Operation/Installation

Transcription

1 Guide to Using Operation/Installation 2014, Shelby Systems, Inc. All rights reserved Goodlett Farms Parkway, Cordova, TN Other brand and product names are trademarks or registered trademarks of the respective holders.

2 Table of Contents Table of Contents 2 Introduction 2 2 Installation 3 About Installation 3 General Requirements 3 Install Software 4 Client Workstation Installation 6 Setup Results 7 7 What to Do Next 8 About What to Do Next 8 Starting the Shelby v5 Software 8 Where Do I Begin? General Operation 11 About General Operation 11 Using the Mouse 11 Icons/Keyboard Equivalence Using On-Line-Help/Documentation 15 Access Help Using F1 15 Access Help from the Menu Bar 15 Search for a Help Topic 16 Print Help 16 Exit Help 16 Access On-Line-Documentation 16 Using the Shelby Printer Functions 16 17

3 Using the Shelby SQL Backup/Restore Utility 17 About Making Shelby v5 Backups Using Shelby Dashboard 17 About Shelby Dashboard 17 The Shelby Dashboard Sidebar 18 EZView, My Contas, My , and Shelby Notes 19 The Shelby Main Menu 22 Current News 22 My Queries 23 My Documents 25 My Web Sites 25 The My Shelby Menu 26 Using Navigator 27 About Navigator 27 The Navigator Sidebar Reference 31 Add Shelby Security 31 Using ShelbyAddIn Troubleshooting 37 Possible Start-up Problems 37 Performance Issues 39 Computer Errors Interfacing with Shelby Data Files 40 Export to a File 40 Accessing Shelby SQL Data via MS Access 40 What is the Data Directory 42

4 Documentation Information 42 Supplemental Documents 43 For More Help 44 Contact Us 44 Technical Support 44 Getting Support on the Web: 44 Contacting Support Projects by Phone / FAX or 44 Other Contact Information: 44 Product Sales: 45 If Help is Needed 45 Index 46

5 Operation/Installation Operation/Installation 6/20/ , Shelby Systems, Inc. All rights reserved Goodlett Farms Parkway, Cordova, TN Other brand and product names are trademarks or registered trademarks of the respective holders. Page 1

6 Operation/Installation Introduction Introduction Please review the information contained in the General Operation Guide to become familiar with the basic functions of the Shelby software, its requirements, and many of the functions that do not apply to specific applications. Please note that any hyperlinks or buttons which allow you to go to another help file or supplemental document are active only within the On-Line Help files. If you are viewing the On-Line Documentation through Acrobat Reader, go to the area that the link refers to (perhaps another module or document) for more information. Page 2

7 Operation/Installation Installation Installation About Installation Review the procedures found in this section before you begin the installation. If you have any questions regarding hardware requirements or installing the Shelby v5 software, please contact Installation Support for assistance (888) The complete installation requires the following: General Requirements Install Software Client Workstation Installation Setup Results General Requirements (Multi-user license available) Date Formats: The following date formats are the ones that Shelby accepts in Regional Settings for Short Date Format. "M/d/yy", "M/d/yyyy", "MM/dd/yy", "MM/dd/yyyy", "yy/mm/dd", "dd/mmm/yyyy", "dd/mmm/yy", "dd/mm/yyyy". If you attempt to use any other short date format in Regional Settings, Shelby will reset the format to "MM/dd/yyyy" and invoke an instruction box explaining the change. WARNING: Due to performance considerations, it is recommended that you NOT use a WEB Server, MS Exchange Server, or MS Proxy Server as your Database Server. Microsoft SQL - Install one of Shelby's currently supported Microsoft SQL versions with the latest Service Pack. During the installation, enable the Advanced Options and install a SHELBY instance with SQL and Windows Authentication (aka 'Mixed Mode'), but be sure not to change the Coallation Settings. Microsoft SQL will be referred to as SQL throughout this document regardless of the version. While Microsoft SQL 2005 and Microsoft SQL 2005 Express Sp4 are supported for Shelby v5; we recommend running either full Microsoft SQL 2008 R2 SP1 or Microsoft SQL 2008 Express R2 SP1 for Shelby v5. Tips: Some Internet filtering products block unknown or undesirable sites by sending all TCP/IP packets to their WEB site. Their web site only forwards packets to known, approved sites. Since Shelby uses TCP/IP to communicate with an SQL database, this will prevent Shelby from working. Hardware Requirements: For the latest requirements, go to choose Products and then Hardware Requirements. File services on Windows desktop editions are limited to 10 concurrent connections. Windows server editions requires client access license (CAL) per user. Make sure your system meets the minimum requirements before installing. Page 3

