Table of Contents SQL Server Option STEP 1 Install BPMS 1 STEP 2a New Customers with SQL Server Database 2 STEP 2b Restore SQL DB Upsized by BPMS Support 6 STEP 2c - Run the "Check Dates" Utility 7 STEP 3 - Upsize your database to SQL Server 12 STEP 4 Install/Update SQL Server Objects 17 STEP 5 - Grant access to the Database 19 STEP 6 - Configure BPMS to use SQL Server 22 STEP 7 - Install BPMS on other Workstations 23
Using SQL Server with BPMS Administrator version 6 This document explains how to upsize (migrate) your BPMS database from Microsoft Access to a Microsoft SQL Server database and how to configure BPMS to work with SQL Server. Hardware and Software Requirements The following hardware and software is required on the SQL Server host computer and Manage BPMS on a SQL Server: Hardware/Software Required SQL Server 2005 or newer Description If you don't have the licensed version of SQL Server, you can download the free version 2005 or newer from Microsoft. SQL Server download: http://www.microsoft.com/express/database/ Be sure to download the version that includes SQL Server Management Studio Express, a tool that makes it easy to manage and administer SQL Server Express databases. Min 100 MB of disk space SQL Server Management Studio or SQL Server Management Studio Express Microsoft Access 2002 or newer Space required on the SQL Server for the BPMS Database This is the client application is used by the BPMS database administrator to execute a script to install and periodically update SQL Server Objects such as Views, Stored Procedures and Functions. It can be installed on the server as well as the client computer of the database administrator. A licensed edition of Microsoft Access 2002 is required on one client computer (not required on the SQL Server). It is only used to upsize the database from Microsoft Access to SQL Server format. STEP 1 Install BPMS If the BPMS has not been installed on at least on computer, follow installation instructions in this document: http://www.bpms.net/docs/bpms6_admin_installation.pdf. If you can access this URL above, on the CD-ROM, installation instructions are also available in document Installing BPMS 6 Administrator.pdf. Using SQL Server with BPMS Administrator 1 of 1
STEP 2a New Customers with SQL Server Database This section is for customers who purchased BPMS with the SQL Server database option. If you are using a Microsoft Access database and which to convert to SQL Server, follow instructions in the next section Restore Database from BPMS_SQL.BAK file Open SQL Server Management Studio then connect to the database server using a System Administrator account. 1. In the Object Explorer windows, right-click Databases then choose Restore Database 2. In the To Database: text box, enter database name (e.g. BPMS_SQL) then set Source for restore to From device: then click. 3. Click then locate and select BPMS_SQL.BAK file then click OK then OK again. 4. Check the box next to the back file to restore then click OK. Using SQL Server with BPMS Administrator 2 of 2
5. Once the file has been restored, proceed to section STEP 4 Install/Update SQL Server Objects on page 14. STEP 2b Restore SQL DB Upsized by BPMS Support This section is for customers who purchased who to have BPMS Support upsize their database from Microsoft Access to SQL Server. BPMS support will convert your MS Access database file BPD_00D.MDB then migrate it to SQL Server. Restore Database from BPMS_SQL.BAK file 1. BPMS Support will send you an email with link to download the BPMS_SQL.BAK file. Download the file then copy it to your SQL Server. 2. Open SQL Server Management Studio then connect to the database server using a System Administrator account. 3. In the Object Explorer windows, right-click Databases then choose Restore Database 4. In the To Database: text box, enter database name (e.g. BPMS_SQL) then set Source for restore to From device: then click. 5. Click then locate and select BPMS_SQL.BAK file then click OK then OK again. Using SQL Server with BPMS Administrator 3 of 3
6. Check the box next to the back file to restore then click OK. 7. Once the file has been restored, proceed to section STEP 4 Install/Update SQL Server Objects on page 14. STEP 2c - Run the "Check Dates" Utility on page 5 instead. Before you Begin This procedure involves restoring a clean (empty) BPMS database from a SQL Server backup file called BPMS_SQL.BAK. Before you begin, you need to copy the file BPMS_SQL.BAK from the BPMS back-end folder to a location accessible on the SQL Server (typically a local drive). If you don t know where the BPMS back-end folder is located, follow these steps: 1. Open the BPMS 6 Administrator application. 2. From the Switchboard (main form), click Customize then chick the File Locations tab. The back-end folder is highlighted on the screen shot below. Using SQL Server with BPMS Administrator 4 of 4
