CRM Multiuser Setup Check

Check Multiuser CRM Software Configuration

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Multiuser CRM Software Configuration

Amphis Customer CRM can be set up to support multiple users using either the supplied Microsoft Access database (customer.mdb) or using Microsoft SQL Server including the Free Microsoft SQL Server Express edition - see Share Data and Documents.

Multiuser Shared CRM Database

It is essential that the configuration of each PC is changed from Tools->Configuration so that all client PCs connect to the same shared database (either the customer.mdb file copied to a shared folder that all the client PCs can access or using SQL Server). The settings in the Database section at the top should be identical on each PC. Click Test Connection to check that each client PC can connect to the shared database.

This is the default configuration where a PC connects to the local database on the C drive. This is not suitable for sharing data. In order to share data, each PC must connect to a shared database that all client PCs can connect to. Either the customer.mdb file has to be copied to a shared folder or SQL Server can be used. Then the configuration of each client PC must be changed to point to the location of the shared database.

CRM Software Configuration

Missing Data

It is essential that all client PCs connect to the same shared database if you want to share data between multiple users. If any PC is not connecting to the shared database, any data entered on that PC will not be visible on other PCs and that PC will not see data entered on other PCs. It will be using its own local version of the database and data entered into that database will appear to be "missing" as it won't be visible on the other PCs.

Date Formats

If you are using SQL Server and you live in a country that uses British Date Format (dd/mm/yyyy) such as UK or Australia, you must set the Default Language for the SQL Server Logins to British English instead of the default which is English. Otherwise SQL Server will treat dates as mm/dd/yyyy and you will see errors when attempting to view data such as reminders or appointments which are date related - see SQL Server Setup

Same CRM Software Version and Build

It is essential that all client PCs are running the exact same version and build of the software which you can check from the Help->Help About menu.

Multiuser CRM Checklist

So here is the checklist for checking the configuration.

  • Check from the Help->Help About menu that all client PCs are running the exact same version and build of the software. If any PCs are running a different version or build, update them all to the latest version - see Upgrade CRM Software

  • Check in Tools->Configuration that all PCs are connecting to the same shared database. See the entry in the Database section at the top. You can click View Folder to go straight to the folder.

  • Check in Tools->Configuration that all PCs are connecting to the same shared folders for Documents and for Templates too. You can click the View Folder buttons to go straight to the folders.

  • If you are using SQL Server and you use British Date Format (dd/mm/yyyy) change the Default Language for the SQL Server Logins to British English


Check Multiuser CRM Configuration

Now test the configuration as follows :-

  • From one PC create a customer called TEST (today's date) eg TEST Aug 12th

  • Now on each PC search for a customer called TEST and check you can see the customer you just created. If any PC cannot see that new customer record, check that it is connecting to the shared database and not the local database on it's C drive.

  • (Advanced Users) Check in the database Customer table that the customer you just created exists in the table with DateCreated set to today's date. If you are using the supplied Microsoft Access database, use Microsoft Access to open the customer.mdb file. If you are using Microsoft SQL Server, use Microsoft SQL Server Management Studio to view the contents of the Customer table. Close the table when you have finished so you don't lock the database.

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