Updating StudioSchool Pro 4 or 5 Using FileMaker Server 9-11

Click HERE for updating StudioSchool Pro 5 on FileMaker Server 12 or 13
Click HERE for updating StudioSchool Pro 3 on FileMaker Server 5.5

This page contains the procedures for installing an update of StudioSchool Pro 5 in both Single and Multi-User installations. (Click HERE for procedures to upgrade from version 3 to version 4.)

For those using FileMaker Server 9-11 in a Multi-User environment, this operation will need to be performed on the server machine and a copy of FileMaker Pro v.9-11 must be installed and available on that machine.

Perform this update at a time when it will not be interrupted. Do not do other work on the computer while the update is taking place.

Multi-User Version running under FileMaker Server:

  1. Make sure that a copy of FileMaker Pro (v.9-11) with the proper plug-ins is installed on the Server (see SSP installation instructions for details if required).
  2. Open the FileMaker Server Admin Console using either the shortcut left on the desktop during the original FileMaker Server setup session or by opening a browser and entering http://localhost:16000 You will need to enter the FileMaker Admin username and password that were entered when FileMaker Server was first installed on this machine. Although the Admin Console can be opened remotely in this case, you will need to do this on the server machine.





  3. Stop the "FileMaker Database Server" by clicking the Red button in the upper left. If the Web Server is also running, you'll need to stop that as well.


  4. Hide/Minimize the FileMaker Server Admin Console.
  5. Make sure you have the new StudioSchool Pro update available on your desktop, but do not open or start it yet.
  6. On your hard drive, navigate to the location of your current StudioSchool Pro 5 data files. One a Macintosh this will usually be: Macintosh HD/Library/FileMaker Server/Data/Databases On Windows this will usually be c:\Program Files\FileMaker Server\Data\Databases


  7. Make sure you have a backup of your current SSP file folder.
  8. Double-click on the StudioSchoolPro.fp7 file to and enter the username "update" and password "update". This will put your current StudioSchool Pro 5 files into a special update mode.



  9. If, necessary, decompress the update - a .zip archive. The best and easiest way to extract a Zip archive on Windows is by Right-clicking and choosing "Extract All". Avoid double-clicking as this can bring up a confusing WinZip window and result you the files being launched in Read Only mode.


  10. Open the unzipped folder containing the StudioSchool Pro 5 update and double-click on “StudioSchoolPro.fp7”.
  11. When prompted, again enter the username "update" and password "update". This will initiate the process of importing all your data into a new StudioSchool Pro file set.
  12. When you reach the dialog that asks if you are Updating or a New User, click “Update”.
  13. A dialog will appear asking you to select your "current" StudioSchoolPro.fp7 file. Within that dialog locate and select the StudioSchoolPro.fp7 file that contains your data, usually in FileMaker Server -> Data -> Databases -> StudioSchoolPro.fp7. (This is the same file that you just opened using the special "update" username and password).
  14. The updater will import all your current data into the updated version of SSP. This may take a few minutes or much longer depending on the number of records and the speed of the computer. Do not interrupt the update or perform other activities on the computer while the update is taking place.
  15. After the update has completed, Quit/Exit FileMaker Pro completely and then open the updated version directly in FileMaker Pro by double-clicking on the StudioSchoolPro.fp7 file. Check to make sure everything looks right and that the correct new version number is visible Contacts (upper left). Then Quit/Exit FileMaker Pro.
  16. The next step is to move the updated files to where FileMaker Server will recognize them. There are two ways to do this. The first uses the FileMaker Admin Console to "Upload" the files, the second involves manually moving the files to the correct location. Method 1 is strongly recommended because the Admin Console will perform an integrity check on the files as they upload and will then automatically open them.

    1. Method 1 - Using the Admin Console: In the FileMaker Server Admin Console, click "Databases" in the menu on the left. Select all SSP related database files and under the "Action" Menu, select "Close" and click "Perform Action".



