it from production systems and backups, and document it within 30 days.

How this works with Asana + ProBackup:

Step 1: Delete user data from Asana: Remove the person from the workspace, delete or reassign tasks associated with them, and remove personal data from task descriptions and custom fields.

Step 2: Request deletion from ProBackup — open a support ticket specifying the user and date range. ProBackup purges that data from backup storage.

Step 3: Export a deletion certificate from ProBackup for your GDPR compliance documentation.

👉 Read our full GDPR guide: Handling GDPR Deletion Requests in Your Backup System

SOC 2 & ISO 27001: what auditors look for

Protect your Asana data today

Don't wait for a data loss disaster to implement backup. As Asana expands its AI capabilities — with AI Studio building and executing multi-step workflows, and AI Teammates taking action on tasks as genuine collaborators — the number of ways data can change at scale without a human reviewing each step keeps growing. A single misconfigured workflow can update hundreds of tasks before anyone notices. The activity log will show it happened. Getting back to where you were is a different problem entirely.

ProBackup gives you:

✓ Automated daily backups of all your Asana data

✓ Unlimited retention (no 30-day expiration)

✓ Point-in-time recovery (restore from any date)

✓ Granular restore (one task, one project, or everything)

✓ Google Drive sync (you own your data)

✓ SOC 2 Type II certified (enterprise-ready)

✓ 5-minute setup (no technical knowledge needed)

‍👉 Start your 7-day free trial at ProBackup: https://app.probackup.io/onboarding

Why this guide matters for HubSpot users

HubSpot is mission-critical for teams managing contact databases, sales pipelines, support tickets, and marketing automation. For many companies, it has become a full system of record, not just a CRM. Contact histories, deal pipelines, support tickets, and marketing sequences all accumulate there, and so does the risk that something important disappears without anyone noticing until it's too late.

This comprehensive guide shows you:

✓ How to safely delete and restore data in HubSpot

✓ What HubSpot's native recovery can and can't do

✓ How to prevent permanent data loss

✓ A complete backup strategy for business continuity

Who this guide is for:

• IT Administrators managing HubSpot for their company
• Sales and Revenue Operations Managers protecting pipeline data
• Marketing Operations teams responsible for contact databases
• Compliance Officers ensuring data retention requirements

‍👉 Start your 7-day free trial at ProBackup: https://app.probackup.io/onboarding

Understanding HubSpot's data structure

The building blocks of HubSpot data

HubSpot organises everything around objects, records, properties, and associations. Before deleting anything, it helps to understand how these connect — because deleting a record typically removes its associated activities and interactions along with it.

HubSpot Data Model:

Account (Portal)
├── CRM Objects
│   ├── Contacts
│   │   ├── Properties (email, name, lifecycle stage…)
│   │   ├── Associations (linked Companies, Deals, Tickets)
│   │   └── Activities (calls, emails, notes, meetings, tasks)
│   ├── Companies
│   ├── Deals
│   ├── Tickets
│   ├── Leads
│   └── Custom Objects
├── Sales Assets
│   ├── Products & Line Items
│   └── Quotes
├── Marketing Assets
│   ├── Email templates
│   ├── Forms
│   └── Campaigns
└── Automation
   ├── Workflows
   └── Sequences

Important: Deleting a CRM record removes:

❌ All property values stored on that record

❌ All associated activities (calls, notes, emails, meetings, tasks)

❌ All associations to other records (Company links, Deal links)

❌ The record's full interaction timeline

❌ Any enrollment history in sequences tied to that record

⚠️ Key difference from project tools: HubSpot is a relational system. Unlike monday.com or ClickUp where deletion cascades downward through a hierarchy, HubSpot deletions cascade outward through associations. Deleting a Contact doesn't delete the associated Company — but it does sever all the relationship data between them.

⚠️ Before removing a user: Always reassign their contact and deal ownership first. Records left without an owner can disappear from filtered views and lead rotation rules, causing silent data problems that are hard to diagnose later.

How to delete data in HubSpot

HubSpot offers two types of deletion, and choosing the wrong one has very different consequences.

🟢 Restorable delete: Recommended in almost all cases

• Moves the record to the Recycle Bin with a 90-day recovery window
• All property values and activity history are preserved during that window
• Can be reversed by any user with the right permissions
• The default behaviour when clicking Delete on a record

🔴 Permanent delete: Use only for GDPR compliance

• Immediately and irreversibly removes the record with no recovery window
• Intended specifically for data subject deletion requests
• Cannot be undone under any circumstances, not even by HubSpot support

How to delete an individual record

• Navigate to the relevant object index page (Contacts, Companies, Deals, Tickets, etc.)
• Open the specific record
• Click the Actions dropdown in the left panel
• Select Delete
• Choose between restorable or permanent deletion
• Confirm the action

How to delete multiple records (bulk delete)

• Go to the object index page (e.g., Contacts)
• Select the checkboxes next to the records you want to delete
• Click Delete in the top header row
• HubSpot will ask you to type the number of records to confirm

⚠️ Warning: Bulk deletion moves fast and provides no preview of what associated activities (calls, notes, logged emails) will be removed alongside each record. Before bulk deleting any segment of contacts with meaningful engagement history, open a sample of records manually to understand what will be lost.

How to set up automated deletion (Pro and Enterprise only)

• Go to Automations → Workflows
• Set your enrollment trigger (e.g., lifecycle stage, inactivity date, subscription status)
• Add the Delete Contact action
• Test on a small, manually verified segment before enabling for your full database

How to restore deleted data in HubSpot

HubSpot's Recycle Bin holds restorable-deleted records for 90 days. After that, the data is permanently gone with no recovery option.

How to restore CRM records from the Recycle Bin

1. Go to the index page of the relevant object (e.g., Contacts, Deals)
2. Click the Actions dropdown in the top-right corner of the index page
3. Select Restore records
4. Browse or search for the records you want to recover
5. Select them and confirm the restoration

How to restore deleted activities (calls, notes, tasks)

1. Navigate to the record where the activity existed
2. Open the activity timeline
3. Click the Actions menu within the timeline
4. Select Restore Activity
5. Use the date filter to locate the specific engagement

How to restore a deleted workflow

1. Go to Automations → Workflows
2. Click the Deleted tab
3. Find the workflow and select Clone to recover its logic

⚠️ Critical limitation: Cloning a deleted workflow restores the automation logic only. The enrollment history — which contacts went through it, what actions were taken, and what data was written — is permanently gone. If the workflow had been running for months, that historical context cannot be recovered by any means.

Restoration options and retention summary

What can't be restored natively in HubSpot

HubSpot's Recycle Bin is one of the more generous native recovery tools in SaaS — 90 days is longer than most platforms offer. But there are critical gaps that cause real data loss in practice.

1. No rollback for overwritten property values

HubSpot stores property history, so you can see that a deal stage changed on a specific date and what it changed from. What you cannot do is roll back those changes at scale.

If a bad import overwrites the Industry field on 4,000 contacts, or an automation updates deal values incorrectly across an entire pipeline, property history tells you it happened — but it does not give you a mechanism to reverse it. You would have to re-import from a pre-change export or manually correct every affected record.

Common causes:

• A bulk import maps to the wrong column and overwrites existing data across hundreds of records
• An automation workflow fires on unintended records and changes lifecycle stage, deal value, or custom properties
• HubSpot's Breeze AI agents update contact properties, resolve duplicates, or enrol records in sequences at scale — with a misworded prompt reaching thousands of records before anyone notices
• A third-party integration syncs incorrectly and pushes wrong values to critical fields
• A list-based bulk update is applied to a broader segment than intended

None of these are deletions, so they don't appear in the Recycle Bin. Property history shows the change occurred — but reversing it manually at any meaningful scale is not realistic.

2. Workflow enrollment history is permanently gone

When a workflow is deleted, the record of which contacts went through it, what actions were taken, and what data was written is gone with it. The workflow structure can be cloned, but the historical execution data cannot be recovered under any circumstances.

3. The 90-day hard cutoff

Records deleted more than 90 days ago are permanently gone. There is no extended window, no archive tier, and no escalation path through HubSpot support. Ninety days sounds like a comfortable buffer, until someone discovers a deletion from three months ago that nobody flagged at the time.

4. Permanent delete has no safety net

Records deleted using the permanent option bypass the Recycle Bin entirely. If permanent delete is applied to a broader segment than intended (or used by mistake) there is no recovery path, not even for HubSpot's own support team.

5. What HubSpot support can and cannot do

✅ Can do:

• Advise on using the Recycle Bin and property history
• Investigate if data loss was caused by a platform bug
• Sometimes restore data if a verified system error caused the deletion (rare)

❌ Cannot do:

• Recover records deleted more than 90 days ago
• Rrestore permanently deleted records
• Roll back bulk property changes made by workflows, imports, or AI agents
• Recover workflow enrollment history; undo changes to records that were modified but not deleted

Common data loss scenarios & solutions

Scenario 1: "A rep accidentally deleted 200 contacts from a campaign segment"

What happened: A sales rep was cleaning up a list and bulk-deleted 200 contacts, including several with active deal associations. Nobody noticed for 5 weeks.

Native solution:

‍✓ Go to the Contacts index page → Actions → Restore records

‍✓ Find and select the deleted contacts → Restore

✓ All property values and activity history return with them

✓ Must be done within 90 days

If it happened 91+ days ago:

‍✗ Records are permanently gone

✗ HubSpot support cannot recover them

✗ Must rebuild from exports, emails, or memory

Scenario 2: "A bad import overwrote the Industry field on thousands of contacts"

What happened: A marketing ops team imported a list with a mismatched column mapping. The Industry field on 3,800 contacts was overwritten with incorrect values. Nobody caught it for 10 days.

Native solution:

‍✗ Records weren't deleted: They exist in the Recycle Bin only for deleted records, not modified ones

✗ Property history confirms the change happened and shows the old values: one record at a time

✗ No bulk rollback mechanism in HubSpot

✗ Must manually re-import from a pre-change export (if one exists) or correct records one by one

Time to fix manually: Days

Scenario 3: "An automation workflow deleted contacts it wasn't supposed to"

What happened: A cleanup workflow intended to delete inactive contacts had a trigger condition that was too broad. It enrolled and deleted 900 contacts from active accounts before the error was spotted.

Native solution:⚠️ If within 90 days: contacts can be restored from the Recycle Bin

✓ Go to Contacts index → Actions → Restore records → restore the affected contacts

✗ But: the workflow enrollment history showing which contacts went through what is gone

✗ And: if the workflow had also triggered downstream actions (sequences, notifications), those cannot be reversed

Scenario 4: "HubSpot's Breeze AI agent updated the wrong contact properties"

What happened: A Breeze AI agent was configured to enrich contact records with firmographic data. An ambiguous prompt caused it to overwrite existing, verified values, including lifecycle stage and deal owner, on 1,200 records before the error was identified.

Native solution:

‍✗ These are property updates, not deletions — the Recycle Bin is irrelevant

✗ Property history shows each change, but reviewing and reverting 1,200 records manually is not realistic

✗ No bulk rollback mechanism exists in HubSpot

✗ No way to "undo" AI agent actions at scale

Scenario 5: "We need to prove what a deal looked like at the time of contract signing"

What happened: A client disputes the deal terms from 8 months ago. You need to show the deal record (i.e. stage, value, associated contacts, and timeline notes) exactly as it appeared on the date of signature.

Native solution:

‍✗ If the deal still exists: property history shows individual field changes but not the full record state at a given moment

✗ If the deal was deleted more than 90 days ago: it is permanently gone

✗ No way to produce a snapshot of "what this deal looked like on a specific date" from HubSpot natively

Scenario 6: "A departing employee permanently deleted their contact records"

What happened: A sales rep deleted all their contacts using permanent delete before their last day. The data is immediately and irreversibly gone from HubSpot.

Native solution:

‍✗ Permanent delete bypasses the Recycle Bin — there is no 90-day window

✗ HubSpot support cannot recover permanently deleted records

✗ No audit trail showing what data existed before deletion

Quick reference: "I lost data in HubSpot... what should I do?"

Summary: Why HubSpot's native tools aren't enough for professional teams

HubSpot's Recycle Bin is one of the better native recovery tools in SaaS — but it was built to catch individual, recent mistakes. It is not a backup strategy for a system of record.

Compliance & data retention

Data retention requirements by industry

GDPR Compliance: the "Right to Be Forgotten"

When an EU citizen requests deletion of their personal data, you must delete it from production systems and from backups, and document it within 30 days.

How this works with HubSpot + ProBackup:

Step 1: Delete the contact from HubSpot using permanent delete: This removes the record from production with no retention window, as required for a GDPR erasure request.

Step 2: Request deletion from ProBackup : Open a support ticket specifying the contact and date range. ProBackup purges that data from backup storage.

Step 3: Export a deletion certificate from ProBackup for your GDPR compliance documentation.

👉 Read our full GDPR guide: Handling GDPR Deletion Requests in Your Backup System

SOC 2 & ISO 27001: what auditors look for

How AI increases the need for external backups

The case for SaaS backups used to rest mostly on human error: a rep deletes the wrong contact, an admin runs an import without checking the field mapping, someone bulk-updates the wrong segment. That still happens. But with AI becoming a standard feature inside CRMs, the risk landscape has changed.

HubSpot's Breeze Agents can enrich records, update properties, and take action across your database without a human doing it manually. That is the point of them. It is also why a misconfiguration or an ambiguous instruction can now affect thousands of records before anyone sees it. These changes show up in property history, not the recycle bin. You can see that they happened, but rolling them back manually at any meaningful scale is not a realistic option.

The only reliable safeguard is a versioned, external backup that lets you compare what your CRM looks like today with what it looked like before the change happened. HubSpot is a well-built product, but it was designed for running customer operations, not for providing full version control over its data. The gap between those two things is where third-party backups matter.

Protect your HubSpot data today

Don't wait for a data loss disaster to implement backup. HubSpot has grown from a marketing tool into a full system of record for revenue operations — and as it adds more AI capabilities through Breeze Agents, the number of ways data can change at scale without direct human input keeps growing. A single misconfigured agent or automation can update thousands of records before anyone notices. Property history will confirm it happened. Getting back to where you were is a different problem.

ProBackup gives you:

✓ Automated daily backups of all your HubSpot data

✓ Unlimited retention (no 90-day expiration)

✓ Point-in-time recovery (restore any record to any past date)

✓ Granular restore (one contact, one deal, or your entire CRM)

✓ Google Drive sync (you own your data)

✓ SOC 2 Type II certified (enterprise-ready)

✓ 5-minute setup (no technical knowledge needed)

‍👉 Start your 7-day free trial at ProBackup: https://app.probackup.io/onboarding

ClickUp aims to be the "one app to replace them all". It offers a broad range of project management features such as task managent, time tracking, goals and since recently it has also launched ClickUp Chat. ClickUp Chat lets you send messages to your team members without leaving the app. In this article, we’ll explain what ClickUp Chat is, how to use it, and how it compares to Slack and other tools.

What is ClickUp Chat?

ClickUp Chat is a built-in chat feature in ClickUp. It lets you talk to your team without needing another app like Slack. You can send messages, share files, and even create tasks straight from your conversation. This makes it easier to keep track of discussions and get work done in one place.

How to Use ClickUp Chat

ClickUp Chat is super easy to use. You can:

• Open a chat view to talk with your team.
• Use @mentions to get someone’s attention.
• Share links and files.
• Turn messages into tasks with one click.
• React to messages with emojis.

Is ClickUp Chat Free?

Yes! ClickUp Chat is included in all paid plans and even in the Free Forever plan. Unlike Slack, which deletes old messages after 90 days on the free plan, ClickUp keeps all your messages.

ClickUp Chat vs. Slack: What’s the Difference?

Slack is a great chat tool with advanced features, but ClickUp Chat is better if you want to keep your messages connected to your tasks. A big plus of ClickUp chat is that it keeps all chat messages, even if you're using the free plan. Slack on the other hand deletes messages after 90 days on the free version. Here's a comparison of some of the key features:

Can share files?

• ClickUp: ✅ Yes
• Slack:  ✅ Yes

Has an advanced text editor (e.g. quotes, code blocks, etc)

• ClickUp: ✅ Yes
• Slack:  ✅ Yes

Allows to have threads within a channel?

• ClickUp: ✅ Yes
• Slack:  ✅ Yes

Works with task management?

• ClickUp: ✅ Yes
• Slack: ❌ No

Do old messages remain available?

• ClickUp: ✅ Yes, all messages are kept
• Slack: ❌ No, messages are deleted after 90 days

Doesn't require a separate app & license?

• ClickUp: ✅ Yes
• Slack: ❌ No

Can turn messages into tasks?

• ClickUp: ✅ Yes
• Slack: ❌ No

Do other productivity apps offer similar chat functionality?

Not all productivity apps have a built-in chat like ClickUp. Here’s how some popular tools approach team communication:

• Asana: Instead of live chat, Asana uses task comments to keep discussions tied to specific tasks (which is also possible in ClickUp).
• Trello: Trello doesn’t offer built-in chat, but you can add Slack as a Power-Up to have a closer integration between Trello and Slack. This Power Up allows you to create Trello cards from Slack Conversations.
• Monday.com: It has an Updates section, which works similar to the comments functionality from other apps.  
• Airtable: You can leave comments on records, which is great for context, but there’s no dedicated chat feature.

If chatting in the same place where you manage your work is important to you, ClickUp Chat is a solid option that eliminates the need for third-party messaging tools.

Conclusion

ClickUp Chat is a simple and helpful way to talk to your team without switching apps. You don’t have to worry about losing old messages, and you can even turn chats into tasks. If you want an easy way to chat while keeping work organized, ClickUp Chat is a great choice.

Want to see how it works? Watch this video:

Who this guide is for: Knowledge workers, content teams, project managers, startup operators, and anyone already using — or considering — Notion as their primary workspace. Whether you're new to Notion AI or want to get more out of it, this guide covers everything from the basics to the latest AI features shaping how teams work in 2026.

Notion started as a note-taking tool. Today, it's one of the most powerful AI-connected workspaces on the market — used by over 100 million people across teams at companies like OpenAI, Figma, Ramp, and Nvidia.

If you've been wondering whether Notion AI is worth it, or you're already using it but barely scratching the surface, this guide is for you. We'll cover what Notion AI actually does, where it fits in your workflow, how to get the most out of it, and what the latest AI features mean for how you work.

What Is Notion AI?

Notion AI is an intelligent assistant built directly into your Notion workspace. Unlike standalone AI tools like ChatGPT or Claude, Notion AI has full context of your workspace — your pages, databases, projects, and connected apps — making its output far more relevant to your actual work.

It's not a separate product you switch to. It lives inside the pages and databases you're already using, and you activate it in seconds with a keyboard shortcut or slash command.

What Can Notion AI Help You With?

Notion AI covers a wide range of tasks across writing, organization, analysis, and automation. Here's a breakdown of what's available today:

Writing and content creation: Generate first drafts of blog posts, emails, project briefs, meeting agendas, SOPs, and more. You can prompt it from a blank page or ask it to expand on your bullet points.

Editing and improving existing content: Highlight any text and hit "Ask AI" to fix grammar, improve clarity, change tone (more professional, more concise, more friendly), or rewrite a section entirely.

Summarization: Use the /summarize block to generate an executive overview of any document in seconds. Especially useful for long meeting notes, customer research docs, or lengthy reports.

Action item extraction: Use /action items to extract tasks and commitments from messy notes or call transcripts. Notion AI parses the full context of the page to find what actually needs to happen next.

Brainstorming and ideation: Stuck? Ask Notion AI to generate ideas, write a counter-argument, suggest approaches, or outline a project structure. Give it context about what you're trying to accomplish and it'll generate relevant options.

