01-SapphireOne Software Versions

Sapphire and SapphireOne functionality

We have observed a knowledge gap among IT professionals when it comes to comprehending the unique functionalities of the different versions of SapphireOne software Versions. To tackle this issue, we have enhanced the wording in this article by incorporating supplementary documentation. This additional material offers comprehensive guidelines on operating both SapphireOne Server and Sapphire Single User.

We highly advise IT support personnel to carefully peruse this article, as it contains valuable information. This will enable them to gain a thorough understanding of the installation process and the operational aspects of SapphireOne Software on both Mac OSX and Windows platforms.

SapphireOne Software Versions

SapphireOne Server software is available for both Mac OSX and Windows-based platforms, including a Client application for both platforms as well. This Client application is designed to work with the SapphireOne Server application. It then enables users to access the server from their respective operating systems.

Common Source Code

Sapphire Single User and SapphireOne Server are built on the same source code, ensuring compatibility across both Mac OSX and Windows-based platforms. This unified code base enables users to switch effortlessly between the two versions. Furthermore, the data file generated by SapphireOne can be seamlessly utilised

Mac or Windows platforms Single User

It is important to note that a single data file can be accessed sequentially by both Mac and Windows-based platforms. However, only one user can access the data file at a time, regardless of the operating system being used. For instance, when the appropriate Sapphire Single User software is installed on each machine, the data file can be accessed by either a Mac or Windows-based platform.

Mac Or Windows platforms Server

The SapphireOne Server application allows businesses to use standard Mac or Windows based platforms. It also allows a mixed group of Mac and Windows-based client machines to operate simultaneously on a common network when clients are accessing the SapphireOne server.

Sandbox Functionality

Moreover, this multi platform feature documented above, enables users to take a copy of their live data file and run it in Sapphire Single User using either a Mac or Windows-based platform. They can then use a sandbox environment, to test new functions. They can then experiment with setting up job projects or assets, implementing new features or modules on a trial basis.

Data file Errors

To minimise the risks of errors or data corruption and maintain data security, we recommend the following. T test new functions or features in Sapphire Single User before applying them to the live data file. This proactive approach enables secure experimentation, reducing the likelihood of issues in the live data file. By following this practice, users ensure data integrity, stability, and the successful integration of new functionalities.

SapphireOne Software Versions

Sapphire (Single User)

Sapphire Single User is a software application designed for individual users, available for installation on both Mac OSX and Windows-based platforms. When updating the software, including incremental builds, the entire directory or folder structure is replaced. Consequently, it is necessary to create a new shortcut after each update.

This update process guarantees that users always have access to the most up-to-date version of the software. This then will includes bug fixes and other improvements. By simplifying the update process, users can seamlessly integrate the latest software enhancements into their workflow. This enables them to concentrate on their business operations without being inconvenienced by intricate software updates.

SapphireOne (Server)

SapphireOne Server sets itself apart from Sapphire Single User by offering the functionality to operate in a Client-Server mode. It should be noted that this is on both Mac OSX and Windows-based platforms. This advantageous feature eliminates the need for installation on a dedicated server machine. However, in the context of most businesses, the added functionalities offered by Mac and Windows servers are often necessary. Consequently, the SapphireOne Client Server application is more commonly installed on a server of some kind, although it is not mandatory.

SapphireOne (Client)

Similar to Sapphire Single User, the SapphireOne Client Application functions as a standalone application that can be installed on a workstation. In the case of Windows, it is also not integrated into the registry. Users have the freedom to delete or relocate the application, although it would be necessary to update the corresponding shortcut used to access it.

When the Client application is launched, it initiates a search for a SapphireOne 4D server on the local network. If the IP address of the SapphireOne server is changed, the application will continue its search until it locates the SapphireOne 4D server on the local network. Once a connection is established with a SapphireOne 4D server, the application will remember its location for future use and automatically search for the server in the same place it was last found.