8 Operation/Installation Installation Install Software The installation can only be performed on the database server. If you are running Shelby on a standalone computer, then the database server is your local computer. 1. Start Windows. 2. Close all running programs. 3. Insert the Shelby v.5 CD in the CD-ROM drive. (If the CD starts automatically, skip to step 6). 4. Click Start and then Run. 5. Enter d:\v5installer.exe then click OK. (Replace d: with the CD-ROM drive letter if different). 6. From the v5 Software Installer screen, click Install Software. 7. Simply follow the prompts on the screen. 8. If installing on a NETWORK, it is recommended that it be done from the DATA SERVER. Click Yes to continue. 9. Click Yes after reading the License/Contact Information. 10. Please enter your 5-digit CUSTOMER # and your ACTIVATION KEY found on the ACTIVATION SHEET for Shelby v5 provided with your CD and click Next to continue. 11. Please select the installation type. Typical Recommended for most computers. Installs programs and files for the applications purchased. Custom For advanced users and system administrators only. Use this option to install the programs and data on separate drives and/or directories. Typical Installation: 1. Please choose the installation path for the parent directory. Shelby is by default the parent directory (e.g., C:\SHELBY). Click the Browse button to specify another drive and/or directory if needed and then click OK. If this is a network installation, specify the network drive and folder (e.g., P:\SHELBY) or the UNC path (e.g., \\SERVER\SHELBY). 2. Click Next to continue, then click Yes to create the folder if prompted. The following directory structure is created with a Typical installation. SHELBY (or the parent installation directory you specified) SSV5.PRG - Contains the Shelby v5 programs. WORKSTAT Contains the Workstation Setup. Use to install the necessary system files and create the Shelby v5 Program Group and Icons for a workstation. SSV5.DAT - Location for miscellaneous files (e.g., pictures, associated files, backup files). NOTE: The actual database files are located on the SQL database server. Custom Installation: Page 4

9 Operation/Installation Installation The Custom Installation allows you to specify the Data Directory and Program Directory. For a first time install, the Database Install program runs automatically when you restart your computer at the end of the Shelby Software Installation. 1. Please choose the path to your DATA directory (e.g., C:\SHELBY\SSV5.DAT). Click the Browse button to choose another drive and/or directory if needed. If this is a network installation, specify the network drive and folder (e.g., P:\SHELBY\SSV5.DAT) or the UNC path (e.g., \\SERVER\SHELBY\SSV5.DAT). 2. Click Next to continue, then click Yes to create the folder if prompted. 3. Please choose the path to your Program directory (e.g., C:\SHELBY\SSV5.PRG). Click the Browse button to choose another drive and/or directory if needed. If this is a network installation, specify the network drive and folder (e.g., P:\SHELBY\SSV5.PRG) or the UNC path (e.g., \\SERVER\SHELBY\SSV5.PRG). 4. Click Next to continue, then click Yes to create the folder if prompted. 5. Make a note of the following information. If there are other workstations that will be running Shelby, have them run the workstation setup from \Shelby\ ssv5.prg\workstat folder. e.g., \\servername\shelby\ssv5.prg\workstat\setup.exe. 6. Follow the prompts. Shelby v5 Database Setup: The Shelby v5 Database Setup will automatically launch to continue the process. Install SQL: If you have previously installed SQL, you do not need to run this procedure, skip to Install Shelby Database. If you are installing on a Windows Server Small Business Edition, you must install the SQL software from the Small Business Edition CDs. In either case, you will need to make certain that your SQL Authentication is set to SQL Server and Windows using SQL Enterprise Manager. 1. The SQL installation starts and runs automatically when the Database Install program is launched if a previous install of SQL could not be detected. Click Yes when asked "Would you like to install SQL now?". If the Shelby Database Installation Services screen displays, skip to the Install Shelby Database section. This would indicate that a version of Microsoft SQL is already installed. Otherwise, continue with the next step. 2. Choose the SQL File Locations. Program Files Drive - The SQL Program Files should be installed to a hard drive local to the database server (e.g., C:\). Data Files Drive - The SQL Data Files must be installed to a local drive on the database server (e.g., C:\). Again, the Data Files should be located on the database server, NOT the SHELBY\SSV5.DAT directory. Note: When installing to a Windows server, it is recommended to install the SQL Data Files to any drive other than C: that has a large amount of free space. (e.g.: F:\, G:\, etc.). 3. Click Install and follow the prompts. The setup process will take several minutes. 4. Click OK when prompted to reboot now. Note: The SA (System Administrator) password has been set to "ShelbySystems-2007" This password is required to manage the Shelby database. Page 5

10 Operation/Installation Installation The Database Install program will be launched automatically when you restart your computer at the end of the SQL installation. Install Shelby Database Use this procedure to create the Shelby database for the applications purchased. The Check Shelby Database Setup button is only used when installing additional software to Shelby v5. 1. Click Shelby Database Setup from the Shelby Database Installation Services screen. 2. Verify the Database Server name (e.g., MyServer\SHELBY) is correct. If the field is blank, then type your servername\instancename. 3. Enter the SA user password and click OK if prompted. The default SA password is ShelbySystems-2007 if SQL was installed via the previous section. Otherwise use the system administrator login password that has previously been assigned for SQL. 4. Choose or type the Database Name (e.g., ShelbyDB). ShelbyDB is recommended however; you can give it another name if desired. ShelbyDB refers to the Shelby database. 5. Choose the Shelby v5 Data Path (e.g., c:\shelby\ssv5.dat). This is the Data Path specified during the Software Installation. The database itself will reside on the database server. 6. Click Next to go to the Database Information screen to continue the process. 7. Choose the Conversion Type from the drop down list. Blank Database - Choose Blank Database if you are creating a new Shelby database or if you want to overwrite an existing database with empty tables. Contact Shelby support for assistance if you need to convert from an earlier version of Shelby. 8. Click Start to continue. 9. Follow the prompts. 10. Enter the Shelby Supervisor Password when prompted. Check with your system administrator to obtain the supervisor password shipped with your new customer packet. 11. Click Exit at the Shelby Database Installation Services window. 12. Remove the Shelby v5 Installer CD from the drive. If you are installing on a standalone computer, the installation is complete. Refer to Setup Results for more information. Refer to the What to Do Next section to begin using the software. If this is a network installation, proceed to Client-Workstation Installation to continue the process. Client Workstation Installation The Shelby Database Server Installation must be complete before continuing! Run the following procedure on each Client-Workstation that will run Shelby v5 software. This only applies if you are on a network. Running this procedure updates the system files and creates or updates the Shelby v5 program group with the Shelby Icons. Page 6