Translation: Translate content into 10+ languages without switching tools. Useful for global teams or anyone working across language barriers.

Research Mode: Ask Notion AI a research question and it will generate a detailed, structured report — drawing on workspace context plus web knowledge when configured to do so.

Database automation (Autofill): Use AI to auto-populate database properties. For example, automatically generate a summary of a meeting note, categorize a CRM entry, or write a description for a project card.

Where Can You Use Notion AI?

Notion AI is available throughout the platform:

Pages and Docs — Press Space on any new line to start generating, or highlight text and select "Ask AI" to edit. Use /AI to insert AI blocks that pull context from the whole page.

Databases — Use Autofill to have AI automatically populate properties like summaries, categories, statuses, or descriptions. Great for project trackers, CRM entries, and content calendars.

Meeting Notes — AI Meeting Notes can capture and transcribe meetings from Zoom, Google Meet, or Teams — automatically generating summaries, key decisions, and next steps without a bot joining the call.

Enterprise Search — Search across not just Notion, but connected tools like Slack, Google Drive, GitHub, Jira, Linear, Microsoft Teams, and Gmail — all from one place. Find answers without jumping between apps.

Notion Mail — Notion's email client (launched April 2025) uses AI to auto-label messages, suggest replies, and link email context directly to workspace projects.

The Biggest AI Feature Update: Notion Agents

The most significant evolution in Notion AI is the introduction of Notion Agents — autonomous AI that doesn't just assist, but executes.

Your personal Notion Agent can work autonomously for up to 20 minutes, completing multi-step tasks across your entire workspace. Tell it what you need in plain language and it gets to work: building project plans, compiling research from multiple pages, drafting reports, updating database entries at scale, or creating interconnected page structures.

Custom Agents (available on Business and Enterprise plans) take this further — you can build agents that run on schedules or triggers without any human input. Examples include:

• An agent that automatically compiles daily user feedback from Slack and support tickets into a Notion database
• A weekly status update agent that pulls from project databases and posts a summary to a Notion page
• An IT triage agent that categorizes and routes helpdesk requests as they come in

Custom Agents are priced on a credit model (free to try through May 2026, then $10 per 1,000 credits on Business and Enterprise plans).

How to Access Notion AI: 3 Methods

1. Highlight and Ask AISelect any existing text, click "Ask AI," then choose from the dropdown or write a custom prompt. Best for editing, improving, or transforming content you've already written.

2. Use the /AI slash commandType /AI on any page to insert an AI block — summarize, action items, or custom content. These blocks use the full page context to generate relevant output and can be saved in templates.

3. Press Space on a new lineOpen a fresh canvas with the spacebar to start generating new content from a prompt. Best for drafting from scratch.

How to Write a Prompt That Gets Good Results

The quality of Notion AI's output depends heavily on how specific your prompt is. Here are the principles that consistently produce better results:

Start with a clear goal. What exactly do you want? Don't say "write about our Q2 campaign." Say "write a one-paragraph summary of our Q2 marketing campaign goals for the executive section of a board update. Tone: professional. Length: 100 words max."

Provide context. Include relevant background — who the audience is, what the document is for, what format you need.

Specify tone and length. AI will default to a neutral, fairly long response. If you need something concise, or something written in a casual voice, say so explicitly.

Iterate. Don't expect the first output to be final. Respond to Notion AI with refinements: "make this shorter," "make the tone warmer," "add a bullet list of action items at the end."

Notion AI vs. Other AI Writing Tools

Notion AI is purpose-built for workspace productivity, which makes it different from general-purpose AI assistants:

The key differentiator: Notion AI knows your workspace. When you ask it to summarize a project brief, it's reading your brief — not generating something generic. That context gap is why Notion AI often outperforms standalone tools for work that lives inside Notion.

Pricing: What Plan Do You Need for AI?

Notion AI availability changed significantly in May 2025. Here's how it breaks down today:

Free plan: Includes a limited trial of Notion AI (roughly 20 responses). You cannot purchase AI as a standalone add-on on this tier.

Plus plan ($10/user/month annually): Also includes a limited AI trial only. Full AI features not available.

Business plan ($20/user/month annually): Full Notion AI access included: Notion Agent, AI Meeting Notes, Enterprise Search, multi-model AI, and Custom Agents (credit-based). This is the minimum plan for teams that want to use AI seriously.

Enterprise: Custom pricing with additional security controls (SCIM, audit logs, zero data retention with LLM providers, HIPAA compliance).

Is it worth it? If your team already uses Notion heavily for documentation and project management, the Business plan is a strong value. Notion AI at $20/user/month includes access to multiple leading AI models (currently including GPT-4o, Claude, and others), Notion Agent, AI Meeting Notes, and Enterprise Search. Compare that to managing separate ChatGPT Plus, Claude Pro, and search tools — each at $20/month — and Notion consolidates all of that with workspace context included.

Real-World Use Cases by Team Type

Content and marketing teams: Use Notion AI to draft blog outlines, write first passes of copy, repurpose existing content into social posts, or summarize customer research into key themes. AI Meeting Notes automatically captures post-mortems and campaign reviews.

Product and engineering teams: Auto-generate PRDs from bullet-point notes, extract requirements from stakeholder feedback threads, summarize sprint notes, and use Custom Agents to triage product feedback from connected tools automatically.

Operations and HR teams: Build and maintain SOPs with AI-assisted writing, auto-translate internal documents for global teams, use agents to route onboarding tasks, and generate weekly summaries of cross-functional project status.

Founders and solo operators: Use Notion as a "second brain" — capture meeting notes fast, let AI clean them up and extract actions, build and maintain a personal wiki that AI can query and update on your behalf.

The Data Protection Question: What Happens to Your Notion Data?

As AI features become more deeply embedded in tools like Notion, one question becomes increasingly important: what happens to your data?

Notion is clear that it does not use your content to train AI models. All AI queries are processed with contractual agreements in place with LLM providers (OpenAI, Anthropic, and others) that prohibit training on customer data. Enterprise plans have zero data retention with LLM providers. Data is encrypted in transit (TLS 1.2+) and at rest.

That said, there's a broader risk that most teams don't think about: what happens to your Notion data if something goes wrong inside the app itself?

Notion's native version history helps with accidental edits (7 days on Free, 30 days on Plus, 90 days on Business). But it doesn't protect you from bulk data loss, accidental deletion of databases, corrupted integrations, or — increasingly relevant — AI agents making mass changes across your workspace that are hard to reverse.

As Notion Agents become more capable of executing changes across hundreds of pages and database entries autonomously, the surface area for unintended data modification grows. This is exactly the scenario where an independent backup matters.

ProBackup provides automated daily backups of your entire Notion workspace — pages, databases, and all their content — with granular item-level restore. If an agent misfires, a bulk delete goes wrong, or a faulty automation corrupts your data, you can roll back precisely without losing everything that happened before or after.

Notion AI Feature Summary

Final Thoughts

Notion AI has matured from a useful writing shortcut into a genuinely capable workspace automation layer. For teams already living in Notion — managing projects, knowledge, and documentation there — the AI features add real leverage at every stage of work.

The introduction of Notion Agents marks a step change in what's possible: moving from AI that helps you write faster to AI that completes multi-step workflows on your behalf. That's a meaningful shift in how productivity software works, and Notion is one of the first platforms to deliver it in a way that's actually integrated into day-to-day work rather than bolted on.

The tradeoffs are real too: the Business plan requirement for full AI access is a meaningful price jump for small teams, and large databases still have performance limitations. But for organizations that want a single platform for knowledge, projects, and AI-powered automation, Notion is a compelling choice.

And as you invest more in Notion as your system of record, don't overlook the importance of protecting what you build. The same AI capabilities that make Notion powerful also introduce new ways for data to change at scale — which makes a reliable backup strategy not just sensible, but essential.

What if you could turn your idea into a fully functional app in seconds? That’s exactly what Airtable’s Cobuilder offers. This exciting update allows users to create no-code apps instantly using AI-generated prompts and Airtable interfaces. In this blog post, we’ll explore how Airtable Cobuilder works, its advantages and limitations, and how it compares to other AI-powered no-code platforms.

What is Airtable Cobuilder?

Airtable is redefining low-code app development with Cobuilder. With just a simple prompt (e.g., "I want an app to manage my recipes"), Cobuilder generates a custom app tailored to your request. Each generated app consists of multiple interlinked tables, complete with views, workflows, and filters.

Built on Airtable’s Interface Designer, Cobuilder enables users to create intuitive dashboards and data-driven applications. Interface Designer already allows users to streamline collaboration by displaying only the most relevant information. With Cobuilder, Airtable has taken accessibility even further, allowing businesses to jumpstart the design process and customize applications without writing a single line of code.

Common Use Cases

Cobuilder streamlines operations for a variety of teams and industries. Whether managing projects, organizing inventory, planning events, or tracking sales, users can generate purpose-built apps with minimal effort—no manual setup or external integrations required.

Here are some example prompts:

• "I need an app to launch a women’s skateboarding shoe for the Olympics."
• "Help me track renovations for our boutique hotels in Marrakesh."
• "Create an app to track parts and production schedules for the Artemis SLS rocket."

How Does It Compare to Other No-Code Solutions?

Airtable Cobuilder stands out for its seamless AI-powered app generation, but how does it stack up against other platforms?

• Notion AI – Primarily designed for content generation and knowledge management, while Cobuilder focuses on structured, database-driven applications.
• Glide – Another AI-powered app builder, but geared more toward mobile applications, making it a strong competitor for mobile-first tools.
• Zapier – Specializes in automating workflows between apps, whereas Cobuilder generates complete applications from scratch.

How to Get Started?

Cobuilder is available to all Airtable users. To try it out, log into your Airtable account, click "Create," and select "Build an app with AI." For further inspiration, check out the following demo video showcasing Cobuilder’s capabilities in action.

Final Thoughts

Airtable Cobuilder is a game-changer in the no-code space, making app creation faster and more accessible than ever. While still evolving, it already offers immense value for businesses seeking efficiency without developer resources. If you use Airtable, experimenting with Cobuilder could unlock new opportunities for automation and streamlined workflows.

Work today moves at lightning speed, and teams need tools that can keep up. Enter ClickUp Whiteboards 3.0 - a huge update that makes brainstorming, planning, and executing easier than ever. In this blog post, we will explain how to use Whiteboards 3.0 and highlight the most important updates in this version.

What is ClickUp Whiteboards 3.0?

In 2022, ClickUp introduced their Whiteboard feature, a fresh approach to virtual whiteboards for hybrid work environments. It is similar to other tools like Miro, but it is fully integrated with ClickUp's task management system. This integration allows you to create a ClickUp whiteboard to start a brainstorming session, design a flowchart, or discuss the team's retrospectives, using the whiteboard as a foundation to kickstart a project.

How to get started with Whiteboards?

The Whiteboard feature is available in every plan, even the free one! You can create a whiteboard in several ways:

• Via the Sidebar: Whiteboards are listed as an option in the sidebar below the home page and inbox. This page shows all whiteboards created in your workspace and lets you create a new one.
• Via a space: Click on the plus next to a space and click on Whiteboard.
• Via a Task: When you open a task, you can add a whiteboard directly to it. Click "/" to open the commands and search for "Create whiteboard." You can embed a whiteboard into the description, making it easy to quickly draw and add flowcharts.
• Via the Menu Bar: Click "New" in the menu bar, and you'll see whiteboards as an option. You can assign each whiteboard to a specific space, folder, or task.

What is new in ClickUp 3.0?

The 3rd iteration of ClickUp Whiteboards introduces some strong new features and impressive quality of life improvements.

Seamless Sharing and Integration

One of the strongest points of Whiteboards 3.0 is its seamless integration with the rest of ClickUp.

• Tasks: You can easily embed whiteboards into task descriptions, mention your team in comments, and create tasks directly on the whiteboard. The connection between Whiteboards and Tasks ensures every great idea is executed. '
• Docs: Embed Docs in Whiteboards and vice versa for real-time collaboration and updates.
• Chat: Whiteboards and chat live together for real-time brainstorming and sharing without switching apps.
  

This integration make it incredibly useful for turning brainstorm session action items into tasks with due dates, priorities, and assignees.

Improved speed

Nobody likes waiting for things to load. That's why Whiteboards 3.0 is now 10 times faster than the previous version. Whether you're mapping out a project or collaborating live with your team, it's smooth, responsive, and reliable.

A Design That Inspires

Your workspace should be as inspiring as your ideas. Whiteboards 3.0 offers a clean, intuitive interface that's a joy to use. Love working at night? The new dark mode is not only easy on the eyes—it helps you stay focused and creative, no matter the hour.

Turn Text Into Stunning Visuals Using AI

Bring your ideas to life with the power of AI-driven image generation. Simply type out your concept, and the AI will work its magic to create a stunning graphic right on your whiteboard. There's no need to switch between different apps or waste precious time—experience a seamless flow of creativity without any interruptions.

Touch-Friendly Controls

Sometimes, it's just easier to draw things out rather than trying to explain them verbally or through text. The touch interface is designed to let you sketch, draw, and move items naturally on any device you choose to use. Whether you're working on a tablet or a touchscreen laptop, Whiteboards 3.0 feels incredibly intuitive and effortless to use.

Ready-to-Use Templates

Looking for a starting point? Check out the new template library. It's filled with professionally designed options for brainstorming, project planning, and more. These templates let you dive in and get productive right away. Some of our favourites include the 2x2 priority matrix and the 5 whys.

Closing thoughts

We think the that whiteboards functionality is really well executed and covers most of the use cases. It takes a bit of time to get used to the UI but once you're used to adding new shapes and text, it is a very fast and useful tool to visualise your thoughts.

If you're interested to learn more about white, then we strongly recommend watching the tutorial below:

2024 marked a pivotal year for productivity apps, with AI becoming an integral part of their offering. Major platforms like monday.com and ClickUp introduced powerful AI-driven features, such as enabling users to summarize Zoom calls, enhance writing, and get instant answers. AI assistants are steadily taking on more routine tasks, making work simpler and more efficient.

At Asana’s Work Innovation Summit in New York, the company unveiled AI Studio—a new tool designed to automate repetitive tasks. Whether it’s assigning work, organizing updates, or summarizing progress, AI Studio helps you focus on high-impact tasks by eliminating busywork.

What is AI Studio?

Asana AI Studio is an extension of the app's existing rules engine. It enables teams to design  workflows, embed AI agents into that workflow, and deploy it directly within Asana—without needing to write a single line of code. AI Studio can be used by every kind of team, from marketing and operations to IT and HR. It is designed to approach varied tasks in the same four stages -- intake, planning, execution, and reporting -- regardless of the nature of the project.

Use Cases

Unlike traditional AI tools that focus on synthesizing information, AI Studio integrates directly with teams, acting as a virtual teammate. Here are some practical ways teams are using it:

• AI Teammate for Quick Answers: Tag the AI in task comments to get instant suggestions or answers, simulating a knowledgeable team member.
• Lead Evaluation for Sales: Use Smart Workflows to assess leads based on predefined criteria, helping sales teams prioritize opportunities efficiently.
• Meeting Preparation: Summarize key updates before meetings, ensuring teams are informed and ready to contribute.
• Content Creation Assistance: Enable marketing teams to generate keyword suggestions or automatically tag and organize content drafts, reducing manual effort.

How to get started with AI Studio?

AI Studio is available to Enterprise and Enterprise+ customers. Follow these steps to enable and use it:

1. Enable Asana AI Features: Ensure your organization has activated Asana AI features.
   • Admins, super admins, and billing owners can enable AI Studio via the admin console.
   • Grant access to individual users as needed.
2. Access AI Studio:
   • In any project or My Tasks, click the Customize button in the top-right.
   • Under the Add section, select AI Studio.
3. Build Smart Workflows:
   • Open AI Studio to create custom workflows tailored to your team’s needs.

Responsible Usage

To maximize the benefits of AI Studio, ensure your workflows are designed responsibly. Familiarize yourself with industry-standard policies from Asana’s AI partners, including  OpenAI and Anthropic. These guidelines can help you create ethical and effective AI-driven processes.

AI Studio represents a significant leap forward in workflow automation, making Asana an even more indispensable tool for teams striving to work smarter, not harder. Ready to revolutionize your workflows? Explore AI Studio today.

At ProBackup, we are deeply committed to ensuring that you are always up-to-date with the tools that power your daily workflows. In this blog post, we take a closer look at the most impactful updates introduced to Monday.com in 2024. It’s been another significant year for Monday.com, packed with exciting improvements.

Tailored product suites

One of the standout developments this year is Monday.com’s introduction of four tailored product bundles. These curated suites are designed to cater to specific use cases, making it easier for teams to get started and maximize the platform’s potential:

• Work Management: This bundle offers the classic Monday.com experience, which focuses on helping teams effectively manage projects and tasks. It’s a reliable foundation for streamlining workflows and ensuring productivity.
• Monday CRM: This specialized package provides tools to oversee your entire sales funnel, from managing leads to closing deals and maintaining client relationships. It’s tailored for sales teams looking for greater control and efficiency.
• Monday Dev: Aimed at fostering collaboration between developers, product designers, and business teams, this suite is designed to accelerate the product development lifecycle, helping teams bring ideas to life more efficiently.
• Monday Service: Currently in its beta phase, this suite focuses on streamlining support and IT ticket management, ensuring smoother communication between customer-facing and development teams.

We believe this strategic move by Monday.com is a step in the right direction. While the platform’s flexibility has always been a strong suit, the sheer number of options can sometimes feel overwhelming. By offering these focused bundles, teams can start with a well-defined package tailored to their needs and gradually customize their setup as they grow.

Monday Sales CRM

For those new to Monday Sales CRM, it is a powerful customer relationship management tool seamlessly built into Monday.com. Its primary goal is to streamline sales processes, track deals, and enhance client interactions. What sets it apart from other CRM solutions is its unparalleled customization options and robust integrations with other tools.

Here are some of the most noteworthy updates to Monday Sales CRM:

• Sequences allows you to automate repetitive tasks such as email outreach and task reminders, creating a smooth and efficient workflow for activities like client onboarding and lead nurturing.
  • With five available steps—automatic emails, manual email reminders, general tasks, call tasks, and delay steps—you can create sophisticated, multi-step sequences.
  • Advanced rules let you define when a sequence should start or stop, such as automatically removing a contact from a sequence once they respond to an email.
  • The Sequence Manager provides an overview of all sequences, showing how many contacts are enrolled, active, or completed. This feature, though relatively new, already rivals established tools like Drip and ActiveCampaign.
• Zoom AI integration: Another time-saving innovation is the integration with  Zoom AI, which automatically summarizes video calls by capturing key takeaways, action items, and highlights. These summaries are added directly to your activity timeline, allowing you to focus on the conversation without worrying about taking notes.
• Enhanced import tool: Importing data into Monday.com has never been easier. The new and improved import tool provides a step-by-step guide to map columns to the board structure and merge duplicate entries. This ensures that your data is accurate, organized, and ready for use right from the start.

WorkCanvas Updates

This year, Monday.com introduced WorkCanvas, a versatile digital whiteboard tool integrated within the platform. Similar to tools like Miro, WorkCanvas allows teams to brainstorm, visualize workflows, and collaborate in real time. Despite being a relatively new feature, it has already received some impressive updates:

• Synced Templates: This update enables users to create project templates in WorkCanvas that are automatically linked to specific boards. This synchronization ensures that updates, tasks, and progress are always aligned across platforms, saving time and eliminating redundant setup steps.
• Project Timelines: With this feature, you can transform your WorkCanvas into dynamic Gantt charts, providing a clear visualization of tasks, dependencies, and deadlines. This makes managing complex workflows more intuitive.
• Table Element: The new table element allows you to create, edit, and format tables directly within WorkCanvas. You can add or remove rows and columns, apply formatting, and drag-and-drop data to keep everything structured and easily accessible.

