Tech Docs: Getting Started

Getting Started with Facil

Topics in this document...

Installation:

●  General Information

●  Demonstration

●  Single User

●  Multi User

Selecting the Facil Data File

Microsoft Access Run-time

Running Facil for the First Time

Setting Up the Initial Data in Your Facil System

Learning to Use Facil

Technical Support

Installation - General Information

The Facil CD can install the program in four different ways.

●  Demonstration

●  Single User

●  Multi-user (First Installation)

●  Multi-user (Additional Workstations)

Please read carefully the instructions for the Demo, Single User, or Multi User installations as appropriate to your situation. For any type of installation, just insert the Facil CD into the computer's CD drive; the installation program should start automatically. If it does not, double-click on the file "Install.exe" found on the CD. The installation program will ask which type of installation you wish to perform.  back to top

Demonstration Installation

You are welcome to install the Demonstration version of Facil on any number of computers. The demonstration is single-user; each computer uses its own data file. An example demonstration data file is automatically installed in all (Demonstration or other) Facil installations for practice and training purposes. Do not install the demonstration on a computer that already has a single or multi-user Facil installation. back to top

Single User Installation

You will need the license file supplied to you by Becker Software. It must be available on a floppy disk or on your hard disk. You will be asked to indicate the location of this license file during the installation process.

All Facil files are installed on the computer, including the demonstration data file and your empty data file, ready for initial use. When you first run Facil, it will load the demo data file, ready for you to learn Facil. See "Selecting the Facil Data File" below for instructions on switching from the demo to your own data file.  back to top

Multi User Installation

IMPORTANT: If you are doing a multi-user installation, do NOT install the Facil program onto your network server. The only files that will reside on your server will be the shared data file and the license file. These files will be placed on your server automatically as part of the "Multi-user (First Installation)".

A multi-user version of Facil requires that the data file be installed in a location that is shared by all users. This could be a shared directory either on a network file server or on a workstation in a peer-to-peer network. All users must have full permission - including Read, Write, File Create, and File Delete - for the directory containing the shared data.

Establish your shared directory before you install Facil. You will need to identify the location of the shared directory during the multi-user installation.

Note: You may be using "drive letter mapping" to identify shared directories on your file server. This is the technique where a drive letter (typically F: or higher) is used to point to a server directory so that the workstation can refer to the server directory without specifying the complete name and path to the server. DO NOT use a mapped drive letter to refer to the shared Facil directory. When you run Facil and select your data file with the "File Open" dialog, use the "Network Neighborhood" selection in the "Look In:" dropdown instead of a drive letter. Select the server from the list of systems on your network and then select the directory and file. This will insure proper operation of Facil.

Select any client computer for the "Multi User (First Installation)". You will need the license file supplied to you by Becker Software. It must be available on a floppy disk or on your hard disk. You will be asked to indicate the location of this license file during the installation process.

Then install Facil on any number of other client computers using the "Multi-User (Additional Workstations)" installation. You will not be asked for a license; it is already installed on the server. You will not be asked the location of the shared data file; it also was installed on the server.

On each individual client computer, when you first run Facil, it will load the demo data file, ready for you to learn Facil. See "Selecting the Facil Data File" below for instructions on switching from the demo to your data file. Again, use the "Network Neighborhood" in your ''File Open'' dialog to select the shared data file. DO NOT use mapped drive letters. 

Note for larger installations: If you have more than a couple of computers on which to install Facil, and if you are comfortable with manipulating files and directories on your local computer and your server, there are some time saving shortcuts.  See the Technical Document "Installing on Multiple Computers".

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Selecting the Facil Data File

Facil allows the user to select the data file to be used. A copy of the Facil demonstration data file, FacilData_Demo.mdb, is installed on every workstation as well as in the shared directory of a multi-user installation. This allows you to use the demonstration data for training purposes and then switch to your actual Facil data file at any time.

