Client Data System. Upgrade Guide. CDS v3.2 to v4.1.1 (Network Version) Client Data System Upgrade Guide 3.2 to (Network) Revised:

Client Data System Upgrade Guide CDS v3.2 to v4.1.1 (Network Version)

Contents Before You Begin... 1 Palm Interface Module Users... 1 Important Considerations... 1 Installation Overview... 3 Before the Upgrade... 3 At the First Workstation... 3 At the Server... 3 At the First Workstation... 3 All Other Workstations... 3 Requirements Checklist... 5 Windows 95/98/Me Operating Systems... 7 Upgrading Sybase on Windows 95/98/Me Servers... 7 Upgrading CDS on Windows 95/98/Me Servers... 11 Upgrading CDS on the First Windows 95/98/Me Workstation... 15 Upgrading CDS on the First AXA Agent WorkStation... 19 Windows NT/2000/XP Operating Systems... 25 Upgrading Sybase on Windows NT/2000/XP Servers... 25 Upgrading CDS on Windows NT/2000/XP Servers... 29 Upgrading CDS on the First Windows NT/2000/XP Workstation... 33 NetWare Operating Systems (Novell)... 37 Upgrading Sybase on NetWare Servers... 37 Upgrading CDS on NetWare Servers... 45 Adding Database Cache... 49 Sybase Adaptive Server Anywhere 7.0 Startup... 51 Windows 95/98/Me... 51 Adaptive Server Anywhere 7.0 Startup for Windows NT/2000/XP... 51 Windows NT... 51 Sybase Engine Startup as a Windows NT Service... 52 Windows 2000... 52 Sybase Engine Startup as a Windows 2000 Service... 52

Windows XP... 53 NetWare Servers (All)... 53 After the CDS Upgrade... 55 Database Utilities (DBUtil)... 55 E-Z Conduit Module Upgrade and E-Z Mail Installation... 57 Prior to Running the Upgrade/Installation (Palm Interface Module upgrade only)... 57 Running the Upgrade/Installation... 58 Setting up the E-Z Conduit Module... 59 Security Features... 61 Overview... 61 Example 1... 61 Example 2... 61 The Three Levels of Security... 61 Creating a Simple Security Environment with no Agents... 62 Creating a Security Environment with Agents Using the Proxy Feature... 62 Setting Up a Security Environment with Agents and Proxies... 63 Creating Users... 63 Assigning Highest Security (Owner, Administrative Assistant, etc.)... 63 Assigning Group/Lowest Security... 64 Agents and Proxies... 64 Creating an Agent... 64 Linking an Agent as a CDS User... 65 Making a User a Proxy for an Agent... 65 To Make a User a Proxy for an Agent... 66 Assigning Contacts to Agents... 66 To Assign Contacts to Agents...66 Viewing all of the User Proxies Assigned in CDS... 66 Viewing the Assignment List...67 Synchronizing the Database Users and User Profiles... 67 Troubleshooting... 69 Database Upgrade Errors... 69 Using EZConfig... 69 Using EZConfig to configure the data source... 70

1 Before You Begin This document contains instructions for upgrading Client Data System version 3.2 to version 4.1.1. Please read this entire document carefully before you begin. This will save you time during the upgrade and help you avoid problems. Palm Interface Module Users If you are using the Palm Interface Module in CDS 3.2, run a HotSync operation to reconcile data entered into the Palm OS device with CDS before the upgrade begins. Data that was synchronized on the Palm OS device through the Palm Interface Module in CDS 3.2 cannot be synchronized through the E-Z Conduit Module in CDS 4.1.1. (The E-Z Conduit Module replaces the Palm Interface Module that is in version 3.2) Upgrade the CDS program and database files before installing the E-Z Conduit Module or the E- Z Mail program. After the CDS program and database files are upgraded and functional, refer to the upgrade/installation instructions for the E-Z Conduit Module and E-Z Mail on page 57. A Personal Digital Assistant (PDA) device that runs Palm OS version 3.0, or a later version, is required if you will be using E-Z Conduit. The device must run 100% of the Palm Operating System and have the ability to synchronize data with your computer. Palm Desktop for Windows software version 3.0.1, or a later version, is also required. After upgrading the CDS program and database files, the Palm device must be reset before initial synchronization to avoid Contact record duplication. Refer to the E-Z Conduit Module Upgrade and E-Z Mail Installation section on page 57 after upgrading the CDS program and database files. Important Considerations You must back up all of your existing 3.2 data and system files. If the upgrade is interrupted, you will not be able to use your original CDS program without restoring from a backup. It is your responsibility to protect your data. Use the Requirements Checklist to prepare for the upgrade and ensure that all steps are followed in the correct sequence. The person performing this upgrade must have Administrator or Supervisor rights to the network and be familiar with the network's operating system (Windows 95, NT, Novell NetWare, etc.), protocols, mappings and the current location of the CDS and Sybase SQL Anywhere programs. All users must log out of CDS before the upgrade begins and must remain logged out of CDS until the upgrade is complete. If you are using MobileMerge in CDS 3.2, end all MobileMerge sessions before the upgrade begins. The data added during a CDS 3.2 MobileMerge session cannot be reconciled with a network that has been upgraded to CDS 4.1.1. The upgrade procedure must be performed at a workstation that has at least 64 MB of RAM and is separate from the Server where the Client Data System program is installed.

2 Before you begin the upgrade process, you must uninstall and reinstall the CDS 3.2 program from the workstation that you will be using to install this upgrade. You must then rebuild the databases using the Database Rebuild utility (see Database Utilities (DBUtil) on page 55) and log in to each of your databases at least once from this workstation. Databases that have not been logged in to from the workstation used for the upgrade will not be upgraded. Databases that have been restored from a backup will not be upgraded unless you login to each of these databases at least once from the workstation that you will be using to install this upgrade. Choose a time for the upgrade when your business will be least affected by downtime. The time required for this upgrade varies with the size and number of CDS databases. If you are using the current security features of CDS extensively, refer to After the Upgrade for a brief introduction to the new security features of CDS. Reboot the computer when required by the upgrade instructions or when you are prompted to reboot the computer by the Setup program. Rebooting clears the computer s memory during various phases of the upgrade. Failure to reboot may cause serious problems during the upgrade. Microsoft Word 97, or a later version, is required if you plan to use Word as your default word processor in CDS. (Earlier versions of Word can still be used independently of CDS on the same computer.) Microsoft Outlook 2000 or Lotus Notes R5, or a later version, is required if you plan to use the E-Z Mail interface. See the E-Z Conduit Module Upgrade and E-Z Mail Installation section on page 57.

3 Installation Overview Installing the CDS 4.1.1 upgrade on your network requires that multiple procedures be performed in a specific order. Failure to perform these procedures in the correct order will render your database(s) inaccessible through any version of the CDS program. If this occurs, restoration of the original CDS program and database(s) from a backup will be required before any subsequent attempt can be made to install this upgrade. Take the time to read this entire guide before you begin the upgrade. This will save a significant amount of your time by promoting familiarity with the correct sequence of these procedures. Familiarity with these procedures increases the chance of a successful upgrade on your first attempt. The following topics represent the basic sequence: Before the Upgrade Use the Requirements Checklist on page 5 to prepare for the upgrade Back up all CDS databases and system files Have all users log out of CDS End all MobileMerge sessions and reconcile all data Run a HotSync operation and reconcile any data on your Palm OS device with CDS At the First Workstation Disable all anti-virus programs Uninstall the CDS 3.2 workstation program and reinstall it from the WSSETUP directory on the server. Rebuild your databases using DBUtil. Refer to Database Utilities (DBUtil) on page 55 Login to each database at least once (This is especially important if CDS system and database files were restored from a backup) At the Server Disable all anti-virus programs Shut down the Sybase SQL Anywhere Server program Install Sybase Adaptive Server Anywhere 7 using the Client Data System 4.1.1 CD At the First Workstation Upgrade the CDS Network Server program files that are on the server using the Client Data System 4.1.1 CD Run the workstation setup from the WSSETUP directory on the server to upgrade the database(s) and the workstation files on the first workstation Rebuild your databases using DBUtil. Refer to Database Utilities (DBUtil) on page 55 If the E-Z Conduit Module and E-Z Mail needs to be installed on the first workstation, refer to page 57 for upgrade/installation instructions All Other Workstations Disable all anti-virus programs

