Your community data belongs to you. This article explains how Higher Logic Vanilla (Vanilla) provides database backups and other data exports, what is included, how often you can request them, and how we securely deliver files to you.
For off-boarding or contract cancellation, also see Cancellation.
Overview
Upon termination, Vanilla can provide an export of your community data. Exports are provided at no additional charge when your account billing is in good standing.
All exports are delivered through secure channels and are password protected. We do not send unencrypted database files by email or other unsecured methods.
Higher Logic Vanilla also provides the ability for periodic database backup shipping as an additional contract add-on. Speak to your CSM or account rep about pricing.
What is included
Standard database export
A standard export is a MySQL database dump (mysqldump) of your live community database. This is the primary format we provide because it contains your complete community data in a portable format you can use with other tools or platforms.
A full database export typically includes:
- Discussions and comments
- User profile information (including hashed passwords)
- Private messages
We can also provide your user list as a CSV file upon request.
What is not included
A standard database export does not include everything stored in your Vanilla environment. The following are generally excluded because they are not easily portable or are environment-specific:
- Application configuration
- Statistics and analytics data
- Theme files (unless separately arranged; see below)
- Other operational data that would not transfer cleanly to another application
NOTE: If you are leaving Vanilla and need uploaded files (avatars, attachments, and other CDN content) in addition to your database, contact Support. A full off-boarding export may include both your database and uploaded files. See Get your data in our Cancellation article for more detail.
Export frequency and timing
- You may request a full database export on a recurring basis, typically no more than once per month.
- Exports are fulfilled within a reasonable timeframe, depending on current support volume and the size of your community.
- Your billing account must be in good standing at the time of the request.
Database size and export format
The export format we can offer depends on how large your database is. Generating a live mysqldump reads from your production database and can affect site performance on very large communities.
Small to medium databases (roughly up to ~10 GB)
Monthly mysqldump exports are generally straightforward. Communities in this size range can typically receive a standard MySQL dump on a recurring schedule without significant operational concerns.
Very large databases (for example, ~200 GB and above)
Producing a live mysqldump of a very large database may be difficult to complete without impacting your live site. For communities at this scale, contact your CSM or Support before requesting a recurring export so we can confirm the right approach and timing.
Alternative for large sites: XtraBackup copies
If a portable mysqldump is not practical for your community size, we can often provide a copy of our existing Percona XtraBackup backups instead. These are the same physical backups we maintain for disaster recovery. They are well suited for large databases because they do not require the same live export process as a mysqldump.
Important differences if you receive an XtraBackup copy:
- The format is a physical backup, not a standard SQL dump file. You will need MySQL-compatible tooling (and typically assistance from your own database team) to restore or extract data.
- This option is intended for customers who need a full copy of their data and are comfortable working with enterprise backup formats.
- Coordinate with Support to confirm whether XtraBackup delivery meets your use case (compliance, migration, archival, and so on).
TIP: When requesting a backup, tell us your approximate database size and whether you need a portable SQL dump or can accept an XtraBackup copy. That helps us choose the safest delivery method for your community.
Large communities (by record count)
For very large sites by user or content volume, additional lead time may be required. As a conservative guideline, if your community exceeds any of the following, scheduling may take up to one week (we may often complete sooner):
- 1 million users
- 10 million discussions
- 100 million comments
We may truncate certain activity or log tables when preparing very large dumps, unless you ask us not to. These tables are often not useful for migration and can significantly increase export size.
How we deliver your export
Vanilla uses secure, approved delivery methods only. The method depends primarily on the size of your export.
Secure file transfer (recommended for most exports)
For most small and medium-sized exports, we deliver your password-protected archive through a secure file transfer service. You receive an email notification with instructions to download your files. The archive password is shared separately for security.
This is the preferred experience for most customers because it is straightforward and does not require SFTP software.
SFTP (large exports)
For very large database exports or full off-boarding packages (database plus uploaded files), we may deliver your export via SFTP instead.
When SFTP is used:
- We provide dedicated, time-limited credentials for your export.
- Your files are delivered as a password-protected ZIP archive (or equivalent secure packaging for XtraBackup deliveries).
- SFTP and archive passwords are shared through a secure channel (not in the same message as the download link).
Typical SFTP connection details (your Support team will confirm the exact values for your export):
- Host:
exports.vanillaforums.com - Port:
4028 - Protocol: SFTP
TIP: If you need to connect via SFTP, clients such as FileZilla work well. Enter the host, port, username, and password provided by Vanilla Support.
Security and password protection
Every data export must be password protected before delivery. This applies regardless of delivery method.
- Your export is compressed into a ZIP archive with encryption (where applicable).
- You receive the archive password separately from the download instructions.
- Treat exported data as sensitive. Delete local copies when they are no longer needed.
Custom and specialized exports
Not every request is a standard full database dump. Examples include:
- User list only (CSV)
- Filtered exports (for example, users, discussions, or comments matching specific criteria)
- Custom reports derived from your database
Requests that go beyond a standard full database export or basic user list may require additional scoping. Vanilla will confirm whether the request can be fulfilled under your plan or whether professional services or a fee applies.
How to request an export
- Contact Vanilla Support or your Customer Success Manager.
- Specify whether you need a standard MySQL dump, an XtraBackup copy (for very large databases), a user list (CSV), or a full off-boarding package (database plus uploaded files).
- Share your approximate database size so we can recommend the safest export method.
- Confirm the email address(es) that should receive delivery instructions.
- For contract end or migration planning, allow adequate lead time—especially for large communities or churn exports.
IMPORTANT: Do not request community data through unsecured channels (regular email attachments, public file shares, or personal cloud storage). Vanilla will only deliver exports through our approved secure transfer methods.
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