How To Create An Archive Database in toxiCALL® 4

An archive database can be used to keep your network database size smaller by moving non-active cases. If your SQL Server has limited resources, this can be helpful to maintain optimal data access speeds. However, this is not necessary for most clients.

You can also use an archive database to copy cases for secondary reporting such as a study. This is idea by copying only the cases which are important for your study. This way you can build simple queries when evaluating the study data, rather than using the full study criteria for each query.

Archives can be used for case evaluation and reporting.

Important:
If you are making changes to case data which must be transmitted externally using AutoUpload (e.g. NPDS), it is important that changed cases are not moved to the archive until the AutoUpload submission is complete and acknowledged.

Steps to archive cases #

1. The first step in archiving cases on a separate database is to first create the database on your SQL Server from scratch.
2. Once you have the new database created, you will then need to run the “ScriptNewToxiNetSQL.sql” script located in the TOXICALL® application directory against the newly crated database. The script will build the appropriate structure on the database for your cases to be archived. NOTE: When the scripts completes running, you may see a warning or failure pertaining to ToxPat or ToxNotes table creation, please disregard this message and proceed.
3. Next you or your DBA will need to create a username / password on the database with DBO permissions for TOXICALL(R) to use while accessing the database.
4. Now that you have the database in place and the structure built, you are ready to set up the new database within TOXICALL®.
5. Start TOXICALL® and log in with supervisor rights.
6. Click on the “TOOLS” menu option and then hover over the menu pop out labeled “System Tables” then click on “User System Tables”. The User System Tables window will appear.
7. Scroll down and locate the row with the description labeled as DATABASE CONFIGURATION. Double click on the row to open the configuration window.
8. Click on the NEW icon (looks like a white single sheet of paper). You may now type in a description of the new database in the “Description:” field. An example may be Case Archive 2008. The description you type here does not need to be the same as the database name in SQL Server.
9. Next you will click on the 3-dot lookup button to the right of the “File:” field. The “Toxicall® Configure Database” window will open. Use the drop down menu next to “Database Type:” and select Microsoft SQL Server. You will now be presented with additional fields pertaining to the SQL Server, please fill these out completely, and use the TEST button to ensure accuracy. If you do NOT receive a success message when testing the connection, do NOT proceed. Be sure to correct any connection issues before moving to the next steps. Press OK to save the changes if a success message is received.
10. Next, you will check all 4 view levels and then press the save button icon (looks like a small disk).
11. Press the close button and when prompted if you would like to release system tables, press yes. You should then be prompted again about releasing the system tables, press ok. Press close on the User System Tables window, and allow the system tables to release.
12. Once the application exits restart the application and log in again with supervisor rights.
13. Click on the TOOLS menu option and then hover the mouse over “Data Migration” then select “Check for Structure Updates…”.
14. Use the “Check Type” dropdown menu option and select the option “—Check for All DB Updates –“. Under the “Select a database:” menu option select the new archive database that was just created in the previous steps.
15. Press START. Once the process completes press OK then close the “Check Databases for Data Structure” window.
16. Click “Tools” > “Copy System Tables”. Leave the source as “Network Database” and change the destination to the new archive.
17. Press “Start” and allow the process to complete.
18. The new database is now ready to accept cases to be archived.
19. Perform any needed searches on the Network Database to isolate out the cases you would like to move.
20. Press the FILE menu option and select “Move/Copy Cases…”. The Move/Copy Cases window will open.
21. Verify that the source database is correct then use the 3-dot lookup on the destination database to select the appropriate destination database.
22. Change the following radio button to “All Displayed Cases” to move all the currently displayed cases to the archive database.
23. Check the “Copy System Tables” check box.
24. Verify one final time that all settings are matching the results you desire, then press OK. TOXICALL® will begin to move the cases to the destination database. Once this process completes the cases have now been moved to the archive database.

If you have any questions, please feel free to contact support.