DBCopyForBackup folder, and back up that copy. Exports fail or “conflict” most often because the backup starts before the export finishes, the server is low on disk space, firewall or antivirus software is blocking Dentrix’s ports, or the server was off or asleep at export time. A failed export means last night’s backup may not contain your current database, so treat it as urgent.
How Dentrix exports and backups fit together
From Henry Schein One’s Dentrix Backup Recommendations:- The live Dentrix database is locked by the DentrixACEServer service, even when nobody has Dentrix open.
- To back it up, export a copy using the Dentrix Server Administration Utility (by default
C:\Program Files\Dentrix\_ServerAdmin.exe), manually or on a schedule. - The export lands in
Common\DBCopyForBackup. You must back up that whole folder, or your database is not backed up. - Schedule the backup to start after the export has had enough time to finish.
- Verify every day that your data is being backed up.
Common causes of failed exports
- Timing: the backup starts while the export is still running, so it copies an incomplete export or the two collide.
- Disk space: the export needs room for a full copy of the database. Henry Schein One recommends more than 10 percent free space on all drives.
- Blocked ports: the backup guide lists ports that firewall and antivirus software must allow: 6600 UDP and 6602, 6603, 6604, 6605, 6606, 5712 and 6597 TCP.
- The server was off, asleep or rebooting at the scheduled time.
- Manual exports with Dentrix still open. The guide’s steps start with closing all Dentrix modules on all computers.
- The database has grown and the export now takes longer than the gap you left before the backup.
What to check
Warning: the Server Administration Utility also restores databases. A restore replaces your live data. Do not click anything on the Export/Restore tab unless you know exactly what it does. Firewall, antivirus and backup changes should be made by your IT provider or with Dentrix support (1-800-DENTRIX).
- Check the date and time of the files in
DBCopyForBackup. They should match the last scheduled export. If they are days old, exports are failing. - Check when the export is scheduled (Server Administration Utility, Export/Restore Database tab) and when your backup starts. Leave a generous gap.
- Check free disk space on the server drive that holds the Dentrix Common folder.
- Check the server stays on and awake overnight, with no scheduled restarts during the export.
- Ask IT to confirm the Dentrix ports are allowed in the server’s firewall and antivirus.
- Read your backup report for the same night and see whether it copied
DBCopyForBackup.
How to fix it
[[TECH INPUT NEEDED: actual fix steps from tickets for failed Dentrix exports and “database conflict” errors, including specific error messages seen, when to re-run a manual export, and when to escalate to Henry Schein One]]How to prevent it
- Schedule the export well before the backup, and lengthen the gap as the database grows.
- Monitor free space on the server.
- Have backup reports go to someone who reads them, and alert on failure.
- Test-restore the exported database regularly to a separate location, never over the live data.
Frequently asked questions
Why can’t we just back up the Dentrix data folder directly?
Because the live database is always locked by the DentrixACEServer service. Henry Schein One’s guidance is to export a copy first and back up the copy.How do we know our backup includes the database?
Check that the backup includes the wholeDBCopyForBackup folder and that its files are dated from that night’s export.