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Folders and data
In this section
The Core Data folder
When you install Ideas Genie, all the necessary DATA
files are installed in one single folder
In documentation, we refer to this folder as the Core Data folder
The core data folder is located under
the User Profile.
Since this is different for every installation, Ideas Genie features a special program to show you where the data has been installed on YOUR
computer.
Read more: Where is everything
If you download updated data files (e.g. Help files, Language set) they must be installed in this folder. The downloads from the Ideas Genie Product Support web page do this for you by default.
This ensures that files in this folder are maintained to the latest revision level and file format.
This applies even if you choose to keep your live files in ANOTHER location.
If you dont use the Open another database program to work with data in another location, then the Core Data folder contains ALL the files you need for normal operation. Proceed to read about Backing up files using Ideas Genie
Other Data Folders
Ideas Genie allows you to work with multiple databases
(or you may prefer to call them data sets)
This feature is for advanced users. You need a good working knowledge of folders.
We have created a document for
users of our software who are not confident with using Folders.
Working with folders
How
to create another Ideas Genie Pro database
- Create an empty folder. This can be on local drive, external drive or Flash disk.
Use the program Create a NEW database - GA696 to create a new (empty) database in your empty folder.
To work with this new database:-
Static files, Live data files and files with User settings
You need to understand clearly that Ideas Genie is designed to continue to use a number of files in the Core data folder, even when you point to another
data source.
For this reason, keep the Core data up to date with the latest downloads.
Ideas Genie data files belong to three distinct groups:-
- Static files
Files which are used by the system to deliver Help, User Guide links,
Language translations etc.
Ideas Genie uses the Static files in your Core Data folder AT ALL TIMES.
Thus, when you open another database the same
language set selected will persist, and Help messages will be delivered from the same set of data files - those in your Core data folder.
These files can be
downloaded (and thus restored) from the Product support Website
- Live data files
These contain the transaction data which you add, edit and delete in
Ideas Genie.
Use the Backup programs regularly (as supplied in Ideas Genie) to allow restore of all files in a disaster recovery situation.
- Files with User settings
These files contain the settings you select and save as you use
Ideas Genie.
e.g. Your preferences (including Font sizes, User names), your screen sizes and positions etc.
The files which retain the information about
your Data Location Records are also included in this group.
These are explained in the section below.
NOTE: the same preferences, screen sizes and
positions will persist when you open another database
Which files are which?
- Start the program Pack Files - GA692
- Proceed through steps 1 and 2.
- Click Step 3 - Test and continue
- Examine the list of files included in the backup list
The files are identified as either Static or Live.
Backing up files using Ideas Genie
Always use one of the Ideas Genie
programs to do a backup.
User the program Backup - GA681
Advantages:
- The programs know exactly where the data files are located.
This eliminates the risk of backing up the wrong set of files.
- ALL data files are backed up (ALL types as described above)
- Database stamps are written, and the backup date and time is added to History
- After the backup, you can open (to view and indeed to edit) the backup database at any time (use the program Open another database - GA626)
Restoring a database using Ideas Genie
Always use the Ideas Genie program Restore - GA693 to do a data restore, as opposed to manually copying data from a CD or other medium.
The Ideas Genie programs
ensures:
- that you restore the live data
- that you do not overwrite static files in the Core data folder
The latest version of static files se can be downloaded
All you have to do is click a few
buttons to do a restore.
You dont have to worry about the technicalities - its all taken care of by Ideas Genie.
The following information is for advanced users, to explain what happens behind the scenes.- Restoring to the Core data folder
When you opt to restore to the Core data folder, the
restore program protects the Static files in the Core data folder, and also protects the file structures of the Live files in that folder.
To achieve
that objective, this program runs a special Import procedure (in Screen GA693S03) which copies data records to the Core data files.
i.e. one file becomes
populated with the data from another.
Heres what happens:
Live data files -
Live data files are restored
Static files Static files are not restored. They should be
at the very latest level.
If a Static file is damaged, it can be replaced by downloading the latest set of Static files from the Ideas Genie Product support website.
Files with User settings
- Restoring to another folder (not the Core data folder)
When you opt to restore to
another folder, Ideas Genie executes a simple file replacement process (Screen GA693S02).
i.e. one file replaces another file.
This is a contrasting
procedure to above.
Heres what happens:
Live data files -
Live data files are restored
Static files Static files are not restored. They should be
at the very latest level.
If a Static file is damaged, it can be replaced by downloading the latest set of Static files from the Ideas Genie Product support website.
Files with User settings -
Files with User Settings are not restored.
See the section Restoring Files with User Settings
Restoring Files with User Settings
To Summarise:
- Keep the Static files in the Core database up to date with the latest downloads.
- Every backup created with GA681 contains ALL types of data files - 1) Static Files, 2) Live data files, and 3) Files with User Settings.
- Static files in the Core data folder are ALWAYS used.
They are used when you start Ideas Genie.
They continue to be used when
you open another database
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