Response for Windows Conversion



Response for Windows Conversion

Legacy (v5.x) → Response for Windows (v6.3)

Pre-requisites:

• Response v5.1 or 5.2

o Purge old data from Legacy Response system before starting the conversion.

• Pre-installed target database (SQL)

o Pervasive.SQL, or MS SQL Server (7.0 or 2000), or MSDE[1], or Oracle

• Pre-installed database driver for your database

o MS SQL Server (or MSDE) – Mertech Driver, trial version can be downloaded for conversion

o Pervasive.SQL – Data Access Pervasive Driver

Conversion Overview:

• Install Required Components on Server

o Install and Configure Database Engine – A

▪ MS SQL Server

▪ Pervasive.SQL

o Install and Configure the Pervasive Workstation Engine – B

o Install Response For Windows (Application) – C

o Install Response For Windows (Database) to MS SQL Server – D

o Register Database Drivers – E

▪ SQLFlex 7 from Mertech Data Systems

▪ Pervasive driver from DataAccess

o Migrate Response Legacy data to Response For Windows – F

▪ MS SQL Server

▪ Pervasive.SQL

o Identify and Correct Orphan Records – G

o Post-Conversion Cleanup – H

• Install Required Components on each Client

o Install and Configure Client components for Database – A

▪ MS SQL Server

▪ Pervasive.SQL

o Perform Response For Windows Workstation Setup – I

A. Install and Configure Database & Client Components

Please have your network administrator or outside network service provider install and configure your database engine and client connectivity components. Currently your choices are MS SQL Server, MSDE or ORACLE. MSDE is a free baby version of MS SQL Server. Pervasive SQL (PSQL) is only an option if you are currently using legacy Response with PSQL. This is not something CoLinear Technical Support can do for you, nor is it something you should attempt yourself unless you’re already familiar with network and database configuration and setup procedures. We strongly recommend you plan ahead to be sure you’ll have access to expert help in case it’s needed. Please remember … we only provide the tools, not the expertise for configuring your unique computing environment to use them. That responsibility lies entirely with you.

IMPORTANT! Bear in mind that with the exception of the Response for Windows Workstation Setup, all actions described in this document are to be performed directly on the server or, for example, in the case of a local Pervasive.SQL conversion, on the standalone PC whose role it is to act as the server for the purposes of conversion.

For those who will be using Pervasive.SQL, we recommend that you use the Pervasive Workstation Engine for the conversion because it runs faster. This can also be downloaded from Pervasive’s FTP site. However, once the conversion is complete you should completely uninstall the Workstation Engine and use the regular Server Engine (or Workstation Requester). Using the Workstation Engine to access the server database across the network can cause problems.

MSDE (the free baby version of MS SQL Server, you must pre qualify to use this))

For those who will be using MSDE, we’ve included the MSDE 2000 software on your R4W Install CD. However, you may need some expert assistance to configure it properly. To Install MSDE on your server (or workstation designated as “the server” on your peer-to-peer network):

1. Insert the R4W Install CD [NOTE: this CD will not auto-run]

2. At the server, select Windows Start | Run | Browse… option and double-click on

“E:\ msde_setup_to_drive_c.bat”, where “E:” is the drive letter of your CD-ROM. (If you would like to have the MSDE Server installed on the D drive of your server rather than the C drive double-click on “E:\ msde_setup_alternate_to_d_drive.bat” instead.)

NOTE: This process may take 10 minutes or longer to complete so please be patient.

3. When the install has finished, you must SHUT DOWN and REBOOT the server before continuing to the next step.

4. Start the Microsoft SQL Server Desktop Engine. Double click on the Service Manager icon in your system tray (bottom right of your screen). [pic] to bring up the following dialog.

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Be sure to check the “Auto-start service when OS starts” checkbox, and click on the Start/Continue button. This ensures that MSDE will always start when you reboot your machine.

MS SQL Server

For those who will be using MS SQL Server please have SQL Server Database Administrator make the following configuration changes:

• Using Enterprise Manager go to the Security tab in the SQL Server Properties window. Choose “SQL Server and Windows” as the authentication method.

