Database
Utilities is a collection of data management tools designed to
help the C&P system managers maintain their databases. These
tools track and control the database's size, test it for damage,
and export/import data to and from other systems. User access to
Database Utilities is controlled from the Users, Access & Password
window, so only someone with the right access can open Database
Utilities, as well as the other areas located on the Utilities
menu. Access should be restricted to only those who are responsible
for administering the database.
1. The Check Status toolbar button checks and
reviews the current status of each data file in the database. Clients & Profits
checks each data file for damage, then displays the results in the Status
column.
2. The Repair toolbar button repairs any damage
found in the selected data files.
3. The Change Database Size toolbar button
pre-sizes the database or adds a new segment if space in the first segment
is running out.
4. The Export toolbar button sends data from
Clients & Profits to any database, spreadsheet, or word processing
program (e.g., for mail merging, etc.). Use the Import tool-bar
button to bring data into Clients & Profits from any text spreadsheet
using specially-formatted text files.
5. The Graph toolbar button displays a bar
graph showing the growth of the database. The database's size is calculated
each time the button is clicked, creating a different point on the graph.
The graph is a helpful tool for tracking the database's growth over
time. Clicking the Print tool-bar button prints a list of the
database's data files, record counts, size, status, and a graph of the
database's growth.
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6. The
name of the database and its path (location) on the file server
or wherever it resides appear for reference. If you use multiple
databases, the name and path are different for each database.
7. File size is the physical size of the database
file on the server's hard drive. In contrast, data size is the actual
size of the records stored inside the database. When you pre-size the
database, the file size increases. As new data is added to the database,
the data size increases. When the data size nears 256mb, a second database
segment should be added.
8. The names of the database's data files, (e.g.,
CLIENTS, ACCOUNTS, etc.) are listed alphabetically. For each data file,
you'll see its name, description, number of records, size, and status.
The data files are sorted by clicking on a column heading. The sort directions
are changed by clicking on the up/down arrow buttons.
9. The name of the data file indicates the purpose
or function of each file. The file names are preprogrammed and can't
be changed.
10. The number of records for each data file
are shown for reference.
11. The size of each data file is based on the
number of records stored in each file.
12. The status of each data file indicates whether
it is currently working properly (i.e., "ok") or needs work (e.g., "reorganize" or "repair").
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The Database
Utilities functions include:
Quick Check opens the Data Log which
keeps a record of the activities performed through Database Utilities.
This log can be printed.
Check Data File(s) performs a top-to-bottom
check on the database's integrity. It is a more elaborate and thorough--and
much slower--version of the Quick Check.
Check & Repair All first checks every
data file in the database for damage, then attempts to repair any problem
it finds.
Reorganize (Optimize) Selected File(s) converts
data from older versions of C&P to the latest version. Reorganization
usually happens automatically the first time a new software update is
installed. It is used only in special cases where the conversion didn't
finish.
Reindex Selected File(s) rebuilds the index
table that is used to remember where each bit of data is stored in the
database. Indexes are selected fields that are used to find records,
such as job numbers and client codes. Each data file has its own index,
which is updated each time a record is saved. If an index is damaged
or incomplete, some records won't appear on reports. This tool ensures
that the indexes are valid in each data file.
Repair Selected File(s) attempts to repair damage
on data files selected by the user, instead of repair all files. It's
a more selective version of the Repair All tool.
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