Requirements for Setting up a Shared Folder

1. Local Area Network (LAN): Ensure your LAN uses wired connections for increased speed and reliability.  For a detailed guide on setting this up, refer to Networking Basics for Photography Studios.
2. Shared Folder/Drive: You need a shared location accessible by all computers on the network, with both read and write privileges.  This ensures that all users can access and modify files as needed.

3. Auto-Login: Each computer must be configured to login to this shared location upon startup.  This auto-login feature guarantees that the shared resources are consistently available to all users without the need for manual connections each time.

    

   

   Caution - Preventing Data Loss

   The Shared Folder option is suitable for studios where users can coordinate their updates to avoid conflicts.  If two users open ProSelect simultaneously, both will access the same data file.  If one user saves changes, the other won't see these updates until they restart ProSelect or manually update from the shared location.  If the second user saves changes before updating their data, it could overwrite and erase the first user's modifications.  Coordination is essential to prevent data loss.

On Your Main Computer

1. Begin by locating your ProSelect Resources folder.  In ProSelect, go to the top menu, Resources > ProSelect Resources Folder > Show in FinderExplorer.

2. Manually copy the entire ProSelect Resources folder to a shared network location.  This process can take a few minutes depending on the size of your resources folder and your network speed.  Ensure this is done before proceeding to further steps to prevent any data loss.  Look at Step 2: Copy the ProSelect Resource Folder for detailed instructions.
   
   

   

   Important Info

   To maintain data integrity, restrict access to the shared resources folder to advanced users only, potentially by placing it within a clearly marked "Keep Out" folder.  This setup ensures that all networked computers can access and use the latest data without conflicts or data loss.

3. Before making any changes, it’s important to backup your current ProSelect Data file.  In ProSelect, go to the top menu, File > ProSelect Data > Export Data to: and save a backup copy to your desktop.
4. Open Settings: Go to the top menu, ProSelectEdit > Settings > General Settings > Sharing.
5. Enable the "Shared Data Folder" option.
   
   
   
   
6. Click on the drop-down arrow under the Resource Folder Location and choose "Select Folder." 
   
   
   
   
7. Navigate to the shared drive/folder location where you previously copied your Resource Folder.  Click Open.
   
   
   
   
8. Back in the Sharing window, you will notice that your Resource Folder Location has changed.  It now points to the new Resource Folder location.
9. Under the Copy Data File section, select "Send to Shared" to copy your current ProSelectData.xml file into the new resources folder in the shared location.  A confirmation will popup.
   
   
   
   
10. Under Updating from Shared Folder, review the information and choose "Always Update..." to ensure your ProSelect loads the latest shared data on startup.
11. Under Saving ProSelect Data File Changes, review the information, and choose "Save on this computer and update the shared file."
12. Close the dialog to apply the changes.
13. Click on the Save button to save the changes and exit Settings.

Adding Additional Computers

To integrate another computer into the resource-sharing setup, follow these steps:

1. Open ProSelect on the computer you wish to add to the resource-sharing setup.
2. Open Settings: Go to the top menu, ProSelectEdit > Settings > General Settings > Sharing.
3. Enable the "Shared Data Folder" option.
   
   
   
   
4. Click on the drop-down arrow under the Resource Folder Location and choose "Select Folder." 
   
   
   
   
5. Navigate to the shared drive/folder location where the Shared Resource Folder was saved.  Click Open.
   
   
   
   
6. Back in the Sharing window, you will notice that your Resource Folder Location has changed.  It now points to the SAME Resource Folder location as your main computer.
7. Select "Get from Shared" under the Retrieve Data File section.  This action points the computer to use the shared resources and updates the local low-resolution resources and the ProSelectData.xml file.
   
   
   
   
8. Under Updating from Shared Folder, choose "Always Update the data file on this computer without asking"  to ensure the data file is always current on startup.
9. Under Saving ProSelect Data File Changes, decide whether this user can alter the pricing or modify templates.  If the user should not make changes, uncheck "Save on this computer and update the shared file".  If user modifications are allowed, ensure this option is checked.
10. Close the dialog to apply the changes.
11. Click on the Save button to save the changes and exit Settings.
12. Restart ProSelect: Close and reopen ProSelect to ensure all settings take effect correctly. Verify that pricing and templates are correct and appear as expected.
13. Repeat this process to add as many additional computers as required. 

The ProSelect Network Server is a specialized program designed to manage the sharing of ProSelect data across a local network.  It ensures that multiple users can access and work with a unified set of data, enhancing collaboration and consistency across the studio.  The server also offers the capability to restrict editing rights, allowing only designated users to make changes to the shared data.

