Here are some insights and tips for our users to get the most out of the BillQuick program gathered over time through the extensive experience supporting and testing the software.
A little database maintenance goes a long way in helping you get your work done faster. There are many factors involved in the overall performance of a BillQuick database. For customers who have many completed projects, Archive and Restore is a powerful tool that will remove infrequently accessed records. Making records inactive may take them out of view but they are still there, but archiving completely removes them from the database to improve performance.
We in Technical Support have found that the feature, despites its ease of use, is not being taken advantage of by many customers either from fear or not understanding what it can do for them. The data is transferred into a separate archive database that is equally accessible as your main database. You may want to avoid a large scale transfer of data and any possible issues that go with that; however, with a little planning and coordination, it’s a relatively safe procedure. Even if you pick the wrong projects to archive, you can bring them back easily.
Only users with the Full Access or Principal security profiles have access to this utility and may remove data from the database. For the SQL archive database, there is an additional requirement of having to log in with the ‘sa’ password.
To get started:
- Make sure all other users are logged out of the BillQuick database.
- Define the criteria of what should be removed, clients and projects, or both.
- Use the Change feature in both the Client and Project screens to change the status of multiple records. Making projects inactive or completed is especially useful.
4. Run Optimize utilities from the Settings menu. Doing this is always a good idea before making any large-scale changes.
5. Finally, make other users aware that some records may be archived.
Let us use a sample database with 75,000 records, many of which can be safely archived. It has more than 3000 projects, half of which we designate as Inactive and Completed. There are also a total of 30,000 time and expense entries with more than 6500 transactions (invoices and payments).
While these records represent a significant portion of the database, there are many tables that will remain unaffected by any archiving such as Security and Project Management. Many important records that may be used in future projects such as activity codes, expense codes, employees, and vendors will also not be involved.
Now it’s time to archive!
By the time you open the Archive and Restore Data utility in BillQuick, you’ve already done the hard part of deciding what you will archive. The rest of the process is much easier!
BillQuick provides two archive options. The first option removes clients and payments in addition to the projects, time and expenses, invoices, and any billing schedules. The second option archives the same data except for the clients.
All you have to do is simply highlight the records you want archived and click the Begin button. The records are sent to the archive database.
Our test of archiving 1500 completed and inactive projects only took about five minutes. Not bad at all!
After the archive process, you’ll have more recent records and less data to sort through. Running time and expense, and project reports will be faster because there are less records to query. However, you are still able to access much of the archived data. In the Report Center, there is a filter that allows you to even query data from the archive database.