This approach offers enhanced convenience to users, as they can effortlessly access their SapphireOne data from any workstation on the network without the need to manually locate the server every time they wish to connect.

SapphireOne software version details

  1. Sapphire Single user – This standalone software is specifically designed for use by a single user. The single user software operates independently, without requiring connection to a network or server. It provides users with the ability to manage and maintain their data file in a secure environment. Sapphire Single User is an ideal solution for small businesses or individuals who require a simple and intuitive software solution to manage their data file without the need for multiple user access.
    • Platforms – SapphireOne Single User is available for both Mac and Windows platforms, ensuring that users can access the software on their preferred operating system.
  2. SapphireOne Server – This software application from SapphireOne operates in Server mode.
    • Platforms – To use Sapphire Server, the user must download the appropriate SapphireOne software for their operating system. SapphireOne provides software for both Mac and Windows based platforms to ensure that users can install the Sapphire Server software on their preferred platform.
    • Server Database Folder – This is a specific folder located within the folder structure of the Server 4D application folder. This folder contains the SapphireOne software where builds or upgrades are stored. When a new build or upgrade of SapphireOne is performed, this folder must be replaced to ensure that the latest version of the software is being used. The Server Database Folder is an essential component of SapphireOne’s Client Server architecture, and it is crucial to keep it up-to-date to ensure optimal performance and data integrity. It should also be noted.
    • Commonality – It is important to note that the Server Database Folder, which stores the SapphireOne software where builds or upgrades are stored, is common to both Mac and Windows-based platforms. This means that there is only one version of the Server Database Folder available for use, and users do not have to download separate versions for Mac or Windows platforms. The commonality of the Server Database Folder ensures that users can access the latest version of SapphireOne regardless of the operating system they are using.
  3. SapphireOne Client – This is a standalone application that allows communication with the SapphireOne Server application. It is designed to work with the SapphireOne Server application and provides users with a platform to access the data file stored in the Server Database folder. SapphireOne Client enables multiple users to access the same data file simultaneously, making it an ideal solution for businesses that require collaboration and sharing of information across different departments or teams. The software provides a simple and intuitive interface for users to access and manage their data, including inventory management, financials, payroll, and more.
    • Platforms – SapphireOne Client is available for both Mac and Windows platforms, ensuring that users can access the software on their preferred operating system.

Integration of SapphireOne into the Windows operating Platform

Unlike some programs installed on Windows-based platforms, SapphireOne application is installed as a standalone application and does not integrate itself into the system or registry. Therefore, users do not need to execute an uninstall routine to remove it from their system.

Users can easily move or delete the SapphireOne application as required, although any shortcuts or aliases to the application will need to be updated accordingly. This approach offers greater flexibility and convenience to users who may need to modify or remove the application from their system.

Virtual Servers

It is important to note that neither Sapphire nor SapphireOne should be installed on a virtual machine. Despite the fact that many applications are now capable of running on virtual servers, both Sapphire and SapphireOne applications make direct calls to memory and require unfettered access to the database, which is not possible on a virtual machine.

Therefore, we strongly advise against installing either of the two versions of Sapphire or SapphireOne on a virtual machine to ensure optimal performance and reliability.

Running Sapphire or SapphireOne on a virtual machine, will eventually result in a completely unrecoverable data file. Therefore, SapphireOne cannot take responsibility for any issues that may arise from running these applications on a virtual machine.

We strongly recommend avoiding the installation of either Sapphire Single User or SapphireOne Server on a virtual machine to prevent potential data loss and ensure the highest level of reliability and performance.

Accessing the data file, Single User and Server

When updating or installing either the Single User or Server applications, users will be prompted to provide the location of an active data file on first boot. This data file is typically named CompanyName.4DD and may be stored on any drive that is permanently attached to the Mac or Windows-based platform.

