Installing and Updating GEMS

Transcription

1 Installing and Updating GEMS To download and install GEMS for the first time to the hard drive of any desktop or to a network server, see Full Program Installation Desktop or Network. If you currently have GEMS installed, you can use the Update function in the GEMS Administrator to install new versions. In this case, see Using Update to Install New Annual Versions of GEMS. If you cannot use the Update function in the GEMS Administrator to update your programs or to install new versions, see Full Program Installation Desktop or Network. Full Program Installation Desktop or Network You can install GEMS to any local workstation or network server or shared drive with either a single user or multi user license. NOTE: GEMS is licensed by office locations. If you install GEMS to a server that is shared by multiple offices, each office must have a separate license. To download GEMS, go to When you click Downloads on the left QUICKLINKS menu, you advance to the following page: 1

2 Enter your 5 digit customer ID number (which you can find on your GEMS invoice or on the that you received containing your authorization codes), and click Submit. If you have not licensed any state modules, click Complete program (20XX no state modules). The download includes all of the GEMS modules as well as the associated manuals. If you have licensed state modules, you can click Complete Program (20XX WITH State Modules). However, this option downloads all of the state modules that are available. A better alternative is to only install GEMS and then scroll down in the above window and download the specific state modules that you have licensed. You can run the download immediately by selecting Run, or you can save it to your hard drive and install it later. If your operating system is Windows 7 or later, it is recommended that you save the download first by right clicking on the download option and selecting Save Target As: 2

3 If you are using Internet Explorer, you can also use the Save option on the download bar: Direct the download to your desktop by clicking on Desktop at the left or choose another location where you can easily find it: 3

4 After specifying the location, click Save. When the download completes, close the download window (do not run the install when prompted), find the installation file on your desktop or other location, right click on the file, and select Run as administrator. Depending on your version of Windows or your security software, you may be asked whether you want to continue or that the publisher cannot be verified. Indicate that you want to proceed with the installation. You will advance to the following screen: After reading the welcome screen, click Next. 4

5 You have two installation options, Full Installation and Workstation Installation Only. The workstation installation is not the functional program. Select Full Installation. After you click Next, you can specify where GEMS should be installed: If this is the first time GEMS is being installed on your computer or server, the installation program defaults the installation path to the recommended path, C:/GEMS. You should carefully review the path displayed to be sure it is correct. To change the location where GEMS will be installed, click the Browse button. If you have already installed GEMS, the installation program will prompt with the location where GEMS was last installed. You should install subsequent annual versions of GEMS to the same path as your previous installations. The installation program does not delete or overwrite the earlier versions of GEM706 and GEM709. If GEMS is installed on your network or server, you only need to install the new annual versions to the server path. If GEMS is installed on computers local hard drives, you must install the new versions on each computer. Once the installation is complete, you must enter your authorization codes. See Entering Authorization Codes. After you have entered the correct path, click Next to view and accept the licensing agreement: 5

6 You can also find a copy of the licensing agreement at the beginning of each manual. If you have one version of GEMS already installed and desire to install a new version (e.g., 2014 and then 2015), you can use the Update function on the GEMS Administrator to download the 2015 version. See Using Update to Install New Versions of GEMS. Performing a Workstation Installation After you install GEMS on a network server, you must perform a workstation installation on each computer that accesses GEMS. The workstation installation installs only fonts and other required files on that computer's local hard drive, it does not install the entire program. Browse to When you click Downloads on the left QUICKLINKS menu, you advance to the following page: 6

7 Enter your 5 digit customer ID number (which you can find on your GEMS invoice or on the that you received containing your authorization codes), and click Submit. Click Workstation Installation near the top of the page. 7

8 Depending on your internet browser, a download bar will appear. If you do not see the download bar, then right click on Workstation Installation and choose save-as or save target as. Click the drop-down next to Save and select Save as: Click Desktop in the left portion of the window and click Save at the bottom. After the download is complete, do not run the install if prompted. Close the installation window, go to your desktop (or the location where you saved the download), right click on the GEMSWS.EXE file, and select Run as Administrator. When prompted for the destination, the default should be C:/GEMS on the hard drive of the computer on which you are 8

9 performing the workstation installation. If it is not your local drive, you must change the path. When the installation is complete, you should restart the computer to register the files. You must also create a shortcut on the desktop to the GEMS folder on your server. Using Windows Explorer, browse to find the GEMS.exe file in the GEMS folder on your network drive. Right click on GEMS.exe, select Send to, and then select Desktop: Using Update to Install New Versions of GEMS You can use the update function on the GEMS Administrator to download new annual versions of the program. Simply open GEMS from your desktop: 9

10 Click Updates on the top menu bar, and GEMS displays the following: When you click Update Now at the bottom of the window, GEMS will automatically install the next annual version of GEMS, assuming that you have already licensed it. When the Update is complete, click on About on the GEMS Administrator menu bar to verify that the new version has been successfully installed. If you do not see the new version at the top of the window or the state modules that you have licensed in the bottom portion of the window, manually download the new version from our website. See Full Program Installation Desktop or Network above. Note: If you have licensed prior versions of GEMS that have not been installed on your computer, install the most current version first. See Full Program Installation Desktop or Network 10

11 above. The Update Now feature in the above window will install the prior year s version and all of your authorization codes. However, you must manually download earlier years from our website. Installing State Modules You must first install GEMS before you install state modules since they are not stand alone programs. State modules are licensed separately and can be downloaded with GEMS by selecting Complete Program (20XX WITH State Modules). See Full Program Installation Desktop or Network above. Since this will install all modules on your computer, we recommend that you install them individually. You must install state modules to the same directory that you installed GEMS. To download a state module, go to When you click Downloads on the left QUICKLINKS menu, you advance to the following page: 11

12 Enter your 5 digit customer ID number (which you can find on your GEMS invoice or on the that you received containing your authorization codes), and click Submit. Scroll down in the above window to select the correct state module for the correct year. Click on the desired state module and select Run to begin the process. The installation program follows the same procedure outlined in Full Program Installation Desktop or Network above. On the Choose Installation Location window, you will be prompted with the location where GEMS was last installed: 12

13 You should accept the default unless you manually moved or renamed the GEMS main module installation directory. In that case, you click the Browse button to change the install path for the state module as well. If you installed GEMS on a server, you will also install the state module on your server. Nothing needs to be done on the workstations accessing GEMS. If GEMS is installed on individual computers, you must install the state modules on each computer. Once your installation is complete, enter the state authorization codes. See Entering Authorization Codes below. Entering Authorization Codes Before you can use the GEMS or a state module, you must enter your authorization codes. To enter (or review) your authorization codes, launch GEMS from your desktop: To access your codes, click Authorization on the top menu bar. To add a new code (or change an existing code), click Add Code at the bottom of the window. You must add all authorization codes, including those for state modules, on the same screen. 13

14 If you installed GEMS on a server, you may enter the authorization codes from any workstation that has full access to the server. If you installed GEMS on individual computers, you must enter your authorization codes on each computer. Keeping GEMS Updated To update GEMS, launch GEMS from your desktop, click Updates on the Administrator menu bar, and then click Update Now: If you have installed GEMS on a server, make sure no one has GEMS open before running the update. You may also select the automatic update interval in the above window. GEMS will give you a pop up notification of available updates at the selected interval. Even if an update is available, GEMS will not automatically run the update. You must manually click Update Now at the bottom of the window to install the update. Note: GEMS must be closed on all computers before installing an update. You should not update GEMS if you have a client file currently open. If you are prompted to update GEMS while entering data, return to the Administrator screen, closing any data files that might be open. 14