1. Download the Network Server from the Pro Studio Software website.
2. Install the Network Server on any computer within your local network.  It should be installed on a single machine that is always powered on or the first to be turned on in your network setup.  This can be either a Mac or Windows machine, as the Network Server supports a mixed-environment network.
3. Once installed, navigate to the Network Server on your machine.
   
   
   
   
4. Double-click to open it.
5. If a security prompt appears asking if the application should be allowed network access, choose “Always Allow.” This permission is crucial as it enables the server to communicate with other instances of ProSelect across your network.
6. Once the server interface is open, specify which version of ProSelect you are integrating with the server. 
7. Initially, you might see the option checked for “Allow all users to read & update.”  While this setting facilitates unrestricted access for all networked users, it’s advisable to familiarize yourself with the Server Permissions settings.  Depending on your studio’s operational requirements and security protocols, you may later decide to adjust these permissions to restrict who can make changes to the shared data.
   
   
   
   
8. If you already have a recent export of your ProSelect Data file, you can load this into the server immediately using the “Load from” button.  Choose "External Folder" from the popup menu, and navigate to the saved ProSelect Data file.  Alternatively, this can be done later in the Settings > Sharing Setup area.
9. You can now "Hide" the ProSelect Network Server.  Return here to modify Permissions if required, or restore from an AutoBackup.
10. While the Network Server efficiently handles the ProSelect data file, it does not manage the actual transfer of resource images used in ProSelect, such as those stored in a Resources folder.  Therefore, alongside setting up the Network Server, it’s essential to establish a shared ProSelect Resources folder.  Continue the setup process by clicking on Setup & Use ProSelect Network Server.

Launch Network Server Automatically

To ensure the ProSelect Network Server launches automatically whenever the host computer is started, follow these setup instructions:

For Mac Users

1. First, ensure the ProSelect Network Server application is in your Applications folder.
2. Right-click on the application and choose "Make Alias" to create a shortcut.
3. Set Auto-Start:
   • For All Users: Drag the alias to the "Macintosh HD > Library > StartupItems" folder to ensure the server starts up regardless of which user logs in.
     
     
     
     
   • For a Specific User: If you prefer the server to start only when a specific user logs in, move the alias to "Macintosh HD > UserName > Library > StartupItems."

For Windows Users

1. Place the ProSelect Network Server application in your Programs folder or another suitable location.
2. Right-click on the server program and select "Create Shortcut".
3. Set Auto-Start:
   • For All Users: Place the shortcut in "C: > ProgramData > Microsoft > Windows > Start Menu > Programs > StartUp" to ensure the server starts with any user login.
     
     
     
     
   • For a Specific User: Move the shortcut to "C: > Users > User Name > AppData > Roaming > Microsoft > Windows > Start Menu > Programs > Startup" if you want the server to start only when a particular user logs in.

Automatic Data Backups with ProSelect Network Server

The ProSelect Network Server provides a robust system for automatic data backups, ensuring that all changes are preserved and can be recovered if needed.  Here's how it manages backups and recovery:

1. Automatic Backup Creation:

   • The Server automatically stores up to nine previous versions of the data file for each connected computer.
   • These backups are named "ProSelect_Data_ComputerName_bkX.xml."  The "X" ranges from 1 to 9, representing the backup order from most recent to oldest.

2. Recovering from AutoBackup:

   • To recover from an earlier backup, navigate to the Backup File option in the server's popup menu.
     
     
     
     
   • The backups are listed in descending order by date, with the file size displayed.  Selecting a file from this list will load that specific version back into the server.

3. Data Synchronization Upon Startup:

   • When ProSelect is launched on any connected machine, it might indicate that the "Local copy is newer than the server copy."  In such cases, you should choose the "Get from Server" option to synchronize with the latest server-stored data.

4. Data Storage Location:

   • The server stores the shared data in a file named "ProSelect_Data.xml," located in a universally accessible area on your computer designated for 'All Users' preferences.
   • For Macs: You can find this file in "Application Support > ProSelect Network Server."
   • For Windows (Windows 7 and newer): The path is " C: > ProgramData > ProSelect_Server."

It is generally advised not to access or manipulate this data file directly.  If needed, you can load an existing ProSelect data file into the server using the 'Load from File' option during setup, but typically the file is maintained through ProSelect's ongoing operations.  This setup ensures that all data is consistently backed up and available for recovery, making it a dependable choice for studios requiring reliable data management across multiple computers.