The CompanyName.4DD file contains all the data used by SapphireOne and always has the extension of .4DD, preceded by the company name or name as selected by the company. Other files will be stored in the same folder as the .4DD file, but all of these files can be rebuilt from the .4DD file if necessary, with the exception of the settings folder if it is in use.

By keeping the data file and other associated files organized in the same folder, users can easily locate and manage their SapphireOne data, while ensuring that it is stored securely and accessed efficiently by the application.

Options for Data File Storage

Since the data file is stored in house so to speak, the business has full control over it, and owns all data in the data file unlike cloud based storage facilities. For this reason the user has a number of options for the storage of their Live Data File as follows:

  • Default Preferred – On C:/ drive in a sub folder under the application.
  • Other Locations – On any drive that is a permanent fixture to the machine at the SapphireOne Software is installed on.

Data File Backup Locations

To ensure the safety and availability of backups in case of hardware failure, it is strongly advised not to store any backups on the same physical drive where your Live data file is stored. In the event that the hard drive hosting the Live data fails, all backups stored on it will also be lost.

SapphireOne’s Backup Storage Solution

As a solution, we provide each client with sufficient storage space on the Synology File Station. This storage facility is located in close proximity to where the SapphireOne software is downloaded from. This ensures that backups are stored on a separate physical drive completely off site, which minimizes the risk of data loss due to hardware failure.

Storing Documents

It is crucial to take into account the management of documents associated with your data file when utilizing SapphireOne. Storing documents directly within the data file can result in a significant increase in its size, leading to reduced performance and potential challenges with backup and recovery processes.

Establishing the new document storage facility

To tackle this issue, SapphireOne offers the capability to store documents in a dedicated folder on your hard drive. It is recommended to create this folder within the same drive as your data file, with fixed and unchanging names and paths from the root directory of the hard drive. This ensures that the SapphireOne software can consistently locate the documents.

By storing documents in a separate folder, you can effectively reduce the size of your data file, leading to improved performance. Furthermore, this approach allows for easy access to important files within SapphireOne. For further information on this functionality, detailed documentation can be found in the 05-File and Folder Layout article.

Creating a new documents folder or directory

Before proceeding with the next steps, it is crucial for users on both Mac and Windows platforms to create a new folder or directory where the documents associated with the data file will be stored. This preliminary step is essential in setting up the appropriate location for storing the documents within the SapphireOne software.

Setting up document storing

To set this up go to: Utilities > Controls > Master Defaults > System Page as displayed in the screenshot displayed below.

To begin, navigate to the top right-hand corner of the system page and locate the Documents area. Take note that these settings represent the default configurations for a new data file.

Afterward, select the Store as Files radio button.

After selecting the Store as Files radio button, the search button will become active. Click on the search button, which will trigger your platform’s search functionality. Utilize the search functionality to locate and select the document folder you created earlier in this procedure.

Once you have selected the desired folder, click on the Save button to confirm your choice.

Upon making the selection to store existing documents in the specified folder or directory, an alert will appear on the screen. This alert will ask the user to confirm their intention to store all existing documents from the data file into the designated folder or directory mentioned below. It is important to note that for larger data files, this process may take a considerable amount of time.

After confirming the storage location for documents, proceed to check if you can still access the documents that were originally in the data file. Ensure that the accessibility of these documents remains unaffected by the storage change.

Additionally, it is recommended to check the size of both the data file and the file located in the newly created document folder or directory. This will allow you to evaluate the impact of the storage modification on the overall size of the data file and the size of the document file stored separately.

Unexpected Results

If you encounter any unexpected issues or the outcome is not as desired during the process, it is advisable to revert to your backup and repeat the entire procedure. Using your backup ensures that you can start fresh and follow the steps accurately to achieve the intended results. Regularly backing up your data is crucial to maintaining the integrity and safety of your information.

