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Can I test things without affecting live records?

Zenya Allen
Zenya Allen
  • Updated

The steps below show you how to access the demo database which can be used to trial entries without affecting your live data. It can also be ideal when training new staff or testing accounts corrections.

You're able to:

  • Copy your live data to a demo environment
  • Save demo data for a period of time
  • Replace demo data to update it with existing data files
  • Enable, disable and delete demo data
  • Demonstrate data compliance with GDPR

 Warning

  • When in Demo Mode, you can still send emails and SMS messages to live contacts. However, you must also be sure not to send any files such as Autobanking, Direct Debits, Standing Orders, Hallmark etc
  • The software will still have an internet, email and printer connection unless you disable these prior to using Demo Mode
  • Any changes to diary appointments and letter templates also come through to your live database

This article includes: 

Open Demo Version

  1. Click Miscellaneous
  2. Click Different Database from the dropdown menu
  3. The Change Datapath will display. Select Demo Data on the dropdown
  4. Click Demo Version
  5. If you have never opened the Demo Version before or you are creating a new Demo Version, this may take some time as the software takes a copy of your existing data
  6. If you use the Key Module, a message appears informing you that this isn't carried into the demo version
    For more information on The Key Module, click here
  7. If you have gone into Demo Version previously, you will get the following message "There is already a demo database on the server, would you like to use this?"
    1. Click Yes to open the previous version of your data, it won't be a current copy of your live data
    2. Click No to create a new copy of your live data, this will take a current copy of your live data
    1. Click OK to confirm the message that Demo data was successfully created
  8. The main toolbar and side menu will appear with a shaded Yellow border

Return to live version

To go back to your live data:

  1. Click Miscellaneous on the main toolbar
  2. Click Different Database on the side menu
  3. Click Open Data File
  4. Your Live Data will display and the main toolbar and side menu will return to the Blue border 

Defaults to enable, retain and remove demo

The Demo copy of your data could contain records that have since been Anonymised or where a customer has changed Consent Preferences. You can choose for how long your demo data will be saved.

In User Defaults, you can manage how long the demo data is stored in version 4.7.1.3+.

 Note

You will need access to User Defaults, to edit your default settings. These can be accessed by those who have the correct permissions

  1. Click Defaults on the main toolbar
  2. Click User Defaults on the dropdown menu
  3. The Demo Mode settings are in the centre column
    1. Enable Demo Mode - Tick to enable using the Demo Version
    2. Delete Demo Databases - Use the arrows to increase or decrease the number of days which the Demo Version will be saved. After the set amount of days, a user will have to create a new Demo Version and won't have the option to retrieve a previously saved Demo Version
    3. Delete Demo Databases - Click to remove all current saved, demo data