4 Upgrade additional workstations by running the workstation setup from the WSSETUP directory on the Server If the E-Z Conduit Module and E-Z Mail needs to be installed on other workstations, refer to page 57 for upgrade/installation instructions

5 Requirements Checklist Network Operating System and version: (e.g., Windows NT 4.0, Novell NetWare 4.11, etc.) Current location of the CDS program: (e.g., C:\cdswin.svr, F:\apps\cdswin.svr, etc.) Current location of Sybase SQL Anywhere: (e.g., C:\sqlany50, F:\apps\sqlany50, etc.) Make sure you are upgrading the network version of CDS 3.2. Make note of any user-created buttons in CDS so that they can be recreated. The upgrade program overwrites user-created buttons. If you modified the DEMO database, make note of the modifications so that they can be recreated. The CDS Upgrade will replace the existing DEMO database. Identify the workstation that will be used for the upgrade. This workstation must have at least 64 MB of RAM and be able to access and login to all CDS databases on the network. Run HotSync operations at each workstation that uses the Palm Interface Module. Make sure that all new data has been successfully reconciled from these operations. Have all users log out of CDS. Make sure that each user understands that once the upgrade has started, database corruption will occur if they login to CDS before the upgrade is complete. End all MobileMerge sessions. Make sure that all new data has been successfully reconciled from these sessions. If you have custom Investment Reports, make sure these reports are backed up. Back up the CDSWIN.SVR directory, and all of its subdirectories, before upgrading. Check the available space on the server's hard disk drive. If there is less than 1 GB of free space, consider removing unnecessary files or programs to create more space before proceeding. Use the Delete Database function in CDS to delete any databases that are no longer needed or used. Close all programs running in the background on the workstation that will be used for the upgrade. Disable all anti-virus programs on the workstation that will be used for the upgrade. Uninstall CDS. Click Start, then Settings, then Control Panel. Open Add/Remove Programs and remove Client Data System. Close Add/Remove Programs. Reinstall CDS on the workstation. Click Start and then Run. Browse to the drive on the server where CDSWin.svr is located and run CDSWin.svr\wssetup\setup.exe. Rebuild your databases using DBUtil. Please see the section titled Database Rebuild at the end of this document. Login to each database from the workstation that you will be using for the upgrade and then logout. (Databases that have not been logged in to at least once at the workstation that you will be using for the upgrade will not be upgraded.) Initialize Report Tables prior to starting the upgrade. (From the CDS desktop click on Database, Maintenance, Initialize Report Tables.)

6 Shut down the Sybase engine and run the Backup Database utility in DBUtil (Start, Programs, Client Data System, DBUtil). This will create a local backup of the database(s) and log files. After a database is backed up, the log file is restarted to maintain an efficient size. Close the Sybase SQL Anywhere Server program on the server. Close all programs running in the background on the server. Disable all anti-virus programs on the server. Double-check this list before proceeding.

7 Windows 95/98/Me Operating Systems Upgrading Sybase on Windows 95/98/Me Servers This section covers Windows 95/98/Me Operating Systems only. For Windows NT/2000/XP Operating Systems, see page 25 for instructions. If you are upgrading a Novell NetWare Server, see page 37 for instructions. Perform this part of the upgrade procedure at the physical server where the Sybase SQL Anywhere Server program is installed. 1. Have all users log out of CDS. 2. At the server, shut down the Sybase Server program. Press Ctrl+Alt+Delete and end all tasks on the list except Explorer and Systray, including any suite products. 3. Delete any desktop or Startup folder shortcuts that are used to start the Sybase SQL Anywhere 5.0 engine, unless the Sybase engine is used for another database program. 4. If Norton AntiVirus version 5 is installed, disable Norton AntiVirus Auto-Protect. To disable Norton AntiVirus: a. From the desktop, select Start, Programs, Norton AntiVirus, and then click Norton AntiVirus. b. Select Options and click the Auto-Protect tab. c. Uncheck the Load Auto-Protect at Startup option and click OK. d. Click Yes when prompted to unload Auto-Protect. e. Exit Norton AntiVirus. 5. Insert the Client Data System 4.1.1 CD into the server s CD-ROM drive. (The Setup program should start automatically. If the Setup program does not start, continue with the next step, otherwise skip to Step 7.) Select Run from the Start menu. 6. Click the Browse button to open the Browse dialog box. Select the CD-ROM drive from the drop-down menu in the Look in: dialog box. Double-click on EZSetup. Click OK in the Run dialog box to start the Setup program. 7. Click the CDS button and then click the Install button to proceed with the installation. 8. After reading the Welcome message, click Next to continue. 9. After reading the Software License Agreement, click Yes to accept the terms of the license and continue with the upgrade.

8 10. Select Sybase Upgrade as the Installation Type and then click Next. 11. A message box will indicate that Adaptive Server Anywhere 7.0 is not installed. Click Yes to continue. 12. Select Windows 95/98/NT/Me/2000/XP Server (typical) in the Select Components dialog box and then click Next.

9 13. Click Next to accept the default directories where Adaptive Server Anywhere 7.0 components will be installed. 14. When the installation is complete, select the Yes, I want to restart my computer now option and click Finish. 15. Click OK in the Information dialog box to reboot the server. 16. Shut the Sybase server down if it started automatically after rebooting. THE SYBASE SERVER MUST NOT BE RUNNING. The Sybase program upgrade on the server is complete. Remove the CDS 4.1.1 CD and take it with you to a separate workstation that will be used to upgrade the CDS program on the server. See Upgrading CDS on Windows 95/98/Me Servers to continue the upgrade process.

11 Upgrading CDS on Windows 95/98/Me Servers Perform this part of the upgrade procedure at a workstation that has at least 64 MB of RAM and is separate from the Windows 95/98/Me server where the Client Data System program is installed. 1. At a workstation with full access to the server and all CDS databases, insert the Client Data System 4.1.1 CD into the CD-ROM drive. (The Setup program should start automatically. If the Setup program does not start, continue with the next step, otherwise skip to Step 4.) Note: Do not run the CDS upgrade from the server. Running this part of the upgrade from the server will corrupt the existing databases. 2. Select Run from the Start menu. 3. Click the Browse button to open the Browse dialog box. Select the CD-ROM drive from the drop-down menu in the Look in: dialog box. Double-click on EZSetup. Click OK in the Run dialog box to start the Setup program. 4. Click the CDS button and then click the Install button to proceed with the installation. 5. After reading the Welcome message, click Next to continue. 6. After reading the Software License Agreement, click Yes to accept the terms of the license and continue with the upgrade. 7. Select CDS Installation/Upgrade as the Installation Type and then click Next.

12 8. In the Select Components dialog box, click on the Server button. 9. A message box will indicate that a previous version of CDS is installed and list several tasks that need to be performed before proceeding. Click Yes to continue with the upgrade only if each task has been performed. 10. Select Typical as the Setup Type. Make sure that the path to the Destination Directory is correct and then click Next. (Click the Browse button to make changes if the Destination Directory is incorrect.)

13 11. Select the type of communication protocol that your network uses and then click Next. 12. Click Next to accept the default Database Server Name (EZDATA) and Database Location (C:). 13. Review the Current Settings. If you need to make any changes, click Back. Otherwise, click Next to start copying files.