Dynamic Values in WorkDocs

WorkDocs, introduced in 2023, has become an indispensable tool for many teams, functioning like Google Docs but fully integrated with Monday.com. In 2024, Monday.com enhanced this feature by adding dynamic values, which allow live data from boards to be embedded directly into documents.

For example, by linking a Doc to a board column, you can automatically pull in data such as dates, statuses, or text updates. This feature is perfect for generating up-to-date reports, summaries, or templates without needing to manually refresh information. It’s a game-changer for teams seeking accuracy and efficiency in documentation.

Work Management Updates

In addition to the major feature rollouts, Monday.com has introduced several updates that enhance its core work management capabilities:

• Advanced Dependencies: This update makes project planning more precise by allowing users to add lead times (tasks starting earlier) and lag times (tasks starting later). It’s an essential tool for teams handling complex projects with interdependent tasks.
• Filter Subitems on Dashboards: Subitem filtering adds a new layer of granularity to dashboards, enabling users to analyze data at a deeper level. For instance, you can now filter tasks by priority, assignee, or status, making it easier to generate detailed reports and actionable insights.
• Reply Directly from Inbox: This seemingly simple but impactful update allows users to reply to comments or updates directly via email, eliminating the need to log into Monday.com or switch between tabs. It’s a small change that significantly improves communication efficiency.

Closing Thoughts

These updates reflect Monday.com’s ongoing commitment to innovation and user satisfaction. From enhanced collaboration tools to improved automation and data management capabilities, the platform continues to evolve to meet the needs of modern teams.

At ProBackup, we’re thrilled to see these advancements and are here to help you make the most of them. As always, we ensure your data stays secure while you explore and implement these exciting new features.

Which of these updates are you most excited about? We’d love to hear how they’re transforming your workflows and boosting your productivity!

Who this guide is for: Airtable power users, operations managers, consultants, and anyone who needs to share Airtable data with clients, vendors, or partners without giving them full platform access. Whether you're evaluating Portals for the first time or trying to decide if they're worth the cost, this guide covers everything.

Airtable has long been one of the most powerful no-code database platforms available. But for years, one question kept coming up from teams using it: ‍

"How do we share data with external users without paying for a full Airtable seat?"

The answer (for a long time) was awkward workarounds: shared read-only links, inviting clients as collaborators with minimal permissions, or building third-party portals on top of Airtable. None of these were ideal.

That changed with the launch of Airtable Portals. Here's a full look at what Portals are, how they work, where they genuinely shine, what their real limitations are — and how to decide if they're right for your team.

What Are Airtable Portals?

Portals are a dedicated feature that lets you give external users (e.g. clients, vendors, partners, contractors) access to your Airtable Interfaces through a custom, branded sign-in experience. Crucially, these users don't need a full Airtable account or license.

Instead of logging into airtable.com, external users log into your portal. From there, they see only the Interfaces (and data within them) that you've explicitly shared — nothing more. You control exactly what they can view, and optionally, what they can edit.

This is a meaningful step forward from the previous options available, which required either paying for full user seats or relying on imperfect read-only sharing workarounds.

How Portals Differ From Airtable Interfaces

A common source of confusion: Portals are not a replacement for Interfaces. They work on top of them.

Airtable Interfaces let you present curated views of your base data to any Airtable user — internal team members with accounts. You control which tables and fields are visible, how they're laid out, and whether users can edit records.

Portals add an external login layer. They let people who are not Airtable users access those same Interfaces through a separate sign-in page tied to your organization, not to Airtable itself. The underlying Interface design stays the same — Portals just change who can access it and how they log in.

Think of it this way: Interfaces are the rooms in your house. Portals are a separate door for guests who don't have a key to the main entrance.

Key Features of Airtable Portals

Custom sign-in page: External users log into your portal URL rather than airtable.com. This creates a more professional, branded experience and avoids confusing clients with the full Airtable UI.

Granular permissions: You control exactly what each guest can see and edit. A client can be given read-only access to their project status, while a vendor can have limited edit access to update their own delivery data — all within the same portal.

White-label branding (available): Portals support custom branding: your company logo, colors, and visual identity. The experience looks and feels like your product, not Airtable's.

No full Airtable license required for guests: Guests access your Interface without you needing to pay for an Airtable user seat on their behalf. This is the core cost efficiency of Portals.

Separate guest identity: A "guest" in Airtable's definition is someone who doesn't share your organization's email domain. This distinction matters: team members cannot be reclassified as guests to reduce licensing costs.

Portals Pricing: What Does It Actually Cost?

Portals are available as a paid add-on for Teams, Business, and Enterprise Scale customers.

The pricing structure is:

• $8 per guest per month (billed annually)
• Or $120/month for 15 guests and one portal (annual billing)

For context: a full Airtable Team seat costs $20/user/month (annual). So for external users who only need limited, curated access, Portals represent a meaningful saving — roughly 60% less per external user.

That said, the $120/month entry point for 15 external users means Portals are primarily cost-effective for teams with multiple external collaborators. For organizations needing to give just one or two external users occasional read-only access, the cost math may not be favorable compared to alternatives.

The Main Use Cases for Airtable Portals

Client portal: Share project status, deliverables, timelines, and milestone tracking with clients — all filtered to show only their data. Clients see what's relevant to them without navigating your full base structure.

Vendor management: Give suppliers view or edit access to procurement data, delivery schedules, or compliance documents. Vendors can update their own records without accessing anything unrelated to their scope.

Partner collaboration: Enable external business partners to access shared data — co-marketing assets, joint project trackers, pipeline data — in a controlled, secure environment.

Customer support and self-service: Create a portal where customers can submit and track support tickets, access FAQs, or view the status of their requests — all pulling live from your Airtable data.

Agency-client reporting: Agencies managing multiple clients can give each client a tailored view of their campaign performance, content calendar, or project progress. Clients see only their own data, not other clients'.

Portals vs. Other Ways to Share Airtable Data

Understanding Portals requires understanding the full landscape of how you can share Airtable access externally. Here's a practical breakdown:

Real Limitations: What Portals Don't Do Well

Portals are a solid feature, but they aren't a complete client portal solution. It's worth being clear-eyed about what they lack — particularly if you're considering them as a replacement for a dedicated client management platform.

No built-in client communication tools: Portals don't include native messaging, threaded conversations, or notification systems designed for client interaction. Clients can view and edit data, but you'll need external tools for async communication.

No client-specific onboarding flows: There's no built-in way to guide a new external user through a structured onboarding experience within a Portal. Purpose-built client portal tools typically offer this.

Limited deep customizationWhile branding is supported, the underlying layout and navigation is constrained by what Airtable Interfaces allow. Teams that need highly custom, workflow-specific client experiences may find third-party tools like Noloco, Softr, or Pory offer more flexibility — often at a lower per-user cost.

Cost can escalate with scale: At $8/guest/month, the pricing is reasonable for teams with 5–15 external users. But for agencies or consultancies managing dozens of clients, costs add up quickly compared to third-party portal solutions with flat-rate pricing.

The guest definition is strict: Only users external to your organization — with a different email domain — qualify as guests. This is intentional, but it means teams can't use Portals as a workaround for reducing internal seat costs.

How to Get Started with Airtable Portals

Portals are available to Teams, Business, and Enterprise Scale customers as a paid add-on. Here's the general setup flow:

1. Design your Interface first. Build the Interface pages your external users will see. Keep them clean and intuitive — external users won't have the context your team does.
2. Add the Portals add-on from your Airtable account billing settings.
3. Create a new Portal and configure the sign-in page with your branding (logo, colors, background).
4. Connect your Interface to the Portal and select which pages are accessible.
5. Invite guests by email. They'll receive a login invitation for your portal — not for Airtable itself.
6. Set permissions for each guest or group: what they can view, what they can edit, and what's hidden.
7. Test the experience as a guest before going live. The guest view is often quite different from what you see as a base admin.

Portals and Your Airtable Data: A Note on Risk

The more external access you open up to your Airtable base — through Portals, shared links, or full collaborator invites — the more important it becomes to have a solid data protection strategy in place.

Airtable Portals allow guests to edit records if you grant them that permission. This is useful, but it introduces risk: a guest could accidentally overwrite data, submit incorrect entries, or trigger automations with unintended consequences. Airtable's native 30-day trash for deleted records offers some protection, but it doesn't cover bulk overwrites or corrupted field values — and it has no version history for record-level changes.

This is where ProBackup fills a critical gap. ProBackup creates daily automated snapshots of your entire Airtable workspace — tables, fields, records, attachments, and all — with granular item-level restore. If a guest accidentally overwrites a set of records, or a misconfigured portal permission leads to unintended edits, you can restore exactly what was changed without rolling back your entire base.

As your use of Airtable deepens — more bases, more automations, more external users — the cost of data loss or corruption compounds. A backup strategy that's independent of Airtable's own recovery tools is the safety net that makes confident external collaboration possible.

Summary: Is Airtable Portals Worth It?

Airtable Portals are a well-designed, practical addition to the platform — particularly for teams already investing heavily in Airtable Interfaces and who need a professional, low-friction way to share curated data with external stakeholders. They don't replace a dedicated client portal tool for complex client management scenarios, but for many teams, they're exactly the right fit.

If you're building on top of Airtable and want to protect the data that powers your workflows, ProBackup keeps your workspace backed up daily — so your team and your clients can work with confidence.

See Portals in action‍

Here are a few tutorial videos to help you explore Airtable Portals:

ProBackup Picks ClickUp's Highlights of 2024

ClickUp ended 2023 strong with the launch of ClickUp 3.0. As 2024 wraps up, we're eager to see if they kept their momentum (spoiler alert: they did!).

Here are some of the biggest updates ClickUp added or improved in 2024.

ClickUp Chat

ClickUp is fulfilling its promise to become the "one app to replace them all" with ClickUp Chat. Previously, you could communicate by commenting on tasks and docs, but now ClickUp Chat has its own spot on the sidebar (here's how to activate it).

The feature set is familiar: post announcements, message colleagues directly, and create channels for each department. The biggest advantage is its deep integration with other parts of the app. Here are two examples:

• Create a chat view for a specific list to ask for general updates related to that list or team.
• Turn conversations into tasks with one click and link chats to related work items.

Additionally, you can use the AI option to suggest replies and summarize threads. This leads us to another significant improvement...

ClickUp Brain

The rise of AI was initially met with skepticism, but 2024 proved it's here to stay. Many big SaaS players are integrating AI into their apps, and ClickUp is leading the way with impressive AI features for productivity.

When you log in, the new AI features are easy to find. The pink widget in the bottom right corner gives quick access to summarize, write, or ask a question. It's a clever way to highlight the three main AI use cases within ClickUp.

Summarize: Select text in ClickUp and "ask AI" to summarize, improve, lengthen, or shorten it. You can also check spelling and grammar or translate it. It's super handy and quick!

Writer: This feature helps you draft new text. Use it for anything: generate a meeting minutes template, draft a brainstorming agenda, or write an email with feedback. While the output is often impressive, a human review is recommended.

Ask AI: This option lets you ask questions to the ClickUp Brain. It's the most exotic option, and we haven't explored it much. In theory, you can ask AI to summarize project updates or explain a team process.

Whiteboards 3.0

In December, ClickUp launched the third version of ClickUp Whiteboards. This version is a complete rebuild, featuring a sleek design and powerful capabilities. With improved features and impressive speed, it's easier than ever to work and chat with your team in real-time on the same board.

ClickUp added hundreds of new, professionally designed templates for brainstorming, project planning, and more. They also introduced AI-powered image generation to transform text into stunning visuals in seconds. These updates make it easy to jumpstart sessions and get ideas flowing quickly.

Once you're done, convert whiteboard ideas into tasks, making it simple to turn brainstorming sessions into assigned tasks. You can also export the whiteboard as a PDF, PNG, or JPEG.

Clips 3.0

With Clips, you can instantly create and share videos, making it easy to convey your message clearly and effectively. The process is as simple as hitting record, sharing your screen, and sending your ideas to your team faster than typing a response.

Clips stand out because they integrate seamlessly into the platforms where you already work. There's no need to switch to Loom or upload files.

The flexibility in sharing Clips is remarkable: embed a Clip directly within ClickUp, send a public link to anyone outside your Workspace, or download the video file. Every Clip you record, whether in a comment, task, or Doc, is automatically stored in the Clips Hub (accessible via the navigation bar).

Conclusion

It's clear that ClickUp has had another banging year with new and improved features. This exciting development makes us even more eager to see what innovative features they'll bring in 2025!

We are thrilled to announce that ProBackup now supports Teamwork.com, the popular project management and collaboration platform. With this new integration, ProBackup continues to deliver on its promise of safeguarding your business-critical data for the SaaS tools you rely on.

Teamwork.com is a project management and collaboration platform designed to help teams plan, track, and manage their work efficiently. It offers tools for project planning, task assignments, time tracking, resource management, and client collaboration, making it especially popular in client-focused industries like marketing, agencies, and professional services.

What makes Teamwork.com unique?

Teamwork.com stands out from competitors by avoiding overly technical or jargon-heavy language. While platforms like Jira have steeper learning curves due to terms like “epic” and “issue,” Teamwork.com uses straightforward terminology, making it accessible to users across various professions and backgrounds.

Its automation features are equally user-friendly. Unlike some tools that require extensive tutorials, Teamwork.com allows you to automate tasks, such as moving items on a Kanban board, with ease.

Additionally, Teamwork.com includes built-in features for time tracking, budget management, and invoice calculations, providing clear insights into your project’s financial health.

To streamline business operations further, Teamwork.com offers complementary products like Teamwork Chat, Teamwork Desk, and Teamwork Spaces. These tools integrate seamlessly with the main platform, eliminating the need for cobbling together disparate systems.

Why Backup Teamwork.com?

Teamwork.com offers a decent trash can feature to recover recently deleted items: Deleted items are stored in the trash can for 30 days, before being permanently deleted. We think it's great that only admins can access the trash which prevents that other team members can empty the trash can.

However, despite this you could still lose business-critical data in some scenarios:

• Malicious deletion of trash can items by the admin
• Recovering items that were deleted more than 30 days
• Rollback data after a wrong bulk import or update

ProBackup provides an answer to these worst-case scenarios by offering:

• Daily Automated Backups: Never worry about losing important project updates.
• Data Restore Options: Quickly recover lost or corrupted data in just a few clicks.
• Comprehensive Security: Your backups are encrypted and stored securely.

What We Back Up

With ProBackup, you can ensure the safety of all your essential Teamwork.com data:

• Tasks
• Projects
• Clients
• Attachments
• Comments
• Task Lists
• Users

Get Started

Integrating Teamwork.com with ProBackup is simple. Log in to your ProBackup account to enable this feature today. Stay ahead of potential data loss and keep your projects secure with ProBackup for Teamwork.com.

Ready to protect your Teamwork.com data? Start your free trial now.

We’re excited to share that ProBackup is on the path to achieving SOC 2 Type II certification, with our audit currently underway. We anticipate completing the process by mid-February, marking a significant milestone in our mission to deliver secure and reliable backup solutions for project management apps like ClickUp, Airtable, Jira, and many more.

SOC 2 Type II is widely recognized as a benchmark for data security, evaluating not just the design of security controls but their operational effectiveness over an extended period. This rigorous process reflects our unwavering commitment to safeguarding your data and earning your trust.

What Does This Mean for You?

As we work toward certification, here are the 3 main benefits for you as a customer:

• Enhanced Security: Strong protections against unauthorized access to your data.
• Reliable Operations: Systems designed for high availability and performance.
• Greater Transparency: Assurance that we’re meeting stringent security standards.

The updated policies and security practices will soon be available for customers in a brand new Trust Center. The Trust Center will give customers easy access to all policies and security reports such as the latest pen test results and the SOC2 report. The trust center will be launched by the end of February.

Stay Tuned

We’ll keep you updated on our progress and will share the news once our certification is complete. If you have any questions about our journey to SOC 2 Type II or the measures we take to secure your data, feel free to reach out.

Thank you for trusting ProBackup to protect your business-critical data. Together, we’re building a safer, more secure future for your operations.

We’re thrilled to announce that ProBackup now supports GitHub! With this new integration, you can back up key data from your GitHub account, ensuring your code and development history are safe and secure.

For those unfamiliar, GitHub is the world’s leading platform for version control and collaboration, allowing developers to store, track, and manage their code. It’s a crucial tool for teams working on software projects, providing a centralized place for code repositories, branches, and commits. Developers can work together on projects, review changes, and maintain a complete history of every version of their code.

With ProBackup’s GitHub integration, you can back up:

• Repositories: Secure all your project files and codebases.
• Branches: Preserve every branch of your development efforts.
• Commits: Keep a record of every change made to your code.
• Repository Snapshots: Capture specific points in your repository's history, allowing easy rollback if needed.

ProBackup automatically backs up your GitHub data on a daily basis, so you never need to worry about losing important work. You can view your backups directly in our UI and even sync them to your Google Drive for additional storage and redundancy.

Currently, ProBackup provides backups of all your GitHub data, but restoring data back to GitHub is not yet available. However, your backups are easily accessible, and your data is always protected.

Get started with ProBackup’s GitHub integration today and keep your development history safe! Stay tuned for more updates!

Slack recently rolled out significant updates that impact users on free workspaces, limiting data retention and message history. If you manage projects or collaborate with teams on Slack’s free plan, it's crucial to understand these changes and how they affect your ability to access past conversations and files. Here’s everything you need to know about the update and why a solid backup strategy is more important than ever.

What’s Changing in Slack’s Free Workspaces?

Slack has shifted from storing messages and files indefinitely to a rolling 90-day limit on free workspaces. This means:

• Message Retention: Only messages from the past 90 days will be available. Anything older will be inaccessible unless your workspace is upgraded to a paid plan.
• File Storage: Similarly, files shared more than 90 days ago will no longer be accessible.

This change can be a major disruption for teams that rely on Slack for daily communication. Old conversations, decisions, and shared files are critical, especially in long-term projects.

Why Should You Be Concerned?

While Slack's free plan remains a valuable tool for small teams, the updates pose a risk of data loss. Without proper backups, you could lose access to important files, project discussions, or decision-making threads, which may affect future work. Key risks include:

• Loss of Historical Data: Teams often refer back to past discussions in long-term projects. Under the new Slack policy, this historical data could vanish unless you pay for a higher plan.
• Unreliable File Availability: Shared files older than 90 days will no longer be stored, which could lead to gaps in your documentation.

How ProBackup Can Help

ProBackup is designed to protect your valuable data on platforms like Slack. Our solution offers automated, scheduled backups that ensure your conversations, files, and attachments are securely stored and easily retrievable - no matter what happens on Slack’s servers.

With ProBackup, you can back up various types of data, including:

• Users: Maintain records of all team members.
• Channels: Keep a complete history of discussions across different channels.
• Threads: Save important threaded conversations for context.
• Messages: Archive all messages for future reference.
• Attachments: Securely store files shared in channels and direct messages.
• Direct Messages: Back up direct messages that you have access to, ensuring no vital communication is lost.

With ProBackup, the retention of your data depends on your subscription plan:

• Plus Plan: Retains revisions for up to 6 months.
• Pro Plan: Retains revisions for up to 2 years.
• Premium Plan: Retains revisions for up to 4 years.

This flexibility allows you to choose a plan that best fits your team's needs.

What You Can Do Now

To avoid any disruption or potential data loss, here’s what you should do:

1. Evaluate Your Needs: If you rely heavily on Slack’s free version for project management, consider the potential impact of the 90-day limit.
2. Upgrade or Back Up: You can either upgrade to Slack’s paid plan for longer retention or use ProBackup to ensure your data is backed up and retrievable.
3. Set Up ProBackup: Automate the process of securing your Slack data, giving you continuous access to your messages and files based on your chosen retention plan.

