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OST 3.95 - 10.01.01 Opening & Closing Databases

Reference Number: AA-01630 Views: 643 Created: 11/28/2017 05:57 am Last Updated: 04/18/2018 12:41 pm 0 Rating/ Voters

On-Screen Takeoff, Quick Bid, and Digital Production Control allow a user to open multiple databases at the same time. Although you can only work on one Bid at a time, keeping multiple databases open allows you to switch between projects and databases with just a few clicks. Many clients have databases for each job, estimator, regional area, etc. Each client determines how best to manage which databases are open (active) using the Open Databases dialog box.

Note
Although there is no technical 'limit' to the number of databases On-Screen Takeoff or Quick Bid allows a user to keep open at any one time, the more databases that are open the more system resources (system RAM) are required. This can affect application and system performance so keep only those databases in which work is actively being done open.

Opening a Microsoft Access database

To open one or more Access databases,

Right-click anywhere in the Bids Tab and select Open, or

Click the Open icon, on the Main toolbar, or

Click File > Open

The Open Databases dialog box opens

Place a check in the check box next to the database name(s) you want to open

If the database is password protected, type in the Login Name and Password in the dialog that appears, then click OK

There are a few buttons along the bottom of the screen:

  • The Properties button opens the Database Properties dialog where you can make changes to the Backup, Auto-Compress, Measure Mode, login settings for a database
  • The Compact/Repair button runs a utility that compresses the database and reorganizes the tables to correct errors
  • The Backup button makes a copy of the selected database(s) and places them in the "Backup" folder specified in Tools > Options > Folders (the default location is "C:\OCS Documents\OST (or QuickBid)\Backup")

Along the right side of the screen:

  • The Find... button opens a browse window for locating databases not stored in the default folder (see the next article for more assistance on Finding to open an Access database not stored in the default directory or an SQL database).
  • The Remove button removes Access databases that are not located in the default folder (if you haven't changed the "database" folder, that's "C:\OCS Documents\OST (or Quick Bid)") and SQL databases from the list of databases. The database reference is removed from the list, the database itself is unaltered.

Opening a Microsoft SQL database

Follow the steps above to open the Open Databases dialog box

Click the Find... button and select 'Microsoft SQL Server' and click OK

The Connect to SQL Server dialog box opens:

Type the name of the SQL Server in the SQL Server field (you will need to contact your SQL Server or Network Administrator for assistance, this is not something On Center furnishes)

Warning
Each user must type the name of the server exactly the same, case matters. We recommend using all lower-case letters, just to be consistent. When users type the server name differently, they will cause connection issues for interactive bids.

Select appropriate server authentication under "Connect using" (this also is determined by your SQL Server Administrator, please contact him or her with questions on how you should connect to the server)

  • Windows authentication passes the Windows login information to SQL
  • SQL Authentication requires a Login Name and Password provided by the SQL Server Administrator (recommended)

Click Connect - the program attempts to connect to the SQL Server, then displays all databases found on that server (until a database is opened, On-Screen Takeoff/Quick Bid have no way of knowing if it is an OST/QB database - so it is important that your Organization names its databases logically):

Select a database to open and click OK

The database is now listed in the Open Databases dialog box with a check mark:

Click OK to close the Open Databases dialog box and return to the Bids Tab

All checked databases are displayed on the Bids Tab.

Note
SQL databases do not show a Date Modified or Size entry.

Closing a Database

Closing a database does not change any data within the database, it simply removes the database from what is being displayed by the application. Open and close databases anytime - On Center recommends that you keep the fewest databases open to improve application performance.

To close a database, so it does not appear on the Bids Tab:

Click File > Open to show the Open Databases dialog box

Remove the check box next to the database name

Click OK

You also can close a database by right-clicking on the database on the Bids Tab and selecting "Close".

What is a Database? Finding a Database


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