Server Maintenance

Navigator Server
Navigator Server is a separate program to Navigator and runs on the PC nominated as the server or STN1.  Navigator Server normally runs totally unattended and the only evidence it is running is the small icon on the taskbar.


The Navigator Server program does all the hard work and handles all the data processing and other essential elements of your system such as ad-hoc backups, archives, plot setup etc.  These fundamental housekeeping tasks are all performed on the server using a simple user interface designed to enable managers operate these features.


Starting Navigator Server
The Server must be started before you can start a Navigator Client:
1. Double click on the Navigator Server icon and wait a few seconds.  You will notice the Server icon appear on the System Tray in the bottom right-hand corner of your screen…

Logging into Navigator Server
At certain times you may need to log into the server to perform these housekeeping tasks including amending your company details.  Please spend a few minutes now familiarising yourself with logging into the Server.
Whenever you want to log into the Server, all users must be logged out of the system…
1. Make sure everyone is logged out of Navigator   



2. On the server (STN1), right-mouse click on the Server icon in the System Tray (you’ll find this in the bottom right-hand corner of the screen) and choose Connection Info


3. The Navigator Server window will open…
4. Click on the Session menu and choose Login, or click on the yellow light bulb on the toolbar


5. Enter your username (this must be a user with Manager permissions i.e. Boss) and password and press ENTER or click OK


6. You’ll now be logged on to the Server and you should see more menus across the top…



7. Just spend a few minutes looking at the menu options but BE CAREFUL in here as you can cause some damage if you don’t know what you are doing!
8. If you need to amend your company details just stop here before logging off and jump to the next section 
If you’re done in here and want to log off, just click on the Session menu and choose Logoff, or click on the light bulb again
To log off click on the Session menu and choose Logout or click on the light bulb again
The server will keep running when you log off so there is no need to restart the server when you’ve logged off.



Maintenance
The Maintenance option on the Server  
Backup
Hopefully you’ve set-up each Navigator client to perform backups at set times of the day – please refer to the Client Backups section in the System Configuration Guide for more information about setting up client backups.   


In addition to this, the backup utility on the server allows you to perform extra adhoc backups whenever you want.  The server backup takes a copy of the STR file (main data file) and puts it in the Backups folder on STN1.  You do not need to be logged into the server and the clients do not need to be logged out to perform a backup.
The Server backup utility also allows you to take a backup of the GDB file which contains your phone call statistics information.  The GDB file is automatically backed up as part of the normal scheduled backup routine, so this utility just provides an additional ad-hoc backup facility.


1. Click on the Maintenance menu and highlight Backup


2. A sub-menu appears with two choices, Backup Now and Backup GDB


3. To take an instant backup of the STR file just click on the Backup Now option and the backup will be performed immediately.  Or to take an instant backup of the GBD file, click on the Backup GDB option


What happens when the backup runs?
The Navigator clients do not need to be logged out of the system but the Data Module will be disconnected.

 


Export
The Export facility allows you to export information out of Navigator into a CSV (comma separated file) that can be opened and examined in a spreadsheet application such as Excel.  The information that can be exported includes driver information, fixed prices, plots & places, users, CID preferences and Online
Version 3.0 © Copyright Navigator Software Systems Ltd June 2007  Page 8 of 27
Booking Place List.  When the CSV files are opened in Excel they look similar to this…


The exported CSV files are put in C:\ (the root directory) of STN1 and are named Navigator_users.csv, Navigator_CID_Prefs.csv, Navigator_drivers.csv, Navigator_fixedprices.csv, Navigator_OnlineBookingPlaceList.csv and  Navigator_plots_places.csv.   


In order to perform any of the export routines, you need to be logged onto the Server and all the clients must be logged out of Navigator


1. Before you start the export make sure all the clients are logged out of Navigator and you are logged onto the Server as described above


2. Click on the Maintenance menu and click Export


3. The Export dialog box will appear…
The Driver export can now be done from within Navigator so there is no need to log everyone out of Navigator, just click on the Reports menu and choose Drivers CSV.  The CSV file will be created and placed in the root directory C:\.