Finish Setup of the ProSelect Network Server

1. Ensure all ProSelect albums are closed. You can restart ProSelect or select 'New Album' from the File menu to close any open albums.
2. Make sure the ProSelect Network Server has been installed on your network.  Click on Install and Manage the ProSelect Network Server for detailed installation instructions.
3. Manually copy the ProSelect Resources folder from your main computer to the designated shared location on your network.  Follow Step 2: Copy the ProSelect Resource Folder for detailed instructions.
4. Open ProSelect and navigate to the Sharing settings (on the top menu, ProSelectEdit > Settings > General Settings > Sharing).  Select the 'Network Server' Setup button to connect to the server.  If the server is automatically found, a confirmation message and the server's IP address will be displayed.  If the server is not found, manually enter the server's IP address and use the 'Search' button to connect.  Refer to the troubleshooting guide if the server still cannot be found.
   
   
   
   
5. Specify the location of your Shared Resource Folder.  This is crucial for ensuring that all resources such as templates and backgrounds are correctly linked.
   
   
   
   
6.  If this is the first computer being set up for sharing, click the Send to Server button in the Upload to Server section.  This action will upload your current ProSelect Data file from your computer to the server.
   
   
   
   
7. When setting up additional computers, click the Get from Server button in the Retrieve Data File section.  This action will download the shared ProSelect Data file from the server to your local machine.
   
   
   
   
8. Optionally check the "Always Update" box to automatically update the Data File on this computer without asking, to ensure changes are synchronized across all machines.
9. If you want this computer to be able to make changes to the data file, ensure you check the box, "Save on this computer and update the shared file".
10. Confirm all settings by clicking OK to close the Setup window.
11. Then click the Save button to apply these settings.
12. Repeat this process on all machines you wish to have access to the Network Server.

Sharing Status

When you choose the ProSelect Network Server for data sharing, ProSelect displays the "Sharing Status" indicator on the top bar of the ProSelect main interface.  This status helps you monitor the current sharing condition and ensures that your connection to the network server is active and functioning correctly.

  Connected: Both the ProSelect Network Server and the shared ProSelect Resources folder are accessible.

Server Only: Connected to the ProSelect Network Server, but the shared Resources folder is disconnected.

Resources Only: The ProSelect Network Server cannot be accessed, but the shared Resources folder is accessible.

Disconnected: Neither the ProSelect Network Server nor the shared Resources folder can be accessed.

Loading New Data From Server

When using the ProSelect Network Server, ProSelect automatically checks for a newer version of the ProSelect Data file on the server every time it starts.  If a newer version is found, you can choose to update, which will replace your local data file with the server's version.  To streamline this process, you can enable automatic updates without notification by selecting the "Always Update the data on this computer without asking" option.

Saving Updated Data Back to the Server

ProSelect is configured to automatically save any changes made back to the server, assuming the server settings permit it.  For more details on these settings, click on Understanding Server Permissions.  If you want to prevent a computer from saving changes, you can disable this feature in ProSelect by unchecking the "Save on this computer and update the shared file" option.  When this is disabled, users will be notified that they cannot save changes when they try to modify settings within ProSelect.  Additionally, permissions can be adjusted directly on the server to manage who can make changes.

The ProSelect Network Server offers various permission settings to manage how users interact with shared data.  Here’s a closer look at understanding and managing these permissions effectively:

1. Common Scenario of Permission Issues:

   • Suppose User A and User B both start ProSelect and download the current Product & Pricing Manager data from the Server.
   • User A modifies the Product & Pricing Manager and saves these changes to the Server.  Meanwhile, User B, unaware of these changes, also modifies the Product & Pricing Manager based on the outdated data they initially downloaded.
   • If User B saves their changes after User A, they will inadvertently overwrite User A's updates, leading to data inconsistencies and potential loss of important changes.

2. ProSelect’s Warning Mechanism:

   • ProSelect attempts to mitigate this issue by warning users (like User B in the above scenario) that they are about to overwrite newer changes on the Server.  However, without proper permission settings, this warning might not prevent the overwrite.

3. Recommended Solution - Setting Specific Permissions:

   • To avoid such conflicts, it’s advisable to restrict the ability to save changes back to the Server to only a select few users or a single administrator.  This is done by unchecking the “Allow all users to read and update” option and then configuring specific permissions.
     
     
     
     
     • No Access: Users cannot read or write data.
     • Read Only: Users can only view the data but cannot make any changes.
     • Read/Update Older Shared Data: Users can update the server data only if no newer changes have been made since their last download.
     • Read/Update All Shared Data: Users can overwrite existing data even if it has been recently updated by someone else.
       
       

4. Managing User Access:

   • The Server interface allows you to see all computers connected to the server and set permissions for each.  If there are changes in the network or new machines are added, you can reset permissions using the “Remove All Users” button, which clears all stored connections and permissions, setting them to default to "Read Only" for new connections.