14 Note: During the installation of CDS, a progress bar will indicate the percentage of program files that have been copied. When the progress bar is between 95% and 100%, the Setup program will install a large file that could take up to 20 minutes to copy. DO NOT RESET YOUR COMPUTER unless you have waited at least 20 minutes for the Setup program to complete the installation of CDS and you are certain that the Setup program has stopped responding. 14. When the Setup is complete, click Finish. 15. Select Start, Shut Down, Restart, and click OK to reboot the workstation. 16. Start the Sybase engine on the server (Refer to the applicable Adaptive Server Anywhere 7.0 Startup instructions on page 51.) The CDS program upgrade on the server is complete. Refer to Upgrading CDS on the First Windows 95/98/Me Workstation to complete the upgrade process.

15 Upgrading CDS on the First Windows 95/98/Me Workstation AXA Agent Workstation Users: Proceed to the Upgrading CDS on the First AXA Agent WorkStation section on page 19. The workstation used to perform this part of the upgrade procedure should have at least 64 MB of RAM. Note: The Sybase server must be running with the -gd all and -gp 4096 parameters. (See the applicable Adaptive Server Anywhere 7.0 Startup instructions on page 51.) 1. At a workstation with full access to the server and all CDS databases, click on Start and then Run. Browse to the network drive where CDS is installed. Locate and double-click on the CDSWin.svr folder. Double-click on the WSSETUP folder. Double-click on EZSetup. Click OK in the Run dialog box to start the Workstation Setup program. 2. Click the CDS button and then click the Install button to proceed with the installation. 3. After reading the Welcome message, click Next to continue. 4. A message box will indicate that Adaptive Server Anywhere 7.0 is not installed. Click Yes to continue. 5. Click Next to accept the default directories where Adaptive Server Anywhere 7.0 components will be installed.

16 6. When the installation is complete, select the Yes, I want to restart my computer now option and click Finish to restart the computer. Note: Your computer may take a couple of minutes to restart depending on your hardware configuration. Do not shut the power off or reset the computer unless you are certain that the computer has stopped responding to the Setup program. 7. After your computer restarts, the CDS Setup program will start again. Click Next in the Welcome message dialog box to continue with the upgrade. 8. A message box will indicate that a previous version of CDS is installed and lists several tasks that need to be performed before proceeding. Click Yes to continue with the upgrade only if each task has been performed.

17 9. Click Next to accept the default Destination Directory (C:\PROGRA~1\CDSWIN). 10. Review the Current Settings. If you need to make any changes, click Back. Otherwise, click Next to start copying files. 11. When the Setup is complete, select the Yes, I want to restart my computer now option and click Finish.

18 12. When the computer restarts, several messages will be displayed while the Setup program runs various tasks. 13. In the Database Upgrade dialog box, select all of the databases and then click OK. (Message boxes and progress bars will indicate the status as each database is upgraded. The time required to complete the upgrade varies according to the size and number of databases.) Note: If a message appears indicating that certain databases cannot be upgraded, see Database Upgrade Errors on page 69. 14. When all databases have been upgraded successfully, click OK to close the Database Upgrade program. 15. Run EZConfig to reestablish the client connection between the workstation and the server. (See Using EZConfig on page 69 for instructions.) 16. Rebuild your databases using DBUtil. (See to Database Utilities (DBUtil) on page 55 for instructions.) The first workstation and database upgrade is complete. Run the Workstation Setup program (CDSWin.svr\Wssetup\EZSetup.exe) at all other workstations. Upgrading the remaining workstations will take less time because the database upgrade program runs on the first workstation only. See After the CDS Upgrade on page 55 to make client assignments, and E-Z Conduit Module Upgrade and E-Z Mail Installation on page 57 to upgrade the Palm Interface module.

19 Upgrading CDS on the First AXA Agent WorkStation If you are upgrading Client Data System on an AXA Agent Workstation (an IBM desktop or laptop computer specifically provided by AXA Financial or its affiliates), you must follow the instructions listed in this section. FAILURE TO FOLLOW THE CORRECT INSTALLATION PROCEDURE WILL RESULT IN A COMPLETE LOSS OF HARD DRIVE DATA. The workstation used to perform this part of the upgrade procedure should have at least 64 MB of RAM. Note: The Sybase server must be running with the -gd all and -gp 4096 parameters. (See the applicable Adaptive Server Anywhere 7.0 Startup instructions on page 51.) 1. At a workstation with full access to the server and all CDS databases, click on Start and then Run. Browse to the network drive where CDS is installed. 2. Locate and double-click on the CDSWin.svr folder. 3. Double-click on the WSSETUP folder. 4. Double-click on the Asany7 folder. 5. Click OK in the Run dialog box to start the ASA 7 (Adaptive Server Anywhere 7.0) for E-Z Data Setup program. 6. Click Next to accept the default directories where Adaptive Server Anywhere 7.0 components will be installed.

20 7. When the installation is complete, select the Yes, I want to restart my computer now option and click Finish to restart the computer. 8. When your computer restarts, close any Windows applications that may be running, including any suite products. Note: Your computer may take a couple of minutes to restart depending on your hardware configuration. Do not shut the power off or reset the computer unless you are certain that the computer has stopped responding to the Setup program. 9. Click Start and select Run. 10. Click Browse to open the Browse dialog box. Select the network drive where CDS is installed from the drop-down menu in the Look in: dialog box. 11. Double-click on the CDSWin.svr folder. 12. Double-click on the Wssetup folder. 13. Double-click on Setup. This closes the Browse dialog box. 14. Click OK in the Run dialog box to start the Setup program. 15. After reading the Welcome message, click Next to continue with the upgrade.

21 16. A message box will indicate that a previous version of CDS is installed and lists several tasks that need to be performed before proceeding. Click Yes to continue with the upgrade only if each task has been performed. 17. Click Next to accept the default Destination Directory (C:\PROGRA~1\CDSWIN). 18. Review the Current Settings. If you need to make any corrections, click Back. Otherwise, click Next to start copying files.

22 19. When the Setup is complete, select the Yes, I want to restart my computer now option and click Finish. 20. When the computer restarts, several messages will be displayed while the Setup program runs various tasks. 21. In the Database Upgrade dialog box, select all of the databases and then click OK. (Message boxes and progress bars will indicate the status as each database is upgraded. The time required to complete the upgrade will vary according to the size and number of databases.) Note: If a message appears indicating that certain databases cannot be upgraded, see Database Upgrade Errors on page 69.

23 22. When all databases have been upgraded successfully, click OK to close the Database Upgrade program. 23. Run EZConfig to reestablish the client connection between the workstation and the server. (See Using EZConfig on page 69.) 24. Rebuild your databases using DBUtil. (See to Database Utilities (DBUtil) on page 55.) The first workstation and database upgrade is complete. Run the Workstation Setup program (CDSWin.svr\Wssetup\EZSetup.exe) at all other workstations. Upgrading the remaining workstations will take less time because the database upgrade program runs on the first workstation only. See After the CDS Upgrade on page 55 to make client assignments, and E-Z Conduit Module Upgrade and E-Z Mail Installation on page 57 to upgrade the Palm Interface module.

25 Windows NT/2000/XP Operating Systems Upgrading Sybase on Windows NT/2000/XP Servers This section covers Windows NT/2000/XP Operating Systems only. For Windows 95/98/Me Operating Systems, see page 7 for instructions. If you are upgrading a Novell NetWare Server, see page 37 for instructions. Perform this part of the upgrade procedure at the physical server where the Sybase SQL Anywhere Server program is installed. 1. Have all users log out of CDS. 2. At the server, shut down the Sybase Server program and exit any Windows applications that may have started, including any suite products. 3. Delete any desktop or Startup folder shortcuts that are used to start the Sybase SQL Anywhere 5.0 engine. If the Sybase engine is set up to start as a Windows NT service, delete the service, unless the Sybase engine is used for another database program. 4. Disable all virus detection software prior to installing Client Data System. (Right-click the Windows taskbar and select Task Manager. Select the virus detection software from the Processes tab and click the End Process button to disable the software.) 5. Insert the Client Data System 4.1.1 CD into the server s CD-ROM drive. (The Setup program should start automatically. If the Setup program does not start, continue with the next step, otherwise skip to Step 6.) 6. From the Windows desktop click Start and select Run. 7. Click Browse to open the Browse dialog box. Select the CD-ROM drive from the drop-down menu in the Look in: dialog box. Double-click on EZSetup. Click OK in the Run dialog box to start the Setup program. 8. Click the CDS button and then click the Install button to proceed with the installation. 9. After reading the Welcome message, click Next to continue. 10. After reading the Software License Agreement, click Yes to accept the terms of the license and continue with the upgrade.

