Version 4.61 or Later. Copyright 2013 Interactive Financial Solutions, Inc. All Rights Reserved. ProviderPro Network Administration Guide.

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2 Version 4.61 or Later Copyright 2013 Interactive Financial Solutions, Inc. All Rights Reserved. ProviderPro Network Administration Guide. This manual, as well as the software described in it, is furnished under license and may be used or copied only in accordance with the terms of such license. The contents of this manual are furnished for informational use only, are subject to change without notice, and are provided without any express, statutory, or implied warranties. Interactive Financial Solutions, Inc. assumes no responsibility for any errors or inaccuracies that may appear in this manual. The example companies, organizations, products, domain names, addresses, logos, people, places, and events depicted herein are for demonstration purposes only and are not intended to refer to any actual organization. ProviderPro, the Solana logo, MRDD Solutions and the MRDD Solutions logo are registered trademarks of Interactive Financial Solutions, Inc. The Integrated Software Series is a copyright of Interactive Financial Solutions, Inc. Other product and company names mentioned herein may be the trademarks of their respective owners.

3 Using This Guide This introduction describes how to properly and efficiently use this guide including: The objectives of this guide The intended audience of this guide Conventions used in this guide Related publications Where to report errors in documentation Who to contact for support Objectives Use this guide to learn how to: Install ProviderPro Update ProviderPro Update the Database Backup the Database Intended Audience This guide assumes: Familiarity with personal computers and Microsoft Windows Familiarity with Microsoft SQL Server Familiarity with Network Administration Sample Data-Entry Forms This guide contains sample data-entry forms that help you verify that you have reached the correct step. Not all data-entry forms are identical to what you see on your display. The degree of variance between a sample data-entry form and your display depends on your security permissions, the version of ProviderPro you are running, and any customizations your agency may have made. Tips For help using ProviderPro, press F1 to view online help or move your mouse over a label and a pop-up message appears giving you additional information.

4 Throughout ProviderPro, you'll notice that the labels of certain items are highlighted according to your settings in User Preferences. This indicates that a value is required or that the entered value is invalid and must be corrected in order to save the information, search for records, or proceed in a wizard. Many menu and toolbar commands have an underlined letter that indicates the keyboard shortcut for that function. Press ALT to view the underlines. On a menu, press the letter to activate the feature. In a data-entry form, press ALT along with the underlined letter to activate the feature. Conventions We use these conventions in this guide: In this guide, we show: Like this: Variable text that you type database_name Literal text that you type iss2000.exe Data-entry forms, data property names, commands and menus Login form Keys that you press on the keyboard F2 Information that is useful to note Note: Note Related Publications For more information on: Security, Auditing, Custom Required Values, Auto- Incrementing Values, Database Default Values, Hiding Data Objects and Data Properties Creating Reports Adding, Multiple Adding, Adding Recurring, Searching for, Editing and Deleting Records, Repeating Values, User Defaults, Filters and Grids, Memorizing and Recalling, Importing and Exporting, Scheduled Changes and Mass Maintenance Refer to: System Administration Guide* Report Wizard Guide* ProviderPro Basics Guide* *Registered support users can download an Acrobat (PDF) file of this publication from the Solana Support Website (http://support.solanapro.com) or when logged in to ProviderPro, press F1 to access it via online help. Support You receive unlimited technical support through the terms of your yearly Maintenance and Support Agreement. You can issue a new support request by any one of the methods

5 listed below. When responding to a message from our support staff, do not change the subject line of the message. By Web 1. Go to the following Web address: 2. Log in to the support website. 3. Click the Support Request link on the left. 4. Fill out the electronic request form completely. Make sure you provide as many details as possible about your request. 5. When you are finished, click Submit. By 1. Enter detailed information about the request into the body of the message. 2. Attach any supporting materials to the message, such as screen shots or reports. 3. Send the message to By Telephone Call one of the following numbers: (419) , Option 7 (Primary) (206) (Backup) You will hear an automated greeting. Follow the automated instructions to submit your voice mail support request. Make sure you provide as many details as possible in the message. ProviderPro Error Messages From time-to-time, you may receive a run-time error as you are working in ProviderPro. You should not see these error messages and Solana is working to eliminate them. However, if you do receive a run-time error, ProviderPro has a built-in method for sending a support request containing the error message to Solana. 1. Enter your Name and Address (this will default to the information entered in your user account).

6 2. Include the detailed steps of what you were doing when you got the error and click Send. Please remember to include the description of what you were doing as Solana cannot recreate the error (and correct it) without this information. A support request will automatically be submitted to Solana for you. 3. Click Continue to save any changes (this may or may not be possible depending on the error that occurred) or click Exit to exit ProviderPro immediately. Solana recommends that you always exit and restart ProviderPro after receiving an error like this to ensure that ProviderPro is stable. Note: The settings found under Database Preferences must be set up correctly in order to send the support request to Solana.