      The select "Remove" and click "Perform Action again.



      The files will be moved to a new folder and no longer listed. Click the "Upload Database" in either the Actions list or in the lower left.



      In the Upload dialog, create a subfolder if you wish and then select your new updated StudioSchool Pro files.These include: StudioSchoolPro.fp7, SSP_Reports.fp7 and SSP_Postcodes.fp7. A fourth file, SSP_Web.fp7 may also be included.



      Upload the files and when asked, have the Admin Console automatically open them.





      When done, the updated Database files should be listed under "Databases" in the Admin Console and should all be marked as "Normal" or "Open" and have checks in the "Pro" column.


    2. Method 2 - Manually placing the files: In the location noted above - FileMaker Server/Data/Databases - locate the old StudioSchool Pro files. Remove them and archive (zip) them in your backups area in case you need them for reference in the future (we recommend putting them in a folder with the archive date in the name). Place your new StudioSchool Pro files into the same location. These include: StudioSchoolPro.fp7, SSP_Reports.fp7 and SSP_Postcodes.fp7. A fourth file, SSP_Web.fp7 may also be included.
  17. In the Admin Console, restart the Database Server and if necessary the Web Server using the green buttons in the upper left.



  18. On a separate workstation, use "Open Remote" (the usual method) to test whether you can see and connect to the new updated file. if more than one StudioSchoolPro.fp7 file is present, then you have not properly removed the older SSP file set. Stop FileMaker Server again using the Admin Console and then locate and remove the older files. Restart and check again.
  19. When StudioSchoolPro opens, the version number displayed should be 4.00 or higher and a build number in the form of “b397” or similar.
  20. Once again, make sure that you have archived or otherwise removed the old version so there is no confusion as to which is the correct copy of the StudioSchool Pro files. Trying to reconcile data that has been entered into two separate copies of StudioSchool Pro can be time consuming and expensive!

 

Single-User Version OR
Multi-User being not using FileMaker Server:

  • Quit/Exit FileMaker Pro so that your current copy of SSP is closed.
  • Make sure you have a backup of your current SSP file folder.
  • Double-click on the StudioSchoolPro.fp7 file to and enter the username and password "Update". This will put your current StudioSchool Pro files into a special update mode.
  • If, necessary, decompress the update - a .zip archive. The desktop is a good location to save it. The easiest way to extract a Zip archive on Windows is by right-clicking and choosing "Extract All", avoid double-clicking as this can bring up a confusing WinZip window and result you the files being launched in Read Only mode.
  • Open the folder containing the StudioSchool Pro update and double-click on “StudioSchoolPro.fp7”.
  • When you reach the dialog that asks if you are Updating or a New User, click “Update”.
  • Follow the instructions to locate your "current" (old) StudioSchoolPro.fp7 file. This is the same one you just opened using the special "Update" username and password.
  • The updater will import all your old data into the updated version. This may take a few minutes or much longer depending on the number of records and the speed of the computer. Do not interrupt the update or perform other activities on the computer while the update is taking place.
  • After the update has completed, Quit/Exit FileMaker Pro and then open the updated version directly in FileMaker Pro by double-clicking on the StudioSchoolPro.fp7 file. Check to make sure everything looks right and that the correct new version number is visible Contacts (upper left). Then Quit/Exit FileMaker Pro.
  • If you have used a shortcut or alias to access SSP, be sure to update or re-create it so that you launches the new update rather than the older copy. A shortcut or alias can be made to the “StudioSchoolPro.fp7” file.
  • When StudioSchoolPro opens, the version number displayed should be 4.00 or higher and may include a build number in the form of “b397” or similar.
  • Once again, make sure that you have archived or otherwise removed the old version so there is no confusion as to which is the correct copy of the StudioSchool Pro files. Trying to reconcile data that has been entered into two separate copies of StudioSchool Pro can be time consuming and expensive!

 

 
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