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[Step B below is only for customers converting from Pervasive.SQL. All others should skip to Step C “Install Response for Windows (application)”].

B. Install and Configure the Pervasive Workstation Engine

The Pervasive Workstation Engine is used to run the R4W Conversion. It should be installed on one machine only and uninstalled once the conversion is complete.

The default setting of the Pervasive Workstation Engine interferes with Pervasive Client Requester. If the Workstation Engine is used to access server data it will cause a lock on the database. Do not install the Workstation Engine on anything other than the one machine that you use to run the Conversion. Follow these instructions:

First you need to uninstall the Pervasive Client Requester (if installed) from the machine. You do this via the Windows option to Add/Remove programs in the Windows Control Panel.

Installation

1. Insert the “Response For Windows” CD

2. Run “E:\ psqlwe\Setup.exe” (where “E” is the drive letter of your CD-ROM)

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3. Select the “Typical” install configuration and click “Next” to proceed to the “Select Installation Directory” screen.

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4. Accept the default installation directory and click “Next” to install the Transactional and Relational Interfaces.

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5. Click “Next” to perform the communication tests. Refer to the Pervasive Install Documentation if any of these tests fail.

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6. Click “Finish” and restart the computer.

Configuration

1. Start the “Pervasive Control Center” by going to “Start \ Programs \ Pervasive \ Pervasive Control Center”

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2. Open the Configuration Utility by going to “Center \ Configuration Utility”

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3. Expand the tree under the “Engine” category and select the “Access” folder.

4. Modify the following settings and apply your changes by right-clicking on the setting selecting the desired action.

a. Logical File Handles = 500

b. Maximum Open Files = 500

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5. Once you have made these changes reboot the computer so that the engine is restarted and the changes take effect.

6. The Pervasive Workstation Engine is now properly installed and configured.

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C. Install Response For Windows (application)

NOTE: If you haven’t done so already, please SHUT DOWN and REBOOT the server before continuing below. Be sure to perform the following on the “server” (not a workstation).

1. Insert the “Response For Windows” CD in your CD-ROM drive or find the previously downloaded file “ResponseForWindows.exe” then click Okay and Continue.

[NOTE: The CD will not auto-run.]

2. Select Start|Run|Browse and double-click on “ResponseForWindows.exe.”

3. Click “Microsoft SQL Server New Install” if you already have or are converting to MS SQL Server or MSDE. {For the purposes of this document, any reference to SQL Server is also a reference to MSDE}, or click “Pervasive SQL New Install” if you are converting to Pervasive.SQL.

4. Click “Next” to proceed to the “Choose Destination Location” screen.

5. Click “Next” to accept the default install location and install the Response For Windows application files. [Please do NOT change the default install location unless you have an excellent reason for doing so and will remember to refer to this other location when we refer to the default.]

6. Response for Windows requires a valid license key file named userinfo.key. This file was included on a diskette with your installation materials labeled “Response for Windows x-User License Key” or emailed to you separately. If emailed to you, copy the file to a diskette or work directory accessible to your conversion machine.

Insert the floppy disk in your drive and accept the default A:\ prompt, (or enter the location where you saved it) and click “Next.” When complete, click Finish.

IMPORTANT! You cannot launch Response for Windows until the above license key is successfully installed. Please contact us immediately if you have any difficulties here.

7. (if applicable) – install the updates in the \Updates folder of the CD-ROM to update Response for Windows to the latest build. The “Build” number will be written on the label of the CD-ROM. If a later build is listed in the \Updates folder of the CD-ROM (e.g. 1061 is listed on the CD-ROM but update 1062 is listed in the \Updates folder) install it.

[The next step D is for customers using SQL Server or MSDE only! If you are using Pervasive.SQL, please skip to step E.]

D. Install Response For Windows (Database) to SQL Server or MSDE

1. Open “Programs \ CoLinear Systems” in the Windows Start Menu.

2. Choose “SQL Database Utility.”

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3. Select the appropriate server type you are using.

