The information in this article applies to:
This article provides technical information regarding the Version 14.2 and later Back Up Data Files and Restore Data Files programs. It also discusses various features that make these programs different from previous versions of the software.
Starting with Version 14.2, the Back Up Data Files program (File | Back Up Data Files) will back up the data files for all software products. For example, if your firm uses Tabs3, PracticeMaster, and General Ledger Software (GLS), executing the Back Up Data Files program in PracticeMaster will create a single backup file that contains the data for all three products.
Also beginning with Version 14.2, the Restore Data File program (File | Restore Data Files) will restore the data files for all software products. Using the same example, if you were to run the Restore Data Files program in Tabs3 after creating a backup, it would restore the data files for Tabs3, PracticeMaster, and GLS.
Prior to Version 14.2, the Back Up Data Files and Restore Data Files programs would only back up or restore the data files of the product in which they were run. For example, running the Back Up Data Files program in Tabs3 Version 14.1 or earlier backs up just Tabs3 data files. Likewise, running the Restore Data Files program in GLS Version 14.1 or earlier restores just GLS data files.
The backup files are stored in a folder named BACKUP that is located under the program directory. Each time the Back Up Data Files program is run, the information is backed up to a file named STBACK.ARQ. If a STBACK.ARQ file already exists, the old STBACK.ARQ file is renamed to STBACK.BAK after the backup has successfully completed.
When restoring a file, the STBACK.ARQ file is the file that is restored. If the Store current data in a secondary backup file before restoring option is selected, the current data files are backed up to a file named STBACK.SND before the STBACK.ARQ file is restored. Should you need to restore the secondary backup file (STBACK.SND), you must manually rename the STBACK.SND to STBACK.ARQ and then run the Restore Data Files program.
When running the Back Up Data Files and Restore Data Files programs, the following windows are displayed.
The Back Up Data Files window displays information about the last backup file, including the date and time it was made, the User ID that was used to create the backup file, as well as the type of the last backup file (i.e., "All Systems" or "GLS Only"). In addition, the Back Up Data Files window indicates which software products are included in the backup, and the progress of the backup process.
The Restore Data Files window displays information about the data to be restored, including the date and time the backup file was made, the User ID that was used to create the backup file, as well as the type of the last backup file (i.e., "All Systems" or "GLS Only"). In addition, the Restore Data Files window indicates which software products will be included in the secondary backup, which products will be restored, and the progress of the restoration process.
When creating a backup, any GLS clients set to integrate with Tabs3, Accounts Payable Software (APS), or Trust Accounting Software (TAS) are included. Typically the same GLS client is set to integrate with all software products, but the Back Up Data Files program will back up multiple integrating GLS clients. For example, if Tabs3 is set to integrate with GLS client 1, and APS is set to integrate with GLS client 2, then data for both GLS clients will be included in the backup file. More information regarding GLS clients is available in KB Article R10837, "All About GLS Clients."
It is also possible to back up only GLS data for specific GLS clients that do not integrate with any other software product. This can be done from GLS using the following procedure.
To back up data for a non-integrating GLS client
When creating a backup in this manner, the GLS data is backed up to a file named GxxxBACK.ARQ, where "xxx" represents the GLS client number. For example, when backing up data for GLS client 3, the backup file is named G003BACK.ARQ. If a GxxxBACK.ARQ file already exists, the old GxxxBACK.ARQ file is renamed to GxxxBACK.BAK after the backup has successfully completed.
When restoring data from a GxxxBACK.ARQ and the Store current data in a secondary backup file before restoring option is selected, the current data files are backed up to a file named GxxxBACK.SND before the GxxxBACK.ARQ file is restored. Should you need to restore the secondary backup file (GxxxBACK.SND), you must manually rename the GxxxBACK.SND to GxxxBACK.ARQ and then run the Restore Data Files program.
Note: To restore GLS data for a specific GLS client, that same client must also be the current GLS client. The current GLS client is listed in Help | About GLS. To set the current GLS client, use the Select Different Client program (Utilities | Select Different Client).
Note: Starting with Version 14.3, all GLS Client data to be included in a backup must reside in the Program Directory where all other data exists. GLS Clients who are not located in the Program directory, or a subfolder of the Program directory, will be omitted from the backup.
Note: If GLS is installed as a stand-alone product, i.e., no other Tabs3 and PracticeMaster programs other than System Configuration are installed in the same directory, then backups performed in GLS will always use the STBACK.ARQ file regardless of which client is being backed up.
When backing up or restoring GLS data for a non-integrating GLS client, the Back Up Data Files window and the Restore Data Files window will contain information expressing this. The Type of the last backup and data to be restored will be indicated as "GLS Only", along with the GLS client number to whom the data is assigned. This is shown in the following examples:
The Support Log (View | Log Files | Support Log) tracks each time the Back Up Data Files and Restore Data Files programs are run. Detailed Support Log information is available in KB Article R11054, "Support Log Information."
Each time the Back Up Data Files program is used in any software product, an entry is made to the "Back Up Data" section of each products' Support Log. This entry shows the date the backup was made, the time the backup was started, the time the backup completed, the User ID of the user who performed the backup, whether or not the backup process was aborted, and which GLS Clients were backed up. The following is an example of the "Back Up Data" section of the System Configuration, Tabs3, PracticeMaster, APS, or TAS Support Log:
Date Time User Start Time Aborted GLS Clients
---- ---- ---- ---------- ------- -----------
1. 04/20/2007 09:07 AM BEAU 09:06 AM No 1
2. 04/19/2007 12:57 PM BOB 12:56 PM No 1
Each time the Restore Data Files program is used in any software product, an entry is made to the "Restore Data" section of each products' Support Log. This entry shows the date of the restoration, the time the restoration was started, the time the restoration completed, the User ID of the user who performed the restoration, whether or not a secondary backup file was created as part of the restoration process, and which GLS Clients were restored. The following is an example of the "Restore Data" section of the System Configuration, Tabs3, PracticeMaster, APS, or TAS Support Log:
Date Time User Start Time Secondary Backup GLS Clients
---- ---- ---- ---------- ---------------- -----------
1. 04/18/2007 10:17 AM BEAU 10:15 AM Yes 2
2. 04/07/2007 04:57 PM JACK 04:56 PM No 2
Entries made to the Support Log in GLS also include information indicating whether or not GLS was the only product included in the backup. The following is an example of the "Back Up Data" section of the GLS Support Log:
Date Time User Start Time Aborted GLS Clients GLS Only
---- ---- ---- ---------- ------- ----------- --------
1. 04/20/2007 09:07 AM BEAU 09:06 AM No 1, 2 No
2. 04/19/2007 12:57 PM BOB 12:56 PM No 1, 2 No
3. 04/19/2007 07:58 AM JACK 07:58 AM No 3 Yes
Certain tasks within the software cannot be active when running the Back Up Data Files program. Attempting to run the Back Up Data Files program while these tasks are active will open a Conflicting Activities window. Conflicting activities must be resolved before proceeding with the back up.
To run the Restore Data Files program, all other users must exit all software products. Attempting to run the Restore Data Files program with other users in the software will open a Conflicting Activities window. Conflicting activities must be resolved before proceeding with the restoration.
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