Restore Database from BPMS_SQL.BAK file 6. Open SQL Server Management Studio then connect to the database server using a System Administrator account. 7. In the Object Explorer windows, right-click Databases then choose Restore Database 8. In the To Database: text box, enter database name (e.g. BPMS_SQL) then set Source for restore to From device: then click. 9. Click then locate and select BPMS_SQL.BAK file then click OK then OK again. 10. Check the box next to the back file to restore then click OK. 11. Once the file has been restored, proceed to section STEP 4 Install/Update SQL Server Objects on page 17. Using SQL Server with BPMS Administrator 5 of 5
STEP 2b Restore SQL DB Upsized by BPMS Support This section is for customers who purchased who to have BPMS Support upsize their database from Microsoft Access to SQL Server. BPMS support will convert your MS Access database file BPD_00D.MDB then migrate it to SQL Server. Restore Database from BPMS_SQL.BAK file 8. BPMS Support will send you an email with link to download the BPMS_SQL.BAK file. Download the file then copy it to your SQL Server. 9. Open SQL Server Management Studio then connect to the database server using a System Administrator account. 10. In the Object Explorer windows, right-click Databases then choose Restore Database 11. In the To Database: text box, enter database name (e.g. BPMS_SQL) then set Source for restore to From device: then click. 12. Click then locate and select BPMS_SQL.BAK file then click OK then OK again. 13. Check the box next to the back file to restore then click OK. Using SQL Server with BPMS Administrator 6 of 6
14. Once the file has been restored, proceed to section STEP 4 Install/Update SQL Server Objects on page 17. STEP 2c - Run the "Check Dates" Utility This section is for customers who had been using BPMS with a Microsoft Access database (default) who which to migrate the data to SQL Server. Before upsizing your database to SQL Server, you need to ensure that all the dates in the BPMS database are within acceptable range. For instance, the year should not be earlier than 1900. To help you detect errors, follow these steps: 1. Run the "BPMS 6 Admin" application 2. From the Switchboard form (main form), click on the "Utilities" button then click Data Quality Checks then click "Check Dates". 3. Change the date range if you wish. 4. When you are ready, click OK. Using SQL Server with BPMS Administrator 7 of 7
5. The dialog box above explains how the date and time fields with out of bound values can be cleaned up before upsizing the database. 6. Click OK to open view the list. Using SQL Server with BPMS Administrator 8 of 8
7. If you are sure what the correct value should be, you can update the value in the Data/Time column. For instance, the value pointed by the red arrow above is most likely 6/12/2005. It can be updated on the fly. As soon as you more the cursor to a different or close the form, BPMS will replace the value in underlying column (tblinstalls.installdate in our example). 8. If you are not sure and having the exact date is not important, the InstallDate (Date the Backflow Device was installed) is not that important so clearing the value or a "best guess" would be okay. The TestDate (Date backflow device was installed) on the other hand is vey important so you should replace or clear the value. 9. Once you have cleaned up what you could, close the dialog box to go back to the "Utility Check Date/Time" dialog. 10. Click OK again to run the utility again. 11. A message box will appear indicating how many dates/time are still out of range. 12. Close the message box to view the results. Using SQL Server with BPMS Administrator 9 of 9
13. Click on the "Export to Word" button. 14. Once in Microsoft Word, print the list or save it to a file. 15. Close Microsoft Word, the close out of the Utility. 16. The next section shows how to clean up those invalid dates using BPMS Clean Up Dates/Time Entries Reported by the Check Date Utility This section will show how to cleanup invalid entries in the TestDate field. 1. Open the BPMS 6 Admin application 2. Open the Tests form 3. Click on the Search button. If the Search Results form opens, click the "Search/Sort..." button at the bottom of the form. 4. Click on the "Advanced Search" tab. Using SQL Server with BPMS Administrator 10 of 10
