Backup/Restore

Maintenance

Maintenance encompasses various data file utilities. Their purpose is to repair damaged files, backup and restore data, erase all data and edit lists of choices in user-defined fields. The following functions are included in the Maintenance window:

• Reindex database: this option repairs indexes on your database. It is mainly used when troubleshooting your application, in case your data files become corrupt. It is recommended that you use this function once a month.
• Delete database indexes: this function is useful when the MDX files become very large overtime.
• Pack database : When deleting records from your data files, they are not physically erased. Use the Pack database function periodically to reclaim disk space after deleting records.
• Delete all records : this function removes all records from your database. Use it with extreme caution - it cannot be undone.
• Delete selected records: this function can be used to permanently remove a group of records from the database. You select the records to be deleted by setting a Filter first.
• Repair data file : This function will repair a damaged data file. Sometimes your memo or graphic fields (those containing images or binary data) get corrupted, which results in error messages. Use this function to correct this problem. Typically one record (sometimes several records) may be lost. This problem is usually caused by a system crash when Organizer is open or by not closing Organizer before shutting down the system. If you are not able to start Organizer Deluxe because your database is corrupted start Designer and select Repair Database function.
• Backup data : it is very important that you back up your database. If the database becomes corrupted as a result of a system crash Restoring database from a previous backup may be your only chance to recover your data (Repair data file function not always works).
• Restore data : you need to use this function only if something went wrong (e.g. your database became corrupted) and you have backed up your database.
• Edit lists : this function can be used to edit lists accessible through Combo Boxes in the Details Page. It is easier to access this function from combo box Popup Menus.
• Display Log: this function opens the Maintenance Log Window. All data maintenance processes done on all your data files are logged here.
• Graphic Fields: this function converts graphic fields.
  • Converting an Internal Graphic Field (IGF) to an External Graphic Field (EGF)
  • Converting an External Graphic Field (EGF) to an Internal Graphic Field (IGF)
• Formatted Record: The Formatted Record function automatically creates the content of the selected multi-line text or multi-line html field from the existing data fields and the template text file (*.txt, *.htm, *.html,.....).
• Duplicates: This function allows you to display and/or delete duplicate records based on a selected data field.
• Copy Records: use this function if you want to copy all records from the currently opened database to another database. The destination database has to have the same structure.
• Move Records: use this function if you want to move all records from the currently opened database to another database. The destination database has to have the same structure.

How to use Backup function?

It is important to back up your data!

It is recommended that you back up your data on a regular basis e.g. once a week or once a month. You should especially do a backup after entering new records. When you use Backup function all essential files for the currently selected database are compressed and stored in a selected location. If you have more than one database you have to Load each database and then back it up.

In order to Back Up your database do the following:

• click on Advanced/Maintenance button and then, click on Backup button;
• select a backup Destination Drive and Directory (you can click on Browse button instead of typing it in); for example, if you want to back up your database to floppy disks type in A:\.
• type in the name of your backup file (if you want to change the suggested name);
• click on Next button;
• select backup Options:
  • if you want to password-protect your backup file (so nobody else can use it) check Password Protect option and type in your password into Encryption Password edit box;
  • if you have External Graphic Files in your database and if you want to include them in your backup check Backup External Graphic Files option; Note: only files stored in Graphic Files Directory (as specified in Options) will be backed up; also, all graphic files from that directory will be backed up even, if they belong to several databases;
  • select None, Quick, or Maximum Compression option depending on your needs;
  • select Databases option. You can backup currently opened database or all databases.
• click on Next button;
• click on Start Backup button;

How to use Restore function?

If your database becomes corrupted or is destroyed you can restore it from your latest backup file.

In order to Restore your database do the following:

1. click on Advanced/Maintenance button and then, click on Restore button;
2. type in YES into the Confirm Action window;
3. select a backup file (you can click on Browse button instead of typing it in); for example, if you want to restore your database from floppy disks type in A:\data32499.zip (if your backup file was called data32499);
4. if you password-protected your backup file type in the Encryption Password;
5. if you backed up External Graphic Files and want to restore them check Restore Graphic Files option; also, select Restore Mode For Graphic Files;
6. click on Next button;
7. select Restore Mode and click on Start Restore button; Restore to Original Database: it will restore to Original Database (regardless of the currently opened database), if Original Database was deleted this function will recreate the database. Restore to New Database: it will create a new database with the structure, content, and layout of the original database