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The File Management Menu is opened by clicking the similarly-named button on the Main Menu. This screen provides access to backup and other utility functions that will be required from time to time and shows the locations of the main files used in the system and the location and time of the last backup.
If you have installed the system in the default folder C:\Access Anaesthetics, the main files are as shown below. There is no obligation to install to the default folder, but it will make upgrading the system easier. For single user systems, the various data files (user, items funds etc) must be in the same folder as the program file. For multi-users systems (unlimited users), the data files can be located on a shared network folder.
For multi user installations, the User file is split into two separate files.
Additional files include:
The program, items and health fund files need updating from time to time as described below. The User file contains all entered data and is the only file which needs to be backed up (multi user installations need backups of all the DoctorName.aau files and the AASite.mdb file). All other files can be easily replaced from the CD or website if required.
All Access database files are supplied in Access 97 format with the exception of the main program file AA2000.mde which is in Access 2000 format. This file is satisfactory for both Access 2000 and XP users and can read data from Access 97 files without conversion.
Contents of the data files
Each data file contains a number of tables with the subscript T. They are listed here along with a brief description of the data they contain. Data stored in the site file is accessible to all users in a multi-user installation. The single user file AAUser.mdb contains all the listed tables from both the .aau file and the site file.
For multiple provider installations, the location of the various data tables has special significance. When you change data which exists in the User file, it is changed for that file only. When you change data which exists in the AASite file, it is changed for all files in the group. This means that when a new surgeon is added, that surgeon is available for all other doctors to add to their accounts. Generally speaking, all 'lookup' type data such as surgeons, hospitals, operations, items and their abbreviations, health funds, banks, messages, addresses, form letters and so on, will be available to all doctors in the group. The one table which will not always be clear is the SetupT table. This contains all the doctors own settings and changes to this table (usually via the Options form) will affect the selected doctor only.
User file (e.g. John Smith.aau) - Changes to data here affect the individual doctor only
Site file – AASite.mdb - Changes to data in these tables affect all doctors in a group