26 11. Select Sybase Upgrade as the Installation Type and then click Next. 12. A message box will indicate that Adaptive Server Anywhere 7.0 is not installed. Click Yes to continue. 13. Select Windows 95/98/NT/Me/2000/XP Server (typical) in the Select Components dialog box and then click Next.

27 14. Click Next to accept the default directories where Adaptive Server Anywhere 7.0 components will be installed. 15. When the installation is complete, select the Yes, I want to restart my computer now option and click Finish. 16. Click OK in the Information dialog box to reboot the server. 17. Shut the Sybase server down if it started automatically after rebooting. THE SYBASE SERVER MUST NOT BE RUNNING. The Sybase program upgrade on the server is complete. Remove the CDS 4.1.1 CD and take it with you to a separate workstation that will be used to upgrade the CDS program on the server. Refer to Upgrading CDS on Windows NT/2000/XP Servers to continue with the upgrade process.

29 Upgrading CDS on Windows NT/2000/XP Servers Perform this part of the upgrade procedure at a workstation that has at least 64 MB of RAM and is separate from the Windows NT/2000/XP Server where the Client Data System program is installed. All virus detection software must be disabled prior to installing Client Data System. (Right-click the Windows Taskbar and select Task Manager. Select the virus detection software from the Processes tab and click the End Process button to disable the software.) DO NOT RUN THE CDS UPGRADE FROM THE SERVER. RUNNING THIS PART OF THE UPGRADE FROM THE SERVER WILL CORRUPT THE EXISTING DATABASES. 1. At a workstation with full access to the server and all CDS databases, insert the Client Data System 4.1.1 CD into the CD-ROM drive. (The Setup program should start automatically. If the Setup program does not start, continue with the next step, otherwise skip to Step 4.) 2. From the Windows desktop click Start and select Run. 3. Click Browse to open the Browse dialog box. Select the CD-ROM drive from the drop-down menu in the Look in: dialog box. Double-click on EZSetup. Click OK in the Run dialog box to start the Setup program. 4. Click the CDS button and then click the Install button to proceed with the installation. 5. After reading the Welcome message, click Next to continue. 6. After reading the Software License Agreement, click Yes to accept the terms of the license and continue with the upgrade. 7. Select CDS Installation/Upgrade as the Installation Type and then click Next.

30 8. In the Select Components dialog box, click on the Server button. 9. A message box will indicate that a previous version of CDS is installed and list several tasks that need to be performed before proceeding. Click Yes to continue with the upgrade only if each task has been performed. 10. Select Typical as the Setup Type. Make sure that the path to the Destination Directory is correct and then click Next. (Click the Browse button to make changes if the Destination Directory is incorrect.)

31 11. Select the type of communication protocol that your network uses and then click Next. 12. Click Next to accept the default Database Server Name (EZDATA) and Database Location (C:). 13. Review the Current Settings. If you need to make any corrections, click Back. Otherwise, click Next to start copying files.

32 During the installation of CDS, a progress bar will indicate the percentage of program files that have been copied. When the progress bar is between 95% and 100%, the Setup program will install a large file that could take up to 20 minutes to copy. DO NOT RESET YOUR COMPUTER unless you have waited at least 20 minutes for the Setup program to complete the installation of CDS and you are certain that the Setup program has stopped responding. 14. When the Setup is complete, click Finish. 15. Select Start, Shut Down, Restart, and click OK to reboot the workstation. 16. Start the Sybase engine on the server (See the applicable Sybase Adaptive Server Anywhere 7.0 Startup instructions on page 51.) The CDS program upgrade on the server is complete. See Upgrading CDS on the First Windows NT/2000/XP Workstation to complete the upgrade process.

33 Upgrading CDS on the First Windows NT/2000/XP Workstation The workstation used to perform this part of the upgrade procedure should have at least 64 MB of RAM. Note: The Sybase server must be running with the -gd all and -gp 4096 parameters. (See the applicable Adaptive Server Anywhere 7.0 Startup instructions on page 51.) 1. At a workstation with full access to the server and all CDS databases, select Run from the Start menu. Browse to the network drive where CDS is installed. Locate and double-click on the CDSWin.svr folder. Double-click on the WSSETUP folder. Double-click on EZSetup. Click OK in the Run dialog box to start the Workstation Setup program. 2. Click the CDS button and then click the Install button to proceed with the installation. 3. After reading the Welcome message, click Next to continue. 4. A message box will indicate that Adaptive Server Anywhere 7.0 is not installed. Click Yes to continue. 5. Click Next to accept the default directories where Adaptive Server Anywhere 7.0 components will be installed.

34 6. When the installation is complete, select the Yes, I want to restart my computer now option and click Finish to restart the computer. Note: Your computer may take a couple of minutes to restart depending on your hardware configuration. Do not shut the power off or reset the computer unless you are certain that the computer has stopped responding to the Setup program. 7. After your computer restarts, the CDS Setup program will start again. Click Next in the Welcome message dialog box to continue with the upgrade. 8. A message box will indicate that a previous version of CDS is installed and lists several tasks that need to be performed before proceeding. Click Yes to continue with the upgrade only if each task has been performed.

35 9. Click Next to accept the default Destination Directory (C:\PROGRA~1\CDSWIN). 10. Review the Current Settings. If you need to make any corrections, click Back. Otherwise, click Next to start copying files. 11. When the Setup is complete, select the Yes, I want to restart my computer now option and click Finish.

36 12. When the computer restarts, several messages will be displayed while the Setup program runs various tasks. 13. In the Database Upgrade dialog box, select all of the databases and then click OK. (Message boxes and progress bars will indicate the status as each database is upgraded. The time required to complete the upgrade will vary according to the size and number of databases.) If a message appears indicating that certain databases cannot be upgraded, see Database Upgrade Errors on page 69. 14. When all databases have been upgraded successfully, click OK to close the Database Upgrade program. 15. Run EZConfig to reestablish the client connection between the workstation and the server. (See Using EZConfig on page 69.) 16. Rebuild your databases using DBUtil. (See Database Utilities (DBUtil) on page 55.) The first workstation and database upgrade is complete. Run the Workstation Setup program (CDSWin.svr\Wssetup\EZSetup.exe) at all other workstations. Upgrading the remaining workstations will take less time because the database upgrade program runs on the first workstation only. See After the CDS Upgrade on page 55 to make client assignments, and E-Z Conduit Module Upgrade and E-Z Mail Installation on page 57 to upgrade the Palm Interface module.

37 NetWare Operating Systems (Novell) Upgrading Sybase on NetWare Servers This section covers Novell NetWare Operating Systems only. For Windows 95/98/Me Operating Systems, see page 7 for instructions. For Windows NT/2000/XP Operating Systems, see page 25 for instructions. Note: The TCP/IP protocol is required when using Adaptive Server Anywhere 7.0 with CDS on NetWare 4/5 servers. Some of the program upgrade procedures cannot be completed on NetWare 4/5 servers without the TCP/IP protocol. 1. Have all users log out of CDS. 2. Shut down the Sybase Server program at the server. 3. If the Sybase SQL Anywhere 5.0 engine starts automatically when the server is booted, remove the Sybase engine startup command from the AUTOEXEC.NCF file (refer to your Novell Network Administrator for assistance). 4. Login to the NetWare server with Administrator or Supervisor rights from a workstation with a CD-ROM drive. 5. Insert the Client Data System 4.1.1 CD into the CD-ROM drive. (The Setup program should start automatically. If the Setup program does not start, continue with the next step, otherwise skip to Step 7.) 6. Click Start and select Run. 7. Click Browse to open the Browse dialog box. Select the CD-ROM drive from the drop-down menu in the Look in: dialog box. Double-click on EZSetup. Click OK in the Run dialog box to start the Setup program. 8. Click the CDS button and then click the Install button to proceed with the installation. 9. After reading the Welcome message, click Next to continue. 10. After reading the Software License Agreement, click Yes to accept the terms of the license and continue with the upgrade.