When Facil starts, it always uses the same data file as the last time it was used. The directory and file name of the data in use is always shown at the bottom of the Facil main menu. Once you have selected your data file, you will not have to select it again unless you move or rename it. You can change the data file being used at any time from the Facil Administrative menu, using the function "Select Data File".  back to top

Microsoft Access Run-time

The Facil installation installs a copy of the Microsoft Access 97 Run-time version. This Run-time installation allows Facil to operate independently, regardless of whether or not you have already installed Microsoft Access (in any version). This installation will not disturb any other version of Access you may have already installed. You can install or uninstall your own copy of any version of Access at any time without any effect on Facil. You can uninstall Facil at any time without disturbing any other version of Access you may have installed.

Warning: The Facil system contains many safeguards to insure the completeness and accuracy of data. While it is possible to open the Facil data file directly using your own copy of Microsoft Access, this is NOT recommended. Working directly with the Facil data files using Access or other software can result in irreparable damage to the data that will prevent the Facil system from functioning. If you do wish to use your Facíl data with Access, any risk can be avoided by simply copying the Facil data file and then working only with the copy.  back to top

Running Facil for the First Time

You can start Facil from the Start Menu or from the Facil icon that is installed on the desktop.

If you have used the default directories in the installation, the program will be using the demonstration data when it first starts. If the directories are different, or if the data file is not found for any other reason, Facil asks you to select a Facil data file.

It is recommended that you use the demonstration data while you explore Facil. You can return to the demonstration data any time to experiment without disturbing your actual Facil data or other users.

In a multi-user installation, each Facil workstation is independent in selecting the data file they are using. This allows any user to change between the demonstration data and the actual shared data. It also means that every workstation must select the shared data file when they are ready to use it for the first time.  back to top

Setting Up the Initial Data in Your Facil System

When you are ready to begin using your own Facil data, select the empty Facil data file - FacilData.mdb. In a single user installation, it is located in the same directory as the Facil program. In a multi-user installation, the data file is on the network server in the location you specified during the installation.

When you first begin using your own, empty, Facil data file, you must enter supporting data in the "Reference Lists" before you can successfully enter Person, Class, Equipment, or other working data.

The Reference lists are accessed from the Administration menu. A Reference list is typically a list of choices that you will be selecting from when entering other data. For example, Person Types is a Reference list when entering Persons. You must select the Person Type for each person from the choices that you have established in the reference list. Since the Person Type is required to enter a person, you can't enter any people until you have entered one or more choices in the Person Type reference list.

By having you create your own choices for such data as Person Types, Production Subjects, Volunteer Areas, etc. Facil allows you to use your own terminology and adapt the program to your own organization. Review each tab on the Reference list form to see that you have established the basic choices for all areas. If you are unsure of the meaning of the data, read the help on the related form where each data field is explained. You may find it useful to refer to the entries in the demonstration data for examples of typical reference list choices.

Do not feel that it is necessary to have determined and entered the final and complete set of choices for every reference list before you can use Facil. The best approach is to enter the few choices that you are certain you will be using into each reference list. If you need additional choices in a particular data item, that will become evident when you are adding your data to the program. You can decide on the other choices and add them at any time.  back to top

Learning to Use Facil

●  Watch the Facil training video to get an explanation of the functions of Facil and how they work.

●  Read the Facil Help file. You can print the entire help file from the Report menu, under System reports.

●  An email list serve (“bulletin board’) is available for the exchange of ideas and comments by Facil users. Each email message sent to the list by a subscriber is automatically forwarded to every other subscriber.

To subscribe to the Facil mailing list, just send an email to facil-subscribe@accesstucson.org.  The "reply" address from your email will be your receiving address for the Facil list serve.  Email to facil-unsubscribe@accesstucson.org if you wish to be removed from the list.

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Technical Support

Check the Technical Documents and Frequently Asked Questions on this web site for information on many aspects of implementing and supporting Facil in your organization.

For Facil technical support, contact Becker Software via email or by phone at (520) 991-0909.

Technical support is available without charge to licensed users of Facil for a period of 120 days following their purchase. Ongoing technical support agreements and program updates are available from Becker Software. Please email or call for further information.  back to top