Conclusion

Slack's changes to free workspaces introduce limits that could put your team’s data at risk. ProBackup offers a seamless solution to these challenges by ensuring your conversations and files are always backed up, accessible, and secure - so you can focus on what matters most: getting work done.

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ClickUp is a fantastic all-in-one productivity platform that helps teams manage everything from simple tasks to complex, multi-stage projects. While you rightfully trust cloud apps like ClickUp to be secure and reliable, managing your business's critical data on any single platform opens the door to potential risks. 

Using ClickUp to manage your business can expose your team to issues such as accidental data deletion from human error, malicious actions by disgruntled employees, or data loss due to technical glitches and downtime. Losing an important ClickUp task or list can set your business back hours, or even days.

To gain peace of mind and protect your workflow, implementing an automated backup solution is essential. This guide will walk you through setting up a daily, automated backup for your ClickUp account using ProBackup.

Part 1: Create a ProBackup account

Getting started is easy and comes with a 7-day free trial.

1. Visit the ProBackup for ClickUp page by navigating to https://www.probackup.io/backup/clickup
2. Click on the Start free 7 day trial button.
3. Select ClickUp as the app you would like to back up and click Continue
4. Fill in your email, first name, and last name, then click Continue.

5. Verify your email address by following the instructions sent to your inbox.

Part 2: Connect ClickUp and start your first backup

Once your ProBackup account is created and verified, you can connect your ClickUp account. 

We recommend that you sign in to the right ClickUp account first, before connecting your account. 

1. In ProBackup, click on Sign in with ClickUp. This will redirect you to ClickUp to authorize the connection. If you are not signed in to ClickUp, then you will have to sign in first. 

2. On the ClickUp authorization page, select the workspaces you would like to back up and click on Connect Workspaces. 

3. Click Start Backup to grant ProBackup access and begin your first backup.

What happens next?

After you confirm, the initial backup of your selected ClickUp workspaces will begin automatically. Our backup app will fetch all relevant data types such as lists, tasks, comments, files and ClickUp docs. Depending on the size of your ClickUp account, the initial backup can take up to a few hours. You will be notified by email as soon as the first backup is complete.

Click on Go to ClickUp to view the lists that are already backed up. 

That’s it! Your ClickUp account is now protected with daily automated backups, ensuring your data is safe and easily restorable when you need it most.

Inviting other ClickUp users

During the onboarding flow of ClickUp, you choose which workspaces you want to back up. Once the initial backup is started, we can back up all data that your ClickUp account has access to. This means that any private spaces, folders or lists that you don’t have access to, will not be included in the scope of the backup. You can solve this by inviting other team members to your account. 

1. In ProBackup, go to Settings > Users.
2. Click on Invite Team Member and confirm the popup.

Each invited team member needs to create their own ProBackup account and authorize ProBackup to their ClickUp account. Once they’ve done this, then their personal spaces, folders and lists will be added to the backup scope. 

monday.com is a best-in-class productivity platform that allows teams to create customizable workflows to manage projects, tasks, and processes. While you rightfully trust cloud apps like monday.com to be secure and reliable, managing your business's critical data on any single platform opens the door to potential risks. 

Using monday.com to manage your business can expose your team to issues such as accidental data deletion from human error, malicious actions by disgruntled employees, or data loss due to technical glitches and downtime. Losing an important monday.com board or WorkDow can set your business back hours, or even days.

To gain peace of mind and protect your work, implementing an automated backup solution is essential. This guide will walk you through setting up a daily, automated backup for your monday.com account using ProBackup.

Part 1: Create a ProBackup Account

Getting started is easy and comes with a 7-day free trial.

1. Visit the ProBackup for monday.com page by navigating to https://www.probackup.io/backup/monday-com
2. Click on the Start free 7 day trial button.
3. Select monday.com as the app you would like to back up and click Continue
4. Fill in your email, first name, and last name, then click Continue.

5. Verify your email address by following the instructions sent to your inbox.

Part 2: Connect monday.com and Start Your First Backup

Once your ProBackup account is created and verified, you can connect your monday.com account. 

We recommend that you sign in to the right monday.com account first, before connecting your account. 

1. In ProBackup, click on Sign in with monday.com. This will redirect you to monday.com to authorize the connection. If you are not signed in to monday.com, then you will have to sign in first. 

2. On the monday.com authorization page, scroll down and click on Authorize

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3. On the next step of the onboarding wizard, select the workspaces you would like to back up.

4. Click on Start Backup to start your first backup.

What Happens Next?

After you confirm, the initial backup of your selected monday.com workspaces will begin automatically. Our backup app will fetch all relevant data types such as items, files, comments, fields and WorkDocs. Depending on the size of your monday.com account, the initial backup can take up to a few hours. You will be notified by email as soon as the first backup is complete.

Click on Go to monday.com to view the boards that are already backed up. 

That’s it! Your monday.com account is now protected with daily automated backups, ensuring your data is safe and easily restorable when you need it most.

Inviting other monday.com users

During the onboarding flow of monday.com, you choose which workspaces you want to back up. Once the initial backup is started, we can back up all data that your monday.com account has access to. This means that any workspaces or private boards that you don’t have access to, will not be included in the scope of the backup. You can solve this by inviting other team members to your account. 

1. In ProBackup, go to Settings > Users.
2. Click on Invite Team Member and confirm the popup.

Each invited team member needs to create their own ProBackup account and authorize ProBackup to their monday.com account. Once they’ve done this, then the additional workspaces and their private boards will be added to the backup scope. 

At ProBackup, our mission is to provide businesses with secure, reliable cloud backup solutions. As part of our commitment to security and compliance, we're excited to announce a new integration with Vanta, a leading platform that automates the path to SOC 2 compliance.

This new integration is designed to help companies strengthen their security posture by automating the compliance tests that are linked with the ProBackup platform. For organizations working towards or maintaining SOC 2 compliance, this integration provides both peace of mind and significant time savings.

Why SOC 2 Compliance Matters

SOC 2 (System and Organization Controls 2) is a crucial standard for SaaS companies, especially those dealing with sensitive customer data. It sets the guidelines for managing customer data securely, covering five key principles: security, availability, processing integrity, confidentiality, and privacy.

SOC 2 compliance assures your customers that your organization follows strict protocols to protect their data. Achieving SOC 2 compliance not only strengthens security but also builds trust and credibility with your clients.

Cloud Backups and SOC 2 Compliance

Cloud backups are a critical component of any organization's data protection strategy. However, simply having backups is not enough—SOC 2 compliance requires that backups are secure, monitored, and managed in line with strict protocols. The ProBackup + Vanta integration simplifies this process by automating the checks necessary to meet compliance requirements.

How the ProBackup + Vanta Integration Works

The integration includes 3 automated tests that Vanta runs to ensure your backup processes are secure and compliant with SOC 2 standards:

• Accounts deprovisioned when personnel leave (ProBackup): Ensures that user access to cloud backups is revoked when employees leave your organization.
• User accounts associated with users (ProBackup): Verifies that all backup accounts are correctly linked to an individual, reducing the risk of orphaned accounts.
• User accounts have MFA enabled (ProBackup): Confirms that multi-factor authentication (MFA) is enabled for all user accounts, adding an extra layer of protection.

These automated tests help your organization meet the following SOC 2 controls:

• Remote access MFA enforced: Ensures that all users accessing your systems remotely have MFA enabled, reducing the risk of unauthorized access.
• Unique production database authentication enforced: Guarantees that each user has a unique identifier for accessing the production environment, improving accountability and security.

Cloud Backups and SOC 2 Compliance

Cloud backups are a critical component of any organization's data protection strategy. However, simply having backups is not enough—SOC 2 compliance requires that backups are secure, monitored, and managed in line with strict protocols. The ProBackup + Vanta integration simplifies this process by automating the checks necessary to meet compliance requirements.

How to Get Started

To start using the new integration, simply go to the Integrations section within Vanta and link your ProBackup account. From there, the automated tests will continuously run in the background, helping your organization stay compliant without additional manual effort.

With this integration, you can rest easy knowing that your cloud backups are secure, compliant, and in line with industry best practices.

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With an increase in the number of online businesses, it has become customary for them to depend largely on Software as a Service (SaaS) platforms. These cloud-based tools are extremely useful in the optimization of processes and improving communication between employees. But with that great ease arises an important concern as well: what if you lose your data? 

Many make the same mistake. They think everything is taken care of and their data is safely hosted – SaaS provides that peace of mind, but that is not entirely true. Indeed, they manage uptime and security. However, they do not protect you from accidental deletions or target attacks. This is where cloud backups protect consumers as well as many companies. Let's analyse why having cloud backups in place is essential for any business using SaaS tools,, and why such measures will save you from all headaches.

1. The Risk of Data Loss Is Real

It is very common to think that data loss will not happen to your business until it does. And the truth is that if you depend on your SaaS provider’s protection solely, that may leave you exposed more than you think. Here’s why:

• Human error: Mistakes happen. An employee leaves their hard drive plugged into a conference call system and a criminal comes in and deletes as much as possible from the poor man's hard drive.
• System glitches: Even the most reliable SaaS providers are oftentimes only 95% reliable. Programming or operator errors, hardware malfunction, power outages, and internet downtime are all common nuisance problems that waste people’s time as well as opportunities to create value in an organization.

In the absence of a substantially good backup strategy, making good the lost data may be so hard if not impossible. This is the reason why having an efficient cloud backup system is so vital.

2. Why Cloud Backups Are More Than Just a Safety Net

Cloud backup can be likened to an insurance policy – one you pray that you’ll never have to use but will be immensely grateful for how useful it is when the worst comes to the worst. This is exactly the reason they are so popular

• Backup fatigue: Because these are cloud backups, these plans will keep a copy of the data and that copy is going to be kept in other places away from where the SaaS provider’s office is located. Therefore, even if there are any inconsistencies with your SaaS data, you don’t have to fret as there’s a backup already in place B and ready to be utilized instead. 
• Automatic updates:  The most important feature? The majority of cloud storage backup solutions are automatic. So, once you decide how often to back up your information, you will never have to disturb yourself to back up the information regularly – your information will be backed up automatically. 

Eventually, however, we can expect and appreciate cloud storage for backup and recovery of valuable information because in case the worst case scenario occurs, one does not lose information for good.

3. Cyberattacks and Ransomware: How Cloud Backups Can Save You

This age, especially after the growth of ransomware, brought the danger of cyber threats higher than ever. They take hold of the resources you have at this moment as well as your data and agree to unlock the data only for a huge fee. The damage in terms of business and processes might be preventive.

Luckily for our business, against ransomware attacks one of the most efficient measures would be the taking of online cloud backups. There is no point in stealing ANY of your SaaS data because you will always have a backup, which attackers will not be able to access.

 To get more security, businesses mostly use services such as the Cheapest monthly VPN which keeps the internet traffic secure while the data is being backed up or changed. It is a clever, multi-level method to secure your information.

4. Best Practices for Cloud Backups in SaaS

If you wish to optimize the effectiveness of your cloud backups, there are several practices you should observe regarding your data.

• Backup frequently: Regularly, data loss is less likely when frequent backups are made.
• Use encryption: Encryption needs to be applied whenever and wherever your backups are being sent or kept.
• Test your backups: Make it a point to carry out some recovery testing regularly. The chances of accomplishing this in an actual crisis are quite slim so it is advisable to carry out this during a drill.
  

Conclusion

Cloud backups should not be considered as an additional feature: they are a must include in every strategy for SaaS data protection. They help prevent human errors, protect against hackers and assist in meeting legal requirements which is quite a valuable asset for your company. In the era we are living in, no one is too cautious about how they go about keeping the most important item in business – the data.

Asana is a leading work management platform for human and AI coordination. Whether it's managing strategic initiatives, cross-functional programs, or company-wide goals, Asana helps business bring clarity to complexity. While you rightfully trust cloud apps like Asana to be secure and reliable, managing your business's critical data on any single platform opens the door to potential risks. 

Using Asana to manage your business can expose your team to issues such as accidental data deletion from human error, malicious actions by disgruntled employees, or data loss due to technical glitches and downtime. Losing an important Asana task or project can set your business back hours, or even days.

To gain peace of mind and protect your workflow, implementing an automated backup solution is essential. This guide will walk you through setting up a daily, automated backup for your Asana account using ProBackup.

Part 1: Create a ProBackup Account

Getting started is easy and comes with a 7-day free trial.

1. Visit the ProBackup for Asana page by navigating to https://www.probackup.io/backup/asana
2. Click on the Start free 7 day trial button.
3. Select Asana as the app you would like to back up and click Continue
4. Fill in your email, first name, and last name, then click Continue.‍
5. Verify your email address by following the instructions sent to your inbox.

Part 2: Connect Asana and Start Your First Backup

Once your ProBackup account is created and verified, you can connect your Asana account. 

We recommend that you sign in to the right Asana account first, before connecting your account. 

1. In ProBackup, click on Sign in with Asana. This will redirect you to Asana to authorize the connection. If you are not signed in to Asana, then you will have to sign in first. 

2. On the Asana authorization page, click on Allow. 

3. On the next step of the onboarding wizard, select the workspaces you would like to back up.
4. Click on Start backup to start your first backup.

What Happens Next?

After you confirm, the initial backup of your selected Asana workspaces will begin automatically. Our backup app will fetch all relevant data types such as projects, tasks, comments, files and custom fields. Depending on the size of your Asana account, the initial backup can take up to a few hours. You will be notified by email as soon as the first backup is complete.

Click on Go to Asana to view the projects that are already backed up. 

That’s it! Your Asana account is now protected with daily automated backups, ensuring your data is safe and easily restorable when you need it most.

Inviting other Asana users

During the onboarding flow of Asana, you choose which workspaces you want to back up. Once the initial backup is started, we can back up all data that your Asana account has access to. This means that any workspaces or private projects that you don’t have access to, will not be included in the scope of the backup. You can solve this by inviting other team members to your account. 

1. In ProBackup, go to Settings > Users.
2. Click on Invite Team Member and confirm the popup.

Each invited team member needs to create their own ProBackup account and authorize ProBackup to their Asana account. Once they’ve done this, then their added workspace and private projects will be added to the backup scope. 

In the world of digital transformation, data is the lifeblood of businesses. Whether it’s customer information, project details, or vital internal communications, the importance of safeguarding this data cannot be overstated. However, many companies mistakenly assume their cloud apps provide adequate protection, only to find themselves scrambling when critical information is lost. Enter ProBackup, a company dedicated to filling this gap with a straightforward yet powerful solution for backing up and restoring data from popular project management and CRM apps.

SafetyDetectives recently had the opportunity to sit down with Willem Dewulf, CEO of ProBackup, to discuss the inspiration behind founding the company, what sets them apart in a crowded market, and the common misconceptions businesses have about data backups. Willem’s journey from experiencing a data loss firsthand to building a specialized backup service provides invaluable insights into why robust data protection is crucial for businesses of all sizes. Read on to learn more about ProBackup’s unique approach, their commitment to data security, and advice for companies just beginning to think about their backup strategies.

| Can you share the story behind the founding of ProBackup? What inspired you to create this service?

The idea for ProBackup came from a personal experience. Years ago, we ran a SaaS company and used Podio for our internal project management. One day, one of our clients accidentally deleted a significant amount of data, including apps and accounts. When we tried to recover it, we discovered that Podio’s backup solution was inadequate. They could only provide a raw file with basic records, but none of the metadata, comments, or files were recoverable. That was a huge problem.

This experience made us realize the need for a robust backup solution. As a tech company, we decided to build one ourselves. That was about eight years ago. Over the years, we went through several iterations of our backup app for Podio, and around four years ago, we launched Pro Backup as a dedicated service focused on providing quick and easy backup and restore solutions for popular SaaS apps. Our goal was to keep it simple, avoiding unnecessary functionalities and focusing on what really matters—backing up data and making it easily restorable.

| What sets ProBackup apart from other data backup solutions on the market?

There are a few key differences. Firstly, most cloud backup solutions target major suites like Office 365, Google Workspace, Salesforce, or HubSpot. We, on the other hand, focus on popular project and CRM apps like Trello, Asana, and ClickUp. We aim to be the best in this niche rather than competing in the crowded Office 365 space.

Secondly, our app is incredibly easy to use. You can start backing up your cloud apps  in just a few minutes. We design our onboarding process to be as straightforward as using the apps we’re backing up, like Trello or Asana. Once connected, everything happens automatically—backups run every 24 hours without the need for manual scheduling.

Finally, our pricing model is a significant differentiator. We offer a simple, transparent pricing structure with three plans: Plus, Pro, and Premium. Unlike our competitors, who often charge separately for each app integration, we allow you to back up multiple apps with a single subscription. This makes it easier for customers to understand what they’re paying for and offers great value without the complexity of managing multiple subscriptions.

| What are some common misconceptions businesses have about data backups?

Two big misconceptions come to mind. First, many businesses assume that their cloud apps have built-in, foolproof backup solutions. They think, “If we delete something, the provider can recover it.” But that’s not always true. It’s surprisingly easy to permanently delete data in many apps. Additionally, some apps, like Trello, lack the necessary controls to limit actions by certain employees. For example: Anyone with access can delete a whole Trello board and empty the trash bin with just a few clicks, making the data irretrievably lost.

The second misconception involves the limitations of backing up through public APIs. We can only back up what the app’s public API allows us to access. This means certain data types, like automations or specific metadata, might not be backed up because they’re not available through the API. We strive to be transparent about these limitations with our customers, but it can still lead to disappointment when users expect a full, 100% backup.

| How does ProBackup ensure data security, especially when dealing with sensitive company information?

Security is our top priority. From the start, we’ve made it a core part of our company culture. We use the latest encryption technologies and leverage the security features provided by AWS, as we store our data on S3. Internally, we follow strict security protocols. Access is tightly controlled, and all team members undergo regular training on data security. Even our admin access is restricted; we limit the number of accounts any admin can access daily, and we have alerts in place for any unusual activity. Most importantly, the majority of the data isn’t accessible to our team by default. We’ve designed our processes to minimize risk at every level.

| How do you see AI and machine learning impacting the future of cloud backups?

For us, AI is mostly a tool to enhance productivity and speed up certain processes. We use AI to assist with coding and other tasks, but when it comes to data backups, we don’t see an immediate impact. Our data backups are highly secure, and we don’t view them as a data source for machine learning. The complexity involved in developing backup integrations for new SaaS apps still requires a lot of human input and understanding. We’re not at a point where AI can fully automate this process. So, while AI is valuable, we don’t currently see it revolutionizing our core backup functions.

| What advice would you give to small businesses just starting to think about their data backup strategy?

It depends on the size of your business, but as soon as you start relying on any cloud app to manage your business, you should consider securing that data. Start by thinking about worst-case scenarios. In the beginning, manual exports on a weekly basis might suffice. But as you grow, switching to a daily automatic backup solution makes more sense. We’ve seen many small businesses come to us in panic after losing critical data, only realizing the importance of backups after the fact. Just like you wouldn’t wait to get car insurance after a crash, don’t wait to set up a backup after losing data. It’s crucial to have a plan in place from the start to avoid potential disasters.

At Pro Backup, we are dedicated to providing top-tier cloud backup solutions tailored to meet the diverse needs of our B2B clients. Today, we are thrilled to unveil a powerful new feature designed to give you greater control and flexibility over your data management: Data Retention. This feature allows you to determine how long we keep your data backups, ensuring you can comply with various regulatory requirements and internal policies.

Understanding Data Retention

Data Retention is a feature that enables you to manage the lifecycle of your data backups. Each time an item is created or changed in your application, a new revision of that record is created. Depending on your subscription plan, the retention period for these revisions varies:

• Plus Plan: Revisions are kept for up to 6 months.
• Pro Plan: Revisions are kept for up to 2 years.
• Premium Plan: Revisions are kept for up to 4 years.