4. Enter the Server Name, Login, and Password.

[NOTE: For MSDE, this information will be defaulted for you.]

5. Click “Login” to view the active R4W Databases. If R4W_Primary is not found it will ask you if you want to create it. Answer “Yes.” This will install the blank Response For Windows database to your MS SQL Server.

6. Multi-company systems: Enter the multi-company code listed on your license disk, and click the Exec Code button. This will add the extra databases required to support multiple divisions.

7. Exit.

[The next step is mandatory for conversions no matter which database engine you’re using.]

E. Register Database Drivers

1. Open to “Programs \ CoLinear Systems” in the Windows Start Menu.

2. Select the appropriate driver option you are using (Pervasive or SQL Server) and key the registration information supplied by the third-party driver vendor.

Congratulations! You’ve just installed Response for Windows!

F. Migrating Response Legacy data to Response For Windows

We strongly suggest you purge old data from Legacy Response system before starting the conversion in order to minimize the amount of data to convert and, consequently, the likelihood that you might experience some problems with that data. Please refer to the separate document “Purging Legacy Response Data” for more information.

**Extra Steps for Multi-Company Clients**

1. Most existing multi-company setups do not match our standard multi-company file layout. Therefore, please make a complete directory listing of your Response directory and send it to support@. That way we can give you instructions on how to make the standard R4W multi-company setup match your existing setup.

If you use Aristo for your manifest system

• Copy “…\Converison\Fix_Aristo_Order_No.vd7” to each division directory under the Response v5.2 directory.

• Run Fix_Aristo_Order_No.vd7 in each of the division directories.

• In the Conversion directory, rename “MapFile_Aristo.fil” to “MapFile_Aristo_OLD.fil”.

• In the Conversion directory, rename “MapFile_Aristo_MULTICOMPANY.fil” to “MapFile_Aristo.fil”.

Converting to SQL Server & MSDE

1. All clients must do a trial conversion first. When doing a trial conversion you should make a copy of the legacy Response directory and work from that copy. When you make the copy all users must be out of Response.

2. Insert the Response For Windows CD or download “RtoR4WConversion.zip” from the CoLinear FTP site. If you downloaded the conversion files, unzip them to “C:\Program Files\CoLinear\R4W\conversion”. If using the CD, please refer to the “conversion” directory on the CD.

3. If you are a Multi-Company Installation that uses Aristo for your manifesting please see the extra step above.

4. Run “…\Conversion\R4WConversion.vd7”

[where “…” is the drive letter of your CD-ROM or the R4W directory referenced above.]

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5. Enter the full path to your live Response v5.2 directory or copy in the case of a trial conversion.

6. Click Convert to begin the conversion.

7. Log in to the SQLServer using the “Mertech Database Drivers Automatic Login”. Enter the Server, User Name, and Password. IMPORTANT! Do not change the Database “default” entry. If using MSDE, accept the default User Name “sa” and the blank password as shown below.

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When you’ve completed your entries click Connect.

NOTE: Depending on the size of your database and the speed of your workstation, this may take 24 hours or longer to complete.

After the conversion has completed, run the “Fix Orphans” program as described in Step G below.

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Converting to Pervasive.SQL

1. Insert the Response For Windows CD or download “RtoR4WConversion.zip” from the CoLinear FTP site. If you downloaded the conversion files, unzip them to “C:\Program Files\CoLinear\R4W\conversion”. If using the CD, please refer to the “conversion” directory on the CD.

2. Run “…\Conversion\R4Wconversion_PV.vd7”

[where “…” is the drive letter of your CD-ROM or the R4W directory referenced above.]

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3. Enter the full path to your live Response v5.2 directory. The suggested Temporary Conversion directory and the Response For Windows directory should default, If not, change them to the desired locations.

4. Click Convert to begin the conversion. Depending on the size of your database and the speed of your workstation, this may take 24 hours or longer to complete.

