Backup Setup for Client Profiles for Windows

(1)

C ase M anagement

by Client Profiles

Backup Setup for

(2)

Table of Contents - 2 -

Backing up the Client Profiles data

Using the database Maintenance Plan

The single most critical file is CPSQL.MDF. This file is found within the CPWin\SQLDATA folder. It contains all of the basic data which Client Profiles for Windows manages for you. For example, it contains the names and addresses of everyone you have stored in your Card File. It contains all of your appointments and to-do items. It does not contain documents you generate for cases, but it does contain references to those documents so that Client Profiles can retrieve them for you on command.

Files which are in use cannot be copied to tape using most tape backup software and the

CPSQL.MDF file is going to be in use the entire time the database server program is running. In order to back up the CPSQL.MDF file directly you must take your database server down. If this is coordinated with the timing of your tape backup you can then put the contents of the

CPWin\SQLDATA folder on the tape. However, it is inconvenient to take your database server down each time you want to make a backup copy of your CPSQL.MDF file.

If you don’t want to take your database server down you can use the database maintenance plan that is automatically setup during the installation of the Client Profiles. The plan is scheduled to make a daily backup of the running database at 6:30 pm daily and to backup the log file for the database every two hours of the day between 8:00 am and 8:00 pm. There will be up to two days of log file backups and three days of database backups saved in the

CPShare\CPWin\SQLData\Backup directory. It is suggested that you backup the entire contents of this folder. Please note: To utilize the database maintenance plan it is necessary to start the

SQL Server Agent. (See Turning on the SQL Server Agent below)

Turning on the SQL Server Agent

To start the SQL Server Agent, go to Start\Programs\Startup from the server and double-click on the Service Manager. Switch the Services field to “SQL Server Agent” and select the

Start/Continue button if the Agent is not already running. Also, place a check in the “Auto-start service when OS starts”.

Please note: It is critical that the SQL Server Agent is running. If this is stopped

the database files will not be backed up by SQL Server.

(4)

Other Documents and Supporting Files - 4 -

Overview

Overview

The directory structure associated with Client Profiles for Windows is expansive. Not all of the directories need to be backed up to tape as they are static files which are used mainly during installation and they can be found either on an installation CD or by going to

www.clientprofiles.com. Files which change on a daily basis should be safeguarded on a tape.

In addition to the database file there are other sets of files that need to be backed up.

Critical Files

A set of files which are very important are your Forms. If they were suddenly lost your firm’s ability to quickly produce documents would be seriously impaired. We recommend a complete backup of the CPWin\Forms folder and all of its subfolders.

The GatewayQ folder contains attachments to e-mail messages that have been received and sent through the Client Profiles E-mail Gateway. We recommend a complete backup of the

CPWin\GatewayQ folder and all of its subfolders.

The Macro folder contains important user files. We recommend a complete backup of the CPWin\MACRO folder and all of its subfolders.

The Photo folder contains images from the Card File. We recommend a complete backup of the CPWin\Photo folder and all of its subfolders.

The Reports folder contains any custom Crystal Reports that have been written. We recommend a complete backup of the CPWin\Reports folder and all of its subfolders.

The Upgrade folder contains the files that are used for the update of Client Profiles. We recommend a complete backup of the CPWin\Upgrade folder and all of its subfolders. The final set of critical files for most users is the files contained in the CPWin\History folder. Within this folder will be a number of other folders, each containing up to several thousand documents which have been produced for your cases. We recommend a complete backup of the CPWin\History folder and all of its subfolders.

If your firm uses any additional software in tandem with Client Profiles for Windows, for

example, a bookkeeping information system, then it would be critical to back up those files along with the Client Profiles for Windows files mentioned above.

Additionally, if your firm has chosen to create new folders within the CPWin structure you should carefully evaluate their contents to decide whether or not to back them up.