Tip: Users on the Pro and Premium plans can further customize their data retention period by navigating to Settings > Data Retention. This means you can set shorter retention periods if required, offering you greater flexibility.

What Happens with Older Revisions?

Our data retention policy ensures that your storage is optimized by removing unnecessary older revisions under certain conditions. Here’s how it works:

Inactive Records

If a revision is created before the threshold date and the record is no longer active (i.e., it has been deleted from the app), that revision will be deleted.

‍Example: Suppose you have a client record that was last updated on January 1st, 2020, and you are on the Pro plan. If you delete this client record on February 1st, 2021, the revision from January 1st, 2020, will be removed since it is no longer active and past the threshold date of January 1st, 2022.

Active Records

If a revision is created before the threshold date but there is at least one newer revision created after the threshold date, the older revision will be deleted.

Example: You have a project file that was revised on January 1st, 2020, and again on January 1st, 2021. If you are on the Pro plan, the older revision (from 2020) will be deleted after January 1st, 2022, since there is a newer revision from 2021.

If the last revision of a record was created before the threshold date and the record has not been modified since then, this revision will remain. This ensures that the most recent state of your records is always preserved.

Subscription and Trial Policy

It's important to note that in the event of an expired trial or a canceled subscription, your data backups will be removed within 10 days. This policy helps us maintain a streamlined and efficient backup environment.

We are confident that the Data Retention feature will significantly enhance your data management capabilities, providing you with the necessary tools to align with your data governance strategies. Should you have any questions or need assistance configuring your data retention settings, our support team is always here to help.

Thank you for entrusting Pro Backup with your cloud backup needs. Stay tuned for more exciting updates and features that will continue to empower your business!

We are thrilled to introduce a significant enhancement to Pro Backup: you can now back up and restore your ClickUp Docs!

Why back up your ClickUp Docs?

ClickUp Docs is a powerful feature within the ClickUp ecosystem, enabling teams to create, edit, and collaborate on documents seamlessly. From project plans and meeting notes to knowledge bases and team documentation, ClickUp Docs plays a vital role in organizing and storing critical information. Losing this data can be detrimental to your business operations. That’s why having a reliable backup and restore solution is crucial.

Thanks to a recent update to ClickUp's API, Pro Backup can now extend its robust backup and restore capabilities to include ClickUp Docs. This way you can ensure that all your valuable documentation is securely backed up and easily recoverable, minimizing the risk of data loss and ensuring business continuity.

How to get started?

Setting up the back up of your ClickUp Docs is a very quick & easy process. Simply visit this link to create your Pro Backup account and add ClickUp as a backup to your account. Here's a youtube tutorial on how you start backing up your ClickUp data. Once set up, your ClickUp Docs will be backed up regularly without any need for manual intervention. This ensures that your data is always up-to-date and secure.

If you already have an active backup running for your ClickUp account, then your Docs will be automatically added to the backup scope.

How to view your ClickUp docs?

To access your Docs, go to the Backups page and click on Docs in the left side pane.

In the table you will see the your ClickUp Docs created within your account. We collect and backup Docs an each level: workspace, list & task. To preview your in Doc directly in Pro Backup, click on Show Doc. This will open a popup with the latest version of your ClickUp Doc. You can look up a previous version of your document by changing the version date above the table.

How to restore your ClickUp docs?

To recover and restore a previous version of any your Docs, select the item in the table and click on restore.

Once you have restored a Doc, a new copy of this ClickUp Doc will be created in your account. The name of the restored document will be appended with the restore date. The restore functionality allows you to recover Docs that were deleted from your ClickUp account, but also Docs that are still available. For example: It can be useful to restore a previous version of a Doc, even when the latest version is still available in your account.

Start Protecting Your ClickUp Docs Today

Don’t wait until it’s too late. Start protecting your ClickUp Docs with Pro Backup today and enjoy the peace of mind that comes with knowing your critical documentation is safe. Our new backup and restore feature is designed to provide you with a robust and reliable solution to safeguard your data.

For more detailed instructions and support, visit our help center. Or learn about restoring other ClickUp data types.

Stay secure and keep your ClickUp Docs protected with Pro Backup!

If your team uses Slack, you know it’s more than just a chat tool - it’s where important conversations, files, and decisions happen every day. But what would happen if any of that data disappeared? Mistaken deletions, account changes, or even accidental closures can result in the loss of critical information. That’s why it’s worth having a reliable backup strategy in place for your Slack channels.

In this post, we’ll walk you through why it’s essential to back up Slack and share simple ways to protect your team’s conversations.

Why Backing Up Your Slack Data is Essential

While Slack stores a lot of information, there are still good reasons to have your own backup:

1. Data Loss Risks – We’ve all seen it happen: messages or files get accidentally deleted. Having a backup means you can restore that lost data with just a few clicks.
2. Compliance Needs – Certain industries, like finance or healthcare, require records of communication for compliance. Backups ensure you have data stored long-term to meet these requirements.
3. Business Continuity – When disruptions occur, it’s comforting to know that you can recover Slack data without missing a beat.

What ProBackup Covers

With ProBackup, you don’t have to worry about losing the most important parts of your Slack workspace. Here’s what we back up:

• Users – We capture the information of all workspace members.
• Channels – ProBackup covers both public and private channels, keeping track of all those valuable team conversations.
• Threads – Preserve context by backing up threaded conversations.
• Messages – Every message in your channels is backed up, so nothing slips through the cracks.
• Attachments – Files, images, and any other media shared in channels are backed up too.
• Direct Messages – We back up direct messages (DMs) that the workspace admin has access to, so you don’t lose any critical one-on-one discussions.

With this coverage, ProBackup gives you the peace of mind that, if needed, you can restore complete conversations and files quickly.

Three Ways to Back Up Slack Data

Let’s take a look at the main ways to create Slack backups:

1) Manual Exports

Slack allows workspace owners and admins to export data. To do this:

• Go to Settings & Administration > Workspace Settings in the Admin Dashboard.
• Head to Import/Export Data and choose Export to download your public channel messages and files.

Manual exports have some limitations, though. For example, direct messages and private channels aren’t always included on the free and standard plans, and the export format (JSON) requires extra steps if you need to review or restore content.

2) Automated Daily Backups with ProBackup

For a set-it-and-forget-it solution, ProBackup offers automated daily backups. Once you set up ProBackup, it will back up your Slack data daily without any extra work on your end. This includes:

• Continuous Backup – You won’t need to manually export or worry about missing anything, as ProBackup does this daily.
• Access Control – Customize who can access or restore the data, which is helpful if only certain admins need that responsibility.
• Customizable Retention Policies – Choose how long to retain data to meet your compliance or archival needs.

Daily backups keep your Slack data fresh and up to date, so your team’s conversations are always protected.

3) Slack’s Built-In Retention Policies

For organizations on Slack’s Enterprise Grid, there are advanced retention policies that allow you to schedule deletions of messages based on compliance requirements. While these are useful for compliance, they aren’t a true backup solution, as data is deleted once the retention period expires.

Best Practices for Slack Backups

To ensure you’re covering all your bases:

• Use Daily Backups: ProBackup’s daily automated backups make sure your Slack data stays safe without requiring any manual steps.
• Define Your Backup Scope: Identify the channels and types of messages (public, private, DMs) you want to protect.
• Consider Data Privacy: Be mindful of data privacy standards, especially if you’re backing up sensitive information.
• Test Restores: Run periodic tests to confirm that you can restore data smoothly if you need it.

Protect Your Slack Data with ProBackup

At ProBackup, we specialize in making sure your team’s data across SaaS tools, including Slack, stays safe and accessible. ProBackup offers:

• Complete Coverage – We back up channels, messages, threads, files, and DMs that you need.
• Ease of Use – Quick setup and easy integration with your worksfdfdfdfdpace.
• Security – We store your backups securely, meeting industry encryption standards.

Start protecting your Slack conversations today with ProBackup and stay prepared for whatever comes your way.

Trello is a powerful, visual collaboration tool that uses boards, cards and lists to help teams and businesses organize and prioritize their projects and collaborate effictively.

As Trello can be used for a wide range of projects, from simple to-do lists to complex workflows, it's a popular choice for many businesses across all verticals. While you rightfully trust cloud apps like Trello to be secure and reliable, managing your team's work in one cloud app opens the door to potential risks. It can expose your team to issues such as accidental data deletion from human error, malicious actions by disgruntled employees, or data loss due to technical glitches and downtime. Losing an important Trello card or board can set your business back hours, or even days.

To gain peace of mind and protect your work, implementing an automated backup solution is essential. This guide will walk you through setting up a daily, automated backup for your Trello boards using ProBackup.

Part 1: Create a ProBackup Account

Getting started is easy and comes with a 7-day free trial.

1. Visit the ProBackup for Trello page by navigating to https://www.probackup.io/backup/trello
2. Click on the Start free 7 day trial button.
3. Select Trello as the app you would like to back up and click Continue
4. Fill in your email, first name, and last name, then click Continue.‍
5. Verify your email address by following the instructions sent to your inbox.

Part 2: Connect Trello and Start Your First Backup

Once your ProBackup account is created and verified, you can connect your Trello account. 

We recommend that you sign in to the right Trello account first, before connecting your account. 

1. In ProBackup, click on Sign in with Trello. This will redirect you to Trello to authorize the connection. If you are not signed in to Trello, then you will have to sign in first. 

2. On the Trello authorization page, scroll down and click on Allow.

3. On the next step of the onboarding wizard, select the workspaces you would like to back up.
4. Click on Start Backup to start your first backup.

What Happens Next?

After you confirm, the initial backup of your selected Trello workspaces will begin automatically. Our backup app will fetch all relevant data types such as cards, files, comments and check lists. Depending on the size of your Trello account, the initial backup can take up to a few hours. You will be notified by email as soon as the first backup is complete.

In the meantime, you can click on Go to Trello to view the cards that are already backed up. 

That’s it! Your Trello account is now protected with daily automated backups, ensuring your data is safe and easily restorable when you need it most.

Inviting other Trello users

During the onboarding flow of Trello, you choose which workspaces you want to back up. Once the initial backup is started, we can back up all data that your Trello account has access to. This means that any workspaces or private boards that you don’t have access to, will not be included in the scope of the backup. You can solve this by inviting other team members to your account. 

1. In ProBackup, go to Settings > Users.
2. Click on Invite Team Member and confirm the popup.

Each invited team member needs to create their own ProBackup account and authorize ProBackup to their Trello account. Once they’ve done this, then their workspaces and personal boards will be added to the backup scope. 

Who this guide is for: Operations managers, team leads, founders, and anyone responsible for choosing or evaluating a project management tool for their team. Whether you're setting up your first workflow or switching from a tool that no longer fits, this guide will help you cut through the noise and make a confident decision.

When it comes to project management, there are a lot of tools on the market. While having options is great, the truth is that all these competing platforms can make choosing the right one feel like searching for a needle in a never-ending haystack.

Today, we're taking a deep dive into three of the most widely used project management platforms: Asana, Trello, and Monday.com. We'll look at what each does best, who they're built for, how their AI features compare in 2025, and give you clear scenarios to help you decide.

Asana

As a legacy platform with more than 15 years in the market, Asana offers teams comprehensive tools for collaboration, automation, and building fully integrated workflows. With both free and paid plans, it's a strong choice for organizations looking to scale.

Pros

100+ Software Integrations

‍Asana eliminates bottlenecks with integrations across tools like Microsoft Teams, Google Workspace, Slack, and Salesforce — keeping your workflow in one place.

Customized Automation

‍Asana lets you build automations based on your own criteria, taking the stress out of routine tasks so your team can focus on higher-value work.

Multiple Views

‍From lists and timelines to calendars and Kanban boards, Asana gives every team member a view that suits how they work best — reducing errors and improving prioritization.

AI: Asana AI Studio

Asana's biggest recent development is AI Studio, a no-code workflow builder that lets teams embed AI agents directly into their processes. Rather than using AI as a separate chat tool, Asana positions it inside your existing workflows.

With AI Studio, you can:

• Automatically capture, sort, and triage incoming requests
• Have AI draft project briefs and suggest task owners based on capacity
• Route approvals, summarize stakeholder feedback, and generate reports
• Build workflows by describing them in plain language, with AI generating the steps

AI Studio is available on Starter, Advanced, Enterprise, and Enterprise+ plans, with tiered access (Basic, Plus, and Pro).

Who It's For

Asana works best for mid-sized to larger teams with structured, cross-functional workflows that benefit from goal tracking and reporting. It's also a strong choice for operations and marketing teams who want to automate intake processes using AI Studio.

Cons

Asana's per-user pricing can add up quickly for larger teams. Advanced AI features (AI Studio Plus/Pro) come at an additional cost on top of the base subscription.

Trello

Launched in 2011 and acquired by Atlassian, Trello offers a visual, Kanban-inspired approach to project management that's fast to adopt and intuitive for almost anyone.

Pros

Visual Kanban Boards

‍Trello's core strength is its visual simplicity. Cards move across columns as work progresses, giving your team an instant snapshot of project status without needing a training session.

User-Friendly Interface

‍In just a few clicks, team members can assign tasks, add checklists, attach files, and move work through the pipeline — no onboarding required.

Mobile-First Design

‍Trello is particularly well-optimized for mobile, making it a strong choice for teams who need to manage work on the go.

AI: Atlassian Intelligence

Trello has introduced Atlassian Intelligence (AI), available on Premium and Enterprise plans. It's integrated directly into card editing and covers practical day-to-day tasks:

• Generate, summarize, and improve card descriptions and comments
• Brainstorm new content or ideas based on a prompt
• Extract and organize action items from messy notes into clean checklists
• Improve spelling, grammar, and tone of team communications

AI is activated by clicking the Atlassian Intelligence button or typing /ai in any card.

Who It's For

Trello is ideal for small teams, freelancers, and departments that manage straightforward, linear projects. It's especially well-suited for teams that frequently onboard new members and need a tool anyone can pick up in minutes.

Cons

Trello's Kanban-only structure can become limiting as projects grow in complexity. Managing dependencies, tracking goals, or running multi-team reporting requires paid Power-Ups or additional integrations. AI features are only available on Premium and Enterprise plans, which adds cost.

Monday.com

Despite being a younger platform, Monday.com has grown rapidly since its launch and now supports teams across project management, CRM, product development, and service management — all under one roof.

Pros

Visual Dashboards

‍Monday.com's dashboards give you an instant, customizable overview of all active projects, workloads, and progress — with Kanban, Gantt, calendar, and list views all available.

Real-Time Collaboration

‍Multiple team members can work simultaneously, with custom permission levels, comment threads, and live updates built in.

Deep Customization

‍With 200+ templates and highly configurable boards, Monday.com adapts to almost any team's workflow — from marketing campaigns to IT service desks.

AI: monday vibe & monday sidekick

Monday.com has made the biggest recent AI push of the three platforms, with two distinct AI products:

monday vibe (currently in beta) is a no-code AI app builder. Describe what you need in plain language — a time tracker, a recruiting portal, a campaign health dashboard — and monday vibe generates a fully functional custom app that runs securely on the monday.com platform. Apps are private by default, mobile-responsive, and built on enterprise-grade infrastructure. Available to all monday.com users with AI activated.

monday sidekick is an AI-powered Digital Worker built for marketing teams. Feed it a campaign brief once, and it can spin up a full campaign workspace: auto-generate briefs, assign task owners based on capacity, draft content, localize for multiple markets, route approvals, flag bottlenecks, and summarize KPIs — all within monday.com. Currently in early access.

Who It's For

Monday.com is best for teams that want an all-in-one platform that can grow with them across departments. Its product suite (Work Management, CRM, Dev, Service, Campaigns) makes it especially attractive for companies that want to consolidate multiple tools. Particularly strong for marketing, operations, and cross-functional teams.

Cons

Monday.com's breadth of features can feel overwhelming for small teams with simple needs. Some advanced AI features (like sidekick) are still in early access, meaning adoption requires some tolerance for a product that's actively evolving.

When to Choose Which Platform: Real Scenarios

Choose Asana if:

• You're a marketing or operations team running structured, repeatable workflows (campaign intake, project briefs, approvals) that would benefit from AI-powered automation
• You need robust goal tracking and portfolio-level reporting across multiple teams
• Your organization is scaling and needs clear ownership, dependency mapping, and milestone tracking
• You want mature, well-documented AI workflow tooling (AI Studio) that's been rolled out across enterprise customers

Choose Trello if:

• You're a small team, startup, or individual managing projects that don't require complex dependencies
• You're frequently onboarding new collaborators and need them productive within minutes
• Your team works mostly in a single pipeline and Kanban is the right mental model for your work
• You want a lightweight, affordable tool where the AI helps polish communication rather than orchestrate processes

Choose Monday.com if:

• You want a single platform that can replace multiple tools across project management, CRM, and marketing
• You're a marketing team that would benefit from AI-powered campaign execution (monday sidekick)
• You want to build custom internal apps without writing code (monday vibe)
• Your team is diverse in how they work, and you need a tool that offers many views and deep customization

Summary Comparison Table

No matter the size and scope of your team, all three platforms are capable, well-supported, and actively investing in AI. The right choice comes down to how complex your workflows are, how much customization you need, and whether AI will be used to orchestrate work or simply assist with it.

Whichever tool you choose, don't overlook data protection. Your project management tool holds critical business information (e.g. tasks, timelines, decisions, and client data) and most SaaS providers don't protect you from accidental deletion, bulk errors, or unwanted changes. ProBackup provides automated daily backups for Asana, Trello, and Monday.com so your data is always recoverable, no matter what.

When you have five tasks due by the end of the day, three meetings to attend, and four follow-up calls to make, it's easy for your thoughts to get jumbled. Staying on top of your tasks and duties without a way to keep organized, the quality of your work can start to decline. One of the best ways to add order to your to-do list is with a work management app like Monday.com. 

Below, we'll highlight some of the best features of Monday.com and help you see how to use it to ease your daily schedule. By optimizing your tasks, you'll find yourself accomplishing more in less time, thus freeing up valuable moments for the things that truly matter. 

What is Monday.com?

Monday.com is a cloud-based work management tool that virtually connects team members and provides a flexible platform for all types of work. Designed to boost productivity and foster collaboration, it offers ways to delegate and track responsibilities for teams and businesses of all sizes. 

Its user-friendly interface and customizable templates, like Kanban boards and Gantt charts, make it a popular choice for streamlined project management. This platform is best for groups looking to organize their work, track progress, and collaborate more efficiently in a centralized space.

1. Streamlining Workflow with Automation

Automation in platforms like Monday.com allows for the replacement of manual, repetitive tasks with automated processes. This shift saves time and minimizes the chance of human error. For example, when a task's status is updated, a notification can be sent to the relevant team members. With this, everyone is instantly advised about project updates, decreasing the frequency of manual follow-ups. 

Automation allows for the uniform execution of routine tasks. This consistency helps maintain a smooth flow of operations and keeps team members focused on their core responsibilities. Monday.com facilitates better resource management. It promotes the allocation of tasks based on team members' availability or expertise, leading to a more balanced workload distribution and a more streamlined, error-free work function.

2. Enhancing Collaboration with Team Management Features

Monday.com's team management features are designed to foster a collaborative environment, making it easier for teams to work together efficiently, regardless of their location. One significant feature is the real-time communication capability. This allows team members to discuss projects, share updates, and solve issues directly within the platform. Doing so eliminates the need for lengthy email threads or external messaging apps, keeping all communication centralized and accessible.

Having a shared workspace where team members can view, edit, and manage tasks collectively maintains transparency. This keeps everyone on the same page and helps managers or task leaders monitor the status of each project. Similarly, team leaders can assign tasks to specific members and track progress to ensure accountability and evenly distribute the workload.