5. After the conversion has completed, run the “Fix Orphans” program as described in Step below.

IMPORTANT! Response For Windows cannot be used until all orphaned records have been resolved. [2]

G. Locate and Tag Orphan Records

1. Run “C:\Program Files\CoLinear\R4W\Data\FixOrph.vd7”.

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2. Select whether or not to log deleted orphans to a text file. Not logging deleted orphans will run faster however if for some reason you need to restore deleted orphans it will be much more difficult to do so. Unless you are really pressed for time we recommend that you leave this box checked.

3. Click Okay to start the Report Mode.

OrphanFix_upd.log will automatically display so you can check to see what records have been marked for processing. Contact us for help if a large number of important records are tagged (such as order header or customer records). We recommend that you also run OrphRpt.VD7, which summarizes your orphaned records by filename/fieldname. This report provides actual record values so you can see the orphaned data that has caused these records to be so marked.

For example, say a lineitem record includes an Item_ID of WIDGET but no such record exists in the inventory master file (it’s related parent). That lineitem record is deemed to be an orphan because it is no longer associated with a valid record in inventory. Such records (orphans) cannot be saved in the SQL database environment because this violates the rules of relational integrity.

Which leaves us with two options: We can either (i) change that Item_ID to match an existing inventory master record, or (ii) delete the record entirely. The fix orphans program has been written to make intelligent decisions in this regard. In some cases a record will be deemed to be important (despite it’s orphaned nature) and will be changed to preserve its integrity. For instance, if a master media code contains an invalid list_code, that record will be changed. The now invalid list_code will be changed to read “[OBSO]” and a matching record called “[OBSO]” will be created in the list_code master file. OBSO is shorthand for Obsolete (field value). In this way, the contents of the master record are preserved while replacing the offending (missing) data with a neutral value that restores relational integrity to the database.

H. Post-Conversion Cleanup

After the Conversion and Resolution of Orphans is completed (R4WConversion.vd7 and FixOrph.vd7) there are several things to configure before you can use Response For Windows.

Review Conversion Log Files

The conversion process generates several log files. Please review these log files carefully to determine how successfully, or not, your data converted. Also, please zip up and email these log files to us at support@ so we’ll have them on file for future reference. Important! Reviewing the logs and bringing any errors or concerns to our attention is primarily your responsibility. The log files are created for your benefit and feedback and should be reviewed carefully and individually. R4W creates the following log files:

• R4Wcnvt.log – This is the primary log file created by the R4W_Conversion.vd7 program and is written to your “…\CoLinear\r4w” directory. It includes overall conversion information including any files it could not open (not necessarily a bad thing, esp. for multi-division installations), how many records were copied (i.e. converted) from each Legacy data file, and the total elapsed time for the conversion. Most importantly, this log also shows the number of records that could not be copied from a given data file. Records that fail to copy are generally the result of corrupt or duplicate data. If more than a few records fail to copy you should reindex that file in Legacy and try again. If the problem persists you may have invalid data in these files (e.g. invalid dates that Dataflex will store but SQL will not). Contact support@ if this is the case and we’ll help you to resolve the problem.

• MoveDataErr.log – This is a supplemental log file generated by the R4W_Conversion.vd7 program and is written to the “…\CoLinear\r4w” directory. This log provides detailed information on the records that could not be converted for each data file. Consult this log if the aforementioned R4Wcnvt.log indicates that some records did, in fact, fail to copy successfully.

• OrphanFix_upd.log – This is the primary log file for the FixOrph.vd7 program and written to the “…\CoLinear\R4W\data” directory. It shows the total number of records, the number of orphans corrected and the number of orphans deleted for each data file.

• DelOrphan.csv – This is the supplemental log file for the FixOrph.vd7 program and is found in the “…\CoLinear\R4W\data” directory. This file is only created if you check “Log Deleted Orphans to Text File”. It contains, in comma-delimited format, every record that FixOrph has deleted.

Set Up User Accounts

The conversion process has imported all user data from the Legacy Response system and assigned everyone the lowest level of security clearance. For any users who will require more than “Customer Service” clearance, such as Managers and System Supervisors, assign them additional security privileges using the “Security Setup” view (see documentation for more information on how to do this).