11 Operation/Installation Installation If installing to a mapped drive, it is recommended that ALL workstations use the same drive letter and path during the setup procedure (e.g., p:\shelby\ssv5.dat and p:\shelby\ssv5.prg). Make sure each Shelby user has full network rights to the drive and directories where the Shelby programs are installed (e.g., p:\shelby\ssv5.prg) and full network rights to the Shelby data directory and its subdirectories (e.g., p:\shelby\ssv5.dat). Notice: You must be logged in as the Administrator or have administrative privileges. 1. Browse to WORKSTAT directory located beneath the Shelby program installation folder (e.g., \\servername\shelby\ssv5.prg\workstat\setup.exe) and run SETUP.EXE. 2. Follow the prompts on the screen. 3. Refer to Setup Results for more information. Refer to the What to Do Next section to begin using the software. Setup Results After installing Shelby v5, icons appear in your Shelby v5 program group. To execute an icon in the program group, double-click on it. Shelby v5 - Starts the Shelby v5 programs. Shelby SQL Backup-Restore Utility - Starts the Shelby SQL Backup-Restore Utility. This Utility can only be executed from the database server running SQL. ShelbyEZ-VIEW Starts ShelbyEZ-VIEW, which is used for quick look-up of information. Only available with Membership, Prospects, and/or Miscellaneous Names. Help on General Operation - Starts the help file, which contains the General Operation/Installation information. Refer to the What to Do Next section to begin using the software. Page 7

12 Operation/Installation What to Do Next What to Do Next About What to Do Next Follow these instructions after the installation is complete. This section covers: Starting the Shelby v5 Software Where Do I Begin? Starting the Shelby v5 Software Once the installation is complete, you are ready to begin using the Shelby software. You will find the programs to be very comprehensive yet easy to use. 1. Start the programs by choosing the Shelby v5 icon either in the Shelby v5 program group or from your desktop if a shortcut was added during the Workstation Setup. 2. The Shelby v5 Login screen displays Refer to Add Shelby Security for instructions about adding or updating a password if needed. This must be done before accessing the Main Menu. 3. Type your Login Name. 4. Type your Password. To change your individual password, click the Password button after entering your login name. Type the Name, Password, New Password, and then Re-type New Password and click OK. 5. Click OK. 6. The Shelby Dashboard will display. Page 8

13 Operation/Installation What to Do Next Refer to Using Shelby Dashboard for more detailed instructions on using the many features of this program. 7. Click Shelby Menu on the Sidebar to display the Shelby program menu. Tips: You can change the background image on this screen, if desired, by right clicking anywhere inside the Shelby Dashboard menu and choosing a different background. If you choose the Custom option, a browser screen will allow you to select any image file to display as your background. Select the image file and click Open. A message box will warn you that the image file needs to be 600 X 400 in size or the picture will be cropped. Click OK to continue. In addition, you can right click on the application panel and choose to view in List or Suites. Also choose to Sort Alphabetically or by Suite. There is another feature to arrange the applications in the order of your choice. To do this, you must first select Page 9

14 Operation/Installation What to Do Next the List view. Then highlight the application, right click and choose Move Up List or Move Down List. Once this is done, you can then choose another view. 8. Click the application of your choice (e.g., Membership). 9. Proceed to Where Do I Begin? to continue. Where Do I Begin? First of all, did you review the Demo located on the Shelby web site? This is a good place to begin. The Demo will get you familiar with the software interface and expose you to the main features within each module. Just go to choose a product (e.g., attendance, contributions, membership, etc), and then click the View Demo button. Have you been trained to use the Shelby software? Shelby offers training at your location or ours. We also offer what we call the Shelby Professor, which is interactive training on CD-ROM. This is an excellent tool for retraining or training new employees. Check with our sales department for more information and the CD's that are available at (800) Getting Started - Shelby offers many different modules, each designed to perform different functions yet integrate seamlessly with each other. The modules fall under two categories; Financial modules, and Personal Records modules. The first step is to identify what your responsibilities are. This helps when first starting to use the software. For example, if you are the financial secretary, your main focus is to configure the modules that apply to you, such as General Ledger, Accounts Payable, Payroll, and so forth. Refer to the Getting Started section (see below) of each module for the prerequisites and steps required. Be aware that some modules integrate with others. For example, Payroll integrates with General Ledger, so Company, Year, and Account Information is required before configuring Payroll information. Contributions/Gifts require both General Ledger information and Member/Prospects information before gifts can be entered. Other than the prerequisites that may be required for certain modules, there is no set order that must be followed when starting to use the Shelby software. How do I find the Getting Started sections mentioned above? Each module has built-in On-Line Help and On-Line Documentation. This is where you will find the Getting Started section for that module. To find out more about these features, refer to Using On-Line Help/Documentation. Page 10

