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How to use the Database Check-out/Check-in features

Author Topic: How to use the Database Check-out/Check-in features  (Read 4621 times)

Rick Leffler

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How to use the Database Check-out/Check-in features
« on: August 22, 2008, 11:53:05 PM »
Here is a 3-part series explaining the Database Check-out/Check-in functionality and how to use it.

Part 1 of 3:  overview and checking-out a Secondary Database:

Part 2 of 3:  running a Secondary Database:

Part 3 of 3:  checking-in a Secondary Database:

An overview of the Check-out/Check-in functionality:

The Check-out/Check-in procedure (accessible under Admin > Database Utilities) is designed to allow multiple users to help with data-entry tasks simultaneously without using a Local Area Network. This functionality may also prove useful even if you have a network at church if someone needs/wants to check-out a club to do data entry at home.  Using the Check-out process allows you to create one or more Secondary Databases that may be edited on one or more non-networked PCs. The data from a properly checked out club will be merged back into the Primary Database through the Check-in procedure.

What happens when a Club is checked out...

Checking out a club (or clubs) will lock those records in the Primary Database. Records for non-checked-out clubs are locked in the Secondary Database. The checkout process creates all of the folders and files on the USB drive necessary to run the database.  The USB drive, once safely shut down, can be removed from the Primary PC and taken to another PC.

Working in the Secondary Database...

The Secondary Database is run DIRECTLY FROM the USB drive. It is not necessary to do any folder/file copying to/from the USB drive.  To launch the database on the Secondary PC, browse the files on the USB drive and find the Approved Workman folder. In that folder, double-click the ApprovedWorkman.exe file to launch the program.

The Secondary Database user needs to watch the login screen at the bottom to confirm that the path to the data folder is correct (pointing to a DATA folder ON the USB drive which may show up as drive letter E, F, or G for example, as opposed to the local disk C:).

Once the Secondary Database user logs in, they may add/edit any member records within the club(s) they have checked out. They can browse all club data and run all reports; however, they will not be able to edit any of the records for clubs they do not have checked out. Those records will be locked into a read-only mode.

Secondary Database users do NOT need to use the Check-out/Check-in module. When they are ready to return their data, they just exit the database and properly shut down the USB drive before removing it. The USB flash drive is then returned to the Primary Database for Check-in.

What happens when a club is checked in.....

Checking in a club (or clubs) will merge the changes made to the records in the Secondary Database back into the Primary Database.  The records will then be unlocked in the Primary Database.  After the Check-in process is run, there will still be a copy of the Approved Workman folder on the USB drive; however, all of the records will be locked.

« Last Edit: April 04, 2016, 03:45:26 PM by Annette »
Rick at Leffler Systems
Murfreesboro, Tennessee