Backing up the Data file & Documents folder

When backing up your SapphireOne data file, it is essential to remember to also include the folder or directory containing the associated documents. If you have been backing up the .4DD file or the entire folder with the associated files, it is crucial to include the folder with your documents as well.

By ensuring that the folder containing your documents is included in your backup routine, you can safeguard all the necessary files related to your SapphireOne data. This comprehensive backup approach helps ensure that you have a complete and secure copy of your data and associated documents, providing peace of mind in case of any unforeseen data loss or system failure.

IT Manager Information

IT System Manager access and Maintenance

It is essential to recognize that regular maintenance for the SapphireOne application may be necessary. This maintenance can be carried out by SapphireOne support staff, an IT company providing support to your organization, or an internal member of your company. Performing routine maintenance helps ensure the optimal functioning and performance of the SapphireOne application, allowing you to make the most of its features and capabilities.

Server Security

Access to Mac or Windows server platforms is often tightly controlled for security purposes, and executing programs on a server is typically subject to strict regulations. Although it is possible to navigate these restrictions with the appropriate user access and permissions, it is crucial to be aware of these potential challenges before initiating the installation of any SapphireOne application.

To ensure a smooth and secure installation and maintenance process, it is recommended to collaborate closely with your IT support team and SapphireOne support staff. Their expertise will help navigate potential obstacles and ensure the installation and upkeep of SapphireOne applications are conducted efficiently and without compromising the security and stability of your network.

Installing SapphireOne on a separate machine

An alternative and simpler approach to installing SapphireOne on a Mac or Windows server involves avoiding installation on the main server itself. Instead, the application can be installed on a new standalone machine within your local network, requiring higher operating specifications compared to a regular workstation.

This approach offers several advantages, including enhanced software stability, improved performance, and reduced risk of conflicts with other applications. The standalone machine can be configured with a fixed IP address locally, although SapphireOne can still function effectively without a fixed IP address.

Moreover, granting specific user access to this dedicated machine, separate from the main server, enhances security and provides better control over the system. While acquiring a standalone machine may entail additional costs, it can be a worthwhile investment for businesses seeking to optimize the performance and reliability of their SapphireOne application.

Mac Auto Hide function

Please note that the information provided pertains to the Mac operating platform and does not apply to Windows, as Windows does not have this auto-hide functionality implemented. On a Mac, when a call to an external program, such as printing or exporting reports, is made within SapphireOne, the application is automatically hidden. This behavior is a characteristic of the Mac platform, which hides the SapphireOne toolbar completely when the focus is shifted away from the application.

To unhide the toolbar, users can either click on the SapphireOne icon on the desktop or click on the SapphireOne icon in the dock. This feature aims to minimize visual distractions and enhance productivity by reducing screen clutter. It is important for users to be aware of this behavior and familiarize themselves with accessing the SapphireOne toolbar when needed.

Excel Link Change

If you plan to run Excel Link on a Mac, it’s important to note that you will need to have Web Server licenses to run it on version 14 or later of SapphireOne. Additionally, if you are running a 64-bit processor, you will need to download the 64-bit version of the Excel Link application.

These requirements ensure that the Excel Link feature is compatible with the latest versions of SapphireOne and provides users with optimal performance and reliability. By obtaining the necessary licenses and using the appropriate version of the application, users can take full advantage of the powerful features and capabilities of Excel Link on their Mac.

Minimum Resource Requirements Mac & Windows

Please note that the minimum memory requirement for workstations is now 8GB, while for servers it is 16GB. Although SapphireOne may still install and run with lower resources, doing so can lead to significant issues, especially in terms of speed and performance.

Insufficient memory can result in program crashes, sluggish operation, and a diminished user experience. Therefore, SapphireOne strongly recommends that users adhere to the minimum memory requirements to ensure optimal performance and reliability of the software.

By ensuring that both workstations and servers meet the minimum memory requirements, users can fully leverage the powerful features and capabilities of SapphireOne without being hindered by slow performance or system crashes.

You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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