15 Operation/Installation General Operation General Operation About General Operation There are several basic functions within the Shelby v5 software with which you should become familiar. Please review the information in this section before you begin using the program. This section covers: Using the Mouse Icons/Keyboard Equivalence Using On-Line Help Access Help Using F1 Access Help from the Menu Bar Search for a Help Topic Print Help Exit Help Access On-Line Documentation Using the Shelby Printer Functions Using the Shelby SQL Backup/Restore Utility About Making Shelby v5 Backups Using Shelby Dashboard About Shelby Dashboard The Shelby Dashboard Sidebar EZView, My , and Shelby Notes The Shelby Main Menu My Queries My Documents My Web Sites The My Shelby Menu Using the Mouse There are three basic operations you will need to perform using the mouse. Term Click Meaning To click an object. 1. Point to the object with the mouse pointer. 2. Press the left mouse button. Double To double click an object. Page 11

16 Operation/Installation General Operation Term Click Drag and Drop Meaning 1. Point to the object with the mouse pointer. 2. Press the left mouse button twice in rapid succession. To drag an object and drop it at another location. 1. Point to the object to be dragged with the mouse pointer. 2. Press and hold the left mouse button while you move the mouse to reposition the object on the screen. Release the mouse button to drop the object being dragged. Icons/Keyboard Equivalence Throughout the programs you may use keyboard commands or use the mouse to perform various functions. A brief description of each is described below. Icon Keyboard Short Cut Ctrl + [N] Ctrl + [O] New is used to add a new item. Meaning Open is used read or modify an existing item. F3 Ctrl + [S] Close is normally used to close or leave a screen. NOTE: Does not close Dialogue or Input boxes. Save is used to finalize or update. Save and Close is used to save any changes made and then exit the Navigator. Delete is used to delete a line or entry. Alt + [R] Ctrl + [X] Ctrl + [C] Ctrl + [F] Ctrl + [P] Print is used to print a report or list. Cut is used to cut information and use it in other areas via the clipboard. Copy is used to copy information and use it in other areas via the clipboard. Find is used to search for text within a report using Shelby Print Preview or ShelbyActiveX - (Ctrl [F] to Find Next). Print Grid Utility is used to print the information on a grid that is selected. A dialog box will ask if you want to print to the screen. Answering No will open and export to Excel. Answering Yes invokes a Page 12

17 Operation/Installation General Operation Icon Keyboard Short Cut Ctrl + [V] Ctrl + [Y] Ctrl + [Z] Meaning print utility that gives you the option to print one or multiple pages of the grid, zoom in and out, and view different pages. When finished simply exit the utility. Paste is used to move information from the clipboard into another area or application. Open or Delete is used to open or delete an address when the focus is on a specific address from the General Information button on the Navigator screen. Undo is used to back up a step when wanting to reverse the last action processed. Ctrl + [F7], Ctrl Home, First is used to move to the first of a series of records. or Ctrl PageUp F7 F8 Previous is used to move to the previous line or record of a series. Next is used is used to move to the next of a series of lines or records. Ctrl + [F8], Ctrl End, Last is used to move to the last of a series of lines or records. or Ctrl PageDown Graph is used to display a graph that can be printed. Memo is used to add or view memo attached to a record. F1 Ctrl + [F1] Ctrl + [F2] Ctrl + [F3] Ctrl + [F4] Background Check is used to register with Protect My Ministry and then do a background check on an individual from either GlobaFILE or Payroll. This feature is optional. Help is used to display help for the current topic in focus. You may then choose Contents or use Search to go to another topic. General Information is used to take you to the General Information button while on the Navigator screen. Accounts Payable is used to take you to the Accounts Payable button while on the Navigator screen. Accounts Receivable is used to take you to the Accounts Receivable button while on the Navigator screen. Membership/Prospect/Misc. Names is used to take you to the Membership button while on the Navigator screen. NOTE: Also used to return to the Navigator pane when your focus is on the grid to the right side of the screen. Page 13

18 Operation/Installation General Operation Icon Keyboard Short Cut Ctrl + [F5] Ctrl + [A] Alt + [F] Alt + [E] Alt + [C] Alt + [R] Alt + [Y] Alt + [H] Alt + [M] Meaning Servant is used to take you to the Servant button while on the Navigator screen. Selects all File is used to access the File pull down menu. Edit is used to access the Edit pull down menu. Records is used to access the Records pull down menu. Reports is used to access the Reports pull down menu. Utility is used to access the Utility pull down menu. Help is used to access the Help pull down menu. Modify is used to edit a record on the Membership Information grid. Alt + [T] F4 Alt + [F4] F5 Alt + [?] [+] Tab Shift + Tab Alt + Tab Alt Alt _ Esc Tools is used to access the Tools pull down menu while using Navigator. Pick is used to choose an item from available selections.activates Windows' drop down boxesactivates Ellipse Buttons' lists and tablesactivates Shelby Calendar in Date FieldsActivates Shelby Calculator in Numeric Fields Exits a program or Shelby module. Refresh is used to restore information on a maintenance screen back to the way it was, as long as you have not saved the record. Use Alt + [the underlined character] to access items from the Menu Bar or simply click with the mouse. Press + (plus) to advance the cursor to the next field or change to the next focus point. This works the same as tab in most cases. Press Tab to advance the cursor to the next field or change to the next focus point. Press Shift + Tab to move the cursor to the previous field or to the previous focus point. Toggles display through running programs Tapping the Alt key may restore normal use to the Tab key without restarting Windows. While pressing and holding the Alt key, tapping the underlined key selects that item. Same as F3. Close is normally used to close or leave a screen. NOTE: Page 14

