GiftMaker Pro and EventMaker Pro 8.3. Update Description and Instructions

Transcription

1 GiftMaker Pro and EventMaker Pro 8.3 Update Description and Instructions

2 Copyright 2005, Campagne Associates, Ltd. All rights reserved Information in this manual is subject to change without notice and does not represent a commitment on the part of Campagne Associates, Ltd. The software described in this document is furnished under a license agreement or non disclosure agreement. The software may only be used in accordance with the terms of the agreement. It is against the law to copy the Standard Import Facility, GiftMaker Pro and/or EventMaker Pro on magnetic tape, disk, or any other medium for any purpose other than the purchaser s use. GiftMaker Pro, EventMaker Pro and WebCampaigns are registered trademarks of Campagne Associates, Ltd. Software Support To get assistance in using any of Campagne s products please contact: Campagne Associates 195 McGregor Street, Suite 410 Manchester New Hampshire USA Telephone: Fax: support@campagne.com Website: Friday, February 11, 2005 GMP 8.3/EMP 8.3

3 Change Report Overview At Campagne Associates our goal is 100 percent client satisfaction. In our efforts to achieve that goal, we are committed to releasing two new software versions each year. These product updates are a combination of new features, client suggestions, and product fixes all with a focus on quality. In version 8.3 we have met those goals again. Listed below are some of the highlights of this release. For a complete listing of the changes to GiftMaker Pro, EventMaker Pro, and the Fund Accounting Bridge, see the details within this Change Report. For installation instructions, please refer to page 13. WebCampaigns Version 8.3 allows for a smooth transfer of data for those using WebCampaigns, our newest ephilanthropy tool. Only Campagne offers integration between an online fundraising tool and a powerful donor database management system. This one two combination is the future of fundraising, and we re bringing you what s next, now. WebCampaigns gives you the ability to accept online donations and much more. Use it to increase participation in and dollars raised by your a thons and other fundraising events. Your constituents create personal donation pages linked to your website and ask their friends, family, and colleagues to sponsor them by visiting their page. To find out more about WebCampaigns, call your Account Manager at New Features Built in auto back up utility: This feature will facilitate the process of copying and protecting the information in your database. WebCampaigns data transfer: For those using WebCampaigns services, this functionality makes importing your online data to GiftMaker Pro simple. Improved memorial/honor gift processing: We ve added a text box for Donor Personal Messages, which can be included in your memorial notifications. Improved Fund Accounting Bridge export maps: A new set of export maps has been added to help with transferring GiftMaker Pro data to QuickBooks, for clients using this module. GiftMaker Pro/EventMaker Pro Update Description

4 New Features in GiftMaker Pro and EventMaker Pro Copy/backup data file GiftMaker Pro and EventMaker Pro version 8.3 include a database backup function offering users an easy way to copy a GiftMaker Pro/EventMaker Pro data file for backup purposes. If your database is stored on a server that you re confident is already part of a frequent, reliable backup routine, there is no need for you to replace that process with data backups performed through this new menu option. A data copy created by GiftMaker Pro or EventMaker Pro will be saved to the same folder as your current data resides. It will be your responsibility to later move the backup file created by GiftMaker Pro/EventMaker Pro to an external media, using system commands such as Cut and Paste, to protect your backup from possible harddrive or server failure. The backup routine can function only when all other users have signed off the database. On Macintosh systems, this copy command can be used only if your data file has a short file name (12 character or fewer). It will create a copy of the data file currently in use by GiftMaker Pro or EventMaker Pro. If this database is large enough to include multiple segments, a copy of all segments will be created. If your data file is accessed by both GiftMaker Pro and EventMaker Pro, sharing a single data file, this backup routine may be initiated from either program, and will include all data from both modules. In GiftMaker Pro or EventMaker Pro, to backup the database currently in use: o Instruct all other users to shut down the programs. o From the File menu, select Copy/Backup data file. o o Click Yes to begin creating a copy of your current database. Depending on the size of your data file and your system resources, this routine may take several minutes to complete. If another user is still signed on to GiftMaker Pro or EventMaker Pro, a message will appear reminding you to try your backup again after all users have exited. GiftMaker Pro/EventMaker Pro Update Description