These collaborative features enhance teamwork and contribute to a more organized and productive work environment. By providing tools that facilitate easy communication and resource sharing, Monday.com can improve the overall efficiency of teams.

3. Customizable Workspaces for Tailored Efficiency

Customizable workspaces allow businesses to suit their online boards to their specific needs. This individualization extends across the whole platform, including project boards, workflows, and dashboards.

For instance, a marketing team might customize their board to track campaign progress with columns for campaign stages, budgets, and deadlines. However, a software development team can set up a board that follows their sprint cycles with columns for sprint planning, development, testing, and deployment.

Because customization takes time that companies often don't have, Monday.com offers a wide variety of templates, like a content planning template for editorial teams or a project roadmap template for project managers. These can be further tailored to meet specific project requirements. The ability to adjust these elements means that every team, regardless of its size or the complexity of its projects, can set up a workspace that aligns perfectly with its operational requirements. 

4. Integration with Other Tools

Integrating management apps with other popular tools and services allows for seamless synchronization and data sharing across different platforms, ensuring that users can maintain a cohesive workflow without constantly switching between applications. Monday.com integrates with common communication tools like Slack and Microsoft Teams, making group collaboration more streamlined. It also connects with cloud storage services such as Google Drive and Dropbox, simplifying file sharing and access. 

These integrations save time and reduce the potential for errors from transferring data manually between systems. They enable a more efficient workflow, where information updates in one platform are automatically reflected in others.

5. Tracking and Reporting Data

While many business management apps offer data analytics features, they don’t all add up to what insights Monday.com can provide. Some of the specific analytics tools used in Monday.com include:

• Overview Widget: Follow the status of all projects based on the number of remaining assignments. The widget visually depicts whether projects are on track, completed, or at risk by displaying an easy-to-understand progress bar next to each assignment. 
• Performance Insights View: This feature tracks how long items have been spent in specific statuses or phases, offering valuable data on team tasks and project progression. It's similar to the Overview, but more specific to timeframes. 
• Search Everything: Like the “Find” function on documents, the Search Everything tool allows you to find any keyword in your Monday.com board. Say you need to find your assigned projects - simply search your name. Alternatively, try the word "Stuck" to locate the tasks that take longer than expected to complete. 
• Word Cloud: This visualization tool turns textual data into more meaningful insights, highlighting key terms in a visually impactful way. It tells you which key terms are mentioned the most across your board.

There are dozens of additional tools on Monday.com to analyze business performance. Each one leads to more informed decisions and streamlined processes by enhancing workflow management and productivity.

Unlocking Productivity and Collaboration with Monday.com

When you want to add a little - or a lot - more order to your company’s workflow, Monday.com may be your tool. Its host of features can help enhance team collaboration and boost overall productivity. 

As you use Monday.com, though it's cloud-based, don't let unexpected data loss hinder your team's progress. To safeguard your work, consider the added security and peace of mind with Pro Backup. This way, all your content and sensitive information is safe and retrievable, no matter what happens. 

The world of productivity and project management just got a major upgrade with the launch of ClickUp 3.0. ClickUp has been a game-changer for individuals and teams looking to streamline their work processes, and this latest update takes it to the next level. In this blog post, we have selected some of the most exciting new features that ClickUp 3.0 brings to the table. Let's dig in!

Stunning new design

The first change that you will notice is of course the new user interface. It’s generally cleaner and more modern. This means there are fewer distractions so that you can fully focus on your work. We think that the new user interface is a big improvement as the previous UI felt quite cluttered compared to other productivity apps such as Asana or Notion. At the same time we don't feel that any features are hidden in submenus; everything still feels readily accessible.

A few key things that have changed in the UI are the sidebar, table view and especially the task view: Task view 3.0 acts as more of a command center instead of a static single data source. It is now easier to navigate to other tasks, to view and edit custom fields, and to build relationships without having to leave the task view. This allows you to build or design new processes directly in the parent task.

And lastly, this new UI also brings a significant increase in speed & reliability: The new UI responds a lot faster so getting work done never looked and felt so good. With this ClickUp has tackled one of the other minor shortcomings of the previous versions so it's great to see that they have their priorities straight.

‍

Find data instantly with global search

ClickUp 3.0 also comes with an upgrade on the search bar. Using this search bar will pull results from almost anywhere on the platform, including comments, chats, and files. The added filters such as "Current location," "Created by," and "Assigned to" make it even easier to find what you're looking for. In the short time we've worked in ClickUp 3.0 this quickly became our most used feature. No more clicking or navigating in the sidebar, the search bar brings you immediately where you need to be. The search bar also comes with added buttons which allows you to track time, start a whiteboard, and even manage your account settings from this new search bar.

Hubs for Docs, Dashboards & Whiteboards

It is clear that ClickUp has put a lot of focus on making data more readily available to you. Next to the search bar, they have updated the inbox as well as added brand new hubs for Docs, Dashboards and Whiteboards.

The Hubs allows you to organize, search, and create Docs, Dashboards and Whiteboards from a centralized location. This will make it easier to bring work to light for your teams. Don't waste time digging for context, sending status updates, or looking for project summaries. Simply get a quick view of all the work happening within any Space, Folder, or List. The Hub for dashboard proved to be particularly helpful, as it allows you to create your own custom quick overview of the most important data. Together with the inbox it becomes very easy to keep track of all things; something that is often very challenging when working productivity apps.

ClickUp AI

Since the launch of ChatGPT AI is everywhere and ClickUp is keeping up with the latest hype. In ClickUp 3.0 you can now use AI prompts to automatically generate creative ideas, summarize lengthy texts, and elevate your writing skills - in seconds. These AI prompts are especially useful when working in ClickUp Docs. It takes a bit of practice, but once you're familiar with the power of AI you will save a lot of time and strongly improve the quality of your work. 

Custom field manager

If you have worked a long time with productivity apps then you know that custom fields can be both a blessing and a curse: They offer extreme flexibility to shape your data the way you want, but they can also be a gateway to create overly complex tables with numerous similar fields living next to each other. The system admin might still have an idea what's going on but most users end up being confused when adding or editing records.

This is why we're a big fan of the new custom field manager that's been added in ClickUp 3.0. This custom field manager allows you to manage, edit and search your custom fields in one place, making it a lot easier to keep your list templates clean and to streamline processes across different departments. We strongly recommend each system admin to use this feature to simplify the custom fields in their accounts.

And there's more.. a lot more

Next to these big updates, ClickUp 3.0 has even more in store for you. For a complete list of new features we refer to the website of ClickUp, but here are some other features that caught our eye.

Conditional Logic in Forms

It's been almost three years since ClickUp introduced Form View. Since then, it has become a fan-favorite feature because forms can be used as the primary way for users to capture information from people and bring that data into ClickUp. With this update you can now build smarter forms that can handle conditional logic. Conditional logic allows you to hide or show certain questions based on previous answers. This avoids that forms can become too long and significantly improve the conversion rate of these webforms. A lot of productivity apps have some sort of basic webform functionality, but they rarely go far enough to make it very usable. ClickUp understands that it needs to go further and did a great job with this update.

Whiteboards

Working on digital whiteboards have become increasingly popular in the last few years. They allow you to structure thoughts, design flow diagrams and integrate mind mappings together with your team members. The Whiteboard functionality of ClickUp has all key functionalities covered: Frames, arrows, text, notes, comments & files can be added with just a few clicks. They also offer a range of templates to get you started even quicker. This means that you no longer need to switch to using separate apps such as Miro to manage whiteboards. Instead you can do it all in ClickUp which is both convenient and saves money.

Sprints

Everyone who works in technology has probably heard of the SCRUM methodology. It's a way of working where you define the work for (bi)weekly sprints. It's great to see this way of working enabled with the new Sprint feature in ClickUp. It's now possible to tailor sprint durations to match everyone’s work days and you have access to more accurate sprint reporting.

Conclusion

It's clear that with this update, ClickUp 3.0 is getting closer to achieving their vision of "one app to rule them all". Its enhanced customization, mind mapping, time tracking, integrations, automations, and collaboration features cater to the diverse needs of teams and individuals across various industries. With ClickUp 3.0, you can streamline your work processes, boost productivity, and achieve greater success in your projects.

If you're looking for a comprehensive, user-friendly, and highly customizable project management solution, ClickUp 3.0 should be at the top of your list. Try it out and experience the future of productivity and collaboration today!

We're thrilled to unveil the latest version of Pro Backup. This upgrade isn't just an update—it's a leap forward, designed to make your backup process easier and more secure.

Why Upgrade?

We listened to your feedback and made sweeping enhancements to serve you better. Here are some key features that set the new version apart:

Increased Performance & Security

We've optimized our algorithms and fortified security protocols to ensure your data is backed up quicker and stored with maximum security. Our engineering team has re-written all backup & sync engines from scratch, applying the lessons learned from +10 years of experience. In addition to this, we’ve also added some new security measures such as password protected accounts, 2FA and Single-Sign-On (SSO will become available later this month). 

Fresh & super fast User Interface

The new UI offers a more intuitive experience, streamlining the functionalities and presenting a clutter-free workspace. Snapshot and Recovery have been merged to Backups, which makes it easier to search through your data backups and compare backup versions. The data tables are now also loading with lightning speed which makes that you can view and export your data backups much faster.

The new Reports page gives you more insights about the backup & restore processes and will inform you about potential warnings or hiccups. 

Team Invites

Now you can easily bring your whole team onboard. Send invites directly from the app to share your data backups and to add your team members’ data to the backup scope. 

Manage Multiple Backups in One Account

No more juggling between different accounts for various applications. You can now manage all your backups from a single dashboard. 

How to Upgrade

Log in to your existing Pro Backup account. Follow the prompt to transition to the new version.

If you need help during the transition, our support team is available at support@probackup.io

Final Thoughts

We believe this upgrade will redefine what you expect from a cloud backup service. Go ahead and take the new version for a spin and let us know your thoughts.

Here’s to smarter, safer, and faster backups!

- The Pro Backup Team

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Many businesses depend on Software as a Service (SaaS) apps to help operate and manage their organizations. SaaS apps are used to manage internal projects, development cycles, ticketing & customer relationships. Some examples of the most popular SaaS apps for businesses are DocuSign, HubSpot, Jira, monday.com, Slack and Trello. 

Do you know what all these apps have in common? Each transmits and stores sensitive data on cloud servers to provide fast and easy access to commercial users. Because of this, the app companies have an obligation to secure and protect all their stored and transmitted data. Not only is it a moral obligation for app companies to protect their users’ data, but it is also a legal obligation. 

In this blog post we are taking a deeper look on how these SaaS providers project your data, what the main security risks are and how you can mitigate against them. 

How do SaaS apps transmit your data?

SaaS backup and data security are essential for protecting user privacy when businesses send information through a subscription-based software platform. But to understand the potential data security risks of such a platform, you have to understand how SaaS data transmits in the first place. 

Data is transmitted through the following three locations:

• The Cloud Server
• The Network / Internet
• The Client’s Computer

The cloud server (1) hosts the framework of the software application and stores the data of all the application clients. A client will download the software application onto their computer (2) or mobile device to access it. The network (3) is the cyber pathway responsible for transmitting information between the cloud server and the downloaded software application on the client’s computer. 

When the client performs actions and saves content on the application, the updated data gets transmitted through the network and stored on the cloud server. As a result, the client can access their data from any computer or mobile device with the application downloaded on it. All they have to do is log into their SaaS account using their username and password credentials to retrieve the stored data from the cloud.

The Top 3 Data Security Risks to SaaS Apps

Several potential data security risks can occur in any of the three locations of data transmission: the cloud server, the network, and the client’s computer. The risk level depends on how much time and effort a SaaS company has invested in securing its cloud storage system, network, and user application. 

Some SaaS apps are more secure than others. Therefore, you should be aware of the potential SaaS data risks involved so you can look for alternative ways to boost your SaaS data security. 

Here are the top three SaaS data risks below:

1) System Hijacking

Cybercriminals usually target SaaS network computers because they are the least secure and most vulnerable. Since network computers actively transmit sensitive data, it opens up more pathways for cybercriminals to gain entry to the systems. Once that happens, the cybercriminals could hijack user accounts, access sensitive data, and upload viruses, malware, or ransomware to destroy the computer systems. 

2) Poorly Configured SaaS Application

SaaS companies must adequately configure their app and its architecture with the latest security protocols to prevent data security breaches and cyberattacks. Unfortunately, SaaS companies sometimes misconfigured their apps or fail to update the security protocols. This failure leaves SaaS apps extremely susceptible to cyberattacks and unauthorized access to sensitive user information. 

3) Failure to Track and Monitor Unusual Data Access Attempts

Cybercriminals will often prey upon poorly monitored SaaS apps. They may perform several login attempts using various hacking methods to gain unauthorized access to user accounts. If the SaaS app software operators are not actively monitoring for unusual login activity, they will not catch a pending cyberattack before it strikes.

The Top 4 Data Protection Methods for SaaS Apps

The best SaaS app companies use highly effective data protection methods to secure user data and prevent unauthorized access. But if you are not happy with the data protection features of a particular SaaS app, look for third-party data security integrations to improve your company’s data protection when using the app. You will learn about one example as you continue reading. 

Here are the top four data protection methods below:

1) Cloud Backup Data Protection

Some SaaS companies can back up your cloud-stored data in case it gets deleted accidentally or maliciously. A cloud backup creates a saved copy of the currently stored information and puts it in a secure location where it can never be overwritten or altered. It will ensure you can retrieve your data under any circumstances, such as after a ransomware attack, virus, or data-overriding mistake. 

However, not all SaaS apps have cloud backup features for restoring lost data. That is why you may need to use a backup-as-a-service (BaaS) app to safeguard the sensitive data on your SaaS apps to ensure you never lose your data. All you need to do is find a reliable BaaS app that can easily integrate into your SaaS apps. 

Of course we recommend using Pro Backup as your designated backup-as-a-service app. Pro Backup is trusted by many businesses world-wide and allows you to back up data on many popular cloud-based SaaS apps, such as Airtable, Jira, and Trello. It has several easy integration options to back up your precious data flawlessly. 

Pro Backup also features advanced encryption protection (256-bit) to safeguard your backups and make the data retrievable whenever the original data is lost or destroyed. The best part is that all the team members on your SaaS user account can operate Pro Backup under one license. 

2) Data Encryption

Encrypting your backup data is essential, but you must also encrypt the transmitted and stored data. Security breaches usually occur within the network, allowing cybercriminals to view unencrypted or poorly encrypted sensitive information. But if you use a 256-bit encryption key to shield your data from unauthorized access in the network, you can prevent cybercriminals from gaining access to your data. 

Professional SaaS companies will not allow data transmission through FTP or HTTP because they are easily compromised. Instead, they will use more secure data encryption methods like transport data encryption (TDE) or Transport Layer Security (TLS). 

3) User Authentication

Secure data systems use digital key certificates to verify user identities and prevent unauthorized access to their data. Virtually all SaaS companies use key certificates or key vault services to boost user login security and ensure that only authorized people can successfully access their data. These keys may contain a series of encrypted numbers which act as digital signatures for the users. A new encrypted digital key is created each time a user logs into their account. 

4) Monitor All Login Attempts

Backend cloud system monitoring is another critical security task of SaaS companies. They must monitor and record all login attempts to track suspicious activity and potential cyber-criminal wrongdoing. When a SaaS company constantly monitors attempted logins and access to the cloud, they have a better chance of stopping data breaches and implementing more robust data security techniques in the future.

Conclusion

Are you ready to begin protecting your SaaS user data? If so, you should start with probackup.io because it offers professional and reliable cloud backup services at affordable prices. It is the perfect BaaS app for saving, recovering, and retrieving data files without any risk of deleting them.

Most modern businesses digitally store and transmit the sensitive information of their customers, employees, and other stakeholders. Digital data technology increases the productivity of companies and allows them to serve their customers faster and better. 

Unfortunately, digital information is under constant threat from hackers and cybercriminals worldwide. No matter where your company stores and transmits information, a hacker could steal the data or damage the cloud server storing it if you don’t have the proper safeguards to prevent such attacks. 

The Importance of Data Security

Data security refers to the procedures, processes, and technologies designed to protect digital information wherever it is transmitted, such as a client’s computer, the organizational network, and the cloud servers and storage devices. 

The best data security measures will protect sensitive digital information from disclosure, theft, damage, corruption, or unauthorized access. These security measures must consider the vulnerabilities of physical hardware, software applications, user data accessibility, and organizational policy standards (CFI).

New threats to digital information exist every day. For this reason, companies must frequently update their database security technologies and protocols to better protect data from the latest malware, ransomware, and other security threats circulating on the internet. 

If a company fails to protect its data from cybercriminals and their attacks, it could jeopardize the privacy of its customers, reduce productivity, and damage the overall reputation of the business. That is why you must take data security seriously if you want to protect the productivity and integrity of your business. 

Watch for Data Breaches

A data breach is when an unauthorized person or third party may have accessed, stolen, copied, modified, or retrieved sensitive information from a company’s cloud server, network, or client’s computer (Wikipedia). Some people may also refer to it as a data leak or security breach, but they are the same thing. 

Data breaches can happen to even the most protected and updated security systems. Here are some examples of common data security breaches (Sutcliffe Insurance):

• Weak security credentials are easily susceptible to hackers
• Software application vulnerabilities (e.g., poor configurations, back doors, etc.)
• Malware unintentionally downloaded into the security system
• Too many access permissions granted (increases the risk of hackers gaining unauthorized access to user accounts)
• Stolen login credentials of authorized users
• Failure to update security protocols and configurations
• Physical attacks on security systems (insider threats)
• Lack of data encryption technologies

Major corporations spend millions of dollars on data loss prevention each year but still suffer data security breaches periodically. Here are a few notable examples of famous data security breaches from recent years (Drapkin & Farrelly):

1) T-Mobile Security Breach – May 2023

The famous cellphone service provider, T-Mobile, suffered a cyber attack affecting roughly 800 customers. Based on reporting, unauthorized parties accessed sensitive customer data, including ID cards, PINs, social security numbers, and contact information. It was T-Mobile’s second security breach within one year.

2) Chick-fil-A Security Breach – January 2023

Suspicious activity was suspected on several customer accounts of the popular fast-food chain restaurant Chick-fil-A. The company urged customers to report all suspicious or unusual activity on their accounts, such as strange login activity. Unauthorized third parties may have accessed some customers’ names, phone numbers, email addresses, physical addresses, and stored payment information. 

3) MGM Resorts International – September 2023

A ransomware cyber attack was inflicted upon MGM Resorts International, reducing its operational productivity and costing the company around $80 million in lost revenue in under one week. The hacker may have used the “social engineering” technique to break through the company’s cybersecurity defenses. Combating social engineering requires better employee training and the ability to spot phishing and baiting attempts online. 

The Newest Trends in Data Security

Companies of all industries are eager to search for effective ways to protect their computer systems and cloud data storage servers from the most common types of modern cyberattacks, such as phishing and ransomware. Because of this, new data security methods and protections are trending almost every month. 

Here are the top five newest trends in data security methodology and technology (DeVry University):

1) Machine Learning & Artificial Intelligence

Machine learning is a data security practice utilizing the power of artificial intelligence to locate cyber threats and vulnerabilities in a security system. It is a faster, cheaper, and effective way for companies to safeguard their data without relying entirely on humans. After all, humans are more prone to making mistakes than AI. 

Machine learning is the future of cloud security and data leakage prevention. AI is a more sophisticated form of data security in cloud computing. Although not many companies use machine learning for data loss protection right now, it is only a matter of time before it becomes the new norm in clou data security. 

