Upgrade ProTracker Advantage Access database to a SQL database

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1 Many of our customers run the process themselves with great success. We are available to run the process for you or we can be available on standby M F from 9:00-5:00(Eastern) to provide assistance if needed. Installing the files takes about 45 min to 1 hour and all users may continue to work in ProTracker during this time. Running the actual conversion process takes about 20 minutes depending on the size of the database. All users must be out of the database at this stage. The final stage of getting all users connected can take anywhere between 5 minutes and 1 + hour depending on the network and server security settings. For more detailed information, please read the Help articles about SQL Server. Go to Help> ProTracker Advantage Help and type SQL in the index tab. Please review all the contents under the SQL Server section. Contents REGISTRATION KEY... 2 SERVER SETUP... 2 WORKSTATION PREPARATION... 2 RUN THE CONVERSION PROCESS FROM ANY WORKSTATION... 3 ON EACH ADDITIONAL WORKSTATION... 3 AFTER THE CONVERSION... 3 BACKUPS... 4 DOCUMENTS AND PHOTOS... 4 TROUBLE-SHOOTING... 4 WORKSTATION... 4 Verify correct server name and database SERVER... 4 Install local copy of ProTrackerAdvantage... 4 Start or Restart the SQL Browser Service... 4 Allow port 1433 through the firewall... 5 Disable the Windows Firewall... 5 Add network trusted users... 5 Add a User Account to SQL Server... 6 * Confirm that the ProTracker database is installed and running... 6 Rev Page 1 of 7 ProTracker Software, Inc.

2 REGISTRATION KEY Please contact Protracker for a new SQL version registration key. Once you do the upgrade your old registration key will not work on the new SQL database. There is no charge for a new key. SERVER SETUP 1. Make a backup copy of your AdvantageData.mdb. (Copy and paste works fine) If you are not sure where your database resides, open ProTracker and Select Help> About ProTracker Advantage from the menu. 2. Download and run the installer. Then, using SQL Server Management Studio, confirm that the blank ProTracker Advantage database is installed and running. *See detailed instructions at the end of this document for this step. 32 bit: 64 bit: What this installer does: Installs SQL Server 2008 R2 Express Installs SQL Server Management Studio Attaches a blank instance of ProTracker Database Schedules a task to make a.bak file every day at 11p (overwrites previous.bak file) Enables TCPIP and Named Pipes, enables SQL browser service Disables firewall to allow client connections Please allow about 30 minutes for the installer to run. When the installer completed, it does NOT give a prompt to let you know. (We re working on fixing that.) Please note: Once you connect and run the database on the 2008 SQL Server, it will no longer run under 2005 SQL Server. If you plan to use 2005 SQL Server express, please ask for alternate installation steps. If a manual installation is preferred, see the document Manual Installation of Microsoft SQL Server 2008 R2 Express with Management Tools for ProTracker Advantage.pdf WORKSTATION PREPARATION Each workstation that uses Advantage must have the SQL Native Client Driver 10.0 installed prior to connecting to the SQL Server database. Any workstations with a recent installation of ProTracker should already have the latest driver so there is no need to install this file on those computers. If you have a 32-bit workstation, install this file: If you have a 64-bit workstation, install this file: Rev Page 2 of 7 ProTracker Software, Inc.

3 RUN THE CONVERSION PROCESS FROM ANY WORKSTATION 1. Please request a new SQL registration key which we will provide to you at no cost for existing customers. Use this link to contact customer support for a new key. 2. Go to a workstation and open ProTracker Advantage. Make sure everyone else is out of ProTracker Advantage. Go to Operations> Users to find out who is connected. 3. Select Tools> Convert 4.1 Database to SQL from the menu 4. Select YES at the warning that all data in the destination database will be deleted. The destination database is the blank copy that was installed on the server. 5. Browse to your current Access database (AdvantageData.mdb) 6. Select the destination SQL Server on the server. Typical connection values are: Server Name: SERVERNAME\SQLEXPRESS Database: ProTrackerAdvantage Username: sa Password: SQL.admin 7. Wait for the conversion process to complete. Be patient. It might take as long as 30 minutes. 8. When prompted, connect to the SQL database and enter the new registration key. ON EACH ADDITIONAL WORKSTATION The next time users open ProTracker Advantage, they will be prompted with a message that the database has been converted to SQL, connect now? If they select Yes, the connection is made to the new SQL database. If they select No, they will connect to the Access version. If they connect to the Access version, each time they open it, they will be reminded that the database has been converted and given a chance to connect to the SQL. Any data entered into the Access database version will lost. When they connect to ProTracker, they will be prompted to connect to the new SQL database. After they click YES on the prompt, this window should appear. Defaults are listed above in item 5. AFTER THE CONVERSION We recommend that once you make the switch to a SQL database and confirm that the data is complete, you move and/or rename the Access (.mdb) version of the database so users cannot accidently connect to it. Rev Page 3 of 7 ProTracker Software, Inc.

