How to archive clients using multiple databases

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Historically, users have set up multiple databases on Trust Accounts. This is often done to create an archive database which can be used if it is necessary to print off another set of accounts for a prior year. However, with CCH Accounts Production as the accounts formatter, it is recommended that users no longer do this, because keeping an archive Trust Accounts database requires keeping an archive Central and Document database to keep the related accounts production data. Setting up an archive

It is therefore recommended that an alternative is used.

Possible alternatives are:
1.  Do not keep an archive copy of each client. Instead keep just a .pdf copy of the accounts.

2.  Keep a client backup in a .zip file. Just backup the client using File > Zip and keep the zip file on the network. If the old data is required it can be unzipped back into the live database. When this happens the system will recognise that the client being unzipped already exists and say "Client XYZ already on file." You can choose: Skip, Delete, Recode or Cancel. Choose Recode. The system asks for a new client code for the unzipped client. Enter it, e.g. XYZDUP. The data will be unzipped and you can use it. This approach is less safe than option 1 because if any problem occurs on zipping the client, it will not be apparent until too late, i.e. when the client is unzipped. So keep a .pdf copy of the accounts as well in this case.

3. Duplicate the client in the database. Similar to 2, create a backup copy of the client using File > Zip, but immediately unzip the client back into the same database. Again, give it a new code when requested. This means that both copies of the client exist on the database. To avoid confusion it is recommended that the archive copy is given a code starting ZZ, e.g. ZZ16XYZ for a 2016 copy of client XYZ. In Central, the duplicate copy of the client can be hidden from users by closing it. To Close the client, open the client so that all its product tabs are shown and then click Close Client on the Ribbon. When using Find Clients in Central to produce a client list, click the option 'Include closed clients' if it is required to see them. There is no way of hiding the archive clients in Trust Accounts.

If you must create an archive database then instructions and some warnings are given below.

C-Tree
1.  Create the database files by either

Copying blank database files and the subfolders with the VAP accounts formatting data into a folder. (Blank database files can be obtained by installing the Trust Accounts software into a temporary folder. Then copy the DATA subfolder containing the database files and the subfolders of DATA to the desired location).
Copying the current database (e.g. the contents, including subfolders, of the WTRUMP\DATA) to a new folder.

2) Give the users access to the database by either:

Giving each user access using File > Open > Configure on each workstation (which saves the connection settings in the user's registry), or
Giving all users access by using a DATABASE.INI file (See TA Help > Contents > Technical Information > Technical Information > Setting up a Trust Accounts database > Multiple Trust Accounts databases).

3) If a copy of a live database is being created, check the option Activities > System Management > Database Parameters > Other > Link to Central. If this option is ticked then assistance will be required from CCH to unlink the copy database from Central, without affecting the Central data for the Live clients. Doing this is not straightforward.

Note that the VAP accounts pages are kept in a subfolder of the database folder, e.g. WTRUMP\DATA\VIZA. So you cannot store two databases in a single folder. If you did the VIZA subfolder would contain client subfolders for clients in both databases. If a client in one database used the same client file extension as a client in the other, then the accounts formatting data would get mixed up between them as they would be using the same client subfolder, causing data corruption.

SQL Server
Creating a new SQL Server database usually requires assistance from the Installation Team.
1.  Install a blank TA SQL database or a copy of the live database on the SQL Server.
2.  Install a second copy of Trust Accounts in a new folder, e.g. WTRUMP2.
3.  In WTRUMP2\WTRUMP.INI, in section [Folders], set Datafiles= WTRUMP2\DATA. This is the location of the “non-SQL files”
4.  If a copy of a live database is being created, delete the contents of WTRUMP2\DATA (that were created by the Install) and copy in the contents of the live database “non-SQL files” directory.
5.  Give users access to the database by setting up a DATABASE.INI file in the WTRUMP2 folder.
6.  If a copy of a live database is being created, check the option Activities > System Management > Database Parameters > Other > Link to Central. If this option is ticked then assistance will be required from CCH to unlink the copy database from Central, without affecting the Central data for the Live clients. Doing this is not straightforward.

Notes

To change database, a user needs to exit Trust Accounts completely and go into the other WTRUMP2\ WTRUMP32.exe.
Each WTRUMP folder has its own WTRUMP.ini file and its own folder for non-SQL files.
The location of the second SQL database should not be set up using File > Open > Configure. Otherwise a user would see both databases in File > Open > Configure and would be able to change database without changing the location of the non-SQL files at the same time. This would mean that they would be using the first database's accounts formatting data with the second database's clients, leading to data corruption.