Download the final instructions in PDF format here.
You must run this upgrade procedure on your FileMaker Server, P2P Host or Single-User workstation. It will upgrade your ArchiOffice v3.38 files to ArchiOffice v8.x.
The upgrade process involves a series of steps and should be performed by your IT staff or someone very comfortable with computers. The length of time it will take to upgrade depends on the amount of data in ArchiOffice that needs to be migrated, but could take several hours. During this time, no one can use ArchiOffice. If you do not feel comfortable performing this procedure, or simply do not have the time, then contact support, and we can provide this service for you for an additional fee.
As an overview, ArchiOffice v3 runs using FileMaker Pro 6, and ArchiOffice v8 runs using FileMaker Pro 8. The two versions of FileMaker Pro are completely different, and therefore the data from ArchiOffice v3 must first be exported, and then imported in to ArchiOffice v8 files.
Before you begin, please ensure your ArchiOffice v3.x files have been upgraded to ArchiOffice v3.38.
To see this upgrade performed live, watch the "Installing ArchiOffice Client" video.
Steps to Install:
Disable all Antivirus software and quit all running applications
Make sure everyone is out of ArchiOffice and stop your FileMaker Server service (if running FileMaker Server).
Mac OSX Only: If you are on using FileMaker Server on a Mac OSX computer, reboot the computer and verify again that the FileMaker Server service is stopped.
FileMaker
Server Only: If you are using FileMaker Server, then before we
begin the upgrade process, it is imperative that you verify all your ArchiOffice
v3.38 files are functioning normally. To do this, launch ArchiOffice on
the local workstation/server and verify that no "File could not be
found" or "File is damage and needs to be recovered" messages
are observed. You can launch ArchiOffice locally by launching the "ArchiOffice
P2P.fp5" file in your "ArchiOffice" folder.
If you do not have the "ArchiOffice P2P.fp5" file, then download
it from here, or contact support.
If you do receive a message that stipulates a "File could not
be found" or a "File is damage and needs to be recovered",
then follow the "Recovering
Damaged or Missing Files" procedure.
Install the appropriate
v8 version, but do not install
the "ArchiOffice Databases" mentioned in these procedures. The
reason is that you will be upgrading your v3 files to v8, and hence you
will be preparing your own set of "ArchiOffice Databases". We
do need to get FileMaker Pro 8 and all the necessary plug-ins installed
on this workstation where the ArchiOffice v3 database files reside, so
perform the appropriate procedure:
Installation for Server
Installation for P2P Host (Single User)
Make certain you do not have a folder called “ArchiOfficeUpdater” on your hard drive; we are about to install one for the conversion process.
Insert the ArchiOffice
installation CD into your computers CD/DVD drive open the appropriate
folder for your operating system.
Open the "AO_v3_to_v8_Conversion"
folder and install the "Conversion.exe".
This will install the following directories on to the root level of
your hard drive:
- ArchiOfficeConversion
- ArchiOfficeExports
- ArchiOfficeUpdater
- ArchiOfficeV8
WINDOWS
only - If you are performing the upgrade on a Windows workstation/server,
then you must install the AfFiler software as well, which is used for
exporting PDF images from your ArchiOffice v3. Mac OSX users have this
capability built-in to their operating system and do not need to perform
this step.
Open the "AfFiler - Windows Only" folder and launch the "Setup.exe"
installation application. No other applications should be running on your
workstation/server at this time, as this application is installing printer
drivers which need to properly register.
After the AfFiler software has finished installing, you will be asked to reboot your workstation/server. Please do so that the new AfFiler printer driver can be properly registered.
Make an "Invoices"
storage folder somewhere on your computer or network. This folder is where
ArchiOffice v8 will store all "Finalized" and "Draft"
Invoices. You may choose to locate this within your "ArchiOffice
Documents\Storage" folder, but keep in mind that all users will have
read/write to
the "ArchiOffice Documents" folder, so if you don't want everyone
to have access to where Invoices are stored, locate the "Invoices"
folder somewhere else and set the appropriate read/write privileges for
only those users you want to permit access.
In the case of a Single-User, it makes sense to locate the "Invoices"
folder inside the "ArchiOffice Documents\Storage" folder as
shown below.
Apply the ArchiOffice
v3.39 Updater. To do this, simply open the "ArchiOfficeUpdater"
folder and launch the "UpdateManger.fp5".
Once the Update Manager, is open, click "Begin Update" to
update your ArchiOffice v3.38 files to ArchiOffice v3.39.
Open the ArchiOffice
v3.39 files on the local workstation/server, log-in as an Administrator,
confirm that no "File could not be found" or "File is damage
and needs to be recovered" messages are observed, and go to "Preferences:
Import" and click on the "Export" tab.
FileMaker Server users will again launch ArchiOffice locally using
the "ArchiOffice P2P.fp5" file as in Step #3.