Of course, there are plenty of data protection services available to assist companies who are ready to implement machine learning protections into their data security systems. We recommend you act sooner rather than later to stay ahead of the attacks before they occur. 

2) Multi-Factor Authentication

Have you noticed how most companies now require their customers and clients to submit at least two or more user credentials to verify their identities before logging into their accounts? This multi-layered login security method is called multi-factor authentication. 

Multi-factor authentication usually applies to personal accounts. Some companies require users to submit multiple credentials to log into their accounts, while others only make it optional. 

For instance, a user may have to submit a username and password as one credential. Then, on the next screen, they may have to submit a temporary six-digit code sent to their cell phone number. This double-layer authentication method helps ensure the account’s true owner is the one logging in. 

3) Firewall as a Service

Firewall as a Service (FWaaS) is a new cloud firewall security service that blocks potential malware and other malicious attacks on a network before they reach a cloud server or computer hardware that stores sensitive information. 

FWaaS is a vast improvement from traditional firewall software because a single computer console can manage the entire network’s security protection. In other words, you can manage the firewall protection of an entire network of computers from one console without having to update the computers separately. 

Why You Need Cloud Backups for Your Business

Do you have cloud backups to protect your business data in case of a malware attack, hardware failure, or other incident that could result in the loss or theft of your data? Without a cloud backup, you will not be able to retrieve lost or stolen data resulting from these incidents.

ProBackup offers professional cloud data security and backup services to businesses of all industries. We can safeguard your company’s sensitive data by saving backup copies of encrypted cloud storage regularly. Then, if a cybercriminal ever attacks your cloud data servers, you can restore the lost data through the backup data copies generated previously. You will never have to worry about losing data to cyberattacks ever again.

References

• DeVry University - 15 cyber security trends expected in 2023. devry.edu. (n.d.). https://www.devry.edu/blog/cyber-security-trends.html 
• Corporate Finance Institute (CFI). Data Security. (2023, November 21). https://corporatefinanceinstitute.com/resources/data-science/data-security/ 
• Kaspersky. (2023, April 19). Top ten cybersecurity trends. usa.kaspersky.com. https://usa.kaspersky.com/resource-center/preemptive-safety/cyber-security-trends 
• Sutcliffe Insurance. (2018, October 8). 8 most common causes of Data Breach. Sutcliffe Insurance. https://www.sutcliffeinsurance.co.uk/news/8-most-common-causes-of-data-breach/ 
• Wikimedia Foundation. (2023, December 11). Data breach. Wikipedia. https://en.wikipedia.org/wiki/Data_breach 
• Drapkin, Aaron. (2023, December 12). Data breaches that have happened in 2023 so far - updated list. Tech.co. https://tech.co/news/data-breaches-updated-list

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When we first published this guide in 2020, the intersection of GDPR and backups was a grey area — one that regulators were only beginning to address. Four years later, it is no longer grey. In February 2026, the European Data Protection Board (EDPB) published its landmark Coordinated Enforcement Framework (CEF) report on the right to erasure, drawing on investigations by 32 Data Protection Authorities (DPAs) across the EEA. The findings are clear: erasure compliance is now firmly in regulators' crosshairs — and backup systems are explicitly on the list of concerns.

This updated guide incorporates the latest regulatory guidance, real-world enforcement findings, and practical operational advice for any organisation running backups of personal data. Whether you use ProBackup to protect your SaaS workspace data, or manage backups in-house, this article will help you build a defensible, GDPR-compliant approach.

Why GDPR and backups are a difficult combination

Backups exist precisely because data must not be lost. GDPR's right to erasure exists precisely because data must, in some circumstances, be deleted. These two requirements are structurally in tension, and that tension is not fully resolved by any single piece of guidance — including this one.

The practical difficulty is this: a backup tape or snapshot is designed to be a complete, point-in-time copy of a system's data. Surgically removing one individual's records from that snapshot is often technically impossible without restoring the entire backup, making the deletion, and then re-backing up. That is expensive, slow, and disruptive to the very purpose the backup serves.

GDPR regulators understand this. Their guidance consistently acknowledges the technical constraints. But understanding a constraint is not the same as exempting an organisation from the underlying obligation. The EDPB's February 2026 CEF report noted that difficulties with backup deletion were among the most common compliance failures observed across 764 controllers surveyed — ranging from no procedures at all to reliance on simple overwrite cycles with no documented rationale.

The Legal Framework: What the GDPR actually requires

Article 17: The Right to Erasure ('Right to be Forgotten')

Article 17 GDPR gives individuals the right to request deletion of their personal data when any of the following conditions apply:

• The data is no longer necessary for the purpose for which it was collected
• The individual withdraws consent (where consent was the lawful basis) and there is no other legal ground
• The individual objects to processing and there are no overriding legitimate grounds
• The data was processed unlawfully
• Deletion is required to comply with a legal obligation
• The data was collected in relation to an offer of information society services to a child

Article 5(1)(e): Storage Limitation

Personal data must be kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which it is processed. Once the purpose is fulfilled — or where no purpose remains — the data must be deleted or anonymised. This applies equally to live systems and backups.

Article 30: Records of Processing Activities

Your Record of Processing Activities (RoPA) must document the envisaged time limits for erasure of each data category. If your backup retention schedule contradicts the deletion periods in your RoPA, you have a compliance gap that DPAs are specifically looking for.

Article 12(3): The One-Month Timeline

Erasure requests must be acted upon without undue delay and within one month of receipt. Controllers may extend this by a further two months where requests are complex or numerous, provided they inform the data subject of the extension within the first month.

Important: The one-month clock applies to the response — not necessarily to the physical deletion from every storage layer. Transparency about what has been done, and what will be done when, is what the law demands for backup-layer data.

The EDPB's 2026 findings: What regulators now expect

The EDPB's CEF 2025 action on the right to erasure — the results of which were published in February 2026 — is the most authoritative signal yet of what regulators consider compliant practice. Here are the key findings most relevant to backup systems:

Backup handling was a widespread failure

DPAs found a wide spectrum of practices. Some controllers had no procedures at all for erasure in backups. Others relied solely on automatic overwrite cycles with no documented policy or communication to data subjects. The EDPB specifically called out these approaches as inadequate.

The EDPB identified one best-practice model

One approach stood out in the report as exemplary: a controller that, upon reaching a data subject's retention end date, automatically extracted all personal data relating to that individual from all systems, moved it to an access-restricted environment, and permanently deleted it one month later. Some controllers also replaced personal data fields with random characters — achieving functional erasure within the backup structure without restoring the backup.

Anonymisation is often insufficient

Many controllers claimed to anonymise data as an alternative to deletion. DPAs found that most of these techniques were in practice only pseudonymisation — reversible masking that does not prevent re-identification. True anonymisation removes data from GDPR's scope entirely. The EDPB is currently developing new anonymisation guidelines following the CJEU's September 2025 ruling in Case C-413/23P (EDPS v. SRB). These guidelines will be critical for any organisation relying on anonymisation as an erasure alternative.

The volume of erasure complaints is rising

In the Netherlands, 580 complaints in 2024 — 18.6% of all DPA complaints — related to the right to erasure. In Ireland, more than 3,000 erasure complaints have been filed since GDPR came into force. Spain has received over 7,000 such complaints. This is not a niche issue.

Enforcement will intensify in 2026

Multiple DPAs — including CNIL (France), the Portuguese CNPD, and the Swedish IMY — have confirmed that the CEF findings will inform sector-specific inspections and supervisory planning in 2026. Nine DPAs launched or continued formal investigations as part of the 2025 action, with proceedings ongoing in Ireland, France, Portugal, Slovenia, and Germany.

Does a Deletion Request Include Removing Data from Backups?

Yes, but with important practical nuances that regulators have consistently acknowledged.

The Danish Data Protection Authority (Datatilsynet) has stated that deletion from backups is mandatory 'if this is technically possible.' The French CNIL has long held that data deleted from production systems may remain in backups temporarily, provided the organisation clearly communicates this to the data subject in plain language and specifies the retention time.

The UK Information Commissioner's Office (ICO) uses the concept of putting data 'beyond use.' For backup data that cannot be immediately overwritten, this means:

• The backup is not accessed for any operational purpose
• No one can retrieve and use the backed-up data
• The data will be deleted when the backup is next refreshed or overwritten on a documented schedule
• The organisation is transparent with the data subject about this timeline

The ICO also distinguishes between offline archiving and live backups — but critically, archiving offline is still processing under GDPR. It only remains lawful if you can justify it with a lawful basis.

What this means in practice: When you receive a valid deletion request, you should delete the data from your live systems immediately. For backup data, document the earliest point at which the backup containing that data will expire or be overwritten, and communicate this to the data subject. Then ensure the data is not accessed or restored in the interim.

The 'Zombie Record' Problem: What Happens When You Restore a Backup?

The second core problem — and one that has bitten many organisations — is the restoration scenario. Suppose a user's data has been legitimately deleted following an erasure request. Six months later, you suffer a data loss event and restore from a backup that pre-dates the deletion. That user's records are now back in your live system. You are immediately non-compliant.

This is not a hypothetical. It happens routinely in organisations that have not built a deletion-aware restore process.

The Deletion Index: The industry-standard solution

At ProBackup, we have always advised clients to maintain what we call a deletion index. Here is how it works:

• When you action an erasure request, you record a non-identifiable marker (such as a database row ID, a hashed identifier, or an internal record number — not the personal data itself) alongside the date of deletion
• That record is retained for as long as any backup exists that could contain the original data
• Your restore process includes a mandatory post-restore step: run the deletion index against the restored dataset and re-delete any records flagged for erasure
• Document this process in your data protection documentation

This approach was implicitly endorsed in the EDPB's 2026 report, which noted the best-practice examples involved tools that tracked data subject retention end dates and applied automated deletions at the point of expiry.

GDPR-Compliant Retention Periods for Backup Data

GDPR does not prescribe specific retention periods. It requires organisations to justify the period they choose based on the purpose of the data and any applicable legal obligations. The storage limitation principle under Article 5(1)(e) is the controlling rule: keep data no longer than necessary.

In practice, backup retention periods are often shaped by:

• Operational recovery needs: How far back do you realistically need to restore?
• Contractual or regulatory obligations: Do sector-specific rules mandate minimum retention?
• Legal exposure windows: The applicable limitation period for claims in your jurisdiction
• Cost and proportionality: Is the marginal compliance benefit of very long retention worth the increased data protection risk?

Common reference points from other applicable laws (which must be balanced against GDPR's minimisation principle) include:

These are indicative references only. Every organisation must document and justify its own retention schedule in its RoPA. The EDPB's 2026 report specifically criticised controllers for failing to define and document retention periods, calling this one of the seven systemic weaknesses identified across the survey.

Communicating With Data Subjects About Backup Retention

Transparency is a first principle of GDPR. Articles 13 and 14 require controllers to inform data subject (at the point of collection) about the envisaged period for which their data will be stored, or the criteria used to determine that period.

When it comes to backups, this means your privacy notice should not be silent on the subject. The CNIL guidance from 2018 — which remains the most widely-cited practical standard — says organisations must explain in clear and plain language:

• That data has been removed from production systems
• That a backup copy may remain temporarily
• The specific retention time of that backup (or the earliest point at which the backup will expire)

Here is a suggested template paragraph for your privacy notice:

"When we receive a valid request to delete your personal data, we will remove it from all live systems without undue delay. Your data may remain in encrypted backup copies for up to [X weeks/months], after which it will be automatically overwritten or deleted in accordance with our backup retention schedule. During this period, your data is not accessible for any operational purpose and will not be restored to live systems. You will receive a confirmation of deletion from our live systems within [X days] of your request, together with this explanation regarding backup retention."

This level of transparency achieves two things: it satisfies your Article 12 and 13 obligations, and it sets realistic expectations for data subjects that reduce the likelihood of complaints to DPAs.

Practical Compliance Checklist for Backup Systems

Based on the EDPB's 2026 findings and our own experience supporting thousands of clients at ProBackup, here is the operational checklist every organisation should work through:

Documentation

• Your RoPA documents the retention period for every category of backed-up data
• Your backup retention schedule is aligned with (and does not exceed) the deletion periods in your RoPA
• You have a written internal policy describing how erasure requests are handled in the context of backups
• Your privacy notice discloses backup retention timelines in plain language

Process

• You have a formal intake process for erasure requests (verbal or written requests both qualify — no 'magic words' are required by the ICO)
• You verify the identity of the requesting individual before acting
• You delete from live systems within one month of receipt
• You maintain a deletion index using non-identifiable markers
• Your restore procedure includes a mandatory post-restore deletion step based on the index
• You inform any third-party processors (including your backup provider) of applicable erasure requests

Technical

• Backup access is restricted to restore-only scenarios — no operational querying of backup data
• Your backup encryption keys are managed such that key destruction could, where practical, render data irrecoverable
• Where you use anonymisation as an erasure alternative, you have verified it constitutes true anonymisation (not merely pseudonymisation)
• Automated retention expiry is in place where technically feasible

Accountability

• You log erasure requests and record the steps taken, the systems affected, and any backup-layer timeline communicated to the data subject
• You can produce this log on request from a DPA
• Your retention schedule is reviewed at least annually

When You Can Refuse or Delay an Erasure Request

The right to erasure is not absolute. Article 17(3) sets out the exceptions. You may retain personal data — including in backups — where processing is necessary for:

• Compliance with a legal obligation under EU or Member State law (e.g., statutory accounting or tax records)
• The establishment, exercise or defence of legal claims
• Reasons of public interest in the area of public health
• Archiving purposes in the public interest, or scientific, historical or statistical research — subject to appropriate safeguards
• The exercise of the right of freedom of expression and information

The most commonly invoked exception in practice is legal obligation and defence of legal claims. Where this exception applies, document your reasoning explicitly. The EDPB's 2026 report found that controllers frequently misapplied exceptions - citing them without adequate justification. This is itself a compliance failure.

How ProBackup Supports GDPR-Compliant Data Management

At ProBackup, we back up SaaS workspaces — Asana, ClickUp, monday.com, HubSpot, Jira, Notion, Slack, and more — for thousands of teams across Europe. GDPR compliance is not an afterthought for us; it is built into how our product works.

Granular, point-in-time snapshots

Our daily snapshots create discrete restore points. This means that when a deletion request is actioned in your SaaS workspace, you can identify exactly which backup generations contain the affected data — and plan your retention timeline accordingly.

Defined retention windows

ProBackup gives you control over how long backup data is retained. We recommend aligning your ProBackup retention window directly with the backup retention periods disclosed in your privacy notice. When the retention window closes, the data is permanently removed from our systems.

Security architecture

All ProBackup data is encrypted at rest with AES-256 and in transit with TLS. Access to backup data is restricted and audited. ProBackup is SOC 2 Type II certified, which means our security controls — including access to backup data — have been independently verified.

Data Processing Agreement

As a data processor under GDPR, ProBackup provides a Data Processing Agreement (DPA) to all customers. This DPA formally documents our obligations in relation to the personal data we process on your behalf, including our obligations to assist you in responding to data subject rights requests.

Deletion support

When you action an erasure request and need to understand what backup generations may contain the affected data, our support team can assist. We can advise on the precise retention window for your account and confirm the date by which a given backup will expire.

Conclusion: The Regulatory Direction of Travel Is Clear

When we wrote the original version of this article in 2020, many organisations were still treating GDPR backup compliance as a theoretical concern. The EDPB's February 2026 report (i.e. the most detailed, evidence-based regulatory assessment of erasure compliance yet produced) confirms that those days are over.

Thirty-two DPAs investigated 764 controllers. They found widespread inadequacy. Backup handling was singled out as one of the seven systemic challenges. And multiple DPAs have now confirmed they will use these findings to drive sector-specific enforcement in 2026 and beyond.

The good news is that the compliance path is well-defined. You do not need to surgically remove data from every backup in real time. You do need a documented retention schedule, a deletion index, a transparent privacy notice, and a restore procedure that includes re-deletion of flagged records. These are achievable for organisations of any size.

At ProBackup, we are committed to making this as operationally straightforward as possible for our customers. If you have questions about how your ProBackup configuration aligns with your GDPR obligations, our team is available to help.

Sources and Further Reading

• EDPB CEF 2025 Report on the Right to Erasure (February 2026) — edpb.europa.eu
• ICO Guidance on the Right to Erasure — ico.org.uk
• CNIL Guidance on Backups and Erasure — cnil.fr
• heyData: GDPR Data Retention Periods: Key Rules and Best Practices (January 2026) — heydata.eu
• Danish Datatilsynet: Guidance on Backup and the Right to Erasure — datatilsynet.dk
• GDPR Regulation (EU) 2016/679 — Articles 5, 12, 13, 17, 30 — gdpr-info.eu
• Reed Smith: EDPB CEF 2025 Report Analysis (March 2026) — reedsmith.com

Disclaimer: This article is for informational purposes only and does not constitute legal advice. For advice specific to your organisation's circumstances, consult a qualified data protection professional.

When we first published our guide on GDPR and cloud backups back in 2020, the regulatory landscape was still young. Organisations were scrambling to understand three core obligations: maintain backups, keep them up to date, and ensure your providers were compliant. Five years on, the picture is dramatically more complex.

The GDPR has evolved from a standalone privacy mandate into the foundational layer of an interconnected digital regulatory apparatus: now stacked alongside the NIS2 Directive, the EU AI Act, the EU Data Act, and the Digital Omnibus Package. Meanwhile, enforcement has intensified: European data protection authorities levied approximately EUR 1.2 billion in GDPR fines during 2025 alone, and the average cost of a data breach for US companies has climbed to $10.22 million when fines and remediation are combined.

At ProBackup, we back up SaaS data for thousands of organisations across Europe and beyond. We work directly with a Belgian Data Privacy specialist to keep our own practices current. This guide is the most comprehensive resource we have produced on the topic: written to help you understand not just what the law says, but what it means practically for your backup strategy in 2026.

Why GDPR Still Matters for Cloud Backups

The General Data Protection Regulation (GDPR), which entered into application on 25 May 2018, applies to any organisation that processes personal data of individuals in the EU or EEA — regardless of where the organisation itself is headquartered. This extraterritorial reach is often underestimated.

Cloud backups are squarely within scope. When you back up your SaaS platforms — your CRM contacts in HubSpot, your project data in Asana, your customer communications in Slack — you are creating copies of personal data. Those copies inherit every GDPR obligation that applies to the original data.

The practical implications are significant:

• Your backup must be able to support a deletion request (the "right to erasure"), not just in your live system but in your backup copies.
• Your backup provider becomes a **data processor** and must sign a Data Processing Agreement (DPA) with you.
• If your backup is stored in a country outside the EEA, that transfer must be governed by an appropriate legal mechanism.
• Your backups must be tested regularly, not just taken.

Article 32: Backup and Disaster Recovery Is a Legal Requirement

The most direct GDPR reference to backup sits in Article 32 - Security of Processing. It requires organisations to implement appropriate technical and organisational measures, including:

(b) the ability to ensure the ongoing confidentiality, integrity, availability, and resilience of processing systems and services;

(c) the ability to restore the availability and access to personal data in a timely manner in the event of a physical or technical incident;

(d) a process for regularly testing, assessing and evaluating the effectiveness of technical and organisational measures for ensuring the security of the processing.

Three concrete obligations flow from this:

Obligation 1: You must be able to restore personal data

This is not a recommendation — it is a legal requirement. If personal data is lost due to accidental deletion, ransomware, a SaaS platform outage, or a rogue automation, you are responsible for restoring it. Your SaaS provider's infrastructure-level redundancy does not cover data loss caused by actions within the application itself.

