Maintenance

Keep a backup and look after older records

Make a separate copy first

In Google Sheets, choose File → Make a copy. Give the copy a clear name that includes its date, then open it and check that the expected records are there. This gives you a separate file to return to before you change the working one.

An archive remains inside the working file. Keeping another copy protects you in a different way if that file is lost or damaged. The Backup & updates guide explains this preparation and what to check before changing versions.

Check what can be put aside

Use Archive & restore to see which finished stock and related history can be archived. Some older records still explain stock you are using, so they need to stay in the working pages. Read the list and its reasons before choosing an archive action.

Have one person run maintenance while everyone pauses record entry. If it stops part-way, use the Resume action for the same job and keep entry paused. That allows the original job to finish without starting another over the same records.

Read old records or bring them back

Archive history lists the saved archive jobs. Retrieve lets you read one in Retrieved history while leaving it archived. Restore brings its records back into the working pages when the checks allow it. The detailed guides explain how to choose the right job and check when it has finished.

Try the practice feature with its limits in mind

Only a small archive and its recovery have been checked so far. The time needed for a larger archive, and any benefit to everyday speed, are not yet established. Use a practice copy rather than assuming archiving is a proven way to make the file faster.

These actions need the additional Farmer’s Helper tools. Making a copy of the file does not install those tools or give them access to your account; the guides explain the extra setup where it is needed.

Choose the guide for your task

Read the guide for instructions. The separate Google Sheets link opens the page where you work.