If you do receive a message informing you that a "File is damage
and needs to be recovered" when you log-in to ArchiOffice v3.39,
then contact support to receive
instructions on how to roll-back and recover the damaged files.
Click the button "Export Data" to export all your ArchiOffice
v3.39 data to the "ArchiOfficeExports" folder. You will be asked
to select the “ArchiOfficeExports” folder, which will be located on the
root of your primary drive where the Conversion installer created all
folders/files necessary for the conversion process.
Windows Only - Windows users will be presented with a print
dialog and should select the newly installed "AfFiler" PDF printer
driver. This will allow ArchiOffice to export all of your Invoices as
PDFs. Mac OSX users do not need to select a printer driver, as the PDF
printing capability is built-in to the operating system.
ArchiOffice will now begin to spool all your Invoices. This will take
some time. You will see your Invoices one-by-one begin to appear on the
screen. Please be patient; now is a good time for you to take a break.
Each Invoice must be printed to PDF so they can be added to ArchiOffice
v8.
Quit out of ArchiOffice
v3.39, and open the "Conversion Manager.fp7" located in the
"ArchiOfficeConversion" folder.
The first screen of the
Conversion Manger provides a basic introduction to the process. Please
read it, then click "Start Conversion".
The next step, "Step1:
Export Old Data" is a reminder that we needed to have done this before
proceeding any further. We have already exported our ArchiOffice v3.39
data to the "ArchiOfficeExports" folder in step #11.
Click "Next" to proceed to Step 2 of the Conversion Manager.
In "Step 2: Select
Invoice Destination Path", you want to use the "Select Path"
button to select the "Invoices" folder you created in Step #9
where all your "Finalized" and "Draft" Invoices will
be stored. All your exported Invoices from ArchiOffice v3.39 will be moved
to the "Finalized" folder and will be accessible from ArchiOffice
v8.
Depending on the operating system of the workstation/server from which
you select the Invoice path, you will later need to set the Invoices path
in ArchiOffice v8 for the other operating system your users may be running
(i.e. Windows or Mac OSX each need a path specified in ArchiOffice v8,
if you have both Windows and Mac users).
Click the "Next" button to proceed to Step 3.
In "Step 3: Convert
ArchiOffice" we will import the exported ArchiOffice v3.39 data into
the new ArchiOffice 8.x files.
Click "Begin Conversion" to begin the import process. This
process may take some time, depending on how much data you had in your
ArchiOffice v3.39 files.
Be patient, and let the conversion process complete before clicking
the "Next" button to go to Step 4.
The "Step 4: Post
Conversion Updates" screen outlines other tasks you will need to
do to finish upgrading to ArchiOffice v8.x. These additional tasks can
not be automated, and require you to perform them manually in your ArchiOffice
v8 files. This can be done later when you have logged in to your new ArchiOffice
v8.x files.
When you perform these post conversion updates, you can open both the
ArchiOffice v8.x files and the ArchiOffice v3.39 files at the same time,
if necessary, to simply the process. The post conversion tasks that you
will need to perform manually are listed on the screen.
Click "Next" to proceed to the final step of the Conversion
Manager.
Congratulations! You
have successfully converted your ArchiOffice v3.39 files to ArchiOffice
v8.x.
Click "Finish" to exit the Conversion Manger.
WINDOWS Only - Remember to set your default printer back to what you normally use.
The last step before
you can start using your new ArchiOffice v8 files is to rename the "ArchOffice"
folder containing your old ArchiOffice v3.39 files, and the new "ArchiOfficeV8"
folder containing your new ArchiOffice v8.x files.
To do this, simply rename your old "ArchiOffice" folder to
something like "ArchiOfficeV3", and rename your new "ArchiOfficeV8"
folder to "ArchiOffice".
You are now ready to
log-in to your ArchiOffice v8.x files. You will need your new ArchiOffice
v8 Registration Code for when you first log-in.
P2P Hosts and Single-Users can simply create a shortcut/alias to the
"ArchiOffice User.fp7" file found in their new "ArchiOffice"
folder containing their ArchiOffice v8 database files.
FileMaker Server users must first move the "ArchiOffice"
folder from the root level of their hard drive to their FileMaker Server's
database folder. The "Databases" folder is located within the
"Data" folder within the "FileMaker Server" directory
("c:\program files\filemaker\filemaker server\data\databases"
for Windows). Once the "ArchiOffice" folder has been located
here, the FileMaker Server service can be restarted, and you are ready
to log-in from any ArchiOffice v8 Client workstation.
You have successfully completed the upgrade process.
Special Note: A few people that received an early
shipment of the converter may find extra Projects and Invoices in their
Billing History and Project Invoice History. This data can be removed
using the Tech
Bulletin 060606 here.