5 The backup utility may be used only in single user mode. o When the backup is complete, you be will informed of the path and file name of the data copy created. In the example above, the backup was saved to the C drive, in the Campagne\Data Files folder. It was assigned a file name of BACKUP_ _MYDATA.DF1. o Make note of the exact path and file name assigned to your backup since it will differ from the example above. Then click the OK button to close the message. o Your database copy is complete. o If you intend to rely upon this data backup as protection against unexpected system failure, you will want to move it to a removable media, label it with the date and contents, and store it off site for maximum risk preparedness. Note that moving the backup file to a CD, zip disk, tape, or other media is not part of the GiftMaker Pro/EventMaker Pro copy data file option. You will need to perform this step yourself, outside of GiftMaker Pro or EventMaker Pro, using system commands such as Cut and Paste. Be sure to include all segments of the data file, for example: *.DF1 and *.DF2. Also note that if you have multiple databases for GiftMaker Pro or EventMaker Pro, you will need to backup each file separately. The GiftMaker Pro/EventMaker Pro data copy feature will copy only the file currently in use. Choose the Select Data File option from the File menu to change to the next database you wish to backup. Then repeat the steps above. Errors during backup: There are some circumstances in which GiftMaker Pro or EventMaker Pro may be unable to complete the Copy/Backup data file process. When this occurs, an error message will appear, suggesting possible reasons the copy procedure could not be completed. o The data backup will not complete on a Macintosh system if the total file name of the copy being created will exceed 32 characters. This version of the copy/backup utility adds identifying characters to the file copy it creates (for example, BACKUP_123104_2_OUR GMP DATA.DF3), reserving only 12 characters or fewer for your original file name, including spaces and other GiftMaker Pro/EventMaker Pro Update Description

6 o characters. If your data file name has more than 12 characters, you may choose to use a different procedure for creating a copy of your database instead of this built in utility. Or, you might ask your system administrator to consider renaming your GiftMaker Pro/EventMaker Pro database to a file name of 12 characters or fewer. Also, the database copy procedure will not complete if GiftMaker Pro or EventMaker Pro cannot write the new file to the assigned drive or folder. In this case, the error message will describe possible reasons the backup could not write properly, to assist you in repairing the issue before attempting this data file copy/backup process again. Date of last backup: If you re using the Copy/Backup data file command in GiftMaker Pro or EventMaker Pro to make your routine data backups, you may use the following method to determine the date of your last backup: o From the File menu, choose Data File Status. o About halfway down the window, below the GiftMaker Pro (or EventMaker Pro) version and path information, refer to the Last DB Backup details. From the Data File Status window, view the date, time and staff initials of the last time the Copy/Backup data file command was completed. o Use that date to determine whether it s time to create a new backup of your database. Also remember to move each data backup to separate media for proper storage. GiftMaker Pro/EventMaker Pro Update Description

7 It is important to backup your database frequently. Any time you have performed enough data entry that you wouldn t want to lose your work, it s time to create a new data backup. Restoring your latest backup may be the only solution available should you experience a hard drive or server failure, data corruption due to power fluctuation, or hardware loss due to water or fire damage. o If your data backup is performed outside of GiftMaker Pro and EventMaker Pro, contact the person responsible for that procedure to determine how frequently backups are performed and when the routine was last executed. o The Data File Status window described above reports only backups made through the Copy/Backup data file command. It will not report the date/time of a data backup performed externally to GiftMaker Pro or EventMaker Pro. New Features Unique to GiftMaker Pro WebCampaigns data transfer (applicable to WebCampaigns users only) Version 8.3 offers GiftMaker Pro clients the ability to transfer data from Campagne Associates new ephilanthropy tool, WebCampaigns. When you purchase WebCampaigns, you get the tools you need to accept online donations, and to expand your a thons, events, causes, and campaigns to the internet. Because WebCampaigns is integrated with GiftMaker Pro, key information is transferred into your donor database. WebCampaigns data is transferred to GiftMaker Pro through the WebCampaigns import queue. This intermediary holding area assists you in matching imported participants/donors with records already existing in GiftMaker Pro, to avoid creating duplicate constituent records. GiftMaker Pro/EventMaker Pro Update Description

