Configuring to use multiple databases
Build 037, and its associated update to Version 2.02, provides for the purchase of additional databases at significantly discounted prices to existing users. It also marks the first public release of a number of special tools to Accountants and Tax Professionals.
In both cases there is the need to manage these multiple database files and their backups. This Help guide indicates how this is done. The steps are:
1. Upgrade to Version 2.02 (Build 037+)
2. Obtain a multiUserKey.
3. Rearrange the contents of your Database folder.
4. Test by opening your Budgets GetReal application. Use this to access other existing databases.
Optionally you use this interface to create and license new databases.
First You need a multiUserKey
This file must be placed within the Database folder. It indicates to Budgets GetReal to use a multiple database folder structure.There are two types of files (name is always “multiUserKey”). MultiUserKey files are digitally signed and must not be altered.
Generic type file
This is downloaded from.
http://budgetsgetreal.com/BGRDownloads/multiUserKey.txt
The file will download and render in your browser window. Use your browsers “Save As” feature and save in your Database folder as “multiUserKey” (without the .txt file extension).
This file changes the operation of Budgets GetReal - other than allowing you to store databases in their own folders. It provides none of the features of the Accounting type file.
Accounting type file
This file is unique to each Accounting Practice and is only available to approved Accountants and Tax Agents. Contact Informed Choices for details.
Accounting type files enable a number of special features to assist in practice management. It also allows Accounting Practices to work on copies of their client’s files without invalidating the terms of license.
Changes needed to your Database folder
You will need to change the layout of your Database folder as follows. In the final configuration your Database folder will contain
A. Multiple client folders each containing a separate database and all associated backups.
B. multiUserKey file as described above.
C. File ActionLog.txt. This is automatically generated and provides a basic log of database activity i.e what database was opened, when and how it was opened, and when it was closed.
Note that database files and a Backups folder is not allowed within the Database folder. These must reside entirely within their own client folders.
The following compares the contents of your main Budgets GetReal folder for the single and multiple case on OSX. Windows will be similar – with slightly different application files.
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If you are moving from a single database to multiple databases then:
1. Create a new client folder say “My First database” within the Database folder. Move all existing database files and the Backups folder into this new folder.
2. You may consider also moving the ActionLog.txt file within your “My First database” folder. This really relates to history prior to this change which you may want to keep separate.
3. Download the appropriate multiUserKey file and copy in the Database folder.
4. Open Budgets GetReal and access your existing database. Check this before proceeding to create extra databases.
Multiple databases interface gives details on selecting and maintaining multiple database files.
If the Multiple databases interface fails to open.
Removing the .txt extension from the downloaded multiUserKey file is important. It may appear to have been removed but is simply being “Hidden” by your operating system. On Mac OSX check and remove using the file “Get Info” option.
On Windows you need to ensure that file extensions are showing in the Windows Explorer view before renaming the file. Select the Tools > Folder options from Window Explorer top menubar. Then select the View tab. Ensure the “Hide extensions for known file types” preference is unchecked.
Creating and Licensing extra databases
If you have recently purchased a second license you will need a blank database to license. This can be downloaded from
http://budgetsgetreal.com/BGRDownloads/BGRblankDatabase.zins
This file will download as a modified backup – but it is not like normal backups since much of the database structure is missing (this is created on first opening). We suggest you move the BGRblankDatabase.zins file within your Budgets GetReal folder (not the Database folder) – so it is always available if you need to create more databases.
To create and license your second database:
1. Open Budgets GetReal. Your existing database folders (called “Client” folders) will show. At this stage only the “My First database” folder will show – unless you manually created more sub-folders.
2. Use the Create New Client option to create a new client folder say “My Second database”.
3. Select “My Second database” once created. You will have options to Change folder name or Select a new client file.
4. Select Select new client file . Then select the BGRblankDatabase.zins file you downloaded.
The file should be confirmed as a valid backup (file name & suffix are unimportant).
Finally select Proceed to Login. The file will be copied to your Backups folder and Budgets GetReal will use the file to open.
5. Once Budgets GetReal opens proceed to License this new database.