Obligation 2: Restoration must be timely

Article 32 specifies "in a timely manner." This is deliberately vague, but regulators interpret it in context. A data breach notification must be made within 72 hours (extended to 96 hours under the forthcoming Digital Omnibus Package). If you cannot recover personal data affected by an incident before that deadline, you face compounded compliance risk. Your backup frequency, restore speed, and recovery point objectives (RPOs) are therefore compliance questions, not just technical ones.

Obligation 3: You must test your backups regularly

Article 32(1)(d) explicitly requires you to test the effectiveness of your security measures. An untested backup is not a compliant backup. Regulators can and do ask for evidence that backups have been tested as part of audit and breach investigation processes.

Data Subject Rights and Your Backup Copies

One of the most underappreciated GDPR challenges for backup operators is the tension between data subject rights and the very nature of a backup. A backup is, by design, a point-in-time copy of your data — preserved, immutable, and designed to be restored rather than edited.

But GDPR grants individuals powerful rights that must be honoured across all your data stores, including backups:

The Right to Erasure ("Right to be Forgotten")

Under Article 17, individuals can request that you delete their personal data. This request must be honoured within 30 days. The challenge: if you have daily backups retained for 30, 60, or 365 days, every one of those backup snapshots also contains the person's data.

The GDPR does not require you to immediately purge every backup copy upon receiving an erasure request — but it does require you to ensure that data is not restored from a backup after deletion from your live systems without applying the same erasure. In practice, this means your data management and restore workflows must be designed to account for deletion requests.

The Right of Access (Data Subject Access Requests - DSARs)

Individuals can request copies of all personal data you hold on them, including data in backups. You must respond within 30 days. In 2026, automated DSAR fulfillment tooling has become a baseline expectation — manual workflows are too slow and error-prone to sustain compliance at scale.

The Right to Rectification

If a data subject requests that their data be corrected, that correction should not be undone by a subsequent restore from backup. Your restore processes need controls to prevent overwriting post-request corrections.

Controller vs. Processor: Where Do You Stand?

Understanding your role in the data chain is foundational to GDPR compliance. Most organisations using a backup solution will occupy both roles at different points.

An important shift in 2026 enforcement: the historical assumption that processors carry minimal liability is obsolete. Regulators now apply shared legal liability across the data supply chain. If your backup provider's misconfiguration or weak default security settings lead to a data breach, the processor is held directly liable alongside you as the controller. This makes vendor due diligence a primary compliance obligation, not a nice-to-have.

Vetting Third-Party Backup Providers

Choosing to outsource your backup to a third-party provider is not the end of your GDPR obligations — it is the beginning of a new set of them. Your backup provider is a data processor, and you are responsible for ensuring they meet the same data protection standards you do.

Key questions to ask any backup provider before signing:

Security architecture

• Is data encrypted at rest (AES-256) and in transit (TLS 1.2+)?
• What is their access control model? Is role-based access control (RBAC) enforced?
• Do they maintain audit logs of all data access?
• Are they SOC 2 Type II certified? Is the report available for review?
• Have they undergone third-party penetration testing?

Data location and sovereignty

• Where are your backups physically stored? Which country or region?
• Can you choose your backup region to keep EU data within the EEA?
• Who are their sub-processors (e.g., cloud infrastructure providers)?
• Are Standard Contractual Clauses (SCCs) in place for any international transfers?

Data subject rights support

• Can the provider support targeted deletion of a specific user's data from backups?
• Can they assist with DSAR responses that require searching backup data?
• What is their process for handling rectification requests that span backup copies?

Breach notification

• What is their contractual obligation to notify you of a breach? Within what timeframe?
• Does their notification timeline allow you to meet your own 72-hour (or 96-hour post-Omnibus) obligation to your supervisory authority?

At ProBackup, we work with a Belgian Data Privacy specialist (Dirk De Bot at DPS4U) and maintain our DPA and sub-processor register publicly accessible from our website footer. We are built on AWS infrastructure in the EU, and all data is encrypted with AES-256 at rest and TLS in transit. Our SOC 2 Type II certification is available on request from our Trust Center.

Data Residency and International Transfers

GDPR's Chapter V imposes strict rules on transfers of personal data outside the EEA. Any time your backup data leaves the European Economic Area — even if only for processing or storage purposes — you need a lawful transfer mechanism in place.

Adequacy Decisions

The European Commission has granted adequacy decisions to a number of countries, meaning data can flow there without additional safeguards. The EU-US Data Privacy Framework (DPF), adopted in July 2023, survived its first major legal challenge in September 2025, providing a relatively stable mechanism for transfers to certified US organisations. However, it remains under scrutiny and should be treated as a framework to monitor, not assume.

Standard Contractual Clauses (SCCs)

For countries without adequacy decisions, the 2021 SCCs remain the most widely used mechanism. If your backup provider's infrastructure includes US or non-EEA cloud regions, ensure your DPA incorporates current SCCs and that any Transfer Impact Assessment (TIA) has been completed where required.

Data Residency Controls

The most operationally clean solution for EU-based organisations is to ensure your backup provider can offer dedicated EU-region storage. This eliminates the need for transfer mechanisms entirely for your backup data. When evaluating providers, ask specifically whether EU-region storage is included in standard plans or requires an enterprise upgrade.

Data Retention: The Tension Between Backup and Minimisation

GDPR's data minimisation and storage limitation principles (Article 5) require that personal data is kept only for as long as necessary for its original purpose. This creates a genuine tension with backup strategy: the whole point of a backup is to retain data for a period so you can recover it.

Regulators have recognised this tension. The working position accepted by most supervisory authorities is that backup data may be retained beyond normal deletion schedules — but only within a clearly documented retention framework.

Defining your backup retention periods

Your backup retention policy should explicitly define:

• How long daily backups are retained (common ranges: 30 to 365 days)
• Whether longer-term archives are maintained and for what purpose
• How the retention period relates to the underlying data's retention schedule
• What happens to backup data when the underlying data is deleted (e.g., upon a right-to-erasure request)

NIS2: The New Cybersecurity Directive That Changes the Stakes

The NIS2 Directive (Network and Information Security Directive 2), which Member States were required to implement into national law by October 2024, is one of the most significant new developments for organisations running digital infrastructure - including SaaS backup operations.

Where GDPR focuses on protecting personal data and individual rights, NIS2 focuses on systemic cyber risk and operational resilience. It expands the scope of who must comply significantly beyond the original 2016 NIS Directive, covering essential entities and important entities across a broad range of sectors including digital infrastructure, cloud computing services, managed service providers, and data centre operators.

What does NIS2 require in relation to backup?

NIS2 requires covered entities to implement risk management measures including:

• Business continuity: Backup management and disaster recovery are explicitly listed as required measures under Article 21.
• Supply chain security: Organisations must assess the security posture of their service providers, including backup vendors.
• Incident reporting: Significant incidents must be reported to the relevant national authority within 24 hours (early warning) and 72 hours (full report) — tighter than the GDPR's 72-hour personal data breach notification window.
• Cyber hygiene: Basic cybersecurity practices including patching, access control, and encryption are mandated.

NIS2 vs. GDPR: Two different but overlapping frameworks

A critical point: NIS2 compliance does not automatically mean GDPR compliance, and vice versa. Organisations that fall within NIS2 scope need to manage both simultaneously. They each require a designated representative in the EU for non-EU organisations — and importantly, these are *different roles* that cannot simply be assigned to the same person without care.

The key operational difference is urgency. GDPR representatives primarily handle documentation, data rights requests, and regulatory correspondence — tasks that are important but rarely time-critical. NIS2 representatives must be prepared to facilitate technically complex, time-sensitive incident communications. Assuming a single outsourced provider can cover both roles adequately without specialist cyber security capability is a common and potentially costly mistake.

The Digital Omnibus Package: What's Changing in 2026

In November 2025, the European Commission introduced the Digital Omnibus Package — a sweeping legislative simplification designed to address the paralysing operational friction caused by multiple overlapping digital regulations. It is expected to be enforced from mid-to-late 2026 and introduces several changes that directly affect backup and incident response.

The 96-hour breach notification window

One of the most practically significant changes: the GDPR's 72-hour breach notification deadline is being extended to **96 hours**. This additional time was explicitly designed to give incident response teams the breathing room needed for accurate forensic investigation before notifying authorities. For organisations relying on backup restores as part of their incident response, this provides slightly more operational flexibility.

The Single Reporting Portal

Currently, a single cyber incident can trigger distinct, separately formatted notifications under GDPR, NIS2, DORA, and eIDAS — each with different deadlines and requirements. The Digital Omnibus Package introduces a Single Reporting Portal: one submission that is automatically routed to the appropriate national authorities across frameworks.

For backup operators, this means your incident response plan needs to be updated. You will no longer be filing separate notifications to different bodies — but the information required for that single submission will need to be comprehensive enough to satisfy all frameworks simultaneously.

The EU AI Act and Backup Implications

The EU AI Act, transitioning into full applicability from August 2026, may seem distant from backup operations — but it has a direct relevance for organisations using SaaS platforms with AI features, or deploying agentic AI tools that interact with business data.

Agentic AI tools - such as AI agents built into monday.com, ClickUp, and other SaaS platforms — can now autonomously create, modify, delete, and reorganise data at machine speed. A poorly configured or misunderstood instruction can result in mass data changes or deletions before any human notices. We cover this in detail in our article on Agentic AI vs. the Importance of SaaS Backup.

From a backup and GDPR perspective, the AI Act reinforces the importance of:

• Audit trails: AI systems must maintain transparency logs. Your backup provides an independent, tamper-proof history of data states — critical when AI-driven changes need to be investigated or reversed.
• Data Protection Impact Assessments (DPIAs): High-risk AI systems require DPIAs that run in parallel with GDPR DPIAs. Your backup strategy should be documented as a risk mitigation measure in these assessments.
• Data minimisation: AI models processing personal data must use only what is necessary. Ensure your backup policy does not inadvertently expand the footprint of personal data being retained.

Beyond Europe: Global Privacy Laws That Reference Backup

GDPR set the template that most other major privacy regulations now follow. If you operate in markets outside the EU, you are likely subject to additional laws that carry parallel obligations for your backup practices.

United Kingdom - UK GDPR

Post-Brexit, the UK retained its own version of GDPR (UK GDPR), enforced by the Information Commissioner's Office (ICO). Backup obligations mirror those under EU GDPR. Note that non-UK organisations targeting UK individuals must appoint a UK Representative — separate from any EU Representative appointment.

United States - State Privacy Laws (18 and counting)

The US still lacks a comprehensive federal privacy law. However, 18 states now have full consumer privacy frameworks, all of which carry data retention, deletion, and security obligations relevant to backup. California (CCPA/CPRA), Virginia, Colorado, Texas, and Oregon are among the most actively enforced. Key backup-relevant obligations under US state laws include:

• Honouring deletion requests across all data systems, including backups
• Implementing reasonable security measures (which regulators interpret to include backup and recovery)
• Providing data portability upon request

Switzerland - Revised Federal Act on Data Protection (FADP)

Fully enforced since September 2023, the revised Swiss FADP broadly mirrors GDPR but with one critical difference: fines under the Swiss law are levied against individual executives rather than the company itself. A Chief Privacy Officer or CISO can personally face a fine of up to CHF 250,000 for intentional violations. For Swiss-market operations, this makes personal accountability for backup compliance especially acute.

Australia, Canada, Singapore, Japan

Each of these jurisdictions has adopted or updated privacy legislation in recent years that includes security-of-processing obligations analogous to GDPR Article 32. If you serve customers in any of these markets, consult local counsel — but in almost every case, maintaining a compliant backup strategy under GDPR will put you in a strong position under these laws as well.

Your Practical GDPR Backup Compliance Checklist

Use this checklist as a practical starting point for reviewing your backup programme against GDPR and related 2026 obligations. This is not a substitute for legal advice, but it covers the core operational requirements that regulators expect to see documented.

Backup Infrastructure

☐ Backups are taken at a frequency sufficient to meet your recovery point objectives

☐ Backups are encrypted at rest (AES-256 or equivalent)

☐ Backups are encrypted in transit (TLS 1.2+)

☐ Backup systems have role-based access controls (RBAC) — minimal access by default

☐ Backup access events are logged in an audit trail

☐ Backups are stored in a geographically distinct location from primary data

☐ EU personal data is backed up within the EEA, or a lawful transfer mechanism (SCCs, DPF) is in place

Testing and Governance

☐ Backup restores are tested at least quarterly and results are documented

☐ Recovery time objectives (RTOs) are defined and achievable within your breach notification window

☐ Backup policy is reviewed annually and signed off by a named responsible party

☐ Backup retention periods are defined per data category and documented in your ROPA

☐ Your incident response plan references backup restore as a recovery step and assigns ownership

Data Subject Rights

☐ A deletion request log exists and is cross-referenced before any backup restore

☐ Restore procedures prevent overwriting post-request data corrections

☐ Your backup provider can support targeted user-level data searches if a DSAR requires it

Third-Party Management

☐ A signed, current DPA exists with your backup provider

☐ Your backup provider's sub-processor list is available and has been reviewed

☐ Your DPA includes breach notification obligations for the provider with a deadline that supports your own 96-hour reporting window

☐ Your backup provider's security certifications (e.g., SOC 2 Type II, ISO 27001) have been reviewed and are current

NIS2 and Related Obligations (if in scope)

☐ Your organisation has assessed whether it falls within NIS2 scope

☐ Backup and disaster recovery are documented as part of your NIS2 Article 21 risk management measures

☐ GDPR and NIS2 representatives (if required) have been separately appointed and are actively engaged

☐ Your incident response plan is updated to reflect Single Portal reporting under the Digital Omnibus Package

How ProBackup Approaches Compliance

ProBackup is a SOC 2 Type II certified backup solution for SaaS platforms including Asana, ClickUp, monday.com, HubSpot, Jira, Notion, Slack, and others. Our parent company B4B IT is headquartered in Belgium and we work with a specialist Belgian Data Privacy expert (Dirk De Bot at DPS4U) to maintain our compliance posture.

Here is how our product and operations map to the obligations described in this guide:

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Our full GDPR documentation, audit reports, and security details are available at probackup.io/gdpr and probackup.io/resources/audit-reports.

Summary: What Has Changed Since 2020

Our 2020 guide distilled GDPR's backup obligations into three points: backup is legally required, backups must be regular, and your provider must be compliant. All three remain true. But the landscape has become significantly more complex:

• Enforcement has intensified dramatically: EUR 1.2 billion in fines in 2025 alone, with US organisations absorbing 83% of all penalties historically.
• NIS2 has added a parallel cybersecurity compliance framework covering backup, incident response, and supply chain security — with distinct representative requirements from GDPR.
• The Digital Omnibus Package is streamlining but also raising standards: one portal for incident reporting, a 96-hour notification window, and tighter consent architecture requirements.
• The EU AI Act is intersecting with backup compliance: As AI agents increasingly operate within SaaS platforms, the importance of independent, granular backup has never been higher.
• Shared liability across the data supply chain is now enforced: backup providers are held as accountable as the organisations they serve.
• Data subject rights obligations apply to backup copies: Erasure, access, and rectification requests must be managed across your live systems and your backups.

The organisations that treat backup as a compliance instrument (not just an IT function) are the ones who navigate this landscape most successfully. A robust, tested, documented backup strategy is simultaneously your best risk mitigation tool and your clearest demonstration of accountability to regulators.

This article is intended for IT decision-makers, compliance officers, and data protection professionals. It reflects the regulatory environment as of March 2026 and should not be treated as legal advice. For specific compliance guidance, consult a qualified data protection professional.

Data is arguably one of the most valuable assets in the modern marketplace. But it’s usually sensitive, and organizations do their best to prevent unauthorized disclosure of confidential data.

However, data loss still remains a huge concern for businesses because they can spend a fortune on data recovery in case something happens. Not only that, but the consequences of data loss can be damaging to businesses as it can ruin their reputation, affect productivity and stop organizational processes.

That’s where data loss prevention comes in.

Organizations have increased their spending on data loss prevention practices and software tools. The global market is expected to grow to $6.4 billion by 2028, and rightly so. Research has shown that you might end up paying more for data recovery solutions than you typically would for data protection measures.

This is why data loss prevention is important. We’ve prepared the following post to serve as a brief guide to everything you need to know about data loss prevention and why it is necessary.

What Is Data Loss Prevention?

Data Loss Prevention (DLP) refers to the process of preventing sensitive data from being disclosed or stolen. It is a crucial way to protect your company’s assets and information. This data could include intellectual property, corporate data, and consumer data.

The thing is, data resides in various devices, including physical servers, databases, personal computers, file servers, flash drives, and mobile phones. Not only that, it moves through many network access points, including VPNs, wire lines, and wireless connections.

There are many ways that data loss can happen. This includes human error, system failure, data corruption, theft, software corruption, natural disasters, and perhaps the most notorious one of them all, hacking.

Data loss prevention aims to provide solutions to these problems. Think of it as a combination of practices and software tools designed to prevent unauthorized access to data.

Why is Data Loss Prevention (DLP) important?

Data loss prevention is crucial because it helps minimize the risks of data being stolen, lost, or compromised. These practices and software solutions prevent data from being lost by identifying and monitoring all the different sources of data leakage.

The implications of data loss can be detrimental to organizations. For instance, business operations can come to a halt, reputations can be ruined, and money can be lost, not to mention legal actions and lawsuits.

Data loss prevention can’t be overlooked because the consequences can be devastating if an organization’s data is breached. For example, if a company has a breach of its payroll system, it might not have any money to pay its employees or make payroll deposits. This could lead to bankruptcy or, even worse – shutting down completely.

Another example would be if a healthcare provider had a breach of their records system. If private patient information leaks, it could lead to a ton of identity theft cases with patients. Not only that, but the healthcare provider would be subject to harsh legal ramifications.

5 Data Loss Prevention (DLP) best practices

1) Back up your data

Backing up your data is an essential practice in data loss prevention because it ensures that you have a copy of your data in case anything happens to the original. This way, you can restore all your files and programs.

2) Consider using a VPN

A VPN is a Virtual Private Network that provides an encrypted connection between two endpoints. This encryption means that all data sent over the network is scrambled and can’t be read by anyone else.

A VPN is essential for data loss prevention because it prevents people from intercepting, accessing, and tampering with sensitive information. And in the process, it also helps in protection against malware attacks. It would be in your best interest to carefully compare some of the best VPNs out there and choose the right solution if you want to ensure data moves securely within your organization.

3) Improve your network security

DLP focuses on protecting information as it moves across different media, such as email, cloud storage, social media, and other platforms. Network security can be improved to prevent data breaches by implementing DLP.

This can be achieved by using tools that monitor network activity to identify potential threats that could lead to unauthorized access or leakage of sensitive information.

4) Educate employees on data loss prevention practices

Employees are one of the first lines of defense against data breaches in an organization. So, investing in their education, training and raising cybersecurity awareness would be in your best interest.

Education should cover areas including using strong passwords, identifying and dealing with phishing attacks, using encryption software, deleting confidential material, and using encrypted USB drives, just to mention a few.

5) Implement a DLP policy

Data loss prevention practices outline how your organization protects and shares its data. They include written rules and procedures to ensure protection against data loss or lawsuits.

Bottom Line

Data is an essential yet sensitive asset for many businesses. Data loss often results in damaging outcomes, including tarnished reputations, loss of revenue, and interrupted business processes. To stop this from happening, organizations turn to data loss prevention.

Data loss prevention is essential as it helps businesses avoid potential data leaks, cybersecurity attacks, and lawsuits. There are many data loss prevention techniques, including backing up data, using VPNs, educating employees on DLP practices, improving network security, and introducing DLP policies.

About Cybernews

The team at Cybernews works diligently to bring breaking reports of online privacy and security issues, backed by in-depth technical analysis and investigative reporting. You can find more of their articles on Cybernews.com and reach them on Twitter (@CyberNews) anytime.