8 Donor Personal Message on memorial/honor gift A new field has been added to the Gift Entry window in GiftMaker Pro version 8.3, on the Memorial tab. The Donor Personal Message field allows you the option of entering text from the donor, to be forwarded to the notification person. Text added to the Donor Personal Message field will appear: o On the Memorial Notification report, for those gifts marked as Send? = Yes on the Memorial tab under Notification Information. From the Retrieval menu, select Memorial/Honor notifications. o On the Memorial/Honor report, for all memorial, honor and tribute gifts. From the Retrieval menu, select Memorial/Honor report. o In the Export File available from the Memorial/Honor report, when using the Donor Based export option. The field header is Memorial_Msg. Data entered to the Donor Personal Message field is not available for search through memorial reports, nor through a User Defined Retrieval. Fund Accounting Bridge and QuickBooks for NonProfits A new set of export maps has been added to the Fund Accounting Bridge module of GiftMaker Pro for clients using QuickBooks accounting software. Users already successfully transferring GiftMaker Pro data from Fund Accounting Bridge to QuickBooks (any version), will not need to use these new maps. Once a Fund Accounting Bridge map is already exporting data as needed by your accounting package, no further change is necessary. GiftMaker Pro/EventMaker Pro Update Description

9 Fund Accounting Bridge users who have not yet started the setup and export process should take advantage of new export maps for QuickBooks, which require less customization than maps installed with earlier versions of GiftMaker Pro. Be sure to also refer to your Fund Accounting Bridge manual and your QuickBooks documentation. The Fund Accounting Bridge can export data for QuickBooks in four formats: Cash Detail, Cash Summary, Journal Detail, or Journal Summary. See your QuickBooks documentation or your accounting specialist to choose the one best suited to your organization. If you choose either the QuickBooks Cash Detail or Cash Summary export type, it is recommended you update your System Preferences with the latest export maps available for QuickBooks, identified with the code DEP appended to the map name: o QuickBooks CASH Detail DEP o QuickBooks CASH Summary DEP If the new export maps do not yet appear in your GiftMaker Pro System Preferences for the Fund Accounting Bridge, you may import them from a text file installed with version 8.3. o Backup first. If your organization may have customized any of the Fund Accounting Bridge maps already in your system, it is recommended that you export your current maps, save the file as a unique name you ll recognize, and retain the file for backup purposes before importing new maps. When you re ready to import the new DEP maps for current versions of QuickBooks: o From the File menu in GiftMaker Pro, choose System Preferences. o Click the Additional Preferences button, and choose Fund Accounting Bridge. o In the Preferred Export Map area, click the Import button. o If you ve already created a backup copy of the existing map(s) to be replaced, click Yes on the confirmation message. o Browse to the folder where the Fund Accounting Bridge maps text file is stored. For a typical installation, this would be on your local hard drive, in the folder: Campagne\GiftMaker_Pro. o Select the FAB Export Maps 0205.txt file and the import will begin. o Choose as your Preferred Export Map the appropriate QuickBooks map, QuickBooks CASH Detail DEP or QuickBooks CASH Summary DEP. GiftMaker Pro/EventMaker Pro Update Description

10 After importing Fund Accounting Bridge maps from the new text file, select your Preferred Export Map, then Save the System Preferences. o Click the Return to System Preferences button, then the Save/Enter button, to exit System Preferences and retain your Fund Accounting Bridge edits. Now you are ready to use this new map for your Fund Accounting Bridge journal sessions. Refer to the Fund Accounting Bridge manual for additional details. GiftMaker Pro/EventMaker Pro Update Description

