GiftWorks 2013 Pro Upgrade Guide

Transcription

1 GiftWorks 2013 Pro Upgrade Guide Congratulations on your purchase of GiftWorks 2013 Pro. GiftWorks 2013 Pro is the next generation of GiftWorks. In GiftWorks 2013 Pro, we ve made many changes and improvements that will make your GiftWorks experience even better. GiftWorks 2013 Pro utilizes Microsoft SQL Server technologies for its database functionality. GiftWorks 2013 Pro can be used with Microsoft SQL Server versions 2005 or greater. This includes all editions of Microsoft SQL Server except Microsoft SQL Azure. Microsoft SQL Server only needs to be installed once, even if you have purchased multiple GiftWorks 2013 Pro licenses. You can install this on a dedicated server or any computer that meets the minimum system requirements for Microsoft SQL Server. For more information on Microsoft SQL Server visit the Microsoft website. You may want to have your Computer Professional available when installing Microsoft SQL Server and when setting up GiftWorks 2013 Pro. You will need to have access to specific server information to configure GiftWorks 2013 Pro. The GiftWorks Anywhere Pro upgrade process will only work with a GiftWorks 2013 database. The GiftWorks 2013 version is This guide will walk you through the entire upgrade process based on your current GiftWorks version. *****READ THE INFORMATION BELOW BEFORE CONTINUING***** When upgrading from any version of GiftWorks to GiftWorks Pro, part of the process is to upsize your existing database (.gds) to Pro. When upsizing your existing database, ALL SmartLists that were customized using the Customize link, either while creating the SmartList or viewing the SmartList are returned to the default set of columns, sorting and grouping when viewing the SmartList. This does NOT affect the SmartList criteria. This is all still intact. The same thing applies to Reports. ALL Reports are returned to the default set of columns, sorting, grouping when viewing the Report for the first time. The change in the database technology for GiftWorks Pro required the SmartList and Report customizations to be reset. To prepare for this, we recommend that you review and document your SmartList and Report customizations PRIOR to upgrading to GiftWorks Pro. Page 1 of 22

2 If you are upgrading from GiftWorks versions 2012 or earlier, click Here. If you are upgrading from GiftWorks 2013 Standard or Premium, click Here. Page 2 of 22

3 Upgrading From GiftWorks 2012 or earlier You must first install GiftWorks 2013 and upgrade your existing GiftWorks database to GiftWorks 2013 Premium. If you still have your old version of GiftWorks installed, you can determine your version by clicking the Help pull down menu at the very top left of GiftWorks and then select About GiftWorks. You will then register your GiftWorks 2013 Pro license key and follow the steps to create a new GiftWorks 2013 Pro database. The last step is to upsize your existing GiftWorks 2013 Premium database (.gds) to GiftWorks 2013 Pro. Click here and choose the GiftWorks 2013 Upgrade Guide to upgrade to GiftWorks 2013 Premium. NOTE: When following the steps in the GiftWorks 2013 Upgrade Guide, and you get to any step that asks you to enter your license key, you must enter the specific premium upgrade license key provided in the GiftWorks 2013 Pro Upgrade letter you received. Also note that this premium upgrade license key does not permit you to log into GiftWorks. It is only used to upgrade your database to GiftWorks 2013 Premium. When the database upgrade is complete you will see the following notice. You will click OK and then be taken back to the Sign In screen. At that point you will return to this GiftWorks 2013 Pro Upgrade Guide and continue with the steps below. Click Here to continue with the GiftWorks 2013 Pro upgrade. Page 3 of 22

