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3.16. How do I check my data out so I can take it on the road on my laptop?

Q:  How do I use the Check In/Out feature so I can take my information on the road with me.

 

A:  You can check your data out and take it on the road with you.  This checked out version will basically only allow you to create new jobs or estimates.  Once you have finished working with that copy you can create the merge file needed to merge your changes with the main database at the shop.

To check your data out:

• While connected to the database you want to make a checked out copy of click the Configure And Manage tab, and then the Check Data In/Out button.

• Click the Check Out tab, and then the Check Out Data Now button.

• A "Save As" window will come up.  Choose where to save the database zip file (either directly onto the laptop's hard drive, or something like a USB Flash Drive).

Now that you've checked your data out you will need to restore that checked out copy to a location on your laptop.  This checked out copy is essentially a backup that you will need to restore once you are connected to a local folder on your laptop.

• To begin, create a new folder anywhere on your laptop and call it "Checked Out Data".

• Open EstiMate, and if it opens up into a database click the EstiMate icon in the upper left and select "Close Database". 

• Now from the connect toolbar click the "Connect to local folder" button and select the folder you just created (Checked Out Data).

• EstiMate will tell you that the folder you have selected does not appear to contain a database - say "OK" to create one there. 

• Once the new database opens you may be presented with the Welcome Wizard.  Click "Next" accepting the defaults, and then click "Finished".

• Now that you're in the new local database you can restore your checked out copy of the database.  Click the Configure And Manage tab, and then the Backup/Restore Data Files button.

• Click the Restore tab and then the Restore button.  Find and select the Checked Out zip file you saved to your hard drive or USB flash drive and click "Open".

• Once the database is restored EstiMate will tell you it needs to be restarted.  Click "OK" to restart EstiMate and it will shut down.  You will need to manually restart EstiMate.

• When EstiMate reopens you will be in the Checked Out copy, and you will see a message telling you what you can't do in this checked out copy.  Click  "OK" on this message to begin working.

 

After you've finished working in the checked out database you will need to create a merge file that will be "Checked In" once you've connected back to the shop's main database. 

To create the merge file:

• From you laptop while still in the Checked Out copy click Configure And Manage > Check Data In/Out > Save Merge File.

• A "Save As" window will come up and you will need to choose where to save the merge file (e.g. USB flash drive), give it a filename, and then click Save.

Once you're back at the shop you can connect your laptop back to the network.  When you open EstiMate it will automatically open up into the Checked Out database. 

To connect back to the network: 

• In the upper left click the EstiMate icon and select "Close Database".

• From the Connect toolbar make sure the laptop is seeing the Multi-User Server (you should see "EstiMate Server@192.168.?.?" next to "Server To Connect To").  If you don't see the Multi-User Server click the "Rescan Network" button.  Once the servers IP address shows up click the Connect to Selected Server button.

Now that you are connected back to the shop's database you can merge your changes back into this database.

• Click the Configure And Manage > Check Data In/Out > Check In tab > Check In button. 
  

• Find and select the merge file you saved earlier, and click "Open".  EstiMate will begin merging the changes with the rest of the database, once it's finished click "Close".

 

Now that you work has been merged with the shop's data everyone will be able to see and access the jobs/estimates you created while out on the road.  Be aware that any jobs/estimates created in the shop take precedence over what you had created on the road.  If you created estimate number 524 in the checked out copy and someone at the shop created estimate 524 as well the one you created will become estimate number 525.