4 As long as your Access version license key is valid, you can still open the Access version but data entered into the Access copy will not show up in the SQL copy and vice versa. To get to the Access version after a SQL connection, go to Tools> Options> Connect to Access database in the Assistant area. Browse to locate the database. To get to a SQL version, go to Connect to SQL Server database in the same window. BACKUPS ** IMPORTANT: Please confirm that the backup script is working correctly and that the SQL database is getting backed up each night. Please see SQL Server backup using script.pdf for more information. DOCUMENTS AND PHOTOS If moving the client documents and photos are part of the migration to a SQL Server, take care to move them into a location where you can mirror the current path. In order to maintain the integrity of the document paths stored in ProTracker, the mapped drive path must match the old path exactly. Go to Operations> Database Admin to view the current path. TROUBLE-SHOOTING The latest SQL Server setup installer should automatically configure the follow settings. This information is provided for trouble-shooting when a user cannot connect to the database on the new server after the upgrade process has been completed. WORKSTATION Verify correct server name and database. The problem may be as simple as an incorrect entry. Verify the Server Name is selected from the dropdown list or type in the name of the server. You may or may not need the \SQLEXPRESS. You may need to type in the name of the ProTrackerAdvantage database if it doesn t show up in the database list. SERVER Install local copy of ProTrackerAdvantage To test a local connection, install ProTracker Advantage on the server using ProTracker Advantage Installation Guide generic.pdf. Start or Restart the SQL Browser Service 1. Click Start > Settings > Control Panel. 2. Double-click Administrative Tools. Rev Page 4 of 7 ProTracker Software, Inc.

5 3. Double-click Services. 4. Locate SQL Server (SQLEXPRESS) in the list of services. 5. If the Status is not "Started", right-click and select Start. 6. If the Status is "Started", right-click and select ReStart. 7. Locate "SQL Server Browser" in the list of services 8. If the Status is not "Started", right-click and select Start. 9. If the Status is "Started", right-click and select ReStart. Allow port 1433 through the firewall 1. Click Start>Settings>Control Panel 2. Double-click Windows Firewall 3. Click the Exceptions tab 4. Click the Add Port button In the Name field, enter SQL TCP In the Port Number field, enter 1433 Select TCP 5. Click the Add Port button In the Name field, enter SQL UDP In the Port NUmber field, enter 1433 Select UDP 6. Click OK Disable the Windows Firewall 1. Click Start>Settings>Control Panel 2. Double-click Windows Firewall 3. Select "Off" 4. Click OK Add network trusted users Perform these steps on the primary domain controller. This may be the same server hosting your SQL database: 1. Click Start>Administrative Tools>Active Directory Users and Computers Rev Page 5 of 7 ProTracker Software, Inc.

6 2. Expand the entry for your domain, ex "YOURDOMAIN.local" 3. Expand the entry for your domain users, ex "YOURDOMAINusers" 4. For each user who will need access to your SQL Server, perform the following steps: Right-Click the user name and select Properties Click the Member Of tab Click the Add button Type "SQLServer" and click the Check Names button Select the entry that begins with "SQLServer2005MSSQLUsers$" Click Apply These users can now connect to the database using Windows authentication. Add a User Account to SQL Server 1. Click Start>Run 2. Type "cmd" and click OK 3. In the command window type: osql -E -S <COMPUTERNAME>\SQLEXPRESS Where: ComputerName> is the name of the computer hosting the SQL database UID> is the name of the account you wish to add, such as "sa" PWD> is the password for the account you wish to create, such as "SQL.admin" Press Enter 4. Close the command window * Confirm that the ProTracker database is installed and running 1. Launch SQL Server Management Studio by typing the program name in the search box on the Windows start button, or select it through Programs > Microsoft SQL Server 2008 R2. 2. Connect to your instance of SQL Server. The following default settings should work: Server Type: Database Engine Server Name: (local)\sqlexpress (Note: you may have to type in the \SQLExpress ) Authentication: SQL Server Authentication Login: sa Password: SQL.admin Rev Page 6 of 7 ProTracker Software, Inc.

7 Note: If you are unable to connect to the server, try changing authentication mode to Windows Authentication. Or, replace (local) in the server name with the name of the server. 3. Expand the tree view in the Object Explorer panel at left, you should see ProTrackerAdvantage in the list. This means the database is attached and ready to accept your database files. Your view may look slightly different. 4. Another option for testing is to install a local copy of ProTracker Advantage on the server using ProTracker Advantage Installation Guide generic.pdf, then try connecting to the SQL database using Tools> Options> connect to SQL database from the Assistant area. This will allow you to confirm the blank database is set up correctly before the conversion, as well as test the connection to the converted data after the conversion. Rev Page 7 of 7 ProTracker Software, Inc.