4 Upgrading From GiftWorks 2013 Standard or Premium If you still have your old version of GiftWorks installed, you can determine your version by clicking the Help pull down menu at the very top left of GiftWorks and then select About GiftWorks. Upgrade Overview The following information will help guide you through the upgrade steps. 1. Locate and Backup your current GiftWorks 2013 database. To ensure the safety of your GiftWorks information, we strongly encourage you to backup your current GiftWorks database to a safe and secure location. (If you just upgraded to GiftWorks 2013 you will skip Step 1 below) 2. Register your GiftWorks 2013 Pro license key Your GiftWorks 2013 Pro license key unlocks the newest features in GiftWorks 2013 Pro. 3. Create your GiftWorks 2013 Pro database The next part of the upgrade process is to create your GiftWorks 2013 Pro database. 4. Upgrade your GiftWorks 2013 database file to GiftWorks 2013 Pro You will need to upsize your GiftWorks 2013 database file (.gds) to GiftWorks 2013 Pro. Step 1 Locate and Backup Your GiftWorks 2013 Database Before you start the GiftWorks upgrade, it is imperative that you back up your current GiftWorks database and that you know where your GiftWorks database is stored. If you have the GiftWorks File Storage option turned on, you will also need to know where the File Storage folder is stored. To back up your GiftWorks database: 1. Sign in to the GiftWorks database that you want to back up. 2. Click the Settings button at the top of GiftWorks. 3. Click the Database, Files and Maintenance heading. 4. Click Manage Your GiftWorks Database. 5. Click Backup the Database. 6. Click the Browse button to choose a location and filename. Browse to the folder in which you want to save your backup file, and type the file name you want to use for the backup, and then click Open. IMPORTANT TIP Back up your database in a file location that is separate from the computer you are working on. 7. Click OK to begin the backup. The backup may take some time to complete. The time will vary depending on the size of your database. 8. When the backup is complete, a window will pop up that reads Backup is complete. Click OK to finish the backup process. 9. On this same screen you will see a Database Information box. This area will show you the location of your GiftWorks Database file (.gds). Write this location down. 10. If you have the GiftWorks File Storage option turned on, you will also need to know the location of where your File Storage folder is stored. Go to Settings / Database, Files and Maintenance / Configure your GiftWorks File Storage. You will see the the GiftWorks File Page 4 of 22

5 Storage Location listed here. Write this location down. If you have any trouble with completing your backup, please contact GiftWorks Customer Care at Once you have backed up your GiftWorks database, proceed to the next step. Step 2 Register your GiftWorks 2013 Pro License Key To enter your software key, click on Help at the top left of your screen and choose Update License Key. You will now enter your GiftWorks 2013 Pro license key and then click Go. Fill out the Registration information. Page 5 of 22

6 Click Next to be taken to the Getting Started process. Step 3 Create your GiftWorks 2013 Pro database The next part of the upgrade process is to create your GiftWorks 2013 Pro database. From the Get Started screen, choose the Create a new database option. Page 6 of 22

7 Click Next. Enter Your Name, Server Name, the Database Name (For the database name, you may just want to use your organization s name, or perhaps some other relevant and descriptive name) and Login Information (Username and password for the server). Do not check the box to Include Sample Data. Page 7 of 22

8 Click Next to continue. Click Finish. This will take you back to the sign in screen. Click Sign In. Step 4 Upgrade your GiftWorks database file to GiftWorks 2013 Pro You will now need to upgrade your GiftWorks 2013 database file (.gds) to GiftWorks 2013 Pro. This process will copy your existing information into GiftWorks 2013 Pro. Click on Settings at the top of the screen then choose Database, Files and Maintenance. Page 8 of 22

9 Here you will then choose Manage Your GiftWorks Database. Choose the Upgrade a GiftWorks Database File (.gds) to GiftWorks 2013 Pro option Review the next screen in detail before proceeding. Since you are upgrading to a newly created GiftWorks 2013 Pro database, you will not have any data in the GiftWorks 2013 Pro database yet, so there is not a need to back it up. Click on Browse to select your GiftWorks database file (.gds). Reference the location you wrote down at Step 1 above. Page 9 of 22

10 Click on the file and then click Open. Click on Upgrade to GiftWorks 2013 Pro. You will see the following prompt. Page 10 of 22