7 Contents Using This Guide 3 Objectives 3 Intended Audience 3 Sample Data-Entry Forms 3 Tips 3 Conventions 4 Related Publications 4 Support 4 By Web 5 By 5 By Telephone 5 ProviderPro Error Messages 5 Contents 7 Chapter 1: Introduction 9 Chapter 2: Installing ProviderPro 11 Server Installation 11 Creating The Shared Folder 12 Installing The ProviderPro Distribution Manager 13 Creating The Administration Database 15 Installing The ProviderPro Server, Server Manager and Client 19 Linking The Working Database To ProviderPro 22 Upgrading a Version 3 Database to ProviderPro 24 Workstation Installation 29 Chapter 3: Maintenance Tasks 35 Backing Up Databases 35 Locking A Database 38

8 Installing An Update On The Server 40 Updating User Workstations 45 Updating Licenses 46 Updating Databases 48 From The Distribution Manager 48 From The Administration Database 51 Sending A Database To Solana 53 Index 59

9 Chapter 1: Introduction Welcome to ProviderPro Network Administration. This guide will take you through the steps of installing ProviderPro and administering your database(s). You will learn how to: Install ProviderPro components on your server Install the ProviderPro client on user workstations Apply updates to ProviderPro from Solana You will use the ProviderPro Distribution Manager to install ProviderPro for the first time as well as to install any updates to ProviderPro

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11 Chapter 2: Installing ProviderPro First install the ProviderPro server components on your organization s server and then install the ProviderPro client component on each individual user s workstation or on your terminal server. ProviderPro has five components: ProviderPro Server - This is a service that can only be installed on one machine. You can install the ProviderPro Server on the same machine Microsoft SQL Server is installed or on any other computer that is on all the time. ProviderPro Server Manager - This tool allows you to manage the users logged in to ProviderPro. It should be installed on the same machine as the ProviderPro Server and can also be installed on a user workstation, if desired. ProviderPro Distribution Manager - This tool allows you to install updates from Solana. It can be installed on the same machine as the ProviderPro Server and can also be installed on a user workstation, if desired. ProviderPro Client - This is the actual ProviderPro software. It must be installed on the same machine that the ProviderPro Server is installed and must also be installed on every user s workstation or your terminal server. ProviderPro Share - This is a shared folder that all users must be able to access to in order to update the ProviderPro client. It can be created on the same machine as the ProviderPro Server. Server Installation PREREQUISITES: Before installing ProviderPro on your server, make sure the following tasks have been completed first: Verify that the server is running Windows 2003 or greater and meets Microsoft s minimum server requirements. Install all the Windows service packs and updates. Install.NET Framework 4.0 or greater and all service packs and updates. Install MS Internet Explorer 7 or greater

12 Chapter 2 CONTEXT: Install Microsoft SQL Server 2005 or greater and all service packs and updates and verify: Microsoft SQL Server is set to both Windows Authentication and SQL Authentication. Microsoft SQL Server has TCP/IP enabled. Microsoft SQL Server has Remote Connections turned on. The SQL Server Browser services is started and set to start automatically. The server is configured for Remote Desktop. SQL Server Management Studio is installed. Create a SQL Server login in SQL Server Management Studio with these server roles: dbcreator sysadmin This login is needed to create your ProviderPro administration database. Verify that ports 1433 and 2525 are open. (By default the Windows 2008 firewall blocks all ports). To install ProviderPro on your server for the first time, you will complete the following tasks: Create and share the ProviderPro Share Folder. Download and install the ProviderPro Distribution Manager. Create your administration database. Install ProviderPro Server, ProviderPro Server Manager and ProviderPro Client. Run Integrated Software Series with AutoUpdate and link your working SQL database to ProviderPro. If you are upgrading from the Integrated Software Series, you will then upgrade your working Integrated Software Series database to ProviderPro. Creating The Shared Folder CONTEXT: Create a new folder for ProviderPro files and share it: TASK: 1. Create a folder on the hard drive that will be shared by all users. We suggest

13 Chapter 2: Installing ProviderPro naming the folder ProviderPro. 2. Share the folder. 3. Set the permissions so that all workstations and users have read access to the folder. 4. Set the permissions for those users that will be running the Distribution Manager to have change access to the folder as well. Installing The ProviderPro Distribution Manager CONTEXT: First, install the ProviderPro Distribution Manager on the server. The Distribution Manager is used to download the other components of ProviderPro. The Distribution Manager is also used to download new builds of the ProviderPro from Solana Note: You must have Administrator rights on the server to install ProviderPro. To install the ProviderPro Distribution Manager: TASK: 1. Download the ProviderPro DistributionManager.msi file from the Downloads area of the Solana Support Website and save it to your desktop. 2. Double-click the ProviderPro DistributionManager.msi file. STEP RESULTS: The Distribution Manager Setup Wizard will open

