How to Set Up a Shared SQL Express Database with ManagePro 7 Standard version

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1 How to Set Up a Shared SQL Express Database with ManagePro 7 Standard version This instruction set is provided AS IS without warranty, express or implied, including but not limited to the implied warranties of merchantability and fitness for a particular purpose. Performance Solutions Technology, LLC will NOT be liable for any damages that occur as a result of using this instruction set, including but not limited to any lost profits, lost savings or any incidental or consequential damages, even if advised of the possibility of such damages. Workstation Side Preparation 1. Install ManagePro7 Standard version, which also includes Microsoft.NET 2.0 framework and SQL Server 2005 express server. a. See detailed ManagePro7 installation instructions at 2. Download and install SQL Express Studio Manager a. b. Download the file SQLServer2005_SSMSEE.msi and double-click on that file to install 3. To use an existing ManagePro6 database as a shared/multi-user ManagePro 7 database, first convert the database to ManagePro7 format using the ManagePro 7 conversion wizard. (If an existing ManagePro7 database will be used, skip to step 4.) a. See detailed ManagePro 6 to ManagePro 7 conversion instruction at 4. Launch SQL Express Studio Manager and backup the ManagePro 7 database that will be shared by ManagePro 7 users and a special meta-database called MproDirectory (discussed in detail beginning at step # 13 of the Server Side Preparation section of this document) to the c:\program files\performance solutions technology. llc\managepro7\backup folder.

2 Server Side Preparation 1. Login to the Server that will be used to host the shared ManagePro 7 database 2. Download and install the Microsoft.NET 2.0 Framework a. 3. To use SQL Server Express 2005, download and install Microsoft SQL Server Express 2005 (URL below) or install SQL Server 2005 Standard or Enterprise. a. 549B5-0B DCC397514B41 4. If SQL Express 2005, download and install SQL Express Studio Manager, other wise use the SLQ Studio Manager that is bundled with Microsoft SQL Server 2005 Standard or Enterprise a. 5. Copy the Shared Database.BAK (Backup file) and MproDirectory.BAK (Backup file) created during the Workstation preparation to the SQL backup folder on the Server. If you used the installation defaults for installing Microsoft SQL, the backup directory is located at C:\Program Files\Microsoft SQL Server\MSSQL.1\MSSQL\Backup 6. Load SQL Studio or Studio Express Manager on the Server 7. Using SQL Studio Manager, create a new server based ManagePro database that matches the name of your shared ManagePro 7 database previously created on your workstation. 8. Using Restore Database in Studio Manager, overwrite the new server-based ManagePro7 shared database using the BAK file copied earlier to the SQL Server backup folder. a. Repeat this step for the MproDirectory.BAK file b. Once completed, the SQL Server should have two new databases; the ManagePro Shared database and MproDirectory database. The new databases

3 should be identical to the databases previously located on the Workstation. 9. In the general security section of sever-based copy of Studio Manager, create a new database login name. Click SQL authentication, assign a password, uncheck enforce password policy, leave the master database as the default database, click user mapping. 10. Locate the Shared Database and click the checkbox next to your shared database name, click the db_owner checkbox, then click OK

4 11. Repeat steps 7-10 from this section again, this time substituting MproDirectory instead of the ManagePro server-based shared database. However, DO NOT create a new security login name. Instead, use the same security login name previously created for your Shared ManagePro7 database. Set the db_owner User Mapping for the MproDirectory database. 12. Using Studio Manager on the Server, open the dbo.databases table in the MProDirectory database

5 13. As was stated earlier in this documentation, the MproDirectory database is a meta database that provides ManagePro 7 login / logical location related information. Using the name column (column 2) locate the ManagePro 7 server-based shared database. If there are other database entries such as one for ManagePro Sample database or other ManagePro 7 databases you had previously created at the workstation, highlight, right-click and delete all other rows except for the one containing the database that will be shared on the server. 14. When a new database is created in ManagePro 7, a GUID is created (column 1). It s important that the GUID is not changed. Using the remaining row, do the following: a. Name is the friendly database name users will use when logging into the database from ManagePro 7 at their workstation. Generally this is left as-is. b. Description can be left as-is or be edited to provide a short description of the database. This description is displayed to users when they open the database from ManagePro 7 at their workstations. c. dbname MUST match the actual ManagePro shared database file name. By default, when ManagePro creates a new database on a workstation it also appends a portion of the GUID to the end of the name. If your restored serverbased ManagePro 7 shared database file name did not include the additional GUID information or is name something completely different, adjust dbname to match the actual database file name that was restored. d. DBO is the security login name created for the ManagePro shared database and MproDirectory e. DBO pass is the password for the corresponding security login f. Server is the logical name of the your SQL Server Re-directing the shared database to the Initial Workstation 1. Launch ManagePro 2. Select File/Open 3. Highlight the database previously used to create the ManagePro Shared database (this the local copy of the database, not the server copy of the database created in the last section). Also check the Permanently Delete option and click Yes 4. Click the Advanced Button a. SQL Server Add the SQL Server Logical Name that hosts your Database b. SQL Login Add the previously created SQL security login name for db_owner