19 Operation/Installation General Operation Icon Keyboard Short Cut Meaning Does not close Dialogue or Input boxes Arrows are used to move within a field. (left/right) Arrows are used to move up or down on a scrolling list. (up/down) Insert Delete Home End Page Up Page Down is used to insert characters within a field. is used to delete characters within a field. is used to position the cursor at the beginning of a field. is used to position the cursor at the end of a field. is used to page up in a scrolling list. is used to pages down in a scrolling list. Using On-Line-Help/Documentation Access Help Using F1 IE8.0 or higher is needed to display the HTML help correctly. (It is not required that Internet Explorer be used as the system's default browser or that the Internet Explorer icon be visible on the user's desktop). On-Line Help is available for each of the Shelby v5 applications. On-Line Documentation is also available (in Adobe Acrobat PDF format) to view and/or print. Help/About is available to view various information about your computer set up including the current version of Shelby. The current version is also displayed on the bottom left corner of the Main/Home screen. Press F1 from any screen. Help displays for the current topic in focus. Click the underlined sub-topic for the information desired. Access Help from the Menu Bar 1. Select Help from the menu bar. 2. Choose Table of Contents or Topic Help. Table of Contents takes you to the Help Contents screen, allowing you to choose the topic of your choice. Table of Contents (All) takes you to the Help Contents, which displays all of the modules purchased. Page 15

20 Operation/Installation General Operation Use the Index and Search find information that may be located in any of the modules. Topic Help displays Help for the current topic in focus. Search for a Help Topic 1. Select Search from the Help tool bar. 2. Follow the prompts on the screen. Print Help Help may be printed once you have accessed a help file by clicking the Print button located on the tool bar. Using the Print button only prints the current topic. Refer to Access On-Line Documentation to print an entire document. 1. Choose the Help Topic of your choice. 2. Click the Print button located on the tool bar. 3. Click OK to continue. Exit Help 1. Click the Close button on the menu bar. Access On-Line-Documentation The On-Line Documentation is available in Adobe Acrobat PDF format. The Adobe Acrobat Reader must be installed to view and/or print the On-Line Documentation. You can go to and download it from their web site. All trademarks are the property of their respective owners. 1. Click Help from the menu bar. 2. Choose On-Line Documentation from the pull down menu. 3. The Acrobat Reader opens and displays the document. You can scroll through the document as desired. There are several ways to view the documents within Acrobat Reader. Try maximizing the screen, choose View and then select Fit Visible. 4. To print an On-Line document, choose File and then Print from the Acrobat Reader screen. 5. When done, click File, and then Exit to return to the Shelby programs. Using the Shelby Printer Functions The ShelbyPRINTER is a control used to display any reports to the screen prior to printing. Once displayed, you can choose the printer, change fonts, select the orientation and more. Two modes for viewing are available. Shelby Print Preview - This is the newest print control and will most likely be the one used the majority of time. The biggest advantage of using this control is that the report displays on the screen in proportion to the way it prints out making it easier to review before printing. ShelbyACTIVEX Printer - You can still switch to the original control by simply clicking Tools from the menu bar and then select Switch Printer mode. 1. Refer to the On-Line Help from within the Shelby Printer for step-by step instructions. The Shelby Printer screen displays after running any report. Page 16

21 Operation/Installation General Operation Using the Shelby SQL Backup/Restore Utility About Making Shelby v5 Backups The Shelby SQL Backup/Restore Utility is used to backup or restore your Shelby v5 data. During the backup procedure, a.bak file is created in the location of your choice (the default path is \shelby\ssv5.dat\backup). The Backup Database utility can be run from any workstation that is connected to the Shelby Database Server. The Restore Database utility must be run from the Shelby Database Server or from a workstation that has SQL running. You can either make a data backup manually or use the Create Backup Schedule feature, which allows you to configure timed backups. Please keep in mind that your SQL data does NOT reside in the Shelby Data Directory (ssv5.dat). It is located in the SQL database. For a reliable backup, the entire ssv5.dat directory (and all sub-folders), including the assoc, pictures, scans and register folders and all their contents, should be backed up a few minutes after the backup from Shelby SQL Backup and Restore Utility completes. For example, if the Shelby SQL Backup and Restore Utility is scheduled to run at 12:01 a.m. set the backup of the ssv5.dat directory to 12:31 a.m. When setting up a Tape or Other Backup System, be sure to include the.bak or.zip files created by the Shelby SQL Backup\Restore Utility and the entire SSV5.dat directory. WARNING: It is VERY IMPORTANT that you use this utility to create a backup file of your Shelby data on a regular basis. This file can be used to restore Shelby data in the event of an emergency. If you are using a tape backup device to backup your data, it is important that this file be included in the backup. If you are currently making a tape backup and have not been creating the.bak file using this utility, chances are your Shelby data is NOT getting backed up. The only way it would be is if you shut down SQL prior to running the backup, which is not usually done. If SQL is running while making the backup, the ShelbyDB.mdf, which is the main SQL Shelby database is in use, in which case it would be skipped during the tape backup. The backup file created when using this utility (e.g., ShelbyDB.bak) contains all of the data and information necessary to completely restore your Shelby data. Since it is not in use except when making the backup, it would be included on your tape backup as long as you chose to include it. 1. Choose the Shelby SQL Backup/Restore Utility icon from the Shelby v5 program group. 2. Refer to the On-Line Help from within the Shelby SQL Backup/Restore Utility for step-by step instructions. Using Shelby Dashboard About Shelby Dashboard The Shelby Dashboard is the first screen that you will see upon logging into Shelby. Taking large strides to simplify your Shelby experience, the dashboard puts a wealth of information at your fingertips. You will be able to see when journal entries need to be saved, Resource Calendar events are due, or quickly access a mem- Page 17

