Upgrade to ArchiOffice 2012

Transcription

1 Upgrade to ArchiOffice 2012 A Whitepaper The following information details how to upgrade from ArchiOffice 2010/2011 to ArchiOffice This whitepaper walks you through the steps of converting your data and provides recommendations for post-conversion procedures to verify data integrity. ArchiOffice 2010 and 2011 Users The details in this section cover what you need to know to smoothly upgrade from your current ArchiOffice version to Uninstalling previous versions is unnecessary. The 2012 version can reside and run on the same server as your 2011 installation. Points to Remember Before Upgrading to 2012 The ArchiOffice 2012 update must be installed on the same server as the 2010 or 2011 installation. The ArchiOffice 2012 installer doesn t modify the database files of the previous versions for the upgrade process so there s no need to back them up prior to the upgrade. If you intend on converting your data into 2012, make sure all ArchiOffice users have logged out of the system prior to installing the 2012 version. Do not stop your current ArchiOffice server. The 2012 upgrade requires this to be running to locate the data for conversion. Upgrade to ArchiOffice 2012 Do the following to upgrade from ArchiOffice 2010/2011 to 2012 and convert your data. You will need the following information from your ArchiOffice 2012 SQL company database to convert your ArchiOffice 2010/2011 data to 2012: SQL Server Name SQL Server Authentication SQL Server Login credentials (i.e., Login ID and Password) ArchiOffice 2012 Database Name Remember, this installation process must be run on the ArchiOffice server, not from a client machine.

2 1. Download the upgrade file from: 2. Extract the setup file to a folder on the current ArchiOffice server and launch the installation. 3. After completing the installation, run the conversion tool. On the ArchiOffice server, select ArchiOffice 2012> ArchiOffice 2012 Conversion Tool from the Start-All Programs menu. The ArchiOffice 2012 Convert Tool displays. 4. Enter the information for the ArchiOffice 2012 SQL database. 5. If your ArchiOffice managed documents are stored on a Mac server, select the Documents are on Mac OS checkbox. 6. Click Start. ArchiOffice creates a log file containing details of the conversion process. When the conversion is completed, you'll be shown the path to the log file for viewing. Once the data conversion has completed, do the following to prevent users from accessing your previous ArchiOffice installation: select Start > All Programs > ArchiOffice 2010 or 2011> Stop ArchiOffice application Server. If you need further guidance in setting up ArchiOffice 2012, please visit our web site support page. If you are experiencing any issues we will be glad to schedule a call and help you resolve the issue. For technical Support, please call (310) or ArchiOffice V8 Users ArchiOffice V8 users cannot upgrade directly to the 2012 version. For a pain free transition to ArchiOffice 2012 we highly recommend using our data migration service. Our migration team will convert your v8 data files and return them to you in the ArchiOffice 2012 format. To get more information on BQE s services for migrating from ArchiOffice v8 to ArchiOffice 2012, please contact us at (800) (ext#0) or Points to Remember Before Migrating From V8 To 2012 Finalize Invoices Before upgrading, you must finalize all your invoices. All invoices that have not been finalized, including draft invoices, will be lost during the conversion process.

3 Accounting Export Complete any accounting export to ensure data integrity. If you export data to QuickBooks, all data needs to be exported immediately prior to upgrade, as the exported status will be lost in the conversion process. When you begin using 2012, all data will be marked as being exported, eliminating any export issues. Mini-Reports As of ArchiOffice 2011, the Mini-Reports that you got by clicking on the printer icon in the bottom left corner of the window are no longer available. Calendar Events Many Calendar events convert as incomplete, due to changes in requirement of event entries. In ArchiOffice V8, certain event types did not require start/stop times. As of the 2010 release, all events require these times, even if they are all day events. Custom Permissions Custom permissions frequently don't convert properly, so all users permissions should be set to only what their workgroup provides prior to migration. For example, a user assigned to a workgroup Based on Administrators, rather than just being "Administrators would be problematic. This would have to be corrected prior to migration. Start of Week ArchiOffice v8 supports the ability to have your week start on any day you wish. ArchiOffice versions 2010 and later does not support this. This will need to be changed back to Sunday, prior to conversion. After changing the start day you must also adjust their employees required hours accordingly. Changing the start of the week only changes the labels (i.e. SMTWTFS).

4 Expense Markup If you apply expense markups by percentage (%), the conversion process may change this markup method to currency ($). After the conversion process, when you use Billing Options in the Projects module (Projects > Billing > Options) to generate an invoice, you may need to select % from the Expense Markup drop-down list. Mac Images and Logos When migrating from ArchiOffice v8 to 2012, the data converter may detect that Mac PCT/PICT images exist in one of your Export folders. The PCT/PICT image format is a Mac proprietary format, and hence needs to be converted to JPG format before it can be loaded into the ArchiOffice 2012 database. The PCT/PICT images are typically found in your ArchiOffice v8 Exports> Images/Contacts, Images/Document Types and Images/Employees folders. These images were pasted into ArchiOffice v8 using the Mac clipboard and can include contact photos, document type icons, or employee photos. They are not part of the Document thumbnails or PDF images. You can first view these PCT/PICT images in the respective folders and then decide whether to proceed with the upgrade and reload the missing images later in ArchiOffice All other images are loaded during the upgrade process; only the PCT/PICT images will be ignored, if you choose to do so. You have to then simply load an image for a document type in ArchiOffice 2011 by right clicking and pasting it. Mac users must remove all logos prior to conversion. User Licensing As of the ArchiOffice 2010 release, the method of applying user licenses has changed. ArchiOffice V8 used a floating license method. Any user created in the system could access it on a first-come first-serve basis until the maximum number of allowed users, based on licenses purchased, was reached. As of ArchiOffice 2010, a user must be allocated a license. Users who are not allocated a license cannot log in to the system. These users can still have accounts in the system, have time slips and be added to projects. ArchiOffice Document Templates To be compatible with a wider range of document types, as of ArchiOffice 2010, document templates are in Rich Text Format (.rtf). This format lets you create documents using all versions of Microsoft Word (both Mac and PC), Open Office, and Adobe Illustrator. To provide this capability, all existing ArchiOffice Documents Templates must be converted to RTF files.

5 Mac users must run this conversion on a PC Mac because Word VBA does not have the necessary libraries for converting the.doc document templates to.rtf. The ArchiOffice Documents-Templates folder must be moved to a PC before performing the following steps. To get more information on BQE s services for migrating from ArchiOffice v8 to ArchiOffice 2012, please contact us at (800) (ext#0) or