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Keeper of the FlameGatheringAn ACEware Presentation
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We’re going to cover:
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Back it up!
How Often Should You Backup Your Data?
The question to ask yourself is:
How much data am I willing to recreateif my system crashes?
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To Backup . . .Once everyone is out of the system:
Tools / Backup Data
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BackupEnter a directory (Remember, no long file/folder names – 8 characters are the limit)
Enter a name for the backup file. (The default name is SM + 2 characters for the year, two for the month and two for the date)
Click Continueto run the backup
ALERT!!! ALERT!!!
We STRONGLY suggest you write your backups to your LOCAL drive and NOT on the network drive.
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Backup Options Fast –
(shells to DOS window)
-Must use mapped drive-Folder & File Names must be <=8 Char
Slow – (vfpcompression.dll)
-Can use VNC references ( \\server\manager7)-Can have long folder & File Names
Chuck’s Choice – (Get WinZip)
-Can use VNC references ( \\server\manager7)-Can have long folder & File Names
To Switch from Slow to Fast,Rename vfpcompression.dll
To vfpcompressionX.dll OR
Get WINZIP
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Why Pack & Reindex?
NOTE: IMO
This is an AS NEEDED
procedure
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Once you know you’re the only user on the system . . .
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Note that system is LOCKED for the duration of the Pack/Reindex
Check both Select/Deselect all& Pack
When ready,Click the Run button
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Interrupting a Pack & Reindex will lock
your system!
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CLEANING UP!
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Address CleanupTools / Data Cleanup / Address Cleanup
NOTE: If you use ACEweb, you Should use this regularly…
(ACEweb does NOT have the ”prettyfying” That Student Manager data gets
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Deactivating Courses
Why deactivate courses?Deactivating a class removes that class from the
list of classes your registration team sees. This prevents registrations in courses that are not current
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Deactivating CoursesModule / Courses /
Mass Change/Update/Delete
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Deactivating Courses
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Deactivating Courses
After previewing the course
changes, click the OK button to make the
changes
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Code Cleanup & Maintenance
As your organization grows and changes, so do
your coding needs.
Some codes are no longer needed, some can be
combine.
Student Manager provides tools for both.
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To deactivate a codeModule / Codes
select the appropriate code type
Removing the check mark next to Active Code will remove the code from the screen drop down list but not from the system.
Data Cleanup (Codes)
Student Manager allows you to edit codes (even if they have been assigned to
records in the database) with the Code Area Cleanup tool.
This allows you to update and merge codes as your program needs change.
Data Cleanup – Merge CodesTools / Data Cleanup / Code Area
Select the first code.
Using the Shift key select the second code.
Clicking Replace combines the two codes, the second code over the first.
Replace
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Catalog Code CleanupTools / Data Cleanup / Catalog Codes
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Firm CleanupTools / Data Cleanup / Firms
Locate Firm
Edit Data
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Course Names, Locations & Fee Cleanup
Tools / Data Cleanup / Firms
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Tools / Reports /
Delete User Defined Report
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The list of Additional Reports now opens. Scroll down the list & highlight the report you want to delete.
Click on the White box to the left of the Rptname
Press Ctrl+End to save your change & exit. The report is now marked for deletion and will be permanently removed during the next Pack.
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Reports of Reports
Where Else? In the Deadbeat Area
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UtilitiesyW
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UtilityW
• Make certain that everyone (including you) is out of Student Manager
• Navigate to the Student Manager folder
• Double-click UtilityW.exe• Enter your user name &
password• Make the appropriate selections
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UtilityW
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UtilityW
A second option under UtilityW is for Orphaned Records
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UtilityW – Orphan Records
Orphan records are records that have a broken link to their parent record
(e.g. a registration record which is no longer attached to a course)
Records can become orphaned if your system crashes in the middle of
a save
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UtilityW – Orphan RecordsTo find orphan records, select the appropriate
option in the Report Orphan Records section (left side buttons). The system will check for orphans
then display a report for you to review.
To delete orphan records, select the
appropriate option in the Erase Orphan
Records section (right side buttons). The
system will check for orphans and erase
them.
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UtilityW – Orphan Records
NOTE: you will NOT be
given the opportunity to
preview before the
orphan records are
erased. If you want to
see which records have
been identified as
orphans, select one of
the Report Orphan
Records buttons FIRST.
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UtilityW
A third option under UtilityW is for Archiving
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UtilityW – Archiving
AND
You should archive if . . .
1) You have over 50-75 K Names 2)You have Courses older than 4
years AND3) Your reports are taking longer
and longer to run..
AND
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Update V
Click the 7.2 for addditional options
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ClearBal
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CARRYING THE FLAME FORWARD
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Staff Changes?
Reset all Access Levels to “0”
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Don’t forget our forum!
www.aceware.com/forum
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Join us
May 2-4, 2012
16th Annual
ACEware Users Conference
at the Hilton Savannah DeSoto
Scholarships are availablewith your
paid support agreement
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QUESTIONS?
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