22 Operation/Installation General Operation ber s record without even opening a module! However this is only a small sample of the possibilities that can be tailored for you and each user in your organization. Custom SQL queries that you create or obtain from Shelby can be pushed to this central interface allowing you and selected users to run frequently used reports on demand with a simple click of your mouse. A warning message system has been built into the dashboard that will notify each user when time-sensitive tasks within Shelby are due. Also, the customer can store shortcuts to frequently accessed documents within the interface. Shelby Systems websites will have hotlinks built right into the dashboard sidebar, so you can find the exact help needed without searching multiple Shelby sites. You can also add your favorite websites as well. 1. Proceed to The Shelby Dashboard Sidebar to continue the process. The Shelby Dashboard Sidebar The Sidebar is the nerve center of the Shelby Dashboard. The Shelby Main Menu, custom queries, saved documents, and websites can all be accessed by clicking the various items in this Windows Explorer-style file tree. The sidebar can freely be resized to allow more viewing room for the central viewing area. 1. The Shelby Dashboard Sidebar: Page 18

23 Operation/Installation General Operation 2. Proceed to EZView, My Contacts, My , and Shelby Notes to continue. EZView, My Contas, My , and Shelby Notes As in previous versions, clicking icons on the Shelby Main Menu will launch separate windows for the selected application. EZView, My Contacts, My , and Shelby Notes will run completely within the Dashboard console. See examples of all four, EZVIEW, My Contacts, My , and Shelby Notes below. 1. EZVIEW screen: Page 19

24 Operation/Installation General Operation Refer to the Shelby EZView on-line help files for more information. 2. My Contacts screen: You must own the Contact Management module to see this option. 3. My screen: Double Click on an to see the recipients. Page 20

25 Operation/Installation General Operation Click the View in EZView button to send another quickly. 4. Notes screen: Page 21

26 Operation/Installation General Operation Right-click in the grid and choose New to add a Note. Fill in the Subject (ex. Dental Appointment), type or choose a Category (ex. Personal), select the Date Due (ex. 10/31/2008), select the Date Started (ex. 10/15/2008), enter or select the Status (ex. In Progress), choose the Date Completed (ex. 11/01/2008), select a Priority rating from the drop down list, click the check box if you would like to receive a Reminder and then enter a Date and Time and choose the Recurring option from the drop down list and enter a number into the Every field, and then key in the Notes (ex. Don't forget about your dental appointment on Monday at 8 am). 5. Proceed to The Shelby Main Menu to continue. The Shelby Main Menu The traditional Shelby Main Menu can be accessed in two ways: 1. By clicking Shelby Menu from the Dashboard s sidebar: 2. By clicking Shelby Menu from under Recent Modules Used: 3. Proceed to Current News to continue. Current News Current News lists the Shelby Banner items that run across the top of the Shelby Dashboard. Click on any of the Current News links to open them up in a separate web page. You may add items to the Shelby Banner by right-clicking inside the banner and adding the item name and the web address. When you add a new item to the banner it will automatically be added to Current News on the Dashboard Sidebar. 1. Current News screen: Page 22

27 Operation/Installation General Operation 2. Proceed to My Queries to continue. My Queries ShelbyQuery allows you to generate your own queries to extract specific information from the Shelby database. Before, a rudimentary knowledge of SQL was needed to run these queries, but now saved queries can be pushed to the Dashboard interface. These queries can be limited to certain users and added or removed from the Dashboard at will. 1. The Query is created here: 2. It is Pushed here: Page 23

28 Operation/Installation General Operation 3. It is Viewed here: 4. And is also used here: Queries that include the name counter can be viewed in EZView. Just click the View in EZView button (see illustration above). EZView then opens in the Dashboard with all names selected that were pulled by the query. You can then print labels, perform a mail merge, or send an to the selected people. 5. To push a Query to the Dashboard: Open ShelbyQuery. Generate a query either by opening a saved query or creating a new one. Page 24