4. Place a tick in the box next to the item you wish to export and enter the export password in the Password field.   
The export password is export2003


5. Click on the Start button to start the export


6. As soon as the export has finished, the clients can log back in


7. When the export has finished, open Windows Explorer or My Computer and look in C:\ for the exported CSV file, double click on it and it should open in Excel (if Excel is installed on the computer)  


Fixed Prices Export
The Fixed Price export allows you to changes fixed prices on mass and then reimport them.  Let’s say you decide to have an annual price increase – it’s actually much easier to perform this task in Excel and then import the amended prices back into Navigator rather than trying to do this in the Pricing form in Navigator.  Please refer to the Fixed Prices document for detailed instructions on creating fixed prices and using this utility.


1. Run the Fixed Prices export as described above


2. Open the file in Excel


3. Amend the Account Prices and Driver Prices as required deleting any Fixed Prices that are no longer used – the imported CSV file will completely replace all previous fixed prices so if you delete rows from the Excel file, those rows will not be re-imported into Navigator


4. Save and close the file – you may be asked if you wish to save it in the same format, just click Yes


5. A Save As box will appear, just click Save to save the file with the same name


6. You’ll then be asked if you want to replace the existing file, just click Yes


7. Once you have saved the file, log into the server


8. Click on the Configuration menu


9. Highlight Imports, then CSV Imports and click on Fixed Prices


10. A message will be displayed, just click OK
11. An Open dialog box will appear with the Navigator_fixedprices.csv file selected, click Open to import the file


12. A window will appear with a list of all the amended fixed prices



13. Check that it all looks OK and if you are happy click Continue to complete the import.  If you are not happy and want to make more changes, click Abort  and open the file in Excel again and amend as necessary.


14. After the import the new fixed prices will be imported and will be showing in Edit Fixed Prices on the Pricing menu in Navigator


Driver Export
The Driver export CSV is called Navigator_Drivers.csv and includes the following information:

  • Driver name
  • Call Sign
  • Data ID
  • Expiry Dates
  • Address & Telephone  

Caller ID Export

The Caller ID export CSV is called Navigator_CID_Prefs.csv and includes the following information:

  • Phone Number
  • Identity
  • Priority
  • Call Back
  • Remember Field.
  • Last Used

Online Booking Place List Export
The Online Booking Place List export CSV is called Navigator_OnlineBookingPlaceList.csv and includes the following information:

  • Account Ref
  • Place Name

Plots & Places Export
The Plots and Places export CSV is called Navigator_Plots_Places.csv and includes the following information:

  • Plot name
  • Plot Description
  • East & West Co-ordinates

Archive
The STR file contains all of your data including bookings, invoices and driver statements.  If the STR file becomes too large, it can cause the system to slow down.   
Archiving reduces the size of the STR by moving all the old invoices, driver statements and bookings into a special archive file.  If you need to look back at any of these old items, you can perform a search and view the archived items.  


How much data should I archive?
Do not archive bookings that haven’t been statemented or invoiced.  We tend to recommend that you leave at least 2 months worth of data in your main STR file.  However if you regularly look up bookings that are up to 6 months old, leave 6 months worth of bookings in the main database e.g. only archive up to 6 months ago.  Most of our customers leave at least 3 months of bookings on the system.


When should I run an archive?
Try and make archiving part of your monthly routine - maybe run the archive on the first day of the month or the last day of the month.  So for example, if you’ve decided that you want to keep at least 3 months of bookings on the system and you’ve decided to run the archive on the first day of each month and it’s the 1st October, you’ll be archiving bookings up to 30th June.  This means that you’ll have July, August and September still on the system and as October progresses you’ll also have the October bookings.  The following month (1st November) you’ll archive up to the 31st July and so on.


Naming the archive files
When you run the archive, Navigator will suggest a name for the archive file - the default file name is Navgtr-todays date.ach.  We recommend that rename the archive file so that it’s easily recognisable just in case you have to locate and examine the archive to find old booking, statements or invoices.  For example, you could call the files June05.ach, July05.ach etc.