14 Chapter 2 3. Read the license agreement, select the I accept the terms in the License Agreement check box and click Install. STEP RESULTS: You will see a progress window as the Distribution Manager installs. When finished, you will see the Completed the Distribution Manager Setup Wizard window. 4. Click Finish to exit the installation wizard. TASK RESULTS: The Distribution Manager has been installed

15 Chapter 2: Installing ProviderPro Creating The Administration Database CONTEXT: This process will create an administration database in MS SQL Server that will be used by ProviderPro to manage your working database(s). To create the administration database: TASK: 1. From the Start menu, choose Programs > MRDD Solutions > Distribution Manager > Distribution Manager. STEP RESULTS: You will see the Database Users Information window

16 Chapter 2 2. Enter the following information: Server Database SQL Server Database Login User Name Password Confirm Password SQL Server Administration Login User Name Password The name of your MS SQL Server. If your SQL Server is running as a named instance, include the instance name as well in this formation: ServerName\InstanceName The name you want to call your administration database that will be created during this process, for example, Admin. Admin Database Name: During the installation, the Distribution Manager will create a new SQL Login in SQL Server with these database roles: db_ datareader and db_datawriter. ProviderPro will use this SQL login to allow users to connect to the working database. Enter the user name and password you want the Distribution Manager to use when it creates this account in SQL Server and write it down for your records: User Name: Password: Enter the existing user name and password for SQL Server (for example, SA) that has these server roles: dbcreator and security admin and/or sysadmin. The Distribution Manager needs this login information so that it can connect to SQL Server and create the administration database named above

17 Chapter 2: Installing ProviderPro 3. When finished, click Next. STEP RESULTS: You will see the Please Fill in the Following Information window. 4. Enter the following information: Enter your license key Share Path ProviderPro Administrative User User Name Password Confirm Password The license key provided by Solana. The path to the shared folder using UNC format (for example, \\machinename\\providerpro). When the Distribution Manager creates the Administration database it will also create a user account inproviderpro with full rights to the software. This is the login you will use to log in to the Administration database initially. Enter the user name and password you want the Distribution Manager to use when it creates this user account in ProviderPro and write it down for your records: User Name: Password:

18 Chapter 2 5. When finished, click Next. STEP RESULTS: You will see a progress window as the Distribution Manager creates the administration database. When it is finished creating the database, you will see the Copy Files and Complete Update process window. 6. Click Next to copy the applicable files to the share folder. STEP RESULTS: When it is finished copying the files, you will see the Close the Distribution Manager window

19 Chapter 2: Installing ProviderPro 7. Click Finish to exit the Distribution Manager. STEP RESULT: A new account has been created in SQL Server with db_datareader and db_datawriter roles for the administration database and the administrative login has been given the dbowner role. The administration database was created in SQL Server. An administrative user account was created in the administration database for logging into the database through ProviderPro. A record for each database licensed (based on the license key entered) was created in the administration database that includes the appropriate module licensing information. The agency license was stored in the administration database. The appropriate files were copied to the share folder. Installing The ProviderPro Server, Server Manager and Client CONTEXT: Next you will install ProviderPro Server, ProviderPro Server Manager and ProviderPro Client on the server. Only install the ProviderPro Server on one machine. Usually this will be the same machine where you have installed Microsoft SQL Server, but could be another machine that is on all the time. To do so: TASK: 1. Open the share folder. 2. Double-click the ProviderPro.msi file. STEP RESULTS: You will see the ProviderPro Setup Wizard

20 Chapter 2 3. Click Next. STEP RESULTS: You will see the End-User License Agreement window. 4. Read the license agreement and then select the I accept the terms in the License Agreement check box and click Next. STEP RESULTS: You will see the Choose Setup Type window

21 Chapter 2: Installing ProviderPro 5. Click Complete. STEP RESULTS: You will see the Ready to Install ProviderPro window. 6. Click Install. STEP RESULTS: You will see a progress window as the software is installed. When the installation is complete, you will see the Completed the ProviderPro Setup Wizard window

22 Chapter 2 7. Click Finish to exit the setup wizard. STEP RESULTS: The ProviderPro Server, Server Manager and Client have been installed on the server. Linking The Working Database To ProviderPro CONTEXT: Next, you will run the Integrated Software Serieswith Auto Update and link your working Integrated Software Series database or new ProviderPro database to ProviderPro. TASK: 1. From the Start menu, choose Programs > MRDD Solutions >Integrated Software Series > Integrated Software Series with Auto Update. STEP RESULTS: The first time you log in, you will see the ProviderPro Client Installer/Updater window. 2. Enter the name of the machine where your ProviderPro Server is installed and click OK. STEP RESULTS: You will see the ProviderPro Login window

