Data File Maintenance Server and Single User

Maintenance and Security Center Overview

The SapphireOne Maintenance and Security Center is utilised for performing routine maintenance on your data file.

Before engaging in any activities within the Security Center that could harm your data file, it’s crucial to make and securely store a copy of your active data file. Always create a backup before starting maintenance or security procedures to protect your data’s integrity. After securing the backup, check it for errors to confirm it’s reliable. If issues arise, this backup allows you to swiftly revert to the original state and recover your data, underscoring the importance of having a backup prepared before undertaking any dangerous tasks.

In server mode, when a user accesses a data file, they have several options for actions to perform. Among these actions is the Verify function, designed to check the integrity of the data file. This function can be run even when other users are actively logged in and using SapphireOne.

When performing a compaction process, this must always be preceded by making a backup of your live data file. It is crucial to perform this step to avoid any potential loss of data or other complications that could arise during the compaction process.

Users are advised to operate additional features or processes within the Maintenance and Security Center solely under the explicit direction and supervision of the SapphireOne support personnel. The rationale for this precaution is the potential complexity of the functions and procedures and their impact on the data file. Using these functions improperly could result in data corruption or other complications. Consequently, it is prudent to consult the SapphireOne support team for accurate directions and support to guarantee the safe implementation of necessary tasks.

Differences between Single User and Server Modes

  1. Single User Mode – Users have direct access to the Maintenance and Security Center (MSC) which is only accessible in SapphireOne’s Single User mode. This mode ensures that there is only one user currently logged into the data file. This feature is designed to prevent potential conflicts or data corruption issues that may arise due to multiple users accessing the data file simultaneously.
    • Functions Available – In Single User mode, all functions are available to the user, including Verification and Compaction of the data file, as in Server Mode. This allows users to perform various maintenance and security tasks on their data file, ensuring optimal performance and data integrity. However, as previously mentioned, it is important to take a backup of the live data file before performing any potentially risky actions.
  2. Server Mode – Users do not have access to the Maintenance and Security Center (MSC) from the server window. However, they are still able to perform the Verify function to check the data file for errors. Additionally, users can Compact the data file during server shutdown, which helps optimise the data file’s performance and reduce its size.
    • Warning – It’s important to note that any compaction process should be preceded by taking a backup of the live data file. This will ensure that a copy of the data file is available in case any issues arise during the compaction process.
    • Server Shutdown – It is important to also note that before executing the compaction process, the server will begin a polite shutdown. It is essential to keep in mind that for larger data files, this shutdown process may take several hours to complete.

Single User Procedure

In order to access the Maintenance and Security Center in Single User mode, the user must first link the necessary data file to the current build by logging in at least once to the data file. This can be done by logging in as usual and then logging out. It’s crucial to link a valid data file to the Security Center, as failure to do so will result in SapphireOne quitting since it won’t have the necessary linking information to access the data file.

After connecting the data file to the Security Center, the user gains the ability to utilise the assortment of features and processes provided by the Maintenance and Security Center, which facilitate the execution of maintenance and security operations on their data file. Nonetheless, it is crucial to create a backup of the active data file prior to initiating any actions that may carry a risk, to guarantee the availability of a data file replica should any complications occur throughout the procedure.

  • Starting – To access the Maintenance and Security Center, please start SapphireOne again by following one of the procedures below:
    • Mac OS Users – Double-click on the SapphireOne Icon while holding down the Alt/Option Key. Then wait until the alert message below appears on the screen.
    • Windows Users – Double-click on the SapphireOne Icon first, and then hold the Alt/Control key down until the alert message below is displayed on screen.
  • Alert – Once the alert message appears, please follow this step:
    • Choose the Open the Maintenance and Security Center option, as shown in the screenshot below.

After selecting the Open the Maintenance and Security Center option, the Maintenance and Security Center screen will appear as shown in the screenshot below.

  • Verify Button – Select the verify button as seen above.
    • Verify Options – Select Verify the records and Indexes or select Verify the records only button as required.
  • Other Options – Please note that you should not select any other options in the Maintenance and Security Center unless specifically directed to do so by SapphireOne staff. Choosing the wrong option could result in unintended consequences, including data loss or system instability.
  • Verifying – After selecting one of the two options in the Maintenance and Security Center, the verification process will begin, and you will be prompted with a message similar to the screenshot below.

Once the verification process is complete, you will receive a message similar to the screenshot below.
The results of the verification process will be displayed as a series of blue ticks, indicating that everything is in order. If any errors are detected during the process, the blue ticks will be replaced with a red x, indicating that there is a problem that needs to be addressed.

It is important to ensure that there are no errors before proceeding with any further system maintenance or security tasks. If you encounter any issues or have questions about the verification process, please contact SapphireOne support for assistance.

If the verification process detects any errors, they will be recorded in a log file that is automatically generated every time the verification procedure is run. To view this log file, select the Open Log File button at the bottom of the verification results screen above, as shown in the screenshot below.

Contact SapphireOne

This log file contains valuable insights regarding the types of errors identified, which can aid in troubleshooting problems impacting SapphireOne. Should you come across any errors while performing the verification, it is advisable to examine the log file and reach out to SapphireOne support for help in addressing the problem.

Server Procedure

To initiate this procedure, the user must navigate to the Server window and click on the Maintenance tab. This tab displays details about the database’s ongoing operations and offers options for performing fundamental maintenance tasks. To begin the Verification process, click on the “Verify Records and Indexes” button.

Overview of the Procedures Available from the Maintenance Tab

  • Last verification data field – This area indicates the date, time and status of the last data verification carried out on the database.
  • Verify Records and Indexes button – This button is used to launch the verification operation directly, without interrupting the server. Note that the server may be noticeably slowed down during the operation.
    • All the records and all the indexes of the database are verified. If you want to be able to target the verification or have additional options available, you will need to use the Maintenance and Security Center (MSC). (Single User mode)
    • After verification, a report file is generated in XML and HTML format on the server in the Logs folder that is placed next to the database structure file.
  • View Report button – This button lets you display the report file in your browser.
  • Last compacting Data Field – This field indicates the date, time and status of the last compacting operation carried out on the database data.
  • Compact Data button – This button can be used to launch a data compacting operation directly.
    • Warning – This operation requires stopping the server: when you click on this button, the 4D Server database shutdown dialog box appears so that you can choose how to interrupt the operation:
  • After the actual interruption of the database, 4D Server carries out a standard compacting operation on the database data.
    • If you want to have additional options available, you will need to use the Maintenance and Security Center (MSC). (Available in Single User mode only)
  • Once the compacting is finished, 4D Server automatically restarts the database. The 4D users can then be reconnected.

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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