In summary, here are the folders whose contents are considered critical:

CPWin\SQLDATA\Backup; CPWin\Forms; CPWin\GatewayQ; CPWin\History;

CPWin\MACRO; CPWin\PHOTO; CPWIN\Reports; CPWin\Upgrade; additional software and folders created by your firm which is deemed critical.

(5)

Other Documents and Supporting Files - 5 -

Non-Critical Files (But You Might Want Them Anyway)

Non-Critical Files (But You Might Want Them Anyway)

Although the loss of any file can be inconvenient, some files are less important than others. The following files are not critical, but if you have ample space on your tape you might as well back them up.

The CPWin\HowTo folder contains basic documentation for Client Profiles for Windows. These documents can be found at www.clientprofiles.com but you may also want to annotate them to be more specific to your firm. If you do this they should definitely be backed up.

The CPWin\Install\Client folder contains an installation program which is used to put

Client Profiles for Windows onto workstations. This program does change from time to time and the latest version is always available at the Client Profiles web site but you may want to have it on tape.

The CPWin\Utils and CPWin\Xfer directories are designed to keep a copy of tools which are sometimes needed to set up Client Profiles for Windows or which may have been sent to you from our offices. Very often these files have a short useful lifespan so backing them up is a judgment call.

In summary, here are the folders you may want to back up just for extra protection: CPWin\HowTo; CPWin\Install\Client; CPWin\Utils; CPWin\Xfer.

Files You Can Safely Ignore

Any folder or file not mentioned above is probably one which either can be found on an

installation CD or can easily be downloaded from www.clientprofiles.com. If you are ever unsure whether or not to back up a file it is always better to over-include files rather than be stingy with your tape.

(6)

Backup Notification in CPWin - 6 -

Backup Notification in CPWin

Please note: This is another critical item to setup. If SQL Server does not make a backup copy of the database the users setup here will receive a notification letting them know to check out any problems.

For proper operation, the Backup Notification system will require a small security change by your System Administrator. This change allows Client Profiles to have read access to the SQL Server database called msdb. Your SQL Server logs the Maintenance Plan activity in this database. To allow Client Profiles to have read access to the msdb database:

1. Open SQL Server Enterprise Manager

2. Expand the folders until you see your SQL Server Instance name and the Security folder for your Server.

3. Expand the Security folder and select Logins

4. In the right side detail panel, locate and select the Login “cpapp” Right click on “cpapp” and choose “Properties” on the popup context menu.

(7)

5. You will be presented with the following properties box.

6. Select the third tab page for Database Access. Scroll down and place a checkmark in the Permit column for the msdb database.

(8)

7. In the Database roles for ‘msdb’ area, select the roles db_datareader,

db_denydatawriter along with the default public role.

8. Click OK to confirm these selections.

If your Client Profiles build number is less than 206.2, you will also have to select the Server

Roles tab page and mark the cpapp user as the System Administrators role. This setting is not

required after build 206.1 of Client Profiles.

This completes the settings required on your SQL Server. Now launch Client Profiles to finish the notification configuration.

(9)

To get to this screen go under Administration\System Setup\Other Settings and then to the Backup Notification tab.

Check the Enable backup Notification checkbox.

Select the weekend days that users in the firm enter information into Client Profiles. This lets Client Profiles know how far back to look for the backup. For example: In the screen shot above

if a user logs in on Monday and the database was last backed up on Friday the selected users will receive a notice.

Select the users that will be notified if a backup has not occurred. See below for the following notices that the users will receive.

If the Backup Notification is enabled and there are no backups that can be located the selected users will see this warning when they log into Client Profiles.

(10)

If the Backup Notification is enabled and the backup was not successfully completed on the previous night the selected users will see this warning when they log into Client Profiles.

If the Backup Notification is enabled and there has not been a backup within the days specified under Other Settings the selected users will see this warning when they log into Client Profiles.

To check and see when the latest back occurred go to Help\About screen and you will see a section called Last Backup which lists the database along with the dates and the start and end times of the backup.