23 Chapter 2: Installing ProviderPro 3. Log in to your administration database using the user name and password you created during the installation process. STEP RESULTS: You will see the ProviderPro Workspace. 4. Choose Tools > Database Administration > Databases. STEP RESULTS: The Database form will open in a new window tab. 5. Click the + in the Toolbar Lookup box. STEP RESULTS: You will see at least two databases listed (one for the administration database you are logged in to and one for each database your company has licensed). Ignore the name of the database listed here. 6. Select the database that has your company s name in it (not the administration database you just created, but one of the other databases listed). It may have a number after it that you do not recognize. STEP RESULTS: The database record will load into the form. 7. Change the information in the Name box to match exactly the actual name of your database in MS SQL Server. 8. Change the information in the Description box to a user-friendly name for the database that will appear in the Login window Database list. 9. Click Save on the toolbar

24 Chapter 2 TASK RESULTS: Your working database is now linked to ProviderPro from the MS SQL Server. If you are not upgrading from Integrated Software Series, you can log out of your administration database and log in to the working database using the administrative log in provided by Solana. Otherwise, you will now need to upgrade the Integrated Software Series database to ProviderPro. Upgrading a Version 3 Database to ProviderPro PREREQUISITES: Before you can upgrade your database, you will need to go into the SQL Server Studio Management software and give the new SQL Login you created during the installation process, dbowner rights to your working database. CONTEXT: If you are upgrading from Integrated Software Series, you will upgrade your working Integrated Software Series database to ProviderPro. This allows you to continue to use this database in the Integrated Software Series (for the unconverted modules) and in ProviderPro (for the converted modules) and write the information to one place. You may need to run this upgrade wizard more as you upgrade to each of the ProviderPro modules. Note: Make sure you make a backup of your database before you upgrade it! TASK: 1. Log in to your ProviderPro administration database

25 Chapter 2: Installing ProviderPro 2. Choose Tools > Database Administration > Wizards > Upgrade Database to Version 4. STEP RESULTS: The Upgrade Database wizard will open in a pop-up window

26 Chapter 2 3. Complete the following Information: Database to Upgrade Select your Integrated Software Series working database. Update Database Structure Administrative User Name Administrative Password Select if this is the first time you are running the Upgrade Database wizard on this database. If you selected Update Database Structure above, when the wizard upgrades your database to ProviderPro, it will create a new account in that database that has Override Security Settings and Show System Administration Menu permissions selected. You will use this new user account to log in to your working database to set up security, auditing, additional users, etc. Enter the user name and password you want the wizard to use when it creates this new account in your working database and write it down for your records: User Name: Password: Convert System Administration Data Convert General Ledger Data Convert Client Information Data Convert Employee Requirements Data Note: This login is equivalent to the MRDD login inintegrated Software Series. The MRDD login will not work to log in to ProviderPro. This check box will only be active if the upgrade has not been completed for this module. Select this check box to convert the System Administration data. This check box will only be active if the upgrade has not been completed for this module. If you are done using General Ledger in Integrated Software Series, select this check box to Convert General Ledger Data. Solana will also need to run some dataspecific conversion scripts on your database as well before you go live. You can run this wizard again at a later date to complete this step. This check box will only be active if the upgrade has not been completed for this module. If you are done using Client Information in Integrated Software Series, select this check box to Convert Client Information Data. Solana will also need to run some data-specific conversion scripts on your database as well before you go live. You can run this wizard again at a later date to complete this step. This check box will only be active if the upgrade has not been completed for this module. If you are done using Employee Requirements in Version 3, select this check box to convert the Employee Requirements data. You can run this wizard again at a

27 Chapter 2: Installing ProviderPro Convert Accounts Receivable Data Convert Client Banking Data Convert Human Resources Data later date to complete this step. This check box will only be active if the upgrade has not been completed for this module. If you are done using Accounts Receivable in Integrated Software Series, select this check box to convert the Accounts Receivable data. You can run this wizard again at a later date to complete this step. This check box will only be active if the upgrade has not been completed for this module. If you are done using Client Banking in Integrated Software Series, select this check box to convert the Client Banking data. You can run this wizard again at a later date to complete this step. This check box will only be active if the upgrade has not been completed for this module. If you are done using Human Resources inintegrated Software Series, select this check box to Convert Human Resources Data. Solana will also need to run some data-specific conversion scripts on your database as well before you go live. You can run this wizard again at a later date to complete this step

