Install Procedure - Add private database

TYLER MONROE Updated by TYLER MONROE

This article refers to Payroll System but can be used for multiple CFS titles.

Install Procedure - Private database

Some Payroll System users require that their own company not be in the general database visible to their own employees. Our recommended solution is to set up a private database on the computer of the person who does need access to that information. It is simple for that person to switch attention between the general database on the server and the private database on the particular workstation.

NOTE: This procedure describes the implementation for the first year of the private database. The procedure Continue private database describes the installation procedure for following years.

ADD DATABASE

  1. In the Payroll Program click Utilities -> Network Utilities -> User List. Add a User that you want to use for the private database, then click OK.
  2. This brings you back to the normal display (three window screen). At the top, click on Configuration to bring up the Configuration dialog screen. Note at the top of the screen it identifies the user you just added.
  3. In the middle of the left side is a box “Data Drive”. Use the dropdown arrow to select the “C:” drive. Then, use the Create button to make a new folder to hold your database.
    It is recommended to create your database within the program folder, by default named C:\CFSLib\Pr20xx
  4. Once the new folder has been created, click Save Settings. Click YES to the question about creating the file. Then click “Close” to complete the creation of the new database.

BRING IN THE DATA

  1. From the menu bar select Utilities -> Backup/Restore Clients -> Restore -> “Restore Selected Clients” to open the “Restore Data” dialog box. Find your database on the server and double click the folder, then click Next.
  2. The next dialog shows a box with a list of all the clients. Click on the desired client to select in, then click “Finish” to copy the data for that client to the private database.

REMOVE FROM GENERAL DATABASE

  1. Go up to the Menu and select Utilities -> Network Utilities -> User list. Select one of the other users to return to the regular database.
  2. Find the client you no longer want to be accessible, and then click Delete Client.

CLEAN UP LOOSE ENDS

Many people have the program configured to make a backup of the database when closing the program. If you have created a different user for a private database, you will want to also establish the private backup database for that user. Go up to Utilities and use Backup Selected Clients to create a backup folder on the C: drive (C:\CFSLIB\PR2018\BACKUP) or wherever you choose. When the backup is complete respond YES to the question about the location.

Note also that when a client is deleted from the main database using the Delete Client button, the data is not immediately deleted. It is still available in case the “Restore Deleted Clients” is needed. To finish the delete, open the database folder and remove the “Deleted” folder.

How did we do?

How to download software from the CFS website

Install Procedure - Continue private database next year