Note: The Database Utilities option is only available to users who are set up as a supervisor or a database administrator within the User Security option. All other users should be logged out of the School Accounting System (and Web Link, if applicable) if a backup will be restored within the Database Utilities option.
From the School Accounting System screen, select the Utilities menu and then Database Utilities.
When prompted, click Yes to close the School Accounting System and open the Database Utilities option.
The Database Utilities screen will appear.
Click the Available Backups tab to view the backups that are available in a particular location (for example, in the backup folder or on a flash drive).
To view the backups in the backup folder on the SQL Server instance, enter the path for how your computer sees the location for the backup folder in the Path to Shared Backup Folder field, or click the Directory button to browse to the desired path and then click the OK button. The path last specified appears as the default, but can be changed. Leave the Path to Shared Backup Folder field blank to only view the backups from a particular location (as specified in the Local/External Backup Copies field (below)) and not from the backup folder.
To view the backups included at a specific location (other than in the backup folder), enter the path to the location for which to view the backups in the Local/External Backup Copies field, or click the Directory button to browse to the desired path and then click the OK button. The path last specified when an additional backup copy was made on your computer appears as the default, but can be changed. Leave the Local/External Backup Copies field blank to only view the backups from the backup folder (as specified in the Path to Shared Backup Folder field (above)).
All the backups available in the locations specified in the Path to Shared Backup Folder field and the Local/External Backup Copies field appear in the Available Backups List. The following information appears for each backup: the date and time the backup was made, the name of the database backed up, the name of the backup file, the file size, whether the backup is located in the backup folder or in the other specified location, the version of the database when it was backed up, the user who made the backup, the comments for the backup, and whether the properties for the backup file were manually set to Read Only.
To delete a backup, click the Delete button located to the left of the desired backup. When prompted, click Yes to permanently delete the backup file.
Note: If the properties for a backup file were manually set to Read Only, the backup file cannot be deleted with this option.
Click the Maintenance tab to reindex the database or, if directed by Customer Support, to run scripts on the database and/or copy a file.
The name of the database that was open at the time the Database Utilities option was selected appears in the Database Name field. If needed, contact Customer Support for assistance with being able to utilize a Search button to select a different database.
To run a script, as directed by Customer Support, complete the following:
Enter the path (drive and folders) and file name of the script file to run in the Execute Script field, or click the Search button to select the correct path and file.
Click the Execute button located to the right of the Execute Script field.
When prompted, enter in the appropriate password given to you by Customer Support and then click OK.
Once the script has been run, a message stating “Script executed.” will appear in the status bar at the bottom of the screen, or if applicable, the results of the script will display in the Results List located on the bottom half of the Database Utilities screen (changes cannot be made to the results, but the results can be exported using the Export Grid option, if desired).
To copy a file needed for the School Accounting System, as directed by Customer Support, complete the following:
Enter the path (drive and folders) and file name of the file to copy in the File to Copy field, or click the Search button to select the correct path and file.
Click the Execute button located to the right of the File to Copy field.
When prompted, enter in the appropriate password given to you by Customer Support and then click OK.
Once the file has been copied, a message will appear in the status bar at the bottom of the screen.
To reindex the database, complete the following:
Click the Execute button located to the right of the Reindex Database field.
When prompted, click Yes to continue.
Once the database has been reindexed, a message stating "Reindexing is complete." will appear in the status bar at the bottom of the screen.
Click the Restore tab to restore a backup. When restoring, it is important to remember that all the data entered and processed since the time the backup (to be restored) was created will be lost and will need to be recreated. Be sure to make a current backup of the database prior to restoring.
Confirm all other users are logged out of the School Accounting System (and Web Link, if applicable).
Enter the path (drive and folders) and name of the backup file to restore in the Backup to Restore field, or click the Search button to select the correct path and file.
Note: The backups that are available in the locations specified on the Available Backups tab appear in the Available Backups List; if desired, double-click on the desired backup in the Available Backups List in order to select the database for which to restore.
Tip: If searching to select a backup file to restore, change the types of backup files to look for .bak files or .gz files, if needed.
Enter a description to explain the reason for restoring in the Comment field. The description can be up to 1,000 characters long.
Click the Execute button.
When prompted, click Yes to restore the specified backup.
When prompted, click Yes to continue.
Once the database has been restored, a message will appear in the status bar at the bottom of the screen.
When finished, click the X in the upper right-hand corner to close the Database Utilities screen.