28 Chapter 2 4. Click Upgrade Database. STEP RESULTS: The wizard will go through two passes as it upgrades your database. Depending on the size of your database, this process may take some time. When the wizard is done upgrading the database, you will see the The database has been upgraded message. If you see any errors after the wizard is complete, use the Update Database utility to update the database again to see if this clears up the error messages. If you still see errors after updating the database, copy and paste the messages into an message and send it to

29 Chapter 2: Installing ProviderPro 5. Click Close to exit the utility. STEP RESULTS: The Integrated Software Series database has been upgraded to ProviderPro and a new user account was created in that database with the user name and password you entered. You can now log in to the working database through the ProviderPro, using the newly created user account. When you log in to your working database, you will notice that your users are already set up as they were in Integrated Software Series. The users are shared between Integrated Software Series and ProviderPro. Users will login with the same credentials in both places. However, if the user logs in to ProviderPro, he or she will not have any rights or permissions to the database until the system administrator sets up security (unless he or she was a full access user in Integrated Software Series). The security group permissions are independent of each other. Workstation Installation You must install the ProviderPro Client on each user s workstation or a terminal server. Optionally, you can also install the ProviderProServer Manager and Distribution Manager on a user s workstation as well. PREREQUISITES: Before installing ProviderPro on a user workstation or a terminal server, make sure the following applications have already been installed:.net Framework 4.0 or greater MS Internet Explorer 6 or greater Windows XP or greater Windows Installer 3.1 or greater

30 Chapter 2 CONTEXT: To install ProviderPro on a user s workstation: Note: STEP RESULTS: You will need administrator rights on the workstation to install the software. Users do not need administrator rights to run the software, however, they will need change rights to the Program Files > ProviderPro folder. TASK: 1. Open the ProviderPro share folder. 2. Double-click the ProviderPro.msi file. STEP RESULTS: The ProviderProSetup Wizard will open. 3. Click Next. STEP RESULTS: You will see the End-User License Agreement window

31 Chapter 2: Installing ProviderPro 4. Read the license agreement and then select the I accept the terms in the License Agreement check box and click Next. STEP RESULTS: You will see the Choose Setup Type window. 5. Click: Typical, if you only want to install the ProviderPro Client on the workstation. You will see the Ready to Install ProviderPro window. Go on to Step 8. Custom, if you want to install both the ProviderPro Client and ProviderPro Server Manager on the workstation. You will see the Custom Setup window. Go on to Step

32 Chapter 2 6. Click on the down arrow next to ProviderPro Server Manager and select Entire Feature will be installed on local hard drive. 7. Click Next. STEP RESULTS: You will see the Ready to Install ProviderPro window

33 Chapter 2: Installing ProviderPro 8. Click Install. STEP RESULTS: You will see a progress window as ProviderPro is installed. When the installation is complete, you will see the Completed the ProviderPro Setup Wizard window

34 Chapter 2 9. Click Finish to exit the setup wizard. STEP RESULTS: The ProviderPro and/or ProviderPro Server Manager has been installed on the workstation. 10. From the Start menu, choose Programs > MRDD Solutions > Integrated Software Series>Integrated Software Series with Auto Update STEP RESULTS: The first time you log in, you will see the ProviderPro Client Installer/Updater window. 11. Enter the name of the server where your organization s ProviderPro Server is installed and click OK. STEP RESULTS: The ProviderPro Login window will appear

35 Chapter 3: Maintenance Tasks Once all the components of ProviderPro are installed on the server and on the user workstations, there are maintenance tasks that will need to be completed periodically. As new Solana releases new builds ofproviderpro, you will need to update the server and the user workstations. Before completing the installation, you will need to create a backup of the database and lock the database. Additionally, you may need to apply a new license and/or update the databases in between builds if instructed to do so by Solana. Finally, you may need to transfer to the database back to Solana to diagnose or troubleshoot a problem in the future. Backing Up Databases CONTEXT: As you may know, ProviderPro data is stored in a SQL Server database. Backing up SQL Server data is not as simple as backing up the SQL Server data files (MDF and LDF files) directly during a routine backup. Because those files are open when SQL Server is running (which is probably all the time), a routine backup will skip over these files. Therefore, you need to perform at a minimum a basic backup of your data using the tool built into ProviderPro on a regular basis. Alternatively, SQL Server itself offers more advanced backup options. You should consult a SQL Server expert (if necessary) if you would like to take advantage of these advanced backup options. Note: If you are running out of disk space on your SQL Server, it is a sign that your backups may not be working correctly. This scenario causes the SQL Server transaction log to continue to grow until it fills your hard drive. Note: Back up your databases on a regular basis to protect against data loss. Make sure you are backing up all your ProviderProdatabases. There will be one database called ISS_ Master (Integrated Software Series), one called ProviderPro Admin and one or more other working databases that hold the actual data. At a minimum, Solana recommends you incorporate the following best practices into your organization s backup strategy. Make sure each database s Recovery Model is set to Simple. Refer to the Microsoft SQL Server documentation. Schedule a nightly SQL Server back up (for each ProviderPro database) to hard drive. Copy the backed up SQL Server database file(s) to another place/media (tape, DVD, CD, hard drive, etc.). Take a copy of the backed up SQL Server database file(s) off site

