See also:
Introduction
Troubleshooting flow chart + worksheet
How to troubleshoot damaged data
Database myths
Causes of data damage
How to repair
How to export/import
Troubleshooting FAQs
Tips for preventing damaged data
Inside the database
Database size
Windows tips
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The Export/Import 5.x
utility creates a new database using client, jobs, costs, and other
data from an original database.
The utility exports every data file into text files, which are then
imported automatically into a newly-created database. When a database
is unrepairable, this utility will recover your data. In addition, an
option lets you create a new database with only clients, vendors, staff
members, and other setup data.
The Export/Import utility recreates a Clients & Profits Classic
5.x, Job Tracker 5.x, or Clients & Profits Pro 5.x database by exporting
the data into standard text files, then importing the text files into
a new database. The export/import process is time-consuming therefore,
start the process at a time when you can let it run without interruptions.
Keep in mind, if the process is interrupted for any reason you must
restore a backup copy and begin the process again.
The Export/Import utility is included on the Clients & Profits CD,
in the Extras folder. The most up-to-date version is available for downloading
from the Export/Import web page.
 If you're using
a previous version of Clients & Profits, do not use the Export/Import
5.x utility. There are special versions of the utility for old versions
of Clients & Profits. Also, it won’t work on Clients &
Profits ez/4/PLUS databases. Database Utilities are not needed for Clients
& Profits SQL databases since they use the data management tools
included with Oracle and SQL Server.
The process CANNOT
be done while users are using Clients & Profits.
The Export/Import
5.x utility is RAM-based, so does not require the extra disk space as
older versions of the utility. However, Mac users may run out of RAM
on multi-segment databases. For best results, use a Windows-based PC
to run the export/import.
Don't run the Export/Import
utility across the network. Use a local hard disk (that is, one that
is inside the computer running the utility).
Make a backup copy
of the database first.
Let the Export/Import
utility run overnight if necessary-- but make sure nothing will interfere
(such as backups, screen savers, Applescripts, etc.)
If your database
was damaged by a hard disk crash or other technical problems, be sure
to find and solve the problems before recreating the database. If the
problems that caused the corruption aren't fixed, your database is likely
to crash in the future.
Preparing for an export/import
The entire Export/Import process can take anywhere from a few hours
to a few days, depending on the size of your database and the speed
of the computer. The faster the computer, the sooner the database will
be recreated.
1 Choose a fast Windows XP/2000 or Power Mac G4/G5 computer that
can be dedicated to the Export/Import utility for a short time.
This computer can’t be used for anything else while the Export/Import
utility is working.
Don’t export/import
the database on the same computer on which the problems occurred. The
same problem that caused the corruption is likely to damage the new
database.
2 Check the computer’s hard drive to free space. It should
have enough space available to hold three copies of the database.
The computer’s hard drive needs the space to hold the damaged database,
the database’s exported text files, and the new database. For example:
a 40mb database needs 120mb of free space to run the export/import.
3 Use a disk first-aid tool (e.g., Norton Disk Doctor, Disk First
Aid, etc.) to check the computer’s hard disk for disk fragmentation
or other drive problems that could interfere with the export/import
process.
If the computer’s hard disk is too full, or doesn’t have enough
contiguous free space, the export/import procedure will take much longer.
There’s also a potential for the newly created database to be less-than-optimially
organized. If there’s any doubt about the condition of the computer’s
hard drive, reformatting the drive (or volume) is recommended.
If your database
was damaged by a hard disk crash or other technical problems, it’s
critically important to find and solve the problems before recreating
the database. If the problems that caused the corruption aren't fixed,
your database is likely to crash in the future.
To recreate a damaged database using the Export/Import utility
1 Double-click on the Clients & Profits Player.
2 Choose File > Open Application.
3 Double-click on the Export/Import 5.x utility
4 As directed, choose your Clients & Profits application
(called a library) on your local hard drive. Failure to do so will result
in an error when performing the export/import (Error when executing
procedure wCopy/61. Set main file command with no valid file name.)
The Database menu appears at the top of the screen.
5 Choose File > Open Database or click
the "Copy Data From" button from the window, then select and
open your database.
6 Click on the "To New Database" button, then name
and select the location for your new database.
7 Choose Database > Recreate Database from the Database menu,
or click Start from the window with the Recreate Database option selected.
8 Follow the prompts to start the export process.
The Export/Import utility first counts the number of records in your
database. Before the data is exported, a report is compiled showing
the contents of your database. You'll need this report to compare the
results before-and-after the export/import process is finished.
The Export/Import utility will methodically export data from each of
the 60+ data files in your Clients & Profits database into tab-delimited
text files, in alphabetical order by file name. The text file is imported
in the new, empty database, then the indexes are rebuilt. You can track
the export/import’s progress by comparing the “importing...”
progress message with the database count:
Your clients, jobs, costs, and accounting data is
imported into a new database, called New Database (or NEWDATA.DF1 in
Windows). When the data is completely imported, the utility will automatically
quit.
If
your database is very large and contains two segments, the Export/Import
utility will automatically create and pre-size the second segment. The
new database will be nearly the same size of the original database.
9 Rename the new database (which is named “New Database”)
then copy it back to the server, replacing the damaged database.
Be sure to use a different name than the original database to keep users
from opening the wrong database. The export/import process is now complete.
Your new database is ready for work.
| IF EXPORT/IMPORT DOESN’T
WORK: Sometimes certain kinds of corruption can cause the export/import
process to fail. In these cases, it may be necessary to repair the
database first. This can be done through the database utilities
in Clients & Profits. Once the data structure has been repaired
the export/import procedure should work without interruption. |
Next Page: Database Troubleshooting
FAQs
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