Backing Up Your Data

With any program it is important that you backup your data. Below is a description of where critical files and data are stored in SimplyPats Version 5 and 4..

Where is the SimplyPats program installed?

With SimplyPats Version 5 the program is installed in the folder c:\Program Files\SimplyPats Version 5\
Version 4 of SimplyPats is installed in the folder c:\Program Files\SimplyPats Version 4\

Where is my customer data installed?

Within the SimplyPats folder (see above) you will find a folder called 'Data' this folder contains all your data files (unless of course you have decided to save them elsewhere!) In this folder you will find files with a .pat extension these are your customer files.

You should make sure you back up these customer files regularly in the event your computer hard disk fails or you get a virus infection which deletes files.

What are the other files in the SimplyPats Folder

In SimplyPats Versions 5 and 4 you will find the following files:

SimplyPats Words.ini and SimplyPats Abbreviations.ini

These files store your dictionary and abbreviations respectively.

SimplyPats.ini

This file stores your details, address, email, phone number etc and also the settings for the SimplyPats program including margin settings, colours, company logo etc.

SimplyPats Tester Settings.ini

This file store the test limits settings of your PAT Tester. (Metrel or Seaward) This file should not be edited as you will program will no longer work.

SimplyPats Test Prices.ini and SimplyPats Repair Prices.ini

These two files store your default test and repair prices used when you create an invoice. SimplyPats version 4 stores your custom Test Price Settings and Repair Price Settings files in the folder Price Schemes

SimplyPats Tip Of The Day.ini

This file store the Tips of The Day which you see when the program starts (If you have selected this option from the System Settings screen).

SimplyPats Default Fails.ini

These are the Default Fail Reasons which appear when you select the drop down box next to Fail Reason when editing the data on the Main Screen. You can edit the Default Fail Reasons from the Maintenance Menu.

Extra Files In SimplyPats Version 5

SimplyPats Extra Charges.ini

This file stores your extra charges which can be applied to an Invoice.

SimplyPats Retest Periods.ini

These are the Retest Periods you can apply from the drop down box on the main screen and under bulk change screens.

SimplyPats Pat Testers.ini

This file stores the PAT Testers and their Calibration Dates. They can be edited under the Maintain Pat Testers screen from the Maintenance Menu.

Sub Folders under the SimplyPats Folder

Backup Folder

When you download your PAT Tester, SimplyPats stores an automatic backup of the data in this folder. The file is named with the date and time and they have the extension .bak. Note that the backup is only created if you have selected this option in the System Settings screen. Its a good idea to keep hold of these files - you shouldn't need to use them - however if you delete or accidentally change your main customer file you will be able to recover the data from these backup files.

Reports Folder

If you have custom designed reports made for you by RSR Systems Ltd then these files are stored in this folder and are used to replace the default reports when you print out your results.

Exported Documents Folder

On the Print Results screen in addition to printing your results to a printer you can export the result in various different formats including Microsoft Word and Excel, Adobe Acrobat PDF format and so on. When you save your reports in this format you are prompted to save them in this folder, however you can of course save them to any folder.

Word Documents Folder

If you have Microsoft Word 97 or above installed on your PC then you can choose to autmatically write a letter to your customer. This letter has their address, your address and salutation. You can choose to import a body document that you have previously created. SimplyPats by default looks to this Word Documents Folder to find such body documents although you can of course find and insert them from anywhere on your PC.

Additional Sub Folders In SimplyPats Version 5

Temp Folder

This folder is used to store any temporary files that SimplyPats creates when it works. For example Temporary Data files created when your PAT Test machine downloads, or, the screen width settings saved when you close the SimplyPats program.

How Do I Backup My Data in SimplyPats Version 5?

With SimplyPats Version 5 go to the Settings Menu and select the Backup Your Test Data menu entry. If you select the Search Subfolders tick box option then all of your your test data in the data folder or any sub folders of the data folder will be backed up. If you want to back up any of the program setting files outlined above follow the section below on backing up SimplyPats Version 4.

How Do I Backup My Data in SimplyPats Version 4?

There are a multitude of ways in which you can backup your data. Most business customers do one of the follwing things to backup their data. Pay particular attention to copying your data files (.pat) in the Data folder as these are your test result files.

• Copy and Paste files from the folder on to a removeable disk, eg an USB Memory Stick, Iomega Zip disk or Write once CD.
• Use WinZip to compress the data before storing it onto disk.
• Use Microsoft Backup to select and compress folders onto disk.
• Use a third party backup program to back up to removeable disk.

Should I use floppy disks or Rewriteable CD's (CDRW)?

Generally NO! Both these formats are very unreliable for long term storage. Write once CD's are fine but prolonged use of floppy disks and rewriteable CD's lead to disaster. We recommend Zip Disks, CD write once disks, Tape Drives, External Hard Drives and USB Memory Sticks.

What about USB Memory Sticks?

USB Memory sticks are fine. If your computer is running Windows 2000, XP home or Professional then you dont need to install any drivers with these devices. They are relatively inexpensive, quick and reliable. IMPORTANT TIP! If you write to a USB memory stick you must wait at least 5 seconds after the disk says it has finished copying the files before removing the memory stick. It can take this long before the files are actually copied even though Windows might have said it has finished copying the files. You must always stop the memory stick using the Windows Safely Remove hardware wizard before pulling out the stick!

I'm Lost where can I get more help?

If you get stuck on what to do ask your local computer shop or your IT professional if you work in a company that has them. (It's a good idea to print out this help topic and give it to them!) If you are still stuck and you have a support contract, you can of course ring our support line and someone will help you.