29 Operation/Installation General Operation Click the Save icon. Click Yes on the dialog message that asks if you wish to save this query to anyone s dashboard. Click the My Status and/or My Queries checkbox(es) next to each Shelby user whom you wish to have this query. Checking the My Status checkbox will put the query on the My Shelby main screen. Clicking the My Queries checkbox will put the query in the My Queries list. Refer to My Status Queries in the Reference section for more details. 6. Proceed to My Documents to continue. My Documents A hotlink for frequently accessed documents can be saved to the Dashboard s sidebar which opens just by clicking the file description. Follow the instructions below for adding a document to the Sidebar. 1. Click My Documents in the Sidebar. 2. Click the first available yellow field under the description header. 3. Enter a description. Whatever you type here will display in the Sidebar. 4. Click one time on the adjacent path field. 5. Either type in the path manually, or click the pull down arrow to get a standard windows browse screen. Locate and double click the desired document. 6. Click the Save button at the bottom of the screen. 7. Proceed to My Web Sites to continue. My Web Sites The option to save important websites to the Dashboard sidebar is also available. This includes user-defined favorite websites. Follow the instructions below to add a Website to the Sidebar. 1. Click My Web Sites in the sidebar. 2. Click the first available yellow field under the Site Name header. 3. Fill in a description - whatever you type here will show in the Sidebar. 4. Click one time on the adjacent URL field. 5. Type the web site s address (i.e Click the Save button at the bottom of the screen. 7. Important Shelby Systems web sites are built into the Dashboard. Page 25

30 Operation/Installation General Operation 8. Proceed to The My Shelby Menu to continue. The My Shelby Menu The My Shelby Menu consists of three parts: 1. Recent Modules Used: A short list of the last five modules accessed by the logged in user. Clicking on a name in the list will launch that module. 2. My Reminders Color-coded flags indicate when time-sensitive events need to be evaluated. These events include ShelbyNotes reminders, allotted resources within Resource Calendar, and need-to-be-evaluated contacts in Servant. 3. My Status This section is similar to the My Queries section, but with a few minor differences. The Shelby-provided library of canned SQL statements can be added or removed from this location. Also, some of the canned statements have an arrow button that will allow immediate access to the referenced module. Click on the report titles to run the associated report. Page 26

31 Operation/Installation General Operation Also, a live record count is provided just right of the statement. 4. My Status Selections and Listings reports Another interesting facet of the My Queries screen is the ability to push Selections and Listings reports to the Dashboard. Executing the report in My Status starts EZView with the selected records checked, greatly speeding up the process of sending s and creating labels and mail merges. To push a Selections and Listings report to My Status, right click on a report and choose Push to Dashboard. Place a checkmark beside each Shelby user that should have Dashboard access to the report. Using Navigator About Navigator A slide-out menu is available in several Shelby modules to make navigation faster and easier to use. This toolbar, dubbed the Navigator, permits you to quickly access personal information about an individual from other modules without having to flip between applications. For example, you can access Membership, General Information, Accounts Payable, Accounts Receivable, and Servant information all from the Membership module (see illustration below). Page 27

32 Operation/Installation General Operation Notice the buttons at the top of the screen. Click the arrow buttons to see the First, Previous, Next, and Last records for the topic that you are currently viewing. Click the Close icon to exit without saving (you will be prompted to save changes before exiting) or click the Exit/Save icon to save changes and then exit. 1. Proceed to The Navigator Sidebar to continue the process. The Navigator Sidebar The Navigator Sidebar allows you to find useful information from other Shelby modules without leaving the module that you are currently working in. By default, the Navigator will display the information from the module that you are viewing (in the example below: Membership). The other modules available to view are listed at the bottom of the sidebar. Just click the option that you would like to view in the grid, and that function will display on the right-hand side of screen. Click one of the buttons at the bottom of the sidebar to see those modules display on the grid. You can alternately click the Navigator button to access a pop-up menu with the same module choices. In addition, a list of short cut key combinations will display. 1. The Navigator Sidebar (Membership): Page 28

33 Operation/Installation General Operation 2. The Navigator Sidebar (All Modules): Click Show All to display all of the modules and options available on the grid. ClickShow Buttons to revert to the view above. If you scroll through the item names in one module on the grid, the Navigator will automatically jump to the next module. Page 29

34 Operation/Installation General Operation 3. Click the Pin Icon (in the top left corner of the sidebar) to fix the Navigator into a permanent position. Click it again so that the Navigator slides into position when the cursor is placed over it giving you more screen real estate. Page 30

35 Operation/Installation Reference Reference Add Shelby Security Shelby provides security, which allows you to control which areas of the program, and the type of access, each user has. You may assign No Rights, Full Update Rights, or only Inquiry Rights to any area listed. Security must be added for each user before they can access the Shelby v5 programs. The following dialog box displays when accessing Shelby v5. 1. Type the Logon Name "Supervisor" to add or change security information. 2. Type the supervisor Password to access the User Security Set Up screen. You may change the Supervisor Password once you access the User Security Set Up screen. You may do this by updating the System Supervisor record. There are other properties that you can assign by filling in the User Security screen. Check with your system administrator to obtain the Supervisor Password shipped with your New Customer Packet. 3. Click OK. 4. You are now on the User Security Set Up screen displaying the user Full Name, Login Name, Active status, Last Login date and time, and Logged In Now status. As systems supervisor you may wish to Lock All User Logins at times. This will keep users from reentering Shelby while maintenance is being performed (e.g., installing Shelby program updates). When this option is checked on the User Security Set Up screen, users who try to log in will receive a warning message that the system has been locked. A prompt to log in as Administrator or to Cancel is provided. The Export Security Audit button will export all security detail to an Excel spreadsheet for you. The Refresh Users Logged In button will refresh the current users screen. Page 31

