7.02.00 opening and closing databases

On-Screen Takeoff allows 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.

• While there is no technical 'limit' to the number of databases On-Screen Takeoff 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. 

To open a database so it is displayed on the Bids Tab,

• Place a check in the check box next to the database name(s) to open
• If the database is password protected, type in the Login Name and Password in the dialog that appears, then click OK

Along the bottom of the screen:

1. • 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  (default: C:\OCS Documents\OST\Backup)

Along the right side of the screen:

1. • 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 an Access database not stored in the default directory)
   • The Remove button removes Access databases that are not located in the default folder (C:\OCS Documents\OST) 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

• 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

• 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 (On Center Software is unable to provide this information - contact the SQL or Network Administrator for assistance)
• Select appropriate server authentication under "Connect using" (this is determined by your SQL 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

• Click Connect - On-Screen Takeoff attempts to connect to the SQL Server, then displays a list of available databases found on that server:

• Select an On-Screen Takeoff 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.

SQL databases do not show a Date Modified or Size entry as that information is managed solely by SQL Server.

Closing a Database

Closing a database does not change any data but simply removes the database from what is actively being displayed by the application.  Open and close databases anytime - keeping the fewest databases open is recommended 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

• A faster way to close a database is to right-click on the database on the Bids Tab and select "Close".

Finding a Microsoft Access Database