38 11. Select Sybase Upgrade as the Installation Type and then click Next. 12. A message box will indicate that Adaptive Server Anywhere 7.0 is not installed. Click Yes to continue. 13. Select Novell NetWare Server in the Select Components dialog box and then click Next. 14. In the Adaptive Server Anywhere 7.0 for NetWare Welcome dialog box, click Next to open the Choose Destination Location dialog box.

39 15. Sybase uses S as the default drive letter for component installation. Change this setting to the letter that you have mapped to the Novell server and specify the System folder. After changing the drive letter and destination folder as needed, click Next to accept the directories where Sybase Adaptive Server Anywhere components will be installed. 16. Select Adaptive Server Anywhere in the Select Components dialog box and click Next. (NetWare 3.1x users should also select the NetWare 3.1x System NLMs component.)

40 17. In the Start Copying Files dialog box, review the list of Current Settings. If you must make a change, click Back. Otherwise, click Next to continue. 18. In the Server License dialog box, enter the relevant Name and Company information. 19. Enter 999 in the Licensed Seats field. 20. In the License Type section, select the Networked Seat (per seat) model option and click OK.

41 21. In the Setup Complete dialog box, click the Finish button to complete Adaptive Server Anywhere Setup and begin the Adaptive Server Anywhere 7.0 for NetWare (EBF) installation wizard. 22. To begin the Adaptive Server Anywhere 7.0 for NetWare (EBF) installation, in the Current Location of ASA for NetWare dialog box, specify the current location of the existing System folder by clicking on the Browse button and selecting the appropriate folder. Click Next to proceed with installation. 23. In the Welcome dialog box, click Next to open the Select Components dialog box.

42 24. Select Adaptive Server Anywhere in the Select Components dialog box and click Next. 25. In the Start Copying Files dialog box, review the list of Current Settings. If you must make a change, click Back. Otherwise, click Next to continue. 26. In the Setup Complete dialog box, click the Finish button to complete the Adaptive Server Anywhere 7.0 Setup.

43 27. Click OK in the Information dialog box. THE SYBASE SERVER MUST NOT BE RUNNING. The Sybase upgrade on the server is complete. See Upgrading CDS on NetWare Servers to continue with the upgrade process.

45 Upgrading CDS on NetWare Servers 1. Login to the NetWare Server with Administrator or Supervisor rights from a workstation with a CD-ROM drive and full access to all CDS databases. Insert the Client Data System 4.1.1 CD into the CD-ROM drive. (The Setup program should start automatically. If the Setup program does not start, continue with the next step, otherwise skip to Step 4.) 2. Click Start and select Run. 3. Click the Browse button to open the Browse dialog box. Select the CD-ROM drive from the drop-down menu in the Look in: dialog box. Double-click on EZSetup. Click OK in the Run dialog box to start the Setup program. 4. Click the CDS button and then click the Install button to proceed with the installation. 5. After reading the Welcome message, click Next to continue. 6. After reading the Software License Agreement, click Yes to accept the terms of the license and continue with the upgrade. 7. Select CDS Installation/Upgrade as the Installation Type and then click Next. 8. In the Select Components dialog box, click on the Server button.

46 9. A message box will indicate that a previous version of CDS is installed and list several tasks that need to be performed before proceeding. Click Yes to continue with the upgrade only if each task has been performed. 10. Select Typical as the Setup Type. Make sure that the path to the Destination Directory is correct and then click Next. (Click the Browse button to make changes if the Destination Directory is incorrect.) Note: NetWare 4/5 users must use the TCP/IP protocol to upgrade to Client Data System 4.1.1 using Adaptive Server Anywhere 7.0. 11. Select the type of communication protocol that your network uses and then click Next.

47 12. Click Next to accept the default Database Server Name (EZDATA) and Database Location (SYS:). 13. Review the Current Settings. If you need to make any corrections, click Back. Otherwise, click Next to start copying files. During the installation of CDS, a progress bar will indicate the percentage of program files that have been copied. When the progress bar is between 95% and 100%, the Setup program will install a large file that could take up to 20 minutes to copy. DO NOT RESET YOUR COMPUTER unless you have waited at least 20 minutes for the Setup program to complete the installation of CDS and you are certain that the Setup program has stopped responding.

48 14. When the Setup is complete, click Finish. 15. Select Start, Shut Down, Restart, and click OK to reboot the workstation. 16. Start the Sybase engine on the server (See the Adaptive Server Anywhere7.0 Startup for NetWare Servers (All) instructions on page 53.) The CDS program upgrade on the Novell server is complete. Upgrade the CDS Database(s) on the server by following the upgrade instructions for the specific type of workstation that is attached to the server. For Windows 95/98/Me workstations, refer to page 15 for database upgrade instructions. For Windows NT/2000/XP workstations, refer to page 33 for database upgrade instructions.

49 Adding Database Cache By default, the Sybase Adaptive Server Anywhere uses two megabytes of memory for caching. This default cache size is adequate for databases that are less than 20 MB in size. For very large databases, increasing the memory that is allocated to the server cache improves performance. Accessing database pages that have been cached in memory is much faster than reading the information directly from the server s hard disk. Allocating too much memory, however, will limit the available resources that other server-based programs may need to operate efficiently. Generally, 10% for the total size of your databases(s) is used to calculate the amount of memory to use for caching that will provide optimum performance. For example, a 32-MB database and a 28- MB database produce a total database size of 60 MB. Using the general rule, 10% of the total database size, 6 MB of memory (60 MB x.10 = 6 MB) would be the optimum cache size. The Sybase parameter -c cache-size is used to specify the amount of memory that will be used for caching. Among other methods, the cache size can be specified with nm (number of Megabytes) as in the following examples. Example 1: This is the typical Sybase Adaptive Server Anywhere startup command for a Windows 95/98/Me server. The cache parameter in this example will allocate 6 Megabytes of memory for database caching. \sqlanywhere7\win32\dbsrv7.exe -gd all -gp 4096 -tl 0 -ti 0 -c 6M Example 2: This is the typical Sybase Server startup command for a NetWare Server. The cache parameter in this example will allocate 8 Megabytes of memory for database caching. load sys:\system\dbsrv7 -gd all -gp 4096 -tl 0 -ti 0 -c 8M Example 3: These are the typical Sybase Server parameters used to create a new service on a Windows NT Server. The cache parameter in this example will allocate 15 Megabytes of memory for database caching.

51 Sybase Adaptive Server Anywhere 7.0 Startup Windows 95/98/Me 1. From the Windows desktop, click Start, Settings, Taskbar and Start Menu. 2. Click on the Start Menu Programs tab, and select Add. 3. Type the complete path to the dbsrv7 file with the appropriate server name, protocol, and cache size parameters (see Adding Database Cache on page 49) in the Command line field and then click Next. Example: C:\Progra~1\Sybase\sqlany~1\win32\dbsrv7 -n EZDATA -gd all gp 4096 -tl 0 -ti 0 -c 15M 4. In the Select Program Folder dialog box, select Startup and then click Next. 5. Name the Shortcut SQL Server and then click the Finish button. 6. The next time you boot the computer, the Server engine will start automatically. Adaptive Server Anywhere 7.0 Startup for Windows NT/2000/XP Windows NT 1. From the Windows desktop, click Start, Settings, Taskbar. 2. Click on the Start Menu Programs tab and select Add. 3. Type the complete path to the dbsrv7 file with the appropriate server name, protocol, and cache size parameters (see Adding Database Cache on page 49) in the Command line field and then click Next. Example: C:\Progra~1\Sybase\sqlany~1\win32\dbsrv7 -n EZDATA -gd all -gp 4096 -tl 0 -ti 0 -c 15M 4. In the Select Program Folder dialog box select Startup and then click Next. 5. Name the Shortcut SQL Server and then click the Finish button. 6. The next time you boot the computer, the Server engine will start automatically.

