Optimize File
GrandTotal uses a log-based file format that grows in size over time. By consolidating the logs, you can significantly reduce the file size.
Why does the file grow?
GrandTotal saves every change as a new log entry in your file. This approach offers several advantages:
- Maximum data security: Your data is protected in case of a crash or power failure
- Reliable synchronization: Only changes are transferred in compact form via the cloud service
The downside: The file also contains entries for long-deleted or overwritten data. The longer you work with a file, the larger it becomes.
The solution: Optimize File
The "Optimize File" function consolidates all log entries and removes unnecessary data. The result is a significantly smaller file with identical content.
How it works:
- Hold down the ⌥ key (Alt/Option)
- Open the File menu
- Select Optimize File
When should you optimize?
Optimization is particularly useful when:
- You have been working intensively with the file over a long period
- You have created and deleted many documents
- The file size has become noticeably large
- You want to archive or share the file
Is optimization safe?
Yes. The optimization process creates a new, consolidated version of your file while the original is preserved with the .backup file extension. You can compare the optimized version with the original file at any time. (To do this, the file extension must be removed.)
After optimization, your file contains all current data, but the editing history is reset to the consolidated state.
Important Notes
Editing history
The history will be lost. GoBD audit logs remain intact.
All data remains intact
Your documents, clients, products and settings remain completely intact.
File size
The reduction depends on your editing history – significant savings are often possible.
Hidden function
The option only appears when you hold down the ⌥ key.