Backing Up, Restoring, & Transferring PCLaw Data

Transcription

1 Contents Closing All Applications Creating PCLaw Backups Transferring Data to Another Location Restoring Data Transferring Data from Another Location PCLaw Data Export Modules About Backing Up, Restoring, & Transferring PCLaw Data This document outlines the process of backing up, restoring, and transferring PCLaw data. PCLaw data is backed up into a single file. The backup or.pla file can be restored through PCLaw itself or by opening the.pla file. The format also enables PCLaw data to be transferred easily to another workstation or computer, allowing the data to be accessed off-site such as on a laptop or at home. Warning: PCLaw strongly recommends using an external backup that can be stored off-site as the best way to preserve your data Closing All Applications When running the backup, restore, or file transfer utilities, PCLaw will automatically close the PCLaw program when required and all PCLaw integration utilities such as the Indexer and Document Link Manager. However, a warning prompt You still have files in sue. Please close all remaining PCLaw windows and try again can appear: This message indicates applications that link with PCLaw such as Outlook or Microsoft Word may be open. These applications are required to be closed. Also, ensure that Winword is not still active in the Windows Task Manager. Creating a PCLaw Backup A backup can be performed in PCLaw through the following features: using the backup feature when closing PCLaw when closing a month. A similar.pla file is created when performing a file transfer, but since the procedure differs slightly, file transfers are discussed separately. The default name of the backup file is dependent on its origin, both with regards to the set of books and the utility. The file name is as follows

2 : PCLaw (#####) backup.pla PCLaw (#####) EOM backup.pla PCLaw (#####) transfer.pla PCLawEMP.pla for backup when exiting PCLaw or using File > Backup for backups when running End of Month for file transfers from PCLaw.pla export files from the host to the satellite workstation PCLawIMP.pla import files to the host from the satellite workstation ##### represents the serial number for the set of books. The file name can be changed prior to creating the backup or file transfer. Performing Manual Backups File > Backup/Restore > Backup Data The backup feature enables for PCLaw data to be backed up as a single file to a local, network or removable drive. Program files, station settings, and documents are not included in the backup. For PCLawPro, backups must be performed from the server only. Therefore the backup menu options do not appear on non-server workstations. 1. Select on the File pull-down menu, Backup/Restore > Backup Data to advance to a confirmation prompt. 2. Click Yes to display a information prompt. This prompt describes the backup process and cautions you not to rely solely on this backup. Page 2

3 3. Click OK to display the PCLaw Archive - Export File window. 4. Select the location you where you want to store the backup file. 5. Accept or change the name of the backup file. 6. Click Save. If a backup file already exists with the name you selected, PCLaw displays a warning prompt. 7. Click No to return to the PCLaw Archive - Export File window in order to rename the file. Click Yes to replace the file and advance to the next window. If the specified location is a local drive, PCLaw display a warning prompt. 8. Click No to return to the PCLaw - Export File window in order to modify the directory path. Click Yes to continue with the backup process and advance to a Backup Progress window: 9. Click Close to commence the backup process. PCLaw data is now backed up into a single file. Page 3

4 Backing Up When Closing PCLaw Options > System Settings > Other tab Backing up the PCLaw program occurs when the last user exits PCLaw, providing Perform Data Copy > Ask before End of Month is selected on the Workstation Settings > Other tab. If the last user exiting PCLaw does not have this option selected, PCLaw does not prompt to perform a backup. PCLaw will not prompt to perform a backup while other users are in the program. 1. Select on the Options pull-down menu, Workstation Settings to display the Workstation Settings > Data Entry tab. 2. Select the Other tab. 3. Check in the Perform Data Copy area, Ask When Exiting PCLaw. Note: If Automatic is checked, enabled PCLaw Scheduled Backup, then the user is not prompted when exiting PCLaw. PCLaw Scheduled Backup is described in a separate document 4. Click OK. 5. Repeat this procedure for all workstations where you want the backup process to take place when the program is closed. When you exit the application, PCLaw displays a confirmation prompt: 6. Click Yes to continue the backup process. See Using the Backup Feature on page 2. Page 4

