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Backup – How to restore from a backup

Backup – How to restore from a backup

Introduction (Please Read):
The purpose of this tech doc is to help you revert back to an earlier backup.

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NOTE: when you revert back to an earlier backup you will lose any data you have put in the database since the date and time of the earlier backup. It is best to find out how to fix the problem before attempting this procedure. If you believe this is the only way to get running again then the following steps will help.
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If you are running a network version of the program, make sure everyone is logged out and won’t try to login again until you have reverted to the earlier database. Run the following directions on the computer that stores the database.

Step 1. While in the program select the File pull down menu and click on “Backup Agent”

Step 2. Find the location of the folder where your backup is stored – make a note of the folder and go to the next step.
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Step 3. Open “My Computer” and locate the “REALHOUND IP Backups” folder and, open the folder that corresponds to the day that you need to go back to by clicking on that day. It will open the next screen.
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Step 4. Right click on the zipped (Property.mdb.zip) file and select “Extract All”.

Step 5. Run the Extraction Wizard.

Step 6. Let the Extraction Wizard unzip the file in the default folder and click ‘Next’.

Step 7. Place a check mark in the box next to “Show Extracted files” and click on Finish.

Step 8. This will open the following screen. Open the new “realhndip” folder that the Export Wizard made.

Step 9. Your old database file should be the only file in this folder.

Step 10. Right click on it and select “Copy”.
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Step 11. Navigate to the default Realhound Live Program folder. The default program location could be either C:\realhndip\-OR-C:\rhserver\realhnd\

You may have saved your Realhound® Live! files in a different location, when you installed it. If you have, go to that location.

Step 12. Left click in the folder and paste your database here.
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Step 13. Your computer will ask if you want to overwrite the existing file. If you want to use the older database file, click on yes.

Step 14. Start the program and re-enter your data that was entered since the time the last restored database was backed up.

2 GB File Size Warning

Introduction (Please Read): The purpose of this tech doc is to give you instructions on how to proceed when you get a 2 gigabytes file size warning. REALHOUND gives you a warning stating that you database size is too large. If your database reaches the 2 gig file size limit for Access based database and you attempt to login to it (ignoring the warnings), it will NEVER open again. In many cases, your database size can be decreased by simply performing the database Tune-up function right from your login screen. If after the following proceedure, your database does not decrease in size you should consider changing your database structure to SQL Server. Realhound SQL Server database is a powerful solution for extremely large databases (20,000+ contacts with 15,000+ property records) and/or networked databases that are being share with a large number of users (7 or more). Microsoft’s SQL Server is a complicated, resource intensive application that can slow down your computer when not run on a server! A SQL Server installation is not for the faint of heart and if you do not have a STRONG computer background you should consult a qualified IT professional. If you choose to run a SQL database on your local computer, please make sure that you have at least 2 gigs of RAM. SQL Server and REALHOUND CRM will ONLY be installed on the computer (server) that is hosting the actual REALHOUND Live! database. Tune-up Your Database Open REALHOUND but do not login to your database. If you are sharing a database, please make sure that everyone is logged out (and stays logged out) of the database before proceeding. Step 1. On the login screen click the Tune-Up Database button. REALHOUND will alert you when the tune-up process is complete and when it is safe for you to login to your database. tuneup
Backup Agent – How to create backups, manage backups and restore

