External Storage: General Information
By default, the system stores the files attached to documents in the MYOB Advanced SQL Server database. Alternatively, the system can store the files outside of the database—either in a local folder on the computer running the MYOB Advanced website, or in a public cloud using Azure Blob Storage or Amazon Simple Storage Service (Amazon S3).
External Storage Risks
We recommend using the default solution provided with MYOB Advanced which automatically places attached files in the system database. This solution includes automated backups, versioning, file synchronization, integrated security, and is quite affordable.
If you want to implement an external storage solution you should be aware of the following risks:
- Backups: MYOB's standard SaaS backup procedures apply to files stored in the database. If files are moved outside the database then backups, disaster recovery, and support become the responsibility of the customer.
- Data security and privacy: External storage may allow direct connections which do not go through MYOB Advanced security. Thus, protecting sensitive data such as invoices and customer related files and meeting GDPR requirements become the responsibility of the customer.
- Data migration: MYOB Advanced snapshots and backups do not include external files. When the database or snapshot is restored only database files are included.
- Testing and non-production environments: When you restore backups or snapshots to a non-production environment (when using an external storage solution), the file reference links will point to production storage. If you add or delete files during testing, you will impact the files in your production environment.
- Performance and reliability: Retrieving files from an external solution requires a high-speed connection to the external provider. If this connection in interrupted, you may experience errors or slower performance.
- Troubleshooting: Support and troubleshooting processes are more complex for customers who utilize external file storage.
A system administrator can disable configuration of an external file storage by adding to
the appSettings section of the web.config file the
DisableExternalFileStorage key set to true.
External Storage for SAAS Customers of MYOB Business Cloud
SaaS customers have the option to utilize Amazon S3 storage if the following risks and limitations are acceptable. Customers must purchase their external storage independently of their MYOB contract and user agreement. Customers utilizing external storage are responsible for all backups and recovery operations associated with external storage. Customers must be made aware that the storage benefits provided above are not available through customer-managed storage.
External File Storage Configuration
You use the External File Storage (SM202540) form to configure external file storage providers and specify where files should be stored. With regard to file storage functionality, provider denotes the storage provider, which can be a local folder, Azure Blob service, or Amazon S3 service.
If you created multiple companies in your MYOB Advanced instance and want to store file attachments out of the database in any of these companies, you need to configure an external storage provider for each company individually. It can be the same provider for all companies or a separate provider for each company.
By default, the system deletes a file in the external storage if a user deletes it in MYOB Advanced. A system administrator can disable deletion of files in external storage by adding to
the appSettings section of the web.config file the
DisableDeleteOnExternalFileStorage key set to
true.
See the following topics for the procedures of configuring external file storage in MYOB Advanced:
File Synchronization
You can use automation schedules to perform periodic synchronization between a file on an MYOB Advanced site and a file (or folder) on a local computer or network. For more information, see To Set Up Automatic File Synchronization.