Open the QpTools form (from the SWITCHBOARD "Utilities" menu):

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1 Tutorial: Backing Up Essential Data Files QuickPermit data files for local installations are generally very small and may be regularly backed up in less that a minute -- time well spent to protect you from losing essential data. "QPTools", the utility that is provided with each installation of QuickPermit is easy to use and can be run as often as you like without closing QuickPermit. Each time it is run, it will overwrite any previous (older) backup so you will always have the most recent data saved. This utility does not support backing up data to more than a single media (i.e. multiple floppy diskettes). For many sites, a single 1.44-MB diskette will be sufficient space to backup any of the three sets of data files. However, should you require more space, you may back up to either a network drive or to a zip/jazz/super disk. Note: If you need to backup to multiple diskettes, "Microsoft Backup" (which is included in the Windows operating system) may be used to backup QuickPermit data files. A brief tutorial on using Microsoft Backup follows this tutorial. Backing up and Restoring Data Step 1 Open the QpTools form (from the SWITCHBOARD "Utilities" menu): Note: This utility can only be used to backup locally stored data. Users that are configured to share data over a network cannot use QpTools to backup the shared data Touchline Software, All Rights Reserved Page 1 of 6

2 QpTools form: Step 2 Select a database file. Select one of the three database options. As each option is selected, a description of the data it contains is displayed in the light colored text box in the upper right corner of the form. The following three options are available: Local Shareable Data (not available if configured for network access) Local Resource Data System Preferences Step 3 Select Operation Backup Data Restore Data Step 4 Enter Data Path (if necessary) By default, the path for backing up and restoring data is "A:\". To backup or restore data to\from any location other than your "A" drive, you'll need to edit the data path. Both the "Destination" and "Source" paths are locked. Before changing a path, simply click the "Edit Path" button to unlock its text field. If you are backing up to external media (i.e. floppy diskette) be sure to insert the media into its drive bay Touchline Software, All Rights Reserved Page 2 of 6

3 Note: Of the two "Path" fields, the upper one is the field that is edited in both of the examples below. This is because it is the "Destination" path when performing a backup and becomes the "Source" path when restoring. Editing the Destination Path (for: Backing Up Data) Enter the path to the drive or directory where the backup file will be stored. If you will be backing up to a zip disk and your zip drive letter is 'E', you should enter: "E:\" in the "Destination Path" field. To back up to a specific directory on a zip disk you might enter something like: "E:\QuickPermit\ShareableDataBackup\". Editing the Source Path (for: Restoring Data) Enter the path to the drive or directory where the backup file is stored. If you will be restoring from a zip disk and your zip drive letter is 'E', you should enter: "E:\" in the "Source Path" field. To restore from a specific directory on a zip disk you might enter something like: "E:\QuickPermit\ShareableDataBackup\". Note: Neither the destination or source paths require the file name. Enter only the path to the drive or directory for the backup file. Step 5 Execute the operation by selecting the "Backup Data" or "Restore Data" button. Note: The button's caption changes depending on the operation that you have selected. Remember that both the backup and restore operations completely overwrite existing data. For this reason, it is very important that you carefully label backup media with the date that it was created. If you restore data from a backup that is two weeks old, you will lose the last two weeks of data. The key to successful data protection is to backup often and keep the backup media in a secure location -- apart from your computer Touchline Software, All Rights Reserved Page 3 of 6

4 This tutorial continues on the next page with instructions for using Microsoft Backup as an alternative to QPTools (discussed above) Touchline Software, All Rights Reserved Page 4 of 6

5 Using Microsoft Backup This tutorial shows how Microsoft Backup can be used to backup essential QuickPermit data. The steps and dialogs will vary depending on your version of Windows (Windows 98 was used for this example). This program is an optional Windows component. If it is not currently installed, it may be added by using the "Windows Setup" tab in the "Add\Remove Programs" window. You may need the original Windows installation media to add the Microsoft Backup program. Exit QuickPermit before attempting to use the Microsoft Backup program. To access the program, select: Start Button \ Programs \ Accessories \ System Tools \ Backup Note: If "Backup" is not listed in the "System Tools" group, then it is not currently installed. 1. Create a New Backup Job After you've completed and saved your first backup job, you can select "Open an existing backup job" for all subsequent backups (with all of the previous selections pre-selected). Note: For more detailed instructions on using Microsoft Backup, select the "Help" button. 2. Cancel the Backup Wizard Dialog 2004 Touchline Software, All Rights Reserved Page 5 of 6

6 3. Define/Select the Backup Job First Time Backups: Navigate to and select the Qpermit\Ver4 directory in the left-hand directory list box. Scroll and select the three files shown in the right-hand file list box: QPLOCAL.mdb QPSYS.mdb QPTBL97.mdb Click the "File" button and navigate to where you want the backup files saved. Assign a file name for your backup file. Subsequent Backups: Select your saved "Backup Job". 4. Select "Start" to begin the backup process. 5. Save and name your backup job if prompted Touchline Software, All Rights Reserved Page 6 of 6