11 Other Changes in Version 8.3 Changes to both GiftMaker Pro and EventMaker Pro Standard import facility The Standard Import Facility (SIF) imports data from an external text file into your GiftMaker Pro or EventMaker Pro database. This is very helpful if you have bought lists from outside sources and don t want to type them in by hand. In version 8.3, this utility can be used to import new constituent records, but no gift, membership or ticket details. Before using the Standard Import Facility, refer to the separate manual for this utility available on your Campagne CD, or through the Client Services, Technical Support section of the Campagne website. Credit card processing o The installer for version 8.3 will properly add and register the IatsLink.dll file necessary for credit card processing through GiftMaker Pro and EventMaker Pro. o o The Parameters window, from the User Defined Retrieval Output Options, has been changed to encourage use of the Save as unsent processing option over the Send after processing option. This is especially important when using the Single type of from a User Defined Retrieval (instead of Group type), to avoid the potential of resending part of a recipient list from the Outbox after GiftMaker Pro or EventMaker Pro encounter an invalid address. When sending messages to a list of recipients, if an error is reported back to GiftMaker Pro/EventMaker Pro for a particular address, the system will no longer stop sending the message to the remaining recipients in the list. The Error Report will still appear at the end of the send process, notifying you of any transmission errors returned to GiftMaker Pro or EventMaker Pro. Terminology o There are a few minor areas in GiftMaker Pro and EventMaker Pro where the phrases master record and master selection list have been changed to constituent record and constituent selection list for consistency with other references in the software. GiftMaker Pro/EventMaker Pro Update Description

12 Changes unique to GiftMaker Pro Gifts o Labels and envelopes for Pledge Reminders have been improved. For pledges from an organization, the Person 1 name or primary contact at the organization will appear above the organization name on standard GiftMaker Pro labels and envelopes. The next line will give the person s title when available, followed by the organization name which will no longer print twice. o When customizing the Gifts Dashboard, the optional button for Import Online gifts has been relabeled to Import OIX gifts. This is a change in appearance only, not in functionality. Please note this Dashboard button is not used for importing gifts from WebCampaigns. To transfer WebCampaigns data to GiftMaker Pro, use the WebCampaigns import queue, accessed from the Data menu in GiftMaker Pro. Memorial/honor gifts o When entering a Memorial/Honor gift, on the Memorial tab, the Lookup button will correctly open the Memorial/Honor Name Selection window instead of just moving forward to the First Name field. Users no longer will need to Tab forward and back to get the Lookup function to respond. o New memorial gifts added to your database after installing version 8.3 will not cause damaged pointer errors, as occasionally seen on the Memorial/Honor Report in previous versions of GiftMaker Pro. However, this change will not prevent older gifts entered using version 8.2 or earlier, from possibly appearing with a damaged point on your next memorial report. If one is noticed, please contact Campagne Support for assistance clearing these from all future Memorial/Honor Reports. o An Export file created from the Memorial/Honor Report, using the Memorial/Honor Name Based format, will provide the correct list of donor names for each gift. Reports and analyses o Improvements have been made to the Comparative Gift Analysis, so pledge due amounts are no longer reported when the Type of Analysis is Donations Only or the Gift Type is D. The primary search radio button also has been reworked somewhat, to ensure it influences only the search function and not the output results. o A minor change in terminology has been made on the Soft Credit/Matching Gift Analysis report. For clarity, the phrase Soft credit gift from has been changed to Original donor. Note that this line of the report still provides the hard credit donor name, as it did in the prior release of GiftMaker Pro; only the field label has changed for version 8.3. GiftMaker Pro/EventMaker Pro Update Description