52 Sybase Engine Startup as a Windows NT Service The Sybase Adaptive Server Anywhere 7.0 DBSVC command can be used to start the Sybase engine as a Windows NT service. To run the server engine as a service: 1. From the Windows desktop, click Start and then click Run. 2. Type the following command line and the complete path to the dbsrv7 file in the Open field and then click OK. Example: dbsvc.exe -i -as -t network -s automatic -w EZDATA C:\Progra~1\Sybase\SQLAny~1\win32\dbsrv7.exe -n EZDATA -gd all -gp 4096 -tl 0 -ti 0 (See Adding Database Cache on page 49) 3. Reboot the computer to start Adaptive Server Anywhere 7.0. Windows 2000 1. From the Windows desktop, click Start, Settings, Taskbar and Start Menu. 2. Click on the Advanced tab, and select Add. 3. Type the complete path to the dbsrv7 file with the appropriate server name, protocol, and cache size parameters (refer to Adding Database Cache on page 49) in the Command line field and then click Next. Example: C:\Progra~1\Sybase\sqlany~1\win32\dbsrv7 -n EZDATA -gd all -gp 4096 -tl 0 -ti 0 -c 15M 4. In the Select Program Folder dialog box, select Startup and then click Next. 5. Name the Shortcut SQL Server and then click the Finish button. 6. Click OK in the Taskbar and Start Menu Properties dialog box. 7. The next time you boot the computer, the Server engine will start automatically. Sybase Engine Startup as a Windows 2000 Service The Sybase Adaptive Server Anywhere 7.0 DBSVC command can be used to start the Sybase engine as a Windows 2000 service. To run the server engine as a service: 1. From the Windows desktop, click Start and then click Run. 2. Type the following command line and the complete path to the dbsrv7 file in the Open field and then click OK. Example: dbsvc.exe -i -as -t network -s automatic -w EZDATA C:\Progra~1\Sybase\SQLAny~1\win32\dbsrv7.exe -n EZDATA -gd all -gp 4096 -tl 0 -ti 0 (See Adding Database Cache on page 49) 3. Reboot the computer to start Adaptive Server Anywhere 7.0.

53 Windows XP 1. From the Windows desktop, double-click on My Computer and browse to the Startup folder (e.g., C:\Documents and Settings\All Users\Start Menu\Programs\Startup.) 2. Right-click in the Startup window, point to New and then select Shortcut from the menu. 3. In the Create Shortcut dialog box, type the complete path to the dbsrv7 file in the Command line field and then click Next. Example: C:\Progra~1\Sybase\sqlany~1\win32\dbsrv7 -n EZDATA -gd all -gp 4096 -tl 0 -ti 0 (See Adding Database Cache on page 49) 4. Name the Shortcut SQL Server and then click the Finish button. 5. Reboot the computer to start Adaptive Server Anywhere 7.0. NetWare Servers (All) You must start Adaptive Server Anywhere at the file server console. You may need an Administrator or Supervisor password to access the console. 1. At the server console command-line, type: load sys:\system\dbsrv7 -n EZDATA -gd all -gp 4096 -tl 0 -ti 0 (See Adding Database Cache on page 49 to add cache switches.) 2. Press Enter to start Adaptive Server Anywhere. Note: You must use this procedure to start Adaptive Server Anywhere each time you down the file-server and bring it back up. You can automate this procedure by adding the command in step 1 to the AUTOEXEC.NCF file (refer to your network administrator for automating the startup). 3. When Adaptive Server Anywhere has been started, you can switch between the system console and the Adaptive Server Anywhere console screens, or other services, by pressing ALT-ESC.

55 After the CDS Upgrade After the upgrade process is complete, your database(s) will need to be rebuilt and contacts may need to be assigned or reassigned to specific agents. Additionally, proxies for the agents will need to be created to enable office assistants to view the agent's clients. Database Utilities (DBUtil) Database Rebuild is one of three Database Utilities. This utility is used to recreate indexes and maintain database integrity. Periodically database indexes may need to be recreated, especially after data imports, conversions or heavy daily use. We recommend running this utility monthly. The preferred method for rebuilding a database is to run DBUtil at the server/workstation. If you must run DBUtil from a workstation, you will have to copy DBENG7.EXE from the SQL Anywhere 7\Win32 directory on the server to the SQL Anywhere 7\Win32 directory on the workstation. Running the Database Rebuild Utility 1. Click Start, Programs, Client Data System, DBUtil (32-bit). 2. Select Client Data System in the E-Z Data Applications dialog box and then click OK. (This step only applies to users with multiple E-Z Data applications.) 3. In the Database Utilities dialog box, select one of the Database names (except for DEMO). The DEMO database does not need to be rebuilt. Note: Multiple databases can be rebuilt simultaneously, but it is not recommended. 4. Under Tools, select Database Rebuild from the drop-down menu and then click the Rebuild button. After clicking the Rebuild button, a dialog box will appear while DBUtil makes a temporary backup of your database prior to rebuilding it. When the database rebuild begins, an "Interactive SQL" dialog box displays the various tables as they are processed. DO NOT INTERRUPT THIS PROCESS.

56 5. You will be prompted to "Replace" the database when the rebuild process is complete. Click Yes to replace the database only if the process did not stop at any time due to an error. If the process stopped due to an error, click No at the prompt and then contact E-Z Data Technical Support to report the problem. 6. Click OK at the Database Rebuild dialog box. 7. Repeat steps 3-6 in this section to rebuild additional databases (except for DEMO), then click Exit to quit DBUtil. 8. After rebuilding all agency databases, login to each database to verify accessibility. If file or C- Tree errors occur, click OK for each of the errors to complete the login process, and then reindex the internal tables (Database, Maintenance, Reindex Internal Table). If the file or C-Tree errors continue after reindexing the internal tables, contact E-Z Data Technical support for assistance.

57 E-Z Conduit Module Upgrade and E-Z Mail Installation The E-Z Conduit Module in CDS 4.1.1 has replaced the Palm Interface Module that was in version 3.2. If you had the optional Palm Interface Module in version 3.2 and plan to continue using your Palm OS device with CDS, and/or plan to install E-Z Mail, follow these procedures after upgrading CDS. Microsoft Outlook 2000 or Lotus Notes R5 (or later) must be installed prior to running the E-Z Mail Setup program. Prior to Running the Upgrade/Installation (Palm Interface Module upgrade only) 1. If your Palm OS device contains data from programs other than CDS, run a synchronization with the other programs to reconcile the data before resetting the Palm OS device in the next step. 2. USE THE HARD RESET PROCEDURE TO CLEAR THE PALM OS DEVICE MEMORY. This step is required to prevent the duplication of Contact records during synchronization. 3. Close the HotSync Manager and then uninstall the Palm Desktop for Windows software. Click Start and select Settings, Control Panel, and then double-click Add/Remove Programs. 4. Select Palm Desktop on the software list and then click Add/Remove. 5. Click Yes in the Confirm File Deletion dialog box. 6. Click OK in the Remove Programs From Your Computer dialog box indicates that the Uninstall completed. 7. Click OK to close the Add/Remove Programs Properties dialog box. 8. Use Windows Explorer to locate and delete the Palm directory (i.e., C:\Palm). 9. Install the Palm Desktop for Windows from the CD-ROM that came with your Palm OS device or download and install an updated version of Palm Desktop for Windows if necessary from http://www.palm.com/support/downloads/#windowsdesktop. Upgrading Palm Desktop is recommended for Windows 2000 users. 10. When installing Palm Desktop, select Restore all the conduits to use with Palm Desktop at the Third-Party Conduit(s) Detected dialog box. 11. Run a synchronization to make certain that the interface between the Palm OS device and Palm Desktop for Windows is working properly. If you are unable to run the synchronization contact Palm Technical Support at (847) 262-7256 for assistance.