Note: You may use the default supervisor user account login: “SUPERVISOR”, password: “RESPONSE” to set up the other user accounts. Once you’ve completed the initial setup, however, please change the password for this account to something not so obvious.

Set Up Payment Codes

The conversion program attempts to set up the Payment Codes (PAYCD) file as best it can. However, you may have created your payment codes that it could not identify. Go to the “Payment Codes” view and look at each record. Make sure that the payment “Type” drop-down box is set appropriately. If it is a credit card, make sure that the number of days and mask are set correctly.

Install your optional modules with the options.key file

How to install ALL your licensed options with the options.key file:

1. Copy the file “options.key” into the data directory (“…\R4W\data”)

2. Start R4W

3. Go to the Company Setup view (“File \ Supervisor Options \ Company Setup”)

4. Go to the “Installed Options” tab

5. Click “Install From File”

6. Review and verify that all of the installed options are correct

ACCOUNTS RECEIVABLE ADD-ON MODULE. Import your legacy Accounts Receivable data! This data was NOT brought over by the conversion. See page 13 of the Response Accounts Receivable Users Guide to do this

Make Sure Company Set Up is Correct

Go to the Company Setup view and make sure that all the options are set the way you want them.

Run Rebuild Inventory Keywords

To save time, your Inventory Keywords file was not converted. It’s much quicker and easier to simply recreate it. Do this by running File|Supervisor Options|File Maintenance Utilities|Rebuild Inventory Keywords.” Please note that you will not be able to search for inventory by keyword until you’ve done so.

**Special Note For Multi-Company Installations**

A special file called “CompList.fil” is required for multi-company installations to see their data properly. Please refer to the “CompListSetup.doc” on the install CD for information on the proper setup and use of this file.

Pervasive SQL Users:

Use Windows Control Panel to Uninstall the Pervasive Workstation Engine and reinstall your original client requestor

I. Response For Windows Workstation Setup: MS SQL and Pervasive SQL

This procedure must be run on all workstations that will access Response for Windows in a network environment. It creates the necessary registry entries and icons on the workstation to establish each user’s client/server connection.

1. Using Windows Explorer, locate the “…\CoLinear\R4W\Client” directory on your server.

2. Run R4WclientSetup.exe. This program sets up the necessary registry entries and icons so that computer can run Response for Windows.

That’s it! You should now be ready to run Response for Windows!

SQL Users only: When running the SQL/MSDE version of Response for Windows, a SQL Login dialog like the following appears when you start the application.

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The Server: name is the computer name of your SQL or MSDE server. If you do not know this information, check with your network administrator. For MSDE users, use the User Name: “sa” and leave the password field blank. You may optionally check the “Save Password” and “Next time login automatically” checkboxes.

Response for Windows Installation Instructions

Important Requirement !

Installing the Microsoft Data Access Components

Version 2.6, sp1

Your server and workstations must have the latest version of the Microsoft Data Access Components (MDAC) installed in order for Response for Windows to operate properly.

MDAC is very easy to install -- we've included it on the Response for Windows CD-ROM. When installing the server or network components, just select the last button on the screen labeled "Microsoft Data Access Components 2.6". This should be done for the server AND for each workstation. If you do NOT have your CD handy and you have already installed Response for Windows you can simply execute the following file: ….\r4w\client\mdacredist.exe

// end of Response for Windows installation instructions

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[1] We’ll provide Microsoft MSDE for those converting to this target database.

[2] Orphaned records are those in a child file lacking a corresponding record in a parent file. For example, say you had a lineitem on an order called Widget101. Database integrity rules in Response for Windows require that Widget101 exist in the related inventory master file (the parent) because it exists in the lineitem file (the child). If not, the Widget101 record in lineitem is said to be “orphaned.” Any such records must either be removed from the child file or (re)created in the parent. Because Response Legacy did not enforce this rule, most systems have quite a few orphaned records which must be resolved prior to going live on Response for Windows.

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