URL for public interface (link to this address): URL for staff interface (bookmark this address on staff computers): Application Name (for IIS): System Maintenance In the following Directory on your web server: Are 2 folders db The database folder asp The script folder db Folder contains the following files: - geneal2.mdb the database file which contains the Genealogy database - log.mdb the database file which contains the activity logs - master.mdb the newspaper index database - params.mdb the parameters file, which controls overall application parameters asp Folder contains script files arranged in the application hierarchy. Please note that the database files and script files work together as a set to maintain the overall application. The files should not be directly modified, or database corruption can occur. Directly modified means changing data within the tables directly using Microsoft Access or a similar tool which allows access to a Jet format database. Modification to the script files using a design tool or text editor can cause the application to stop functioning properly, and possibly corrupt data in the database. SysWerx strongly recommends that all activity related to the application be conducted via the web browser interface. If you must restore files from a backup for any reason, you should restore the entire db folder and its contents as a set, otherwise database corruption will occur. Some relationships exist between the database files, and restoring files with different dates or backup times can result in the failure of these relationships, which will lead to database corruption. 1 of 8
Recommended Regular Maintenance - DAILY Backup all files - WEEKLY Defragment the server hard drive - MONTHLY Gather statistics Verify indexes Compact database files Gather Statistics Login to the staff interface. Your user profile must have permission to access reports (Administrator level 1 or 2). Select Reports from the main menu, and select a report to run. Note: on installation, only 1 report will be visible: Quick Report for the last 30 Days. A report which allows you to restrict the statistics to a particular time period will be available after 30 days from the live date. Verify Indexes Login to the staff interface. Your user profile must have permission to access index files (Administrator level 2 + database permission 4 on all databases, see Users, Groups and Permissions, p. 5). Select the database you would like to check Select MASTER Index (or Index, depending on the database selected) Select Check MASTER index consistency On the report page, you will see the count of records in the database along with some other statistics. Make sure that the last 2 values in the chart are 0 and there is no error message or warning message present (you should see only Index file OK ). If the last 2 values are not 0, and/or there is an error/warning message, contact support@syswerx.ca immediately. Do not run the batch or reindex/re-build scripts unless instructed to do so by support. 2 of 8
Compacting Database Files Shut down the application: o (Windows 2000) Start > Programs > Administrative Tools > Internet Services Manager o (Windows NT 4) Start > Programs > Windows NT Option Pack > IIS Expand the web tree in the left column and locate your application (see p. 1 for your application name) Right-click the application icon Select Properties from the menu On the Virtual Directory tab of the dialog that opens, near the bottom (just above the Help button) is the Unload button click this to unload the application from memory. Click OK to close the dialog Stop the web site by clicking the black square ( stop icon) in the IIS console. Minimize the console window. Open My Computer or Explorer and browse to your db directory (see p. 1) Open each file in turn using Microsoft Access Click the Tools menu, Select Database Utilities, Select Compact & Repair Database from the submenu. Close Access and repeat on the next file. Next, return to the IIS window and restart the web site (click the right-pointing arrow in the IIS console). IIS will automatically reload your application into memory when first used. 3 of 8
Maintaining Controlled Lists It is important to put some thought into data for your controlled lists, such as Sources, Types and Subjects. Once a heading has been entered and used (attached to records in the main databases) it can be challenging to remove it from use. Controlled Lists are used to control the data entered into a record in the main database. By ensuring uniform data entry, a higher valued service can be provided to the end user by providing clear, consistent results. In addition, using controlled lists provides a dramatic increase in speed when searching and updating records in the database. Data provided with the system in these lists can be removed or modified to suit the library s needs. Note that changes made to a heading from a Controlled List are reflected instantly throughout the database. Your User Profile must be configured with the correct permissions in order for you to update the Controlled Lists. See Users, Groups & Permissions, p. 5 Newspaper Index Sources (Newspapers) Types (Record types, e.g., newspaper article, editorial, picture, etc.) Subject Headings Genealogy Database Sources Places Classifications The Genealogy database has been modified in structure to split out controlled lists from the main table in the database. This allows the lists to be maintained through the web interface, and is a more efficient database format which increases the speed of data entry and searching. A module has been added for the online maintenance of the Controlled Lists for the Genealogy database. 4 of 8