13 o Profile reports will provide complete telephone number information for secondary addresses, no longer omitting the Phone1 field when a record has no data in the Delivery Address or Phone2 field of the secondary address. User Defined Retrievals o When a Custom code field is the second line of a search, the User Defined Retrieval will now yield correct results instead of incorrectly reporting No records found. o When outputting a retrieval to Display List, the Check Number field will display its column label correctly, rather than always displaying the number 0 in place of the heading Check Number. o Clients with the Volunteer module are able to process new or saved User Defined Retrievals based on Work History search criteria. An Error 191 message no longer will appear when processing these retrievals. Mail merge letters o The Plgthank.doc merge letter has been updated to properly omit the pledge payment schedule for payments with a frequency of one time. A correction to punctuation also has been made to the letter. The updated copy of the document is installed automatically for new 8.3 installations of GiftMaker Pro, and may be custom installed for update installations if needed. o Clients upgrading to version 8.3 for Windows directly from v 8.0 should note a change in the default file names for export files. Versions are assigning shorter default export file names, such as DTYdata.doc instead of Donation Thanks Data. Your first mail merge after installing the update may require you to help your word processor find the correct data source because of the changed file name. When prompted to Open Data Source, browse to the Campagne\GiftMaker Pro folder on your local hard drive, and select the current export file. Then save this merge document, so you won t need to perform this step again for each subsequent mail merge from the same letter. Security options o The Top Donors information chart will be disabled properly on the Constituent Dashboard for users with no access to the Top Donors report from the Analysis menu. o When applying the View Only security level to a user, the options to process recurring payments and use the WebDonations import queue will be disabled by default. As always, these are only suggested defaults; additional customization may be performed for specific security settings. GiftMaker Pro/EventMaker Pro Update Description

14 o When customizing Security Options in the Staff Table, all options under the Maintenance Windows section properly will save custom settings, including the last six options at the bottom of the list (Donation Entry, for example). Membership module o For users with the Membership module, the Member Since field at the bottom of the constituent record is now populated with the membership joined date, even when the initial membership is created during Update of a gift. Prior to this improvement, the Member Since field was being populated only when membership details were created during the initial Add of a gift. o Lengthy MemberID#s no longer will overwrite the Membership Category information on reports, when output from a User Defined Retrieval. WebDonations o The WebDonations import queue has been improved to no longer create an Error when executing procedure message when importing some of the larger WebDonations export files. Fund Accounting Bridge o When one of the Fund Accounting Bridge map templates has been cloned to create a new map, the new clones will no longer be locked from edit or deletion. o New maps added or imported to Fund Accounting Bridge System Preferences always will be assigned unique ID#s greater than the last used Fund Accounting Bridge ID. This will prevent the possibility of two Fund Accounting Bridge maps being listed with the same ID#, causing difficulty editing or deleting one of them. GiftMaker Pro/EventMaker Pro Update Description

15 Installation Instructions Please be sure you have a working backup copy of your data file before proceeding. To install any of the Pro Series version 8.3 (GiftMaker Pro, EventMaker Pro, Pro Utilities, and/or the Campagne Data Facility), you will need your Campagne and Omnis serial numbers. If you have GiftMaker Pro and/or EventMaker Pro installed on more than one workstation, please also refer to the Multi User Update Installation section later in this document. Windows Installation Follow these steps to install the program(s) onto your Windows computer: 1) Download the setup file from the Campagne Associates website, saving it to your desktop for installation. Double click the 83setup.exe file to launch the installer. If you experienced difficulty downloading the file from the web and requested a CD from Campagne, insert the CD into your CD drive and double click on the setup.exe file. Once the installation is complete, you may delete the setup file from your desktop. 2) In order to install the proper components, the program will require you to enter your Campagne serial number. Enter the Campagne serial number exactly as shown on the shipping document using UPPER CASE for the alphabetic characters and. where indicated. If the license Serial Number is entered incorrectly, you ll need to start over. Click OK to continue. GiftMaker Pro/EventMaker Pro Update Description

16 3) Review the Welcome screen and click Next. 4) Read the License Agreement. To agree to the terms and proceed with the installation, click on the Yes button. 5) On the Choose Destination Location window, the default is set for C:\Campagne. Click Next to accept, or if you have your Campagne files located in a different directory name, it is important to select the other location using the Browse button. Select the top level of the Campagne directory, not the subsequent program directories. 6) The Select Components window will open. The Typical option is preselected and automatically will install or update the items based on what you have installed currently. Click Next. Custom Installation allows you to install (or re install) individual components of the update. 7) Select Program Folder: The default folder name is Campagne. This is the Start Menu/Programs Group for the shortcut to run the program. Accept the GiftMaker Pro/EventMaker Pro Update Description

