How do I set up ChurchTrac on our Local Area Network (LAN) so we can share data?

We don't recommend that you use this method to share data with ChurchTrac 8 (the 2011 version). Doing so may result in errors or other problems in ChurchTrac 8. You may also want to consider ChurchTrac's data sharing feature, which allows you to share data between multiple computers, even computers that are not connected to your local area network.

Note: These instructions require above-average computer skills, including the ability to set up and share files across a network. You may want to consider using ChurchTrac's data sharing features instead of shared networking for better performance. Also, we're not able to offer support for this method of data sharing.

In a normal, single-computer installation, the data file (ctdata) is stored in your \Documents\ChurchTrac\ folder. In a network installation, each individual computer need be configured to share the same data file.

To setup ChurchTrac to use on your local area network (or LAN), follow these steps:

• First, all the computers must be connected to a router or network hub that allows you to share files and/or an internet connection. If your computer are not already set up on a network, you'll need to do that before you can share ChurchTrac data between the computers.
   
• Install the latest version of ChurchTrac on each computer connected to your local area network. At this point all the computers on the network will have their own data file.
   
• Decide which computer on the network will store the ChurchTrac data file (ctdata) for all the other computers to share. Since all the computers on the network will share one ctdata file, the computer where this file is located this file should be on a computer that is normally turned on during the hours this file would need to be accessed. NOTE: If the computer that stores the ctdata file is turned off, no other computers on the network will be able to run ChurchTrac (the data will be inaccessible). It is also a good idea to place the ctdata file on a faster (or newer) computer, which will speed up access to all network users. TIP: For best performance, make sure the computer that stores the data file is connected to the network hub via a network cable and not with a wireless connection. Also, it will work best if this computer has a minimum of 1 GB of RAM on Windows XP or 2 GB of RAM if running Vista or Windows 7.
   
• Copy the ctdata file to a shared documents folder on the computer you picked in the previous step. By default, the ctdata file is stored in the C:\...\Documents\ChurchTrac\ folder (open My Documents then double-click on the ChurchTrac folder). You may also make this ChurchTrac folder a shared folder on the network. The shared folder where ctdata is stored must be setup so that network users are allowed to make changes to the files (read-only access won't work).
   
• On every other network computer, rename the “ctdata” file to “ctdata_old” (without quotes). Your computer may list the filename as ctdata.mdb or ctdata.accdb, in which case you would rename it to ctdata_old.mdb or ctdata_old.accdb.
   
• Launch ChurchTrac on one of the network computers. If you have performed the above steps correctly, you should get a message saying that ChurchTrac could not find your data file.
   
• Click the Browse button and use the file dialog to navigate to the location on the network where you have stored the ctdata file to be shared. Click on the ctdata file and then click “Open”. It may take a few moments for ChurchTrac to reconnect to the data file. When this process is complete, ChurchTrac will be ready for use.
   
• The final step applies only to the computers on the network that do not locally store the ctdata file (the computer you picked in Step 4 above doesn't require this setting). On each of these network computers you'll need to adjust their Windows/Internet Explorer security settings in order to share a file over the network unhindered.