6 c. SQL password Add the corresponding security login name for db_owner d. Click the Load Button and Select the ManagePro7 shared server-based database created on the SQL server e. Click the Import Button to add the Shared Database to ManagePro7 database list 5. Highlight the Shared ManagePro database in the database list and click the Open button 6. Click Files/Preferences/General Preferences/Backup Preferences Tab an uncheck Enable Automatic Backups and Days prompted for Backup Setting up Additional Workstations 1. Install ManagePro7 Standard version on each subsequent workstation, which also includes the.net 2.0 framework and SQL Server express. 2. After installing, open ManagePro and Select File/Open 3. Click the Advanced Button a. SQL Server Add the SQL Server Logical Name that hosts your Database b. SQL Login Add the previously created SQL security login name for db_owner c. SQL password Add the corresponding security login name for db_owner d. Click the Load Button and Select the ManagePro7 shared server-based database created on the SQL server a. Click the Import Button to add the Shared Database to ManagePro7 database 4. Highlight the Shared ManagePro database in the database list and click the Open button 5. Click Files/Preferences/General Preferences/Backup Preferences Tab an uncheck Enable Automatic Backups and Days prompted for Backup

7 ManagePro Shared Database Backups At the SQL server, it s important to that an ongoing daily backup of the ManagePro7 shared database be performed. The MproDirectory database should also be periodically backed too. However, unlike the ManagePro shared database, the MproDirectory database remains static unless additional ManagePro7 shared databases are added or removed. Special Note: The next section covers basic backup routines for SQL 2005 Express Server. SQL Administrators using SQL 2005 Standard or Enterprise Server should add their MnaagePro7 shared databases and the MproDirectory database to their SQL Maintenance Plan. Backup Shared SQL Database Backup on SQL Express 2005 Server using Studio Express Manager Used the SQL Express Studio Manager to open the Database Backup dialog box, right-click the ManagePro Shared database in Object Explorer, point at Tasks and select Backup.

8 There are two tabs on the Database Backup dialog box. First, we cover the General tab. For the back up type there are two choices. If this is the first back up of this database, do a FULL back up. This creates a complete backup of all data. The second choice, differential, creates an incremental backup of the data. This is useful for extremely large databases, where the backup files are sourced across many drives. You will notice there is a destination window, with a couple of items in it. By default, SQL Server uses a backup folder in the default SQL Server install location as the destination. You can also use backup media, which acts as a repository for backups.

9 The Options tab, shown above provides a mechanism for managing the backup files. For SQL Server Express, because the database size is limited, we recommend using the Append to the existing backup set option. If you want to have just one backup set, and do not care about keeping previous backups, the Overwrite all existing backup sets option is appropriate. Under the Reliability option group you should select both reliability features (verify and checksum) because there is nothing worse than having a restore fail on a bad backup. Creating a backup device A backup device is a predefined storage location for backups. For many organizations it consists of a removal tape drive, that automatically backs up data.

10 Another method is to use a backup device. An approach that we like is to use an external drive or another internal drive as a backup device. Having a backup disk system that is separate from the server provides an easy means for transporting the database from one server or facility to the next. To create a backup device, expand the Server Objects folder in Object Explorer and rightclick the Backup Devices folder. Select New Backup Device, and provide a name and file location for the device. Now when you create backups, you can simply use the backup devise and SQL Server manages the backup files. Without a backup devise, you must manually manage the backups. This method is well suited for situations where maintaining a history of backups is important. Automating backups using SQL 2005 Express Server SQL Server Express Edition does not contain functionality to back up databases on a regular schedule or automatically. Also, data and log files cannot be copied while they are in use by SQL Server, so ordinary file backup does not work on database files that are not closed. You can, however, use the operating system to automate backup. The Windows operating system has a program called Task Scheduler. You can use it to set up a regularly scheduled task to back up a database. You will find a good article on SQLDBATips.com with examples of how to automate backup of the database. Here is the link to the article:

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