5. Select the "Test Date" field, enter value (or select it from the list) then click OK. 6. If more than one records have that test date, the list will appear in a search results form. If only one match is found, the Tests record will be displayed. 7. Click on the button your the toolbar to bring up the device record. Using SQL Server with BPMS Administrator 11 of 11
8. In this case we can see that the last row where the test date is 05-Aug-208 is a duplicate entry do it should be deleted. In most cases you would double-click on the date field to bring up the Test Record and fix the test date on that form. STEP 3 - Upsize your database to SQL Server Before you Begin Before migrating the database to SQL Server, make sure the following requirements are met: The BPMS 6 application was opened at least once with the Microsoft Access database as the back-end database. This will ensure the database is ready to be migrated. Microsoft Access 2002 (full version) or newer is installed on the computer running this procedure. The user that will execute the procedure has Administrator privileges on the SQL Server where the data will be migrated. If the SQL Server is version 2005 or above, it must be run from a computer with either "SQL Server Management Studio" or "SQL Server Management Studio Express" installed. If the SQL Server version is 2000, you will need the "Enterprise Manager" and "Query Analyzer" applications. Using SQL Server with BPMS Administrator 12 of 12
This procedure demonstrates how to upsize your BPMS database to a SQL Server using Microsoft Access 2002. If you have a different version of Microsoft Access, the procedure may vary slightly. To upsize your BPMS database to SQL Server, follow these steps: 1. Using Windows Explorer, locate the folder where the BPMS back-end database is installed. 2. Make a backup copy of the main BPMS database file (bpd_00d.mdb). DO NOT attempt to upsize a database from unless the database has been opened at least once from BPMS 6 Administrator to ensure the database has been converted to version 6 format.. For more information, refer to Chapter 2 of the BPMS 6 Administrator Reference Manual. Attempting to upsize a database in version 5 format will not work. 3. Double-click on the bpd_00d.mdb file. The file should be open using the Microsoft Access application 4. Delete all objects from the database except tables. That includes, Queries, Forms, Reports, Macros and Modules. 5. From the menu bar, choose Tools Database Utilities Upsizing Wizard 6. Select option Create new database then click Next>. Using SQL Server with BPMS Administrator 13 of 13
7. The Wizard will attempt to detect a database server. Select the target server. If the SQL Server is installed on the same computer as the one running this computer, select (local) then click Next>. If you can connect to the SQL Server using your Windows login name, check option Use Trusted Connection. If you can't, leave that option uncheck and enter a Login ID and Password with Administrator access to the SQL Server. Set SQL Server database name (e.g. BPMS_SQL). When you are done, click NEXT>. Using SQL Server with BPMS Administrator 14 of 14
8. Click on the button then click Next> 9. Set options as shown above then click Next>. Using SQL Server with BPMS Administrator 15 of 15
10. Set option to No application changes then click Next>. 11. Click Finish to start the Upsizing. 12. Once the upsizing is complete, the Upsizing Wizard Report will open. Verify that there is no ERRORS section (see next screen shot for example). If there is such a section, the upsizing failed and you cannot continue. This is usually caused by a table that was not Using SQL Server with BPMS Administrator 16 of 16
created because dates are out of range. Contact BPMS Support if you need assistance. You may need to send your data file to help us troubleshoot the problem. 13. Close the report. 14. Close the Upsizing Report then close the Microsoft Access database. STEP 4 Install/Update SQL Server Objects This procedure explains how to install or update the SQL Server Objects using the application SQL Server Management Studio. If you use a different application, the procedure may vary slightly. To install Installing BPMS SQL Server Objects, follow these steps: 1. Run the SQL Server Management Studio (or SQL Server Management Studio Express). 2. Connect to the Server where the BPMS SQL Server database is installed. 3. Expand Databases then click on the BPMS Database (BPMS_SQL in our example below). Using SQL Server with BPMS Administrator 17 of 17