Backup Agent – How to create backups, manage backups and restore

Introduction (Please Read) This document will help you to use the Backup Agent to maintain a backup of your database, manage a backup schedule and how to restore your database from a backup. Before we start we will discuss the parts of the Backup Agent Screen. 1 (6) Section 1 – Backup Tab or the Log Tab, The log tab will show you a log of when you did the backups while the computer has been turned on. Section 2 – Select Files and Folders for Backup, this area is where you are able to add and remove files or folders the Backup Agent will backup. Section 3 – The destination location of your backups after they are complete, this is most often a local hard drive, the default location for this is the “My Documents” folder in your profile on the PC. This can be changed if needed. Section 4 – FTP Backup Destination, if you have an FTP service you already have you can tell your backup agent to go to this FTP location to store your backups instead of the local location in section 3. Section 5 – Backup Schedule, this section allows you the ability to schedule when and how frequent your backup agent backs up your data. Section 6 – the Backup Now section this is really just a button you can push to start the Backup if you have not yet set a schedule or you need to run a backup before your scheduled backup. Section 7 – Notification selections, these choices do as they say the Backup agent will notify you when an error has occurred or the backup is complete. Adding a File/Folder and running a Backup Step 1: First you must open the backup agent this can be done three different ways. Most common is from inside the Realhound Program by going to the menu File and then select Backup Agent. The second way is from the system tray icon by double clicking on the backup agent icon. The third way is from the c:\rhserver\realhnd\backupagent\ then double clicking on the rhbackup.exe Step 2: Now that you have the Backup Agent open to add a file or folder just use the appropriate button on the right side of the backup agent to navigate your windows for the file or the folder you desire to backup. This process will then add these files or folders to the list of items the Backup Agent backup. Step 3: Now with your file/folders added notice you can check then and uncheck them for backup. It is important to note that by just adding the files or folders that unless they are check marked for backup the Backup Agent will not perform the backup on those entries. As you can see here the new file added is checked. There are several other databases and one file folder, but only the “outlook.mdb” is selected for backup. 2 (9) ***IMPORTANT*** The Properties Folder are your Property Photos in your database, this is a good thing to backup and is recommended that you backup this folder in the case that you ever have a reason to restore them. Step 4: Perform the Backup if you have all the files/folders you need added and selected (Check marked).You can always do an on demand backup by just clicking the Backup Now button. 3 (5) When the backup is complete and if you have the notification pop up selections marked you will get the above pop up window when the backup completes. Setting a Schedule for your Backups Now you know how to perform a backup but you don’t want to have to remember to do this. There is a way to schedule your backups to run automatically when your computer is on by using the schedule section of the Backup agent. Step 1: In the section Select a Backup Schedule check mark the box to indicate you will set an automatic schedule for your backups. 4 (6) Step 2: Select a frequency for your backup, Start with the number of frequencies, the up arrow button increases the frequency number and the down button decreases the frequency number. Step 3: Select frequency type. This type could be Hour(s), Day(s) or Week(s). Step 4: Set the Start time for the frequency of the Backup. Remember this should be set to a time when you know your PC will be turned on.
Contacts – Missing Links to Properties

Contacts – Missing Links to Properties

Introduction (Please Read): This document will walk you through how to ensure related properties show up on the appropriate contact record after linking the two. To do this you can either: Part 1 – Click the Refresh Button on the individual contact record Part 2 – Run a Tune-Up on the database to refresh all contacts in the database Part 1 – Refresh Button After a property is linked to a contact record you must click the Refresh button on that particular contact’s record to have the newly related property show on the contact record. 2 (7) Part 2 – Tune-Up Database Running the Tune-up Database function from the Login screen refreshes all links in the entire database. To run the Tune-Up, open the program but do not login to your database. If you are sharing a database, please make sure that everyone is logged out (and stays logged out) of the database before proceeding. Click the Tune-Up Database button. The program will alert you when the tune-up process is complete and when it is safe for you to login to your database. 3 (4)
Sample Data- Removing sample data from your database

Sample Data- Removing sample data from your database

Introduction (Please Read) This document will help you to remove sample data from your database. If you happened to ignore the multiple warnings telling you not enter real data into the sample database, this document will help you remove the sample data from your database. You are going to find Sample property and contact database records by pulling up the source of “sample” for Contact Office ID and Office ID and deleting those records using our delete feature in the Data Doctor section of the program. Step 1 Click the Search button and select the Advanced tab. Enter in “Contact office ID” to find sample contacts or “office ID” to find sample properties (depending on what data you are looking for) into the filter (step1), this will narrow the displayed fields making it easier to find the field you are searching for. Select “Contact office ID” from the field list. Select the Equals radio button and highlight “Sample”. Click the Add Criteria button. Click the Search REALHOUND button to start your search. Select the Show Contacts radio button (in the middle left of the screen) or the Show Properties radio button if you are looking up sample properties Click on the “Goto Contacts” button to go to the Contacts or the “Goto Properties” button to go to the properties. 10 (4) Step 2 Verify that this is the data that you wish to delete. Go to the Data Doctor section (File Menu>Administration>Data Doctor) and select the Global Delete and Merge Duplicates tab. Delete the selected (checked) records. Step 3 Repeat this process to delete Sample property data.
Database – How to Create a New Access Database

Database – How to Create a New Access Database

Introduction (Please Read): This document will walk you through the steps needed to create a new Access database. This can be done when first starting to use the program, when testing the import of a new set of data, or for any other reason. Step 1: Open the program. Step 2: On the login screen select the Different Microsoft Access Database option and click on the Create a New Database button. 16 (2) Step 3: A new window will appear which allows to choose the location where you want to save the database. It automatically defaults to the Realhound Live Program Folder, the recommended place to save it. Type in the desired name of your database in the File Name field. Note: The name should only be comprised of numbers and letters, and should not be longer than 8 characters (e.g. “database.mdb” or “data1234.mdb”) 17 (3) Step 4: Click the “Select” button to complete the procedure of creating the database. The newly created database will now be displayed in the list. 18 (3) Step 7: Select the new database from the list and click the Login button. A default User Name will be created for you without a password necessary to login. Once logged in, you can review and change the security settings, User Name, and Password at your convenience.