Users, Groups & Permissions Each User ID is assigned to a group, and permissions are assigned to the group to create a user profile. Permissions are cumulative; that is, a higher permission also allows all functions allowed by any lower permission. Permissions are defined for 3 areas: 1) System wide This controls users who can update application parameters (e.g., colours, fonts, etc., for the entire site), accessing reports and users/groups and permissions. There are 3 levels for this permission: 0. User is not an administrator. 1. User can access reports and controlled lists. 2. User can access system configuration and user profiles, as well as index files. 2) Newspaper Index This controls what each user can do within the context of the Newspaper Index. For example, add, modify or delete records; modify controlled lists. There are 4 levels for this permission: 0. User cannot access this database. 1. User can add or modify records. 2. User can delete records. 3. User can modify controlled lists. 4. User can access index files. 3) Genealogy database This controls what each user can do within the context of the Genealogy Database. For example, add, modify or delete records; modify controlled lists. There are 4 levels for this permission: 0. User cannot access this database. 1. User can add or modify records. 2. User can delete records. 3. User can modify controlled lists. 4. User can access index files. The system is delivered with 5 pre-configured groups for quick setup. admin Admin Permissions: 2 Newspaper Index Permissions: 4 Genealogy Database Permissions: 4 5 of 8
admin1 Admin Permissions: 1 Newspaper Index Permissions: 3 Genealogy Database Permissions: 3 staff Admin Permissions: 0 Newspaper Index Permissions: 2 Genealogy Database Permissions: 2 volunteers Admin Permissions: 0 Newspaper Index Permissions: 1 Genealogy Database Permissions: 1 Disabled Note: This group has no permissions assigned, and this cannot be modified. Admin Permissions: 0 Newspaper Index Permissions: 0 Genealogy Database Permissions: 0 These pre-configured groups and permissions are suggestions only. The library is free to modify the users, groups and permissions as it sees fit. Adding A New Group Login to the system and select Users from the Main Menu. From the User Management Menu, select Manage Groups. Select Add New Group from this menu. Complete the fields and click Save Record. The system will create the group and a permission profile with 0 for all modules. The next task is to define permissions for this group. Define or Change Permissions Login to the system and select Users from the Main Menu. From the User Management Menu, select Manage Permissions. Select the group that you would like to modify, and click Continue. If this is a new group, all permissions are set at 0. Otherwise, the current permission profile for the selected group will be displayed. Make any desired changes and click Save Record. You will receive a confirmation message. 6 of 8
Add A New User Login to the system and select Users from the Main Menu. From the User Management Menu, select Manage Users. Select Add New User from this menu. Complete all fields (all fields are required) and click Save Record. You will receive a confirmation message. To view users in a particular group, select Manage Groups from the User Management Menu, select the group, and click Continue. The form displayed will show a list of users assigned to this group (even when the users are disabled). 7 of 8
System Configuration A great number of application parameters can be modified on the fly. This allows for the library to change the general appearance of the public side of the application. Parameters that can be changed include text displays, colours, fonts and styles. To access system configuration, login using an administrator ID with Administration permissions of 2. From the Main Menu, select Configuration. Changing Parameters The System Configuration menu will present a list of types of parameters that can be modified. Select a desired type, and you will be presented with the parameters of that type. Click the Edit button in the right column next to any parameter to modify its value. The form presented will include a brief description of the parameter s purpose, and the current value. Enter a new value or modify the current value in the text box and click Save Record to commit your changes. For parameters that are text or phrases, you can use HTML tags in the value to modify the appearance of the text, if desired. A special keyword is programmed into the application, @YEAR, which will be replaced with the current year when displayed to the end user (see parameter COPYRIGHT, under Text Displays & Phrases, for an example of this). Restarting the Application Note that any System Configuration changes will require that the application be restarted for the change to take effect. To restart the application, see the Compacting Database Files on page 3. 8 of 8