Synchronize Databases

PCRecruiter (MS Access version only) offers users the facility of synchronization. Synchronization allows a user to replicate a database on a laptop, go off-site and work on the database and upon returning to the office, update the changes made to the laptop database to the office database and vice-versa.

In order to perform this function there are a few requirements that must be met before replication and synchronization may take place.

First, the Access database must be replicable. On occasion, the PCR database will be installed in non-replicable format so as to facilitate more space on the computer storing it. Non-replicable databases are denoted with an "NR" in the Database ID under Data Locations. If the database is NOT denoted with "NR", then it is replicable and you will not have to follow the instructions for making it replicable.

If "NR" is denoted, and replication is desired, the Access database must be opened in MS Access and made replicable. Replicated databases will expand in size from their original non-replicable form, so enough space must exist on the host computer to allow for this expansion. If MS Access in not installed on the host computer, and then replication of the PCR Access database is not possible! MS Access must be installed in order to replicate.

Create a replica of your database in MS Access:

1) Go to Windows Explorer.

2) Locate the PCRecruiter folder in the left-hand frame (Usually under C:/Program Files/PCRecruiter) and click on it.

3) Open the database you want to replicate. Access databases are recognizable with a gold key.

4) If you are working in a multi-user environment, make sure that all other users have closed the database. Important: Before replicating your database, you should read about the changes that are made to a database when it's replicated.

5) If your database is protected by a database password, remove the password.

6) On the Tools menu, point to Replication, and then click Create Replica.

7) Click Yes when you are asked if you want to close the database.

8) Click either Yes or No (Yes is recommended) when you are asked if you want to make a backup of the database (this dialog box is displayed only if the database must first be converted to a Design Master before the first replica is created).

9) In the Location Of New Replica dialog box, select the location where you want to place the new replica. Unless there’s a reason not to, you should put it in your PCRecruiter folder.

10) Click OK.

Now that you’ve made the database replicable, you may now create a copy of this database in PCRecruiter.

The second requirement before synchronization may occur, is connecting the laptop to the network. The laptop must be able to interact with the network before any synchronization can occur. If you have any questions on how to go about connecting your laptop to your network, consult your network specialists who constructed your network.

The third requirement commands the ENTIRE PCRecruiter program be installed on the laptop. If you currently have the workstation interface (WKSetup) installed on the laptop, you must uninstall PCRecruiter…

(Start/Settings/Control Panel/Add-Remove Programs/PCRecruiter)

1) Install the ENTIRE PCRecruiter program on the laptop. (See Installing PCRecruiter on the PCRecruiter Help Home Page)

2) Make sure that the PCRecruiter folder is shared on the laptop, if the C: drive isn’t already. If it’s not, Open Windows Explorer on the laptop. Locate the PCRecruiter folder in the left frame. Right-click on it and select "Properties". Click the "Sharing" tab at the top of the screen. Put the black circle in "Shared As" and hit "Apply" at the bottom of your screen. A blue arm will appear holding the PCRecruiter folder in the left-hand frame.

Create your Mobile database:

1) With the laptop on and connected to the network, log into PCRecruiter on either the laptop or another computer on the network.

2) Log into the database you want to copy to the laptop.

3) On the Search, Companies, Names, or System tab, click on "Utilities" and select "Create New Database". You will be presented with the 'Create New Database' utility.

4) Click the red button to begin. Click "No" to copy the current database.

5) After the name of the database to be copied appears in the area below the red button, click the blue button. You will be presented a blank field in which to enter the name you want to give the new database. Call it "Mobile"

6) Click on the orange button and you will be allowed to select where the new database will be saved.

7) In the "Save New Database As" browser, use the dropdown arrow in the "Save In" field and scroll down to "Network Neighborhood" and click on it. (IF CREATING THE DATASE FROM THE LAPTOP, DO NOT SAVE IT IN THE C:/Program Files/PCRecruiter OF THE LAPTOP WITHOUT GOING THROUGH "NETWORK NEIGHBORHOOD")

8) Click on "Entire Network".

9) Locate the laptop on the network and select it.

10) Click on "C", then "Program Files", and then "PCRecruiter". You may leave the File Name of the new database as "Rep(date)" or you may rename it. If you rename, call it "Mobile".

11) Save in "PCRecruiter".

12) Click the green button to create the database.

13) Close out of PCRecruiter on the laptop and reopen it.

14) Log into the office database.

15) Go to the "System Tab" and click on the "Database Location" button.

16) Click on any one of the database fields.

17) Select "Add MS Access Database".

18) Type "Mobile" in the "Description" field.

19) Click the "Browse" button to the right of the "Database Path" field.

20) Select your new database from the "Find Database" screen. Don’t go through Network Neighborhood this time. Once selected, this should populate the database path with "C:\Program Files\PCRecruiter\Mobile".

21) Click the "Browse" button to the right of the "Synchronization Path".

22) Click the dropdown arrow in the "Look in" field and drag down to "Network Neighborhood".

23) Click "Entire Network".

24) Locate the server on the network with the office database.

25) Click on the C: drive.

26) Click on Programs.

27) Click on PCRecruiter.

28) Select the database within PCRecruiter. Usually called "ExBob". Once selected, this should populate the synchronization path with '\\Your Server\PCRecruiter\Exbob.mdb'.

29) Click OK. A new line should appear in Data Locations with your Mobile database along with a Database Path and a Synchronization Path.

30) Click OK on the Database Locations screen.

Work remotely and synchronize upon return:

1) Log into your Mobile database on your laptop.

2) Work on the Mobile database remotely as you would if you were at the office.

3) Upon returning to the office, connect your laptop to the network.

4) Log into the "Mobile" database.

5) Click on the "Synchronize" menu option at the top of the Companies, Names, Search or System Tab.

6) Select "Import/Export Changes".

7) Let the synchronization run its course. All the changes that you made on the Mobile database will be updated to the office database, and all the changes that occurred on the office database while you were gone will be updated to the Mobile database. DO NOT ATTEMPT TO PERFORM ANY OTHER FUNCTIONS WITHIN PCRecruiter WHILE SYNCHRONIZING!

8) Once synchronization is complete, log into the office database and work there.

NOTE: When connected to the office network, you’ll log into the office database. Whenever your disconnected from the office network you’ll work on the Mobile database. THE ONLY TIME YOU’LL LOG INTO THE MOBILE DATABASE WHILE CONNECTED TO THE OFFICE NETWORK IS WHEN YOU PERFORM THE SYNCHRONIZATION OF DATABASES AFTER WORKING REMOTELY.