4. Click on the File menu then Open File. In the folder where the BPMS Front End (Client) is located (default is C:\Program Files\BPMS6A\, locate and open the script file BPMSInstallSQLServerObjects.sql. If you don t have BPMS installed on your computer, you can download the script by clicking this URL then extract the file: www.bpms.net/update/update6axp/small/bpmsinstallsqlserverobjects.zip 5. Make sure the BPMS database is selected (BPMS_SQL in our example). Ensure the BPMS SQL database is selected. 6. Click on the button to execute the script. Using SQL Server with BPMS Administrator 18 of 18
7. If errors are encountered, they will appear in the Messages window below the script as shown in the screen shot below. If errors are encountered, please email the error messages to bpmsrd@bpms.net, preferably with a screen shot of the error message. If script is successful this is the only message you should see in the Messages window 8. If no errors are encountered, the only thing that should appear in the Messages window is End of InstallBPMS.sql as shown above. STEP 5 - Grant access to the Database Now that you have created a SQL Server database, you need to grant users access to it. If your organization has implemented Windows Security with Active Directory we recommend that you create Windows Security Groups to make it easier to administer. This way, all you have to do to grant users access to the BPMS SQL Server database, is add the users to the appropriate security group. The table below shows examples of security groups along with the database role membership. Table 1 - Sample Security Group Name and Database Role Membership Sample Security Group Name Database Role Membership Description BPMS Administrators DB_OWNER Users in this group have the highest privileges to the BPMS database. They can update data and are allowed to add fields to the BPMS database as required on occasion by BPMS software updates. We recommend that at least one BPMS user be a member of that group. BPMS Data Entry Users DB_DATAWRITER DB_DATAREADER Users in that group can update BPMS data. However, if a BPMS update requires to add new fields to the BPMS SQL server database, these users Using SQL Server with BPMS Administrator 19 of 19
will not be able to perform software updates. BPMS Read-Only Users DB_DATAREADER Users in this group have readonly access to the tables in the BPMS database. To grant access to members of a Windows Security Group named "BPMS Administrators", follow these steps: 1. Using a SQL Server administration client such as "SQL Server Management Studio", connect to the database server. 2. Expand the Security folder 3. Right-click Logins then choose "New Login" then click on the Search button. 4. Click on the "Object Types" button. Make sure the "Groups" option is checked then click OK. 5. Enter the Security Group then click ok. Using SQL Server with BPMS Administrator 20 of 19
6. In the login name text box above, BPMSSOFTWARE is the name of the Microsoft Exchange server, followed by the Windows security group "BPMS Administrators". 7. Set the default database to "BPMS_SQL" then in the left pane, click "User Mapping". Using SQL Server with BPMS Administrator 21 of 21
8. Check database role "db_owner" then click OK. 9. Add users to the "BPMS Administrators" group. 10. Repeat steps 1 to 10 for other security groups or users. STEP 6 - Configure BPMS to use SQL Server 1. Open BPMS 2. From the Switchboard, click the Customize button then click on the File Locations tab. 3. Set the Database Type to SQL Server. The following dialog box will appear: Using SQL Server with BPMS Administrator 22 of 22
4. If your SQL Server is integrated with Active Directory set the option to Connect Using Windows Authentication then click OK. 5. BPMS will then check for schema updates such as new fields to the SQL Server database. Answer yes when prompted. 6. Once the re-linking and updates are complete, you should close BPMS then re-open it. 7. If you had the option Connect using Windows authentication selected, you should not receive a login prompt. STEP 7 - Install BPMS on other Workstations Follow these steps for each additional workstation: 1. Install the BPMS application, following steps in Chapter 2 of the BPMS 6 Adminstrator reference manual. 2. Once installed, follow instructions in "STEP 6 - Configure BPMS to use SQL Server" on page 22 to ensure the application uses the SQL Server back-end. Using SQL Server with BPMS Administrator 23 of 23