Summary
If you are running an unsupported version of Commence, the workgroup must be upgraded before installing the latest synchronization service pack. The steps in this article are a guide to ensure that the existing workgroup is taken offline in an orderly manner and that no loss of data occurs during the process.  These instructions are also available in the Commence Server Guide (svrguide.pdf) which is installed with the program.

Note: The server can remain open while the clients are upgraded. The built-in safeguards will prevent the synchronization of data from a client that is not running the correct version.

1. Close Commence and all Microsoft Office products (Outlook, Word, Excel, etc.).
2. Delete all pending synchronization files for all methods of communication. These files should not be backed up - they will be recreated after the upgrade.
   - The shared LAN directory (a.k.a. spool) and the FTP directory (if used) will also have a file called database.ID; avoid deleting this file. All files with .UP and .DWN extensions can be deleted.
   - For email synchronization, the pending sync files will have a unique subject such as "Commence sync file..." and a fle attachment. Login to the email account used by the Commence server and delete any Commence sync mail messages that have not yet been processed.
3. Delete all error files from the local \WORKGRP folder of each client and the server. The folder is located within the data directory. Use File - Open/Manage Database to determine the path to the active data directory. Then use Windows Explorer to open this folder. All files ending in .SER or .ERR may safely be deleted from the WORKGRP folder.
4. Install a supported version of the Commence software on the server.  Do not run Commence when the installation completes.
5. Run the License Administration program to increase your user limit to match the number of clients in your workgroup.
6. Run ComAdmin to upgrade the workgroup administration (*.DAT) files. Immediately after upgrading to a new version of Commence Workgroup, it is crucial that you launch the Commence Administration software to complete the upgrade. This is also an opportune time to delete any extra users who are no longer part of the workgroup.
7. Run Commence and open the server database to convert the data. The conversion process will first backup the database, then convert it to the new format.
8. Install the supported version of Commence on all the client workstations.
9. After upgrading the workstations open the shared database on each client. Follow the prompts to convert the shared database as needed.
10. Install the service pack on the server and all clients if it is not already applied.
11. Re-establish synchronization.

• If auto-synchronization was turned off using the Customize - Workgroup command (or Tools - Customize - Workgroup), enter a number larger than 0 to resume sending updates at regular intervals.
• If the database preference had been changed to NOT set the shared checkbox by default, then re-enable this option.

Refer to knowledgebase article Q11106 for more information about what to expect after installing the service pack.

Applies To

• Commence 4.0 and 4.1
• Commence 2000
• Commence RM 2.0