5 Backup Up When Purging Old Entries Options > System Settings > Other tab PCLaw can prompt you to purge old entries directly from the Tools pull-down menu or when you close a month. Select Perform Data Copy > Ask before Purging Old Entries is selected on the Workstation Settings > Other tab. If the workstation does not have this option selected, PCLaw will not prompt to perform a backup. 1. Select on the Options pull-down menu, Workstation Settings. 2. Select the Other tab. 3. Check in the Perform Data Copy area, Ask before Purging Old Entries. 4. Click OK. 5. Repeat this procedure for all workstations where you want the backup process to take place when the Purge Old Entries procedure is performed. When you select Purge Old Entries on the Tools pull-down menu, or check Purge Old Entries when selecting End of Month on the G/L pull-down menu, PCLaw displays a confirmation prompt. 6. Click Yes to continue the backup process. See Performing Manual Backups on page 2. Transferring Data To Another Location File > Backup/Restore > Transfer Data to Another Location Data can be transferred from PCLaw in order to work with the entire database on a laptop, at home, or wherever a copy of the PCLaw database is required. The.PLA file created is similar to the backup file, with the word transfer replacing the word backup in the file name. A file transfer differs from a backup in the action performed on the original database. The database can be locked to prevent all non-admin access, can be restricted to read-only access, or it can remain unlocked to allow users full access. The Transfer Data to Another Location window Page 5

6 No Access Select to perform a file transfer restricting non-admin access to the original database This option or Read Only are recommended when changes are to be made to the transferred database and it will be restored to its original location. Read Only Select to perform a file transfer granting only read only access to the original database This option or No Access are recommended when changes are to be made to the transferred database and it will be restored to its original location. Full Access Select to perform a file transfer so users will continue to have full access to the original database. Clicking any of No Access, Read Only, or Full Access, produces a confirmation prompt: PCLaw confirmation prompt Click Yes to continue with the file transfer. The backup process continues. See Using the Backup Feature on page 2. Restoring Data A.PLA data file can be restored to PCLaw through one of 3 methods: using the File > Restore feature opening the.pla file transferring data from another location Since backup, eom backup, and transfer.pla files are identical, any of them can be used whether the procedure being performed is a restore from backup or a file transfer from another location. Since satellite imports and exports constitutes only partial PCLaw databases, PCLawEXP and PCLawIMP files cannot be used for either a restore or file transfer. Restoring Data from Within PCLaw To restore a backup file to PCLaw 1. Select on the File pull-down menu, Backup/Restore > Restore Data to display a confirmation prompt. Page 6

7 2. Click Yes to advance to an notification prompt. 3. Click OK to advance to the PCLaw Archive Manager window. 4. Browse to the directory where the backup file is stored. 5. Highlight the file. 6. Click Open to display an information prompt with details of the backup file. 7. Click Yes. PCLaw informs you that it will rename the existing backup directories before continuing with the restore. Dyndata will be renamed Dynbak. Statdata will be renamed Statbak. 8. Click Yes. Page 7

8 If a restore had been performed at a previous time, there will already be an existing Dynbak and Statbak directories. The contents of these directories will be replaced by the contents of the existing Dyndata and Statdata directories. 9. Click Yes. If you have the Lexis Credit Card Processing application (LCCP) enabled, PCLaw displays an additional prompt. If LCCP is enabled and in use, data should not be restored to PCLaw without the knowledge and approval of the LCCP Administrator. 10. Click OK to continue the backup process. The files to be restored are extracted and copied into the existing Dyndata and Statdata directories. Warning: Cancelling the restore process at this stage will make your PCLaw books nonaccessible. The data will have to be restored from the appropriate.pla file (See Opening the.pla File on page 8.) or from the original data directories by renaming the Dynbak and Statbak directories back to Dyndata and Statdata, respectively When the Completed progress bar reaches 100%, the PCLaw log-in window appears. Opening the.pla File Data can be restored to PCLaw by opening the respective backup, eom backup, or transfer file. Double click the file, or right click and select Open. The restore process continues. See Using the File > Restore Feature on page 6. Page 8

9 Transferring Data from Another Location If data has been transferred to another location, the host PCLaw set of books can be locked, set to read only, or remain active with users having full access to the system. When logging into PCLaw as Admin, the following window appears: The Express Data Transfer window Unlock Click to release the system The existing PCLaw database is unlocked, allowing all users to access the set of books. Read Only Click to access the set of books for the purpose of viewing data only. Full Access Click to access the set of books with the ability to modify data, but leave the lock status active for other users. Restore Click to restore the data from another location, click Restore. The restore process continues as of Step 2 of Using the File > Restore Feature on page 6. The transfer file is not automatically deleted after importing the data into the host station. PCLaw Data Export Modules PCLaw modules that allow you to export data as.pla files include Satellite and Express. Satellite allows users to work on remote workstations not connected to the host, using basic PCLaw features such as time docketing and expense recovery. The data can be appended to the existing PCLaw database. Express allows the user to create an off-line copy of PCLaw for portable computers, for users who regularly take their portables away from the office but still require the ability to enter time, fees, and expenses into PCLaw. Page 9