58 Running the Upgrade/Installation 1. Close any Windows applications that may be running, including any suite products. Press CTRL+ALT+DEL and end all tasks except Explorer and Systray. 2. Insert the Client Data System CD into the CD-ROM drive. The E-Z Data Setup program should start automatically. (If it does not start, continue with the next step; otherwise skip to Step 7.) 3. Click Start and select Run. 4. Click Browse to open the Browse dialog box. Select the CD-ROM drive from the drop-down menu in the Look in: field. 5. Double-click on EZSetup. This closes the Browse dialog box. 6. Click OK in the Run dialog box to start the E-Z Data Setup program. Note: E-Z Data Setup coordinates the CDS, E-Z Conduit Module, and E-Z Mail Setup programs. Based on the options selected, it runs any combination of the Setup programs automatically in order. The optional modules can be installed at any time after the CDS upgrade, but CDS must be installed or upgraded first. 7. If you purchased the E-Z Conduit Module, click the E-Z Conduit button to add it to the installation process. 8. If you plan to install E-Z Mail, click the E-Z Mail button to add it to the installation process. 9. After selecting the Setup program options, click the Install button to proceed with the installation. (If you did not select the option to install the E-Z Conduit Module, Steps 10 and 11 will be omitted.) 10. After reading the Welcome message, click Next to continue with the E-Z Conduit Module Setup. 11. When the Setup is complete, click OK to exit. (If you did not select the option to install E-Z Mail, Steps 12 and 13 will be omitted.) 12. The E-Z Mail Setup program will begin if you selected this option in Step 8. After reading the Welcome message, click Next to continue with the E-Z Mail Setup program. 13. When the Congratulations dialog box appears, click OK to exit. Refer to Setting up the E-Z Conduit Module on page 59 for setup instructions, and then proceed to the Security Features section on page 61 to set up the security environment.

59 Setting up the E-Z Conduit Module Before running the first synchronization between the Palm OS device and CDS, follow these steps to set up the E-Z Conduit Module: Tip: If you do not have an existing database or are planning to create a new one, you can import the contact records that are in your Palm OS device into a CDS database during the first synchronization. 1. Log in to the CDS database that will be used with the Palm OS device. 2. Select User Management from the Database menu to open the Database Users list. 3. Select the record for the Database User that will be using the E-Z Conduit Module and then click the Modify Record button to open that user s profile. 4. Click the Security Information tab. 5. Under Data Security Options, select Conduit from the PDA Options drop-down list and then click OK to save the change. 6. Click OK in the dialog box that prompts you to log out of CDS for the changes to take effect, then close the CDS program. 7. Log in to CDS as the E-Z Conduit Module user whose profile was just changed. 8. Select PDA Interface Setup from the Tools menu to open the PDA Sync Setup dialog box. 9. Select an existing setup record and click the Modify Record button or click the Add Record button to start the PDA Sync Setup Wizard. 10. After reading the Welcome message, click the Next button to have the Setup Wizard guide you through the required steps. For more information about the PDA Sync Setup Wizard options, see the CDS Help topic Adding a PDA Sync Setup Record. 11. When you reach the PDA Download Description dialog box, click the Setup button to select up to four fields from the Contact Information table in CDS to download to the custom fields of the Palm OS device. If you want to save this Setup record without assigning custom fields, click the Finish button and proceed to Step 15.

60 12. If you clicked Setup in Step 11, assign a field from CDS to the first of four custom fields available on the Palm OS device. Click the drop-down menu in the Custom1 field, use the scroll bar to find the field name, and then select the field. Repeat this process as needed for the Custom2, Custom3, and Custom4 fields. (Choose the custom fields with care. Once selected, they cannot be changed for this User s setup without risk of data corruption.) 13. Click OK to confirm the selections and return to the PDA Download Description dialog box. 14. Click Finish to save this setup. 15. In the Save the PDA Download dialog box, add or change the Description and Keyword as necessary. Select All Users to make this setup available to all users. Note: If you assigned custom fields to the Palm OS device, clear the All Users check box before clicking OK to save this setup record. If you do not clear All Users, all Palm OS device users will have the same custom field assignments when connecting to CDS. 16. Click OK to save the PDA Sync Setup. 17. If necessary, start the HotSync Manager from the Palm Desktop program group. The E-Z Conduit Module setup is now complete. See the E-Z Conduit Module section of the CDS Help for more information on setup and use.

61 Security Features Access to CDS is assigned to "Users" and "User Agent/Producers." The Users and User Agent/Producers can be assigned three different levels of security or assigned to groups to provide exclusive access to any number of Contacts in the database. Overview Before setting up your security preferences, you will need to understand the CDS environment in relation to your office. If, for example, you have an environment of three users, and want to delegate three levels of security, then the task of assigning the different security levels is simple. If the task involves assigning contacts to several users, then the security scheme becomes more complex. Consider the following examples: Example 1 Demo is assigned the Highest security level with full access to all contact records and system fields. Ed is assigned the Group level of security to access all contact records but not all system fields, such as the Security Information section. Norma is assigned the Lowest security level, with restricted rights to contact records and system fields. Example 2 Demo is assigned the Highest security level with full access to all contact records and system fields. Ed is assigned the Group level of security to act as a proxy to the Agent Mark. Mark is an Agent who is linked as a CDS user with the Lowest security level. Contacts can only be assigned to Agents/Producers who have been linked as a CDS User. Agents/Producers have assigned proxies who have access rights to the Agent s contact records. A proxy is simply a person who is authorized to act for another. In CDS, a proxy is a user who has access to an Agent s contact records. Proxies do not need to be an Agent/Producer. The Three Levels of Security In addition to security being implemented by assigning contact records to Agent/Producers, there are three levels of security: Highest: Agency owners or office managers are usually assigned the Highest security level. Users with this level of security have all available rights in CDS. Group: Sales Managers, Administrative Assistants and others, who must have access to several agents information, are usually assigned to this level of security. Group level users only have rights to the Group they belong to. There can be several groups in the system and each group can have multiple users. Users who will be proxies for Agents are usually assigned this security level. Lowest: Agents who are linked as CDS users are usually assigned this security level. A user with the lowest security level cannot view the data of any other Agents, unless the contact is assigned to both Agents.

62 Creating a Simple Security Environment with no Agents 1. Create the Users. 2. Assign the security levels and preferences. Creating a Security Environment with Agents Using the Proxy Feature 1. Create the users. 2. Assign the security levels and preferences. 3. Create the Agent(s). 4. Link each Agent as a CDS user. 5. Assign the security levels and preferences. (For the most effective security scheme, Agents who are linked as CDS users should be given the Lowest security level). 6. Assign users as proxies for the Agent(s). 7. Assign the contact(s) to the Agent(s).

63 Setting Up a Security Environment with Agents and Proxies The following pages outline the steps required to create a Security Environment with Agents using the Proxy Feature. You must have Access to User Management selected and be set to the Highest security level in your User Profile before you can perform the following steps. Creating Users Add new users to the system one at a time. By default, CDS will assign the Highest security level to the first user created in a new database. 1. From the CDS desktop, open the Database menu, and select User Management. 2. Click the Add button. 3. Under User Information, select the Database (if you have more than one) and enter the Login Name. 4. If you want to change the default options, click on the tab with the options for example, the Contact Record or Security Information tabs. 5. Click OK to save changes and return to the User Profile list. Assigning Highest Security (Owner, Administrative Assistant, etc.) You can set up security information for new and existing users at anytime. If you are an existing user, and want to set up your security level as Highest, follow these steps. 1. From the CDS desktop, open the Database menu, select Modify Current User s Profile, and then select the Security Information tab. 2. Select Highest from the Security Level drop down list. Select all of the items under the System, Customizations, Data Security Options and Data Access fields. (The SQL Command option should only be enabled if a user has a working knowledge of SQL.)