36 Operation/Installation Reference 5. Click New to add a user. 6. Type the Login Name of your choice (e.g., John_D). Normally, use the same login name as used on the network; however, this may be different. Every user should have their own login name. 7. (Optional) Type the Password for this user (e.g., Abc123). 8. Type the Full Name (e.g., John Doe). 9. Click the Active check box if this is an active user. Un-mark the Active check box to prevent the login name to be used (e.g., when someone is on a leave of absence.). 10. You may Specify security equal instead of security detail if desired. A list of users displays allowing you to choose who to set the security equal to. This should only be used if all access rights are the same as the user specified. 11. Click the module desired (e.g., General Ledger). 12. A scrolling list of descriptions display allowing you to specify No Rights, Update, or Inquiry rights to different areas of the program. Clicking in a column next to the major category (e.g., clicking the Update column next to General Ledger) gives update rights to all descriptions. Clicking the Update column next to Reports) gives update rights to the descriptions indented under Reports. Clicking the Assign Full Rights applies to all modules. Tips: You may give a sub-item a higher level of security than the major security topic if desired. The adjustments to the upper levels of security will be made for you automatically on all modules except GlobaFILE. You will need to make these adjustments manually in GlobaFILE. For example, if you bring up the Appointments module for an individual and assign "No Rights" and then assign "Update" rights to "Purge GlobaFILE", update rights will automatically be assigned to "Utility" and the "Appointments" module. 13. To copy security rights from another user, click the Get Rights button. A list of users displays allowing you to choose which user to copy from. 14. Highlight the user and click Assign Rights. Once the security rights are copied, you may make modifications if needed. 15. Click OK when done. 16. Click Completed when done. To make changes to a user's security, highlight the user and click the Update button. To delete a user, highlight the user and click the Delete button. SQL User Configuration Page 32

37 Operation/Installation Reference 1. Choose SQL Server User from the drop down list to change the password. sa allows full access to the Shelby data. The others give read only rights to the Shelby data when accessed from any application other than Shelby. They are also required in Access or ShelbyQUERY when using pivot tables. SA ShelbyRead ShelbyCN ShelbyGF ShelbyPR System Administrator Read access to all applications except Contributions, Gifts, and Payroll Read access to all applications plus Contributions Read access to all applications plus Gifts Read access to all applications plus Payroll SA Shelby Systems ShelbyRead SsI-01-Rd-##### ShelbyCN SsI-01-Cn-##### ShelbyGF SsI-01-Gf-##### ShelbyPR SsI-01-Pr-##### 2. Type the New Password. 3. Type the Confirm New Password. 4. Click the Update button when done. Workstation Admin Install This feature allows users without administrative privileges to register new system files on their local machines. This prevents the system administrator from having to log in to each workstation after installing a new update or patch from Shelby. 1. Type the Login (e.g., domainname\userlogin). 2. Type the Password for the entered Login. The Login and Password should relate to an account with Local Administrator privileges to the computers on the network (including Terminal Services Server). 3. Click the Save Login button (the login and password are encrypted for additional security). It is common for passwords to change periodically because of security concerns. If this occurs, you will need to change the Workstation Admin Install password as well. System Configuration Options 1. Click the Check box to Mask User Passwords (substitutes asterisks for characters). 2. Click the Check box to Prevent Users from changing passwords? Page 33

38 Operation/Installation Reference 3. Click the Check box to Prevent Users from using "User Messages"? (on the Shelby Menu). 4. Click the Check box to Use Windows Login? (for windows authentication). 5. Click the Check box to Prevent Users from entering blank passwords? If this option is checked, anyone who does not have a password at login time will be prompted to enter one before accessing the programs. The individual will be allowed to enter a new password in this case even if the Do not allow user to change passwords option is checked. 5. Click the Check box to Lock View from User Changes? (won't allow users to view just their own changes). 6. Choose the User View to Use from the drop down list (all users will see this view). 7. Click the Check box to Prevent Backup expired warning message? Options are now available which allow you to access User Security while logged into Shelby v.5 under your own login. The following security levels have been added: * SLR - Supervisor Login Rights - gives access to User Security Set Up through a button on the bottom of the Shelby Menu. You must click the Shelby Menu link on the Dashboard to see the User Security Button. * Supervisor User Information - allows you with SLR rights to access the Supervisor options by updating the supervisor user. * Lock Out All Users * Log File - allows or prevents access to the Log File button in User Security Set Up: Enable Log, View Log, Clear Log. * SLR - User change own rights - allows or prevents you from changing your own security rights. Using ShelbyAddIn Shelby Systems has created a custom control that can be added to your Microsoft Outlook, Word and MapPoint. This Add-In connects directly to your Shelby database allowing you to select individuals to be used in these Microsoft products. For example, in Outlook you can make a selection via the ShelbyAddIn and add the individuals to a contact list (address book) or simply send an to the group selected. In Word, the ShelbyAddIn can be used to create a custom mail merge. ShelbyAddIn also allows you to add pushpins for those selected into Microsoft MapPoint. Then you can view your members on a map, create drive routes and more. Just follow the instructions below. Minimum Requirements: ShelbyAddIn requires Microsoft Office 2003 or higher. This section covers: Add Shelby Contacts Button (Office 2003) Add Shelby Contacts Button (Office 2007) Import Shelby Contacts Into Microsoft Outlook Import Shelby Contacts Into Microsoft Word Import Shelby Contacts Into Microsoft MapPoint Page 34