36 Chapter 3 Set up alerts so you can be notified each day whether the databases were backed up successfully or not. Monitor to make sure your regular backups are taking place correctly. To back up the database(s) manually through ProviderPro: TASK: 1. From the Start menu, choose Programs > MRDD Solutions > Integrated Software Series > Integrated Software Series with Auto-Update. STEP RESULTS: The Login form will open. 2. Select the Administration database group and the Administration (ProviderPro Admin) database and log in to the ProviderPro Administration Database. STEP RESULTS: You will see the ProviderPro workspace. 3. Choose Tools > Database Administration > Wizards > Back Up Database or click Back Up Database on the Database Administration Navigation Pane. STEP RESULTS: The Back Up Database wizard will open in a pop-up window

37 Chapter 3: Maintenance Tasks 4. Complete the information below: Database To Back Up Server Backup Directory Backup File Name Full Differential Transaction Log Perform A Copy-Only Backup Select the database that you want to create a backup for from the list of ProviderPro databases. This is the path on the server where SQL Server is installed where the backup file will be created. In order to create the backup, you must have the appropriate permissions to the server. This directory is local to the server. The unique name of the backup file that will be created during this process. This is a read-only data property that cannot be changed. Select this option to create a full database backup. The Full database backup creates a complete, stand-alone copy of the entire database (including the transaction log) and can be restored as either the same or a new database. Solana recommends creating a full database backup on a regular basis and before installing any new updates to ProviderPro. Select this option to create a backup the only includes the data modifications or changes since the last full backup. Select this option to serially back up the transactions (or modifications) made to the database since the last full backup or transaction log backup. Select this option if you do not want the transaction log to be truncated after performing this backup. This option is recommended when backing up the database to send to Solana

38 Chapter 3 5. Click Back Up Database. STEP RESULTS: You will see a progress window as the database is backed up. 6. When the back up has completed, click Close. Locking A Database CONTEXT: When you are performing routine database maintenance such as updating the database, you may want to lock the database to prevent users from logging in to ProviderPro during this process

39 Chapter 3: Maintenance Tasks Note: Make sure you do NOT lock your admin database. You will need to log back in to the Admin database to unlock your production database(s). If you lock your Admin database, you will not be able to log back into it. If this happens, submit a support request. To lock the database: TASK: 1. From the Start menu, choose Programs > MRDD Solutions> Integrated Software Series > Integrated Software Series with Auto-Update. STEP RESULTS: The Login window will open. 2. Select the Administration database group and the Administration database and log in to the ProviderProAdministration Database. STEP RESULTS: You will see the ProviderPro workspace. 3. Choose Tools > Database Administration > Databases or click Databases on the Database Administration Navigation Pane. STEP RESULTS: The Database form will open in a new window tab. 4. Load the database record of your working database. 5. Select the Locked check box and enter a reason for locking the database in the Lock Reason box. The message you enter will appear to user when they try to log in. 6. Click Save. STEP RESULTS: The database is locked and the lock reason will appear when a user tries to login

40 Chapter 3 NEXT STEPS: When you are finished with your database maintenance, remember to log back into the Administration Database, clear the Locked check box and save the database record again. Installing An Update On The Server PREREQUISITES: Make sure you make a backup of your working database before installing an update. In addition, make sure all users have logged out of the database unless Solana has designated the build as a quick update in the build notification message you received.you can lock the database before beginning the update to prevent users from logging into the database during the update process. CONTEXT: When a new release of ProviderPro becomes available from Solana, you will receive an notification. You will then need to update your server as well as your users workstations. In addition, you may also need to update your Database(s), the ProviderPro Distribution Manager and/or theproviderpro Server. If so, you will be prompted to do so during the update process. You will use the ProviderPro Distribution Manager to apply ProviderPro updates to your server. TASK: 1. From the Start menu, choose Programs > MRDD Solutions > Distribution Manager > Distribution Manager. STEP RESULTS: The Distribution Manager will open. If there are not any software updates to apply, you will see the There Are Currently No Updates Available message. If there are updates available, you will see the An Update is available message

41 Chapter 3: Maintenance Tasks 2. Click Update to Latest Version of ProviderPro. STEP RESULTS: You will see a progress window as the updates are downloaded from Solana. If the Distribution Manager needs to be updated, you will be prompted to do so now. Go on to Step 3. Otherwise, go on to Step