How long does the archive take to run?
If this is the first time you’ve archived, the archive may take a while to run, maybe 10-20 mins.  If run monthly therafter, subsequent archives should only take a minute or two at the most.


Running an archive
To run an archive you must be on the server and all the client machines must be logged off, so this is best done at a quiet time when it won’t cause too much disruption!
1. Log off all the client machines


2. On the server, right-mouse click on the NavSrv icon in the System Tray (you’ll find this in the bottom right-hand corner of the screen) and choose Connection Info


3. The Navigator Server window will open…


3. Click on the Session menu and choose Login


4. Enter your username and password and press ENTER or click OK


5. Click on the Maintenance menu and choose Archive



6. A window will appear on which you can specify the dates you wish to archive up to and a default name for the archive file will appear in the File Name field – the default file name is Navgtr-todays date.ach.  You can change the archive name if you wish into something more recognisable.


7. When the archive has finished, an information screen appears telling you the result of the archive…


8. Click OK to finish.


9. All the client machines can now log back on again.


Viewing an archive on the server
The archives are kept on the server and viewing their contents is an easy process…
1. Log into Navigator on the server (STN 1)
2. Click on the Accounts menu
3. Choose View Archive


4. The Archive Viewer window will appear…

 


5. Use the check boxes to specify which type of item you’re searching for, i.e. invoices, driver statements or bookings.   

6. Use the From and To fields to specify a date range that the item is likely to fall into.


7. When all the search criteria has been entered, click on the Search button


8. The Open archive dialog box will appear showing all the archive files on the server in the C:\Navigate\Archives folder


9. Select the archive most likely to contain the item you are searching for.  The archive file name contains the date that the archive was run on, for example, Navgtr-20031027.ach was run on 27 October 2003 (the archive date is shown backwards) and then click Open.  Hopefully you will have been naming your archive files so they are easily recognisable.


10. The Archive Viewer will then display the search results in the window…


Viewing an archived item
1. If you want to take a closer look at any of the archived items, right
mouse click on the item and choose View Booking


Printing an archived item
1. If you want to print any of the archived items, right-mouse click on the item and choose Print Booking



Viewing an archive on one of the other workstations
Normally the archives are kept on the server, but you can pull down copies of the archives onto the other workstations.  Once the initial synchronisation has been done, subsequent synchronisations will just update the archive folder with any new archives rather than copying the whole lot every time.  Be warned, if there are lots of archive files, the initial synchronisation may take some time.


1. On the workstation you wish to synchronise, click on the Accounts menu


2. Choose the Synchronise Local Archive with server option


3. On the warning message click OK to continue


4. A message box will appear telling you how many archive files need to be synchronised, click Synchronise to continue


5. When the synchronisation is complete a message will be displayed…


Flush Logs
Clean CID Booking Templates

This option will delete all the Caller ID templates with either no number or private/withheld numbers.
1. Again, before you start this process all clients must be logged out of Navigator and you need to log into the Server


2. When you’ve logged into the server, click on the Maintenance menu  


3. Click on the Clean CID Booking Templates option


A message will be displayed asking you to confirm the operation, click OK
4 When the routine has finished a message will be displayed confirming the number of Caller ID templates deleted, click OK


Delete Old CID Booking Templates

You can also delete old and unused Caller ID templates…
1. Again, before you start this process all clients must be logged out of Navigator and you need to log into the Server


2. When you’ve logged into the server, click on the Maintenance menu  


3. Click on the Delete old CID Booking Templates option



4. A dialog box is displayed telling you that this will remove all Caller ID templates in which the “last used” date is older than the date you specify – enter the date you wish to delete up to  


5. If you wish you can also delete any empty Caller ID templates – these are basically templates that have been generated once but never used again.  If you want to delete these empty templates, place a tick in the Delete empty CID records check box


6. Click OK to continue


7. A message will be displayed telling you how many records were deleted

Offline Plot Set-up (OPSS


In the past the only way of making changes to the plots has been when the system is down which of course is not always convenient for a busy taxi office.  Offline Plot Set-up Session or OPSS is a new feature and has been created to allow you to do this without taking the system down.
The street set-up files can even be taken away to be worked on whilst leaving everyone else happily working on the live system!  The OPSS procedure basically entails exporting a street set-up file, modifying the streets and plots as necessary and then re-importing the street set-up file back into Navigator.  However, whilst the OPSS session is underway no changes can be made to plots or places on the live system, i.e. new places can’t be added, edited or deleted.
Offline Plot Set-up or OPSS is covered in detail in the Offline Plot Set-up guide.