64 Assigning Group/Lowest Security You can set up security information for new and existing users at anytime. If you have existing users and want to set up their security, follow these steps. 1. From the CDS desktop, open the Database menu, select User Management, select the user you want to modify, click on the Modify button, and then select the Security Information tab. 2. Select either Group or Lowest from the Security Level drop-down list. 3. Assign the System, Customizations, Data Security Options and Data Access preferences for the user. See the example below for setting up the Lowest security. The preferences that are checked define what fields the user will be able to access in CDS. Agents and Proxies The relationship between Agent and Proxy is especially useful when the Agent wants to delegate the management of their contact records to someone else in the Agent s absence. This relationship is also useful in a security structure where users are assigned groups of contact records. The Agent can be assigned a group of contact records, and in turn, users can be assigned as proxies to an Agent. To give a CDS user access to an Agent s contact records, make that user a proxy for the Agent. Only users with the Group or Highest security levels can be proxies for agents. Creating an Agent 1. From the CDS desktop, select Agents/Producers from the File menu or click the Agent/Producer button on the toolbar to open the Find Agent/Producer Information dialog box. 2. Click OK to open the complete list of Agents. 3. In the Summary tab toolbar, click on the Add button, or select Add from the Record menu. 4. Enter the information in the Agent/Broker/Producer Information tab. 5. Click Save to add the record to the list of Agents.

65 Linking an Agent as a CDS User Agents can login to CDS if they have been linked as a CDS user. In order to assign contact records to Agents, the Agents must be linked as a CDS user. Once linked, the Agents can be assigned a proxy and use all of the CDS functions available including SmartPad, Form Letters, FAX, etc. 1. From the CDS desktop, select User Management from the Database menu. 2. To modify an existing user, click on the Modify button, or select Modify from the Record menu, and proceed to Step 5. 3. In the User Profile list, click Add. 4. In the Personal Information tab, enter the Login name (usually the first name) of the employee. 5. Select the Agent s name, from the Linked Agent/Producer drop-down list. 6. Assign the security level and preferences. (For the most effective security scheme, Agents who are linked as CDS users should be given the Lowest security level). 7. Click OK to link the Agent as a CDS user. Making a User a Proxy for an Agent If an Agent wants to delegate the management of their contact records to someone else in their absence, a user can be assigned as a proxy to the Agent. Remember, only users with the Group or Highest security levels can be proxies for Agents. The User Profile for the Agent must show the Linked Agent name.

66 To Make a User a Proxy for an Agent 1. From the CDS desktop, open the Database menu, select User Management Utilities, and then select Create Proxy for a User. 2. In the List of Users dialog box, select the user who will be the proxy and click OK. If you select a user with the Lowest security level, the list will close, but the user will not be assigned as a proxy. 3. In the Select Agents dialog box, select the agent(s) for whom the user will be the proxy and click OK. The user will be added to the list of proxies. Assigning Contacts to Agents In a work environment that includes hundreds of contacts, the task of keeping track of individual contacts can be very time consuming. By assigning contacts to Agents, you can distribute the workload of tracking contact information, and at the same time, maintain the security and integrity of your data. CDS allows the flexibility of assigning contacts to Agents. One or more contacts can be assigned to an Agent or a group of Agents. Contacts who are not assigned to an Agent, can be viewed by all users. To Assign Contacts to Agents 1. From the CDS desktop, click on the Contact button, or select Contact from the File menu. 2. Search for the contact you want to assign to an Agent. To see all of the contacts in the database, make no selections and click OK. 3. From the Personal tab of the contact information screen, select Assign Contact to a User Agent/Producer from the Record menu. 4. In the Select Agent(s)/Producer(s) dialog box, select the Agent or Agents you want to assign the contact to. If you want to assign more than one contact, click on the Contacts button, and find the contacts either by Set, Filter, or individually. Viewing all of the User Proxies Assigned in CDS The User Proxy Table contains an entry for each user who can access records assigned to an Agent.

67 1. From the CDS desktop, open the Database menu, select User Management Utilities, and then select Show Proxy List. 2. Click OK in the Find User Proxy Table dialog box. Viewing the Assignment List In this table list, you can view which contact is assigned to a particular Agent. 1. From the CDS desktop, open the Database menu, select User Management Utilities, and then select Show Assignment List. 2. To see all of the assignments in the database, make no selections and click OK. To search for a particular assignment, use the Client Name, Agent Name, or Filter button. Synchronizing the Database Users and User Profiles CDS can automate the process for assigning users to Agents/Producers. This tool is useful in a multiuser environment, where there are several users assigned to several Agents/Producers. 1. From the CDS desktop, open the Database menu, select User Management Utilities, and then select Synchronize Database Users and User Profile. CDS will begin an automated process allowing you to select which Agents/Producers records can be accessed by the indicated user. Users with the Highest security level will be able to access all of the Agents/Producers data. 2. When the process is complete, a dialog box will indicate that the User Profile and Database Users are synchronized. Click OK to return to the CDS desktop.

69 Troubleshooting Database Upgrade Errors Certain conditions may cause an error message to appear that indicates one or more databases cannot be upgraded. This message is generally the result of a data source name (DSN) that does not exist for a database that does, or when a database was manually deleted and the DSN still exists. If this message appears for a database that no longer exists, click OK in the message box to continue with the database upgrade. If needed, restart the upgrade utility by running EZUPGR32.EXE from the CDSWin.svr folder on the server. If this message appears for an active database, you will have to upgrade the affected database manually before you can use it. Click OK in the message box to complete the remainder of the upgrade process and then contact E-Z Data Technical Support for assistance with upgrading your database manually. Using EZConfig E-Z Data developed EZConfig to assist you with troubleshooting connectivity problems between the workstation and the server. Database File: Logical location of the database file on the server. In this example, F: is the drive letter mapped to the server from the workstation. Server Path: Physical location of the database file on the server. In this example, C: is the drive letter where the database file is located on the server. Data Source: The name of the database that you will be logging in to. Select Button: Click on this button to locate and select the correct database. Server: This is the name that identifies the database server. Network Protocol: The communication protocol used on your network. Drive Map: Click on this button to check or correct the physical and logical path to the database. Select Button: Used only with TCP/IP, click on this button to enter the server's IP address. Use the following format; {DOBROADCAST=NO;HOST=[server IP address]} Check: Click on this button to check for a valid path and connection to the database.

70 Using EZConfig to configure the data source 1. Click Start, Programs, Client Data System, EZConfig. 2. In the E-Z Data's Data Source Configuration dialog box, select the Data Source name (name of the database you are trying to login to) from the drop-down list. 3. Make sure that the Client box is checked. 4. Use the following instructions to complete the configuration: Database File Server Network Protocol Current Start line The Database File box shows the complete path name for the database you are trying to login to. If it is not correct, use the selection button to locate the correct path name. The default Server name is EZDATA. The letters must be all UPPERCASE. The Server name may be different if you are running other Sybase applications or if the default name was not used during the original Sybase software installation. Check the Network Protocol(s) that your network uses for communication. The values are: IPX NetBIOS TCP/IP The transport protocol used in Novell NetWare networks. Network Basic Input/Output System. Provides support necessary to send and receive data on IBM or Microsoftbased local area networks. Transmission Control Protocol/Internet Protocol. A network protocol used for LAN communication as well as Internet access. The Current Start line box shows the Run command used to start the connection to the Sybase server. This setting cannot be changed in EZConfig. Check (Testing the Sybase Connection) After making changes with EZConfig, click on the Check button to test the Sybase connection.

71 Drive Map (Checking/Changing the Database Path) Click the Drive Map button to display the settings for the physical and logical paths to the database. When you click on the Drive Map button, the following dialog box is displayed. The Input Server Path for network drive dialog box requires two entries the logical drive (the mapping from the workstation to the server) and the physical drive (the server drive letter and path). Drive letter that is mapped from the workstation to the server. Drive letter and path where CDS is installed on the server.