42 Chapter 3 3. Click Update Distribution Manager and Restart. STEP RESULTS: The Distribution Manager will exit and you will see a progress window as the Distribution Manager is updated. The Distribution Manager will automatically re-start when it is complete. 4. Click Next to continue the update process

43 Chapter 3: Maintenance Tasks 5. Click Update Databases. STEP RESULTS: The Update Database wizard will open in a pop-up window. 6. Click All and then click Update Databases. Do not select the Only Update Default Data check box unless directed to do so by Solana. STEP RESULTS: You will see a progress window as the databases are updated

44 Chapter 3 7. When the update has completed, click Close. If you see any error messages try updating the databases again. If you still see errors, copy and paste the message in to an message and send it to Solana. 8. Click Next to continue the process and copy the new files to the share folder

45 Chapter 3: Maintenance Tasks 9. Click Finish to exit the Distribution Manager. 10. From the your server go to the Start menu and choose Programs > MRDD Solutions >Integrated Software Series > Integrated Software Series with Auto Update. STEP RESULTS: You will see a progress window as the ProviderPro Client updates. When it is finished, you will see the ProviderPro Login window. Updating User Workstations CONTEXT: To update a user s workstation or terminal server after the server has been updated: From the Start menu, choose Programs > MRDD Solutions > Integrated Software Series > Integrated Software Series with Auto Update

46 Chapter 3 STEP RESULTS: You will see a progress window as ProviderPro updates. When it is finished, you will see the ProviderPro Login window. Updating Licenses CONTEXT: If you purchase additional ProviderPro licenses for concurrent users, number of clients or add new modules, you will need to update your license in order to access these new features/licenses. You will use the Distribution Manager to update your license. To update your license: TASK: 1. From the Start menu, choose Programs > MRDD Solutions > Distribution Manager > Distribution Manager. STEP RESULTS: The Distribution Manager will open

47 Chapter 3: Maintenance Tasks 2. Click Update License. STEP RESULTS: You will see a progress window as the license is updated

48 Chapter 3 3. Click Finish to exit the Distribution Manager. STEP RESULTS: Your licensing information has been updated. If you licensed additional modules or feature sets, you will now need to update your database. Updating Databases CONTEXT: If you have licensed additional modules or feature sets you will need to update your database after you get the license update. In addition, you may sometimes see an error message when you try to login to ProviderPro that says the application version is newer than the database version. If you get this message, you need to update your database. You will either use the Distribution Manager to update your database or log in to your administration database to update the database. Make sure all users are logged out of ProviderPro during a database update. If you prefer, you can also lock the database to prevent users from logging in during the update. From The Distribution Manager To update your database from the Distribution Manager: TASK: 1. From the Start menu, choose Programs > MRDD Solutions > Distribution Manager > Distribution Manager. STEP RESULTS: The Distribution Manager will open

49 Chapter 3: Maintenance Tasks 2. Click Update Databases. STEP RESULTS: The Update Database wizard will open in a pop-up window. 3. Click All or click the down arrow and select the databases you want to update

50 Chapter 3 4. Click Update Databases. Do not select the Only Update Default Data check box unless directed to do so by Solana. STEP RESULTS: You will see a progress window as the databases are updated

51 Chapter 3: Maintenance Tasks 5. When the update has completed, click Close. STEP RESULTS: If you see any error messages try updating the databases again. If you still see errors, copy and paste the message in to an message and send it to Solana. 6. Click Cancel to exit the Distribution Manager. From The Administration Database To update your database from the Administration Database: TASK: 1. From the Start menu, choose Programs > MRDD Solutions > Integrated Software Series > Integrated Software Series with Auto Update. STEP RESULTS: The Login will open. 2. Select the Administration database group and the Administration database and log in to the ProviderPro Administration Database. STEP RESULTS: You will see the ProviderPro workspace. 3. Choose Tools > Database Administration > Wizards > Update Database or click Update Database on the Database Administration Navigation Pane. STEP RESULTS: The Update Database wizard will open in a pop-up window. 4. Click All or click the down arrow and select the databases you want to update

52 Chapter 3 5. Click Update Databases. Do not select the Only Update Default Data check box unless directed to do so by Solana. STEP RESULTS: You will see a progress window as the databases are updated

