Verify there is a valid backup of the division.
Have all users sign out of FundWare.
CREATING DIRECTORIES FOR FILE MAINTENANCE
Before you begin, you should create two directories. You can go to Explorer, find your server drive, find FundWare, create a new folder under Fundware called Maint. Under Maint, create 2 new folders, one for Backup, and one for Results.
o Backup directory-For any backups that you create through FileMaint. To help us in our support of you and your use of FundWare, we suggest the following directory path: FundWare/ Maint/Backup. You are not required to use this suggested path.
o Results directory-For use as a temporary directory during reorg. To help us in our support of you and your use of FundWare, we suggest the following directory path: FundWare/Maint/ Results. You are not required to use this suggested path.
Using Microsoft Explorer, locate the FundWare\7. xx\Bin directory and double-click the FILEMAINT.EXE file to open. The FundWare File Maintenance feature displays.
You can control the files that display by selecting Maintenance -> Options from the menu bar. The Options window displays. Select the check box to hide (i.e., not display):
o Files with errors, this should not be checked
SET PATHS FOR DATA, BACKUP AND RESULTS
1. Type the Data directory path in the Data directory text box, or click the ellipsis to search for the directory. (File Maintenance will enter a default directory based on your FundWare system.)
2. Set the Backup directory by clicking on the ellipsis to search for the server drive and the path to FundWare\Maint\Backup.
3. Set the Results directory by clicking on the ellipsis to search for the server drive and the path to FundWare\Maint\Results.
Before beginning any procedure, it is best to delete any files in the backup directory that were left from a previous file reorg and are no longer needed. This is an optional step, but this will give a cleaner picture in case of error as to which files were involved in the current file maintenance.
To complete any of the tasks in the File Maintenance feature (e.g., backup, reorg), you must identify the applicable files. You can either type in the file or use the search option.
1. At Filter, choose either: division or file name/mask:
o Division-Select the Division radio button (the default) and the applicable division from the drop-down list.
o File name/mask-Select the File name/mask radio button and enter the file name or file mask. (using * as a wildcard character) or click the ellipsis button to search for a file.
o For example, to reorg all General Ledger Core files in division 02, type 02CS*.
2. Click Find. (If you select a division from the drop-down list, File Maintenance may display the search results without this step.) All files in the directory that meet the filter criteria display in the detail pane below. Any files that cannot be addressed by the File Maintenance procedures will be highlighted with a pink row color. For example, if you filter on *.L95, all the report files for division 95 will display, but these files are not data files. Therefore, they are highlighted with pink and you will not be able to complete any of the File Maintenance tasks.
Note: If there are any records in in the "Sys Rec" column, or if after reorging the records written are different than the number of data records, there could be a potential problem with the file. If there are any questions on files with zero records or Error Messages in the Comment Column, please contact Blackbaud Fundware Support. Normally files with zero records are fine as they indicate an option you are not using on your system.
Use the following steps to backup selected data files to a Backup directory. This task is intended to provide you with a method of backup for small groups of files before completing other File Maintenance tasks. It is not intended to replace more secure methods of
backing up your data (i.e., external system backup, Division Maintenance backup). You should not rely on this feature as your only method of preserving your data.
1. Click on the toolbar or select Maintenance -> Backup Files from the menu bar. A confirmation message displays.
2. Click OK. Your files are backed up to the specified directory.
REORG TO THE RESULTS DIRECTORY
The File Maintenance feature allows you to reorg your files (i.e., restructure the index to improve speed) to a "results" directory. This results directory acts as a temporary directory. From this directory, you can copy the results to your data directory. This is a precaution, allowing you to review the results of the reorg before you commit to changing your data files. We strongly suggest that you complete a backup of your files before starting the reorg process.
1. Click on the toolbar or select Maintenance -> Reorg to Results Directory from the menu bar.
2. Review the results in the detail pane. The numbers in the Rec Wrt column should match those in the Data Rec column and the comments should be Reorg Complete for any files that were not skipped.
3. If the results of the reorg are correct, click on the toolbar or select Maintenance -> Copy Files From Results to Data Directory from the menu bar.
** Step 3 must be run for the File Maintenance procedure to be complete.