11 Click Yes. You will see the progress bar indicating the status. If your previous GiftWorks database had GiftWorks File Storage turned on, or if you have Events or Volunteers in the.gds, but not in the GiftWorks Pro database (or vise versa) you will see additional messages referring to what to do next. GiftWorks File Storage Click OK to continue. After you sign in to your GiftWorks Pro database, you will need to go to Settings / Database, Files and Maintenance /Configure your GiftWorks File Storage. Page 11 of 22

12 Click on the Change Location link to browse to the new folder containing the GiftWorks File Storage folder. (NOTE: this is the location that you wrote down in Step 1 Locate and Backup Your GiftWorks 2013 Database above.) Click on Browse and go to that location (NOTE: this is the location that you wrote down in Step 1 Locate and Backup Your GiftWorks 2013 Database above.) Click OK. You will now see the path listed in the GiftWorks File Storage folder location Page 12 of 22

13 GiftWorks Volunteers If you did not previously have Volunteers installed you will see this message. Click Yes to continue. GiftWorks Events If you did not previously have Events installed you will see this message. Click Yes to continue. You will see the following screen when the upgrade process is complete. Page 13 of 22

14 Click OK to continue. This will take you back to the Sign In screen. You can now sign in and start using GiftWorks 2013 Pro. Once you have verified the upgraded information, please create a backup of your newly -upgraded database. That way, if you enter some data and decide that you want to revert to the fresh upgrade, you can do so. As always, it is a good idea to back up your database any time you make any significant changes to it. IMPORTANT NOTE Every computer you use to access GiftWorks must have the same version of GiftWorks installed. You will need to purchase a GiftWorks 2013 Pro license key for each of your GiftWorks computers if haven t already done so. Once you sign in to a database for the first time with a GiftWorks 2013 Pro, any other computer that needs to access the GiftWorks database will not be able to do so if they haven t already entered a GiftWorks 2013 Pro license key. If you upgraded from a GiftWorks version 2012 or earlier and you need to redo the GiftWorks 2013 Database Upgrade, continue to the next page. Page 14 of 22

15 If you need to redo the GiftWorks 2013 Pro Upgrade, you can repeat Step 4 above. If you have any questions about or issues with the upgrade process, please contact GiftWorks Customer Care at support@giftworksconnect.com. Page 15 of 22

16 Redo the GiftWorks 2013 Database Upgrade If you need to redo the database upgrade, return to the sign-in screen. You will need to change the license key back to the specific premium upgrade license key provided in the GiftWorks 2013 Pro Upgrade letter you received. To enter this license key, click on Help at the top left of your screen and choose Update License Key. Enter in the key, then click Go. Fill out the Registration information. Page 16 of 22

17 Click Next to be taken to the Getting Started process. From the Get Started screen, choose the Use the sample database option. Page 17 of 22

18 Click Next to get back to the Sign-In screen. From here you will click on Options next to Sample Database and choose Restore a backup database. Follow the steps below to restore your GiftWorks database. Page 18 of 22

19 Step 1: Find the GiftWorks backup file (.gbf) that you created before the upgrade. Step 2: Choose a location for your restored GiftWorks Database file (.gds) Step 3: Enter a name for your restored GiftWorks Database file (.gds) Click Restore. When the restore is complete you will see this message. Click Ok. You will now need to sign in to the database you restored. Click on Options next to Sample Database and choose Select an existing database Page 19 of 22

20 Click on Browse and find the.gds file you restored. Click on the file and then click Open. Click Next on the Get Started screen. Page 20 of 22

21 Click on your User account, then click Done. This will return you to the sign-in screen. You are now ready to redo the database upgrade. Next, click on Sign In. You will now be prompted to upgrade the database again. Page 21 of 22

22 Click here and choose the GiftWorks 2013 Upgrade Guide. Refer to Beginning the Database Upgrade for instructions on continuing with the upgrade. When the database upgrade is complete, refer back to Register your GiftWorks 2013 Pro License Key above for instructions on continuing with the upgrade. Page 22 of 22