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This page refers to the built-in database system. From version 13.01, MailCOPA will, as an alternative, connect to MySQL databases. For more details, please see here.
See also this page about the system for connecting to the data from client machines using TCP/IP.
Note that with multi-machine installations (where the data is not held on the computer running MailCOPA) data access may be slower than where the data is held on the local machine. Whether and to what extent this will be the case will depend on the power of your server and the speed of your network.
The database used to store messages and addresses is very robust: it is a "transactional" database, which means that a record of changes is kept. Should it prove impossible to complete a set of changes (due to a network or power failure for example) the database will automatically roll back to its state before the changes started.
Nevertheless, it is sensible to make regular backups of your data, in case of accidental deletion or corruption, or hardware failures.
All of the data files are held in a single directory - this varies with the Operating System. For details please see below. These files are inter-related and likely to be changed continually, so DO NOT attempt to simply back them up directly, as this can cause irreparable corruption.
BACKUP - standalone (single machine) installation
There is no method of automated backup, so a careful manual backup is necessary.
First STOP MailCOPA - if it is left running changes to files may be made during the process and produce a corrupt backup.
Now copy all of the files in the data directory somewhere safe. The location of the data directory is shown below.
The resulting files can be stored in a zip file if you wish.
Restoring data is broadly the same (below) as for server installations, but you can ignore the references to stopping/restarting the server.
BACKUP - Database Server (multi-machine) installation.
The Database Server used by MailCOPA has the built-in ability to make daily backups of the data whilst the Server is running. This will not cause problems with the running of MailCOPA, nor does it risk corruption of the data files. The Database Server service MUST be running, but MailCOPA itself need not be.
This is accessed from Configure 
Edit database server settings For more details please see here.
NOTE that this is only accessible on the server machine - the menu option will be disabled on clients, and on single-machine installations where the Database Server is not installed.
It is a good idea to backup this entire "backup" directory regularly, by whatever means is best for you. It is good practice to make daily backups, which are overwritten after a week. This reduces the risk that bad data will overwrite a good backup. A copy can be kept anywhere, either on the same machine or another on the network, or on a removable medium.
NOTE that you must not backup whilst the MailCOPA backup is underway as this could cause corruption of the files. This will not affect the main MailCOPA data, but could lead to your backup being corrupt and therefore useless. Time it so that it occurs later - say half to one hour to be on the safe side.
Should you wish to access or restore backed-up data, it is important that your read the notes below about Restoring Data
The above procedures should be foolproof, but if you want an additional precaution, you can easily archive incoming and outgoing messages by adding an action in each of the filters to copy the message to a specified directory: each message will be given a unique filename (for that directory) and saved as a text (.TXT) file. The theoretical limit on the number of messages that can be stored in a directory in this way is very high, but it would be sensible to move them elsewhere (perhaps into a ZIP archive) from time to time.
Note that if the MailCOPA archive directory is emptied, filenames previously used may be reused.
This information only applies where the data was backed up from the current version of MailCOPA. If you have upgraded (eg from 10.01 to 11.01) since the backup was made, please contact MailCOPA Support. This is because major version changes may change the structure of the database, making the old data incompatible with the new version. And it may not be possible to directly update from one version to the next.
All of the data files are held in a single directory - this varies with the Operating System. For details please see below.
1.Close down all instances of MailCOPA running on clients and on the server.
2.Stop the InterVations Database Server on the server. This is done from the Control Panel, Administrative Tools Services NOTE that This does not apply to single-machine installations as the Database Server is not installed.
3.Make a copy of your old (possibly corrupt if you are restoring) data somewhere safe just in case.
4.Copy the data from your backup into the MailCOPA data directory
5.Restart MailCOPA
Under Windows 98 & ME:
C:\Program Files\MailCOPA\data
Under Windows 2000/XP/2003
C:\Documents and Settings\All Users\Application Data\InterVations\mailcopa
Under Windows Vista, Windows 7, Windows 8.x, Server 2008 and Windows 10
C:\ProgramData\InterVations\MailCOPA