53 Chapter 3: Maintenance Tasks 6. When the update has completed, click Close. More Info: If you see any error messages try updating the databases again. If you still see errors, copy and paste the message in to an message and send it to Solana. 7. Click Cancel to exit the Distribution Manager. Sending A Database To Solana CONTEXT: There are times when a Solana Support Specialist may request that you send your database to Solana for further testing or troubleshooting. The Send Database to Solana wizard backs up the database, compresses it and transfers it to Solana s secure FTP site. To send the database to Solana for troubleshooting: TASK: 1. From the Start menu, choose Programs > MRDD Solutions > Integrated Software Series > Integrated Software Series with Auto Update. STEP RESULTS: The Login will open. 2. Select the Administration database group and the Administration (ProviderPro Admin) database and log in to the ProviderPro Administration Database. STEP RESULTS: You will see the ProviderPro workspace

54 Chapter 3 3. Choose Tools > Database Administration > Wizards > Back Up Database or click Back Up Database on the Database Administration Navigation Pane. STEP RESULTS: The Back Up Database wizard will open in a pop-up window

55 Chapter 3: Maintenance Tasks 4. Complete the information below: Database To Back Up Server Backup Directory Backup File Name Full Differential Transaction Log Perform A Copy-Only Backup Transfer Database To Solana Transfer Backup Directory I Agree Select the database that you want to create a backup for from the list of ProviderPro databases. This is the path on the server where SQL Server is installed where the backup file will be created. In order to create the backup, you must have the appropriate permissions to the server. This directory is local to the server. The unique name of the backup file that will be created during this process. This is a read-only data property that cannot be changed. Select this option to create a full database backup. The Full database backup creates a complete, stand-alone copy of the entire database (including the transaction log) and can be restored as either the same or a new database. Solana recommends creating a full database backup on a regular basis and before installing any new updates to ProviderPro. Select this option to create a backup the only includes the data modifications or changes since the last full backup. Select this option to serially back up the transactions (or modifications) made to the database since the last full backup or transaction log backup. Select this option if you do not want the transaction log to be truncated after performing this backup. This option is recommended when backing up the database to send to Solana. Select this option to send a compressed copy of the database backup file to Solana for troubleshooting. Additional, options will appear below. This is the path to the directory where the backup files will be created as accessible from the current workstation. This will be the UNC path to the directory. The wizard will auto-fill this information if it can. Select this option, if you understand that the database along with any confidential information it may contain will be transferred to Solana. You will not be able to send the database to Solana unless you select this option

56 Chapter 3 5. Click Back Up Database. STEP RESULTS: You will see a progress window as the database is backed up and transferred to Solana

57 Chapter 3: Maintenance Tasks 6. When the back up and transfer has completed, click Close. 7. Notify the Support Specialist you are working with that the database has been transferred

58

59 Index..NET Framework 11 A administration database creating 15 administrative account 19 administrative database 19 administrative user 17, 26, 29 B backing up databases 35 backup file name 37, 55 builds 40 C client 11 installation 19 complete installation 21 convert accounts receivable data 27 convert client banking data 27 convert client information data 26 convert employee requirements data 26 convert general ledger data 26 convert human resources data 27 convert system administration data 26 copy-only backup 37, 55 copying files to shared folder 18 creating administration database 15 custom installation 31 D database name 23 upgrading 24 database record 19 databases 16 backing up 35 locking 38 send to Solana 53 update 43 updating 48 db_datareader 19 db_datawriter 19 differential backup 37, 55 disk space 35 distribution manager 11, 40, 48 installing 13 E support requests 5 F full backup 37, 55 G groups 29 I installation workstation 29 installing client 19 distribution manager 13 ProviderPro Server 19 creating shared folder

60 Index: Internet browser update distribution manager Internet browser 29 Internet Explorer 11 issuing support requests 4 L LDF files 35 license agreement 14, 20, 30 license information 19 license key 17 license server 22, 34 licenses 46 linking database to ProviderPro 22 locking databases 38 login 23, 34 M MDF files 35 Microsoft.NET Framework 29 Microsoft SQL Server 12, 35 N network administration overview 9 new builds 40 no updates available 40 O operating system 29 P ProviderPro administrative user 17 ProviderPro Client 11 ProviderPro Distribution Manager 11, 40 ProviderPro Server 11 installation 19 ProviderPro Sever Manager 32 ProviderPro Share 11 ProviderPro With Auto Update 22 ProviderPro.msi file 19 R recovery model 35 requesting support 4 S secure FTP 53 server 16 server backup directory 37, 55 server installation prerequisites 11 share folder 19, 30, 44 share path 17 software updates 40 SQL login 16 support requests 4 supported operating systems 11 T telephone support requests 5 transaction log 35, 37, 55 transfer agreement 55 transfer backup directory 55 transfer database to Solana 55 typical installation 21, 31 U update database 43 update database structure 26 update distribution manager

61 Index: updates workstation updates 40 updating databases 48 updating licenses 46 updating workstations 45 upgrading database 24 users 29 V voice mail support requests 5 W web support requests 5 Windows installer 29 workstation installation

62

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