Truncate PSH
View GDB Server Tab
Configuration
Data System Set-up
Depots
First Day Of Week
Invoice/Statement/Booking Numbers

Navigator will incrementally generate the next sequential number for Invoices and Driver Statements.  However if at any time you need to reset invoice or statement numbering you can now do so.
1. Again, before you start this process all clients must be logged out of Navigator and you need to log into the Server


2. When you’ve logged into the server, click on the Configuration menu  


3. Choose Invoice/Statement/Booking Numbers


4. Enter the last used number used for either invoices, driver statements or booking numbers – Navigator will start numbering from the next sequential number


5.


Mapping preferences
Operating Modes
GDB Preferences
Plot Set-up

There may be occasions when you want to make changes to the plots.  For example, you may want to move a street from one plot to another, or split a plot into two smaller plots, or add a new plot.  Be aware that whilst you’re in Plot set
Enter the last number used for either invoices, driver statements or booking number – Navigator will start at the next sequential number
up, all users must be logged out of the system and cannot log back in until you’ve finished.  If you have lots of changes to make and don’t want to disrupt other users, take a look at creating an OPSS (offline plot set-up session) which will allow to export the plot set-up file, edit it on another computer whilst allowing users to continue working.
Plot set-up is covered in more detail in the Plot Set-up configuration guide.
Pricing Titles
Regular Booking Classes
User Privileges
VAT Values

 

Company/Circuit Info
Company Information

Basic information about your company such as name, address, telephone, fax and VAT numbers are all stored and maintained on the server.  This information is printed on various reports including the invoices.  Please note, this has recently moved, it used to be in System Preferences.
1. Before you can get into Company/Circuit Information, all clients must be logged out of Navigator and you need to log into the Server – see Logging onto the Server for instructions on how to do this


2. When you’ve logged into the server, click on the Configuration menu and choose Company/Circuit Info


3. A window will appear showing your company information


4. Click on the Additional Information tab to add the email and web addresses


5. When you have finished making changes click on the Close button to accept the changes and close the window


6. A message will be displayed saying that the server must restart, click on the OK button to restart the server


Click on the Additional Information tab to add email and web addresses
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Circuits/multiple companies
Navigator Pro will now support multiple companies/circuits.  This feature is particularly useful for company take-overs or for managing a separate VIP car or parcel circuit e.g. you would want your VIP cars on a different circuit to avoid despatching a limousine to a school run!
1. Before you can get into Company/Circuit Information, all clients must be logged out of Navigator and you need to log into the Server – see Logging onto the Server for instructions on how to do this
2. When you’ve logged into the server, click on the Configuration menu and choose Company/Circuit Info
3. Click on the Add Circuit button  
4. Enter the circuit display name, this may be the company/circuit  name or an abbreviation
5. Complete the other company/circuit information
6. Use the foreground and background colours to highlight jobs for that company/circuit in a different colour on the Despatch Screen for easy identification


5. When you have finished making changes click on the Close button to accept the changes and close the window
6. A message will be displayed saying that the server must restart, click on the OK button to restart the server



Assigning an account customer to a different company/circuit
For instructions on how to assign an account to a different company/circuit please see Assigning an account to a different company/circuit in the Owner/Manager Guide.
Circuit colours and the Despatch Screen
All jobs regardless of the company/circuit they belong to are shown on the Despatch Screen.  With this in mind it is well worth utilising the colour option when setting up a new company/circuit so all jobs belonging to this company/circuit show on the Despatch Screen as a different colour for ease of identification.


GDB Preferences (require restart)
Phone System (requires restart)
Use Plots (requires restart)
Zones
Imports
Use