17 default by clicking Next. Shortcuts to the program(s) also will be placed on the desktop. 8) The Ready to Install window will give you a last chance to make any changes to your choices. Click Next to begin the installation/setup of the selected programs. 9) If you have a previous version of GiftMaker Pro installed (version 7.9 or prior), you will be prompted to remove a previous version of Omnis (the database engine for GiftMaker Pro). You do not need to overwrite your previous version of Omnis. Select the No button to proceed. 10) Some installations will require identification of the banking system to be used for credit card processing. Even though you may not be using the credit card processing feature at this time, please select the proper country to avoid the need to reinstall at a later date. Is your bank in the United States? If so click on Yes; if it is in Canada, click No. (Credit card processing functions are not operational until you complete a merchant agreement with IATS/Ticketmaster.) 11) It is not required to restart your computer at this point. Select the No option and click the Close button. 12) From your Campagne directory, open GiftMaker Pro 8.3. Serialize Omnis 7 13) If you are upgrading from version 7.9 or earlier (or installing to a new workstation), you will need to serialize Omnis 7, which is the database engine for GiftMaker Pro and EventMaker Pro. GiftMaker Pro/EventMaker Pro Update Description

18 If you receive the Welcome/Serialize screen, enter your name, Organization name and Omnis serial number and click OK. Version users may proceed to the next step. By all means, try to avoid canceling at this point. Canceling before serializing Omnis will mean that you will be working with a single user version of Omnis. If your license is for multi users, you will find problems when logging on while others are in the program. Migrate your data 14) Now it s time to migrate your data over to version 8.3. Locate and select your data file from the Change Data File window. 15) The following window will confirm your data file selection. Select Migrate Data. GiftMaker Pro/EventMaker Pro Update Description

19 16) Once again, enter your Campagne serial number. 17) Last chance to confirm you have a working backup of your current data file! Click Proceed to continue (or Quit if you are unsure). The processing time of the migration will vary depending on data file size, location of data file and other computer configurations. Most data file migrations should be complete within an hour. 18) The Sign on window will open. Sign on to the program and enter your password, if required. Macintosh Installation Follow these instructions to install GiftMaker Pro on a Macintosh system. 1) Download the setup file from the Campagne Associates website, saving it to your desktop for installation. Double click the 83 Install Campagne Software icon to begin the installation. If you could not download the file from the web and requested a CD from Campagne, insert the CD into your CD drive and double click on the Install Campagne Software icon. Once the installation process is complete, you may delete the Installer from your desktop. 2) Read the License Agreement. Click on the Accept button to agree to the terms and proceed with the installation. The Install Campagne Software window will open. GiftMaker Pro/EventMaker Pro Update Description

20 3) Click the Install button to proceed. The program will install all the necessary software as directed. 4) If you have a previous version of GiftMaker Pro installed (version 7.9 or prior), you will be prompted to remove a previous version of Omnis (the database engine for GiftMaker Pro). You do not need to overwrite your previous version of Omnis. Click No to proceed. 5) At the Installation was successful message, click Quit. GiftMaker Pro/EventMaker Pro Update Description

21 6) From the Campagne folder, open the Omnis folder. Then open the GiftMaker Pro folder. Single click the GiftMaker Pro 8.3 icon and drag it over the OMNIS 7 icon. This will open the program. Serialize Omnis 7 7) If you are upgrading from version 7.9 or earlier (or installing to a new workstation), you will need to serialize Omnis 7, which is the database engine for GiftMaker Pro and EventMaker Pro. Version users may proceed to the next step. If you receive the Welcome/Serialize screen, enter your name, Organization name and Omnis serial number and click OK. By all means, try to avoid canceling at this point. Canceling before serializing Omnis will mean that you will be working with a single user version of Omnis. If your license is for multi users, you will find problems when logging on while others are in the program. GiftMaker Pro/EventMaker Pro Update Description

