Information for the Commence Administrator Summary ------- To assist shared database users in determining if there is any shared data that needs to be resynchronized, a utility is being deployed and installed as part of the latest service pack, RM(d) SP1. This service pack is required to complete the necessary workgroup synchronization program updates and must be downloaded and installed at the server and all clients. Do this even if you have already installed the RM(d) service pack. This article is intended for Commence Administrators and discusses how to prepare to deploy the RM(d) SP1 service pack and how to configure and use the Data Resynchronization utility. This article will also help you select the appropriate advanced options if needed for your workgroup before running the Data Resynchronization utility. More Information ---------------- The SP1 release includes the Data Resynchronization utility which is used to identify and resynchronize shared data added after March 19, 2006 that might not have synchronized with the server. The release also introduces a new command line option, /NOSYNC, that allows users to temporarily suspend workgroup synchronization. Note: Mixed version workgroups are not supported. Clients that are not at the proper service pack level will receive an error when attempting to synchronize with the server. This safeguard is designed to store shared data at the client until it can be successfully synchronized. Review the steps below to prepare to use the Data Resynchronization utility. Server Processing ----------------- The RM(d) SP1 service pack must be installed at the server first. Typically few shared data additions are made at the server. This makes the Commence server an ideal location to run the Data Resynchronization utility for the first time. Review the Express and Advanced options in the sections below to determine the best settings for your workgroup. 1) Download and install the RM(d) SP1 service pack at the server. Copy this file to a shared drive so that it is accessible to all clients. 2) Backup the data at the server. You will be prompted to backup the data after the service pack has been applied. You can safely cancel if you have a current backup. 3) When prompted, choose to run the Data Resynchronization utility automatically after the service pack has been applied. 4) Commence will be launched minimized with the /NOAGENTS and /NOSYNC command line options. This will suspend all synchronization and agent activity for the active database until the utility has completed processing. If you choose not to run the Data Resynchronization utility immediately after applying the service pack, the utility can be run later using the start menu shortcut or by double-clicking the WGResync.exe file in the Commence program folder. Client Processing ----------------- The Data Resynchronization utility should be run at each client workstation to resynchronize any shared data that was recently added. Note: Delete permissions are required to all categories containing data to be resynchronized. Review the Delete Permissions section in this article under Special Considerations. A wizard will guide the user through each step of the process. The final step will prompt them for an email address so that a log file can be sent to the Commence Adminstrator. Review this log to ensure each client has successfully processed their shared data. 1) Backup the data at the client. 2) Install the RM(d) SP1 service pack at the client. 3) Login to Commence with delete rights. 4) Run the Data Resynchronization utility at the client. Make sure the client knows whether to choose the Express or Advanced option. 5) Close and restart Commence, logged in as the user. 6) Verify the result log has been received from each client. 7) Confirm the server contains items that were resynchronized. Use any of the client logs to identify items that were added between March 20 and the date the RM(d) service pack was first installed. Express (default) ----------------- The Data Resynchronization utility is already configured to use the default options that are best for a typical workgroup. This will scan the database for any items that need to be resynchronized and automatically update these items to resend the data to the server. Simply notify each user to choose the Express button when running the tool. Also make a quick update to the instruction sheet template to make sure they have your correct email address to send the log files to you. Options for Express scan & update (default): Show THID details = yes Ask each category = no Update items after 3-19-2006 = yes Minimize questions = yes Advanced Options ---------------- If you choose to change some of the options for your workgroup, you should notify each user to choose the Advanced button when running the tool. You should also update the instruction sheet to note the different options. Some suggested configuration changes are detailed below. Scan Only --------- The first time you run the Data Resynchronization utility you may want to have greater control over the process. The tool can be configured to be more interactive by prompting you before each step. You can also choose to simply review the resulting log file without performing the actual resynchronization. This 'dry-run' is useful for determining the amount of data that will be processed so that you can better estimate how long it should take to resynchronize. Options for interactive scan only: Show THID details = yes Ask each category = yes Update items after 3-19-2006 = no Minimize questions = no Scan & Update ------------- This configuration allows the Workgroup Resync tool to update the necessary records but will notify you at each step and prompt you if there are any questions. Options for interactive scan & update: Show THID details = yes Ask each category = yes Update items after 3-19-2006 = yes Minimize questions = no Verbosity level of the log file ------------------------------- The log file is designed to contain a detailed record of all resynchronized items, including their internal ID numbers. However this additional detail may cause the log file to be difficult to browse. The log file can be made less verbose by turning off the option to 'Show THID details'. Options for less verbose log file: Show THID details = no Ask each category = no Update items after 3-19-2006 = yes Minimize questions = yes Special Considerations ---------------------- Local items The Data Resynchronization utility will process local data added after March 19th along with shared data. If you added local items as a workaround before the service pack was applied, these items will automatically be shared and synchronized with the server upon running the Database Synchronization utility. Local items added prior to March 20th will remain local and will not be shared by the Data Synchronization utility. If there was any private data (items you do NOT wish to share) added after March 20th, these items should be marked so that you can identify them later. Marking an item can be as simple as entering a unique text string in the name or notes field such as "-L". However you should not use wildcards (* or ?) to mark items since these are considered reserved characters in Commence filters. After the utility has completed its processing, filter for these items, then use the Edit - Copy Item command to copy and resave it privately. Once the local item is saved, the shared item can be deleted. Multiple shared databases ------------------------- If there are multiple shared databases you should manually apply the /NOAGENTS /NOSYNC /PROMPT command line options to your Commence shortcut. Close and restart Commence to select a different shared database. Run the utility using the start menu shortcut or by double-clicking the WGResync.exe file in the Commence program folder. Delete Permissions ------------------ The Data Synchronization utility resynchronizes data by recreating data that contains unique markers. During this process the original data is deleted. Several delete options are available depending on the complexity of your workgroup's permissions configuration. Choose the best option for your workgroup. One option is to temporarily change the default permissions for the entire workgroup. This could be useful when the default permissions specify No Delete, and most users are set to use the default. Another option is to temporarily update the permissions for each individual client to Delete All. This is manageable if just a few users need their permissions to be updated. If the permissions configuration is more complex, another option is to require all users to temporarily login to their Commence client as the Administrator. The option to 'Require users to login..' should be turned on at the server if it is not already enabled. This is a global setting for the entire workgroup that will facilitate running the Data Synchronization utility. After the data from all clients has been processed, the Administrator password should be reset, the option requiring users to login can be turned off, and permissions can be reset to their original configuration as needed. Requiring Users to Login to Server (optional) --------------------------------------------- For Commence Designer Edition, select Customize -> Workgroup, then click Next to open the Database Options window. Turn on the option to 'Require users to Login to the Shared Database' by checking the box. Press Finish to save this change. For Commence Application Suite, select Tools -> Customize -> Workgroup, then click Next to open the Database Options window. Turn on the option to 'Require users to Login to the Shared Database' by checking the box. Press Finish to save this change.