FAQ002

We have previously been using EZPZ on a standalone computer but now have a network installed. How do we move our data onto the server?

This FAQ applies to the situation where you have previously been using EZPZ on a standalone machine and now wish to use your data on a local area network (LAN).

The example that follows uses EZPZ Landlord although the same principle applies to EZPZ Property Manager as well. In the example that follows, the data is currently stored in the following location:

C:\Program Files\EZPZ Landlord\ABC Limited

In the above path, "ABC Limited" is the name of the folder that contains the actual business data. It was created when the business was originally created and was named by the user. In EZPZ the name suggested for this folder is the Business Name for the business being created.

  1. On the server, preferably at the root level of the local hard drive C:, create a folder called "EZPZDATA". The path to this folder, on the server, will be:

    2. C:\EZPZDATA

    Once you have created the folder, right-click on its icon and from the shortcut menu that appears select the Properties option. When the Properties window opens, click on the Sharing tab.

    In the section labelled "Network sharing and security" tick the boxes labelled "Share this folder on the network" and "Allow network users to change my files". Click on the "OK" button. If you have done this correctly, the folder icon will change to one showing a hand holding the folder. The shared folder will be visible to all computers on the network in a minute or so.

  2. Run EZPZ. If you have only one business set up, the program will open the data for that business. If you have more than one business set up, open the first business in the list on the "Select Business" screen. The following procedure needs to be carried out for each business.

    3. Once EZPZ has finished checking your data and displayed any start-up messages, close any screens EZPZ has opened so you have none open on your EZPZ desktop.

  3. On the "File" menu select the "Backup Data Files" option. Create a backup of your current data in a location where you will be able to find it later.

  4. On the "File" menu go to the "Open" option then select "Business" from the sub-menu that appears. This will open the "Select Business" screen. Click on the "New" button to create a new business.

    5. In the "Select Folder" screen that appears locate the "EZPZDATA" folder on the server that you created earlier. The folder will appear in the "My Network Places" section. Click on the EZPZDATA folder to select it then click on the "OK" button. The "New Business Wizard" screen will now appear.

  5. Most of the data that can be entered in the New Business Wizard will be updated later when we restore from the backup file we created. The only information that we must enter in the New Business Wizard is the Reference Code (anything of your choice up to 10 characters long), the Business Name and the Financial Period (the Business Name and the Financial Period will in due course be updated when we restore from the backup file so it doesn't much matter what you enter).

    6. Once you have entered this minimum information, click on the "Finish" button. In the screen that appears enter a name for the data folder that is about to be created. Each folder name needs to be different from any other folder that may already have been created in the EZPZDATA folder. In our example we will name this new data folder "ABC Limited". Click on the "Proceed" button to create the folder and the new business within it.

  6. Once the new business has been created it will be added to the bottom of the list on the "Select Business" screen. Open the newly created business. EZPZ will go through its checking sequence and, once this operation is complete, you will be returned to the EZPZ desktop.

  7. On the "File" menu select the "Restore Data Files" option. Acknowledge the "Please confirm" message that appears by clicking on the "Yes" button. On the "Restore Data Files" screen click on the "Browse" button. In the screen that appears locate the backup file that you created earlier, select it and click on the "Open" button. Back on the "Restore Data Files" screen click on the "Proceed" button. EZPZ will restore your data from the backup file and then go through its checking procedure on the restored data.

  8. On the "File" menu go to the "Open" option then select "Business" from the sub-menu that appears. This will open the "Select Business" screen. The list of businesses will now contain both the original data stored on the local computer and the data stored on the server. The businesses will appear identical in the list but the data location will be different. The data location for the currently selected business is shown at the bottom of the "Select Business" screen.

  9. The original data, stored on the local machine, should now no longer be used. Ensure you have the original data selected in the list, by checking the data location, then click on the "Delete" button and remove the original data.

  10. Repeat the above operation for each of your businesses.

  11. We can now move on to subsequent workstations on the LAN that are to share the data.

  12. Install EZPZ on the workstation. Run EZPZ using the shortcut on the Windows desktop.

  13. The "Select Business" screen will open. There will be no businesses listed as this is a new installation. Click on the "Browse" button on this screen. In the "Select Folder" screen that appears locate the "EZPZDATA" folder on the server and open it to locate the "ABC Limited" data folder. Click on the "ABC Limited" folder to select it then click on the "OK" button. The business will be added to the list on the "Select Business" screen and can be opened in the usual way.