22 Migrate your data 8) Now it s time to migrate your data over to version 8.3. Locate and select your data file. The following window will give you a chance to confirm your data file selection. Select Migrate Data. 9) Once again, you need to enter your Campagne serial number. GiftMaker Pro/EventMaker Pro Update Description

23 10) Last chance to confirm you have a working backup of your current data file! Click Proceed to continue or Quit if you are unsure. The processing time of the migration will vary depending on data file size, location of data file, and other computer configurations. Most data file migrations will be complete within an hour. 11) The Sign on window will open. Sign on to the program (and enter your password, if required). GiftMaker Pro/EventMaker Pro Update Description

24 Planning a Multi-User Update Installation If you have GiftMaker Pro and/or EventMaker Pro installed on more than one workstation, please consider the details below when installing this update. A typical network installation will have the program files installed on each workstation and the data file stored within a shared location on the server. Preparations o Plan to perform the installation of all workstations at a time when all users can be off GiftMaker Pro and EventMaker Pro. Since there is a migration involved in bringing your database from a prior version into the current release of GMP/EMP, no users can be accessing the data while this stage of the installation is processing. Also, once the migration is complete, it must no longer be accessed by an older version of the software. So it s important to keep all users off the system until the upgrade of their workstation is complete. o Print the Data File Status information from the File menu in GiftMaker Pro or EventMaker Pro. This report will outline the Data File Path and file name for your organization s current database. This information will be necessary during migration of the data file, and when you first launch the new release after installation. o Create a current, reliable backup of the database before beginning the installation. There is no undo function for the migration utility, so the only way to return your database to its pre upgrade condition, in the event you need to try again, is to restore a data backup. To ensure the correct file is included in the data backup, refer to the Data File Path printed from the Data File Status report described above for the exact location of your current, live database. Installation o o o Using the steps outlined in the previous sections of this chapter for a Windows or Macintosh installation, install the new update release to one of the workstations in your office. You will need the current serial numbers assigned to your organization for this latest version of the software. As the installation completes, you will be prompted to migrate your database, updating its structure to match the new version of GiftMaker Pro and/or EventMaker Pro. This data migration will be necessary only once, regardless of how many workstations will be installed and regardless of how many addon modules your organization uses. However, the installation of program files will be repeated for each workstation from which you intend to run GiftMaker Pro and/or EventMaker Pro. Once the installation and migration are complete, launch GiftMaker Pro or EventMaker Pro and sign on from this workstation. If you are prompted to GiftMaker Pro/EventMaker Pro Update Description

25 o Follow-up o o o navigate to the database, refer to the Data File Path printed from the Data File Status report described above. This path will be remembered for the next time you launch the software. Install to each of the other workstations that will need to access GiftMaker Pro and/or EventMaker Pro. You will NOT be prompted to migrate the database again; you will be installing the program files only. Launch GiftMaker Pro/EventMaker Pro from each workstation, connect to the database and sign on. On each workstation, ensure all shortcuts/aliases point to only the latest, current version of the software and are functional. Remove any old shortcuts, since prior versions of the program no longer will be able to access the database once it has been migrated to the current release. Please note that the attempt to access a current database with a prior version of the software could result in data corruption and can be avoided by ensuring all workstations have been properly updated to the most current version before any users sign on to the database. It also is important to ensure only one copy of the current database is available for access by end users. Keep all backup copies on separate media, properly labeled for storage. Also retain a printed copy of the Data File Status report described above for future reference so users will know the correct path to the live database. Now you re ready for all the users to sign on to GiftMaker Pro or EventMaker Pro, using the latest version of the software. You may want to set aside the pre installation backup for awhile. Remember the only way to reverse a data migration is to restore the pre migration data backup, should you need to return to the prior version for any reason. GiftMaker Pro/EventMaker Pro Update Description

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