Prevent local copy from being saved?

SUGGESTED

Hi all,

I'm a computer technician at a community college that uses Sage 50 2017 presently in the classroom. I'm new and the previous technician kept no notes on the specifics of how Sage 50 should be installed which could be my issue. I needed to reinstall Sage 50 on a couple of computers so I installed it locally since the network technician doesn't recall ever having it installed on a network before and it appears all other computers have Sage 50 installed locally. 

I talked with the teacher and she informed me of an issue she noticed on all our machines. Presently students save their company database to there roaming profile or a flashdrive and they then import the database at the start of class to use Sage 50. However when they do that, Sage 50 creates a local copy of the database on the C drive (C:\Sage\Peachtree\Company). This allows other students to come in and open previous students companies, making it easy to copy other's work. This is obviously and issue. 

My question is how do I set up Sage 50 to not save a local copy of databases? 

Alternatively, I would love to hear how other schools have Sage 50 set up in their classrooms or other alternative to how I can work around this issue. 

  • 0
    SUGGESTED

    Sage 50 is designed to work with files that are located within the data path. The default data path for a local installation is C:\Sage\Peachtree\Company. Each company created gets its own folder within the Company folder. There's not an ideal solution to this problem. Here are the options I can think of along with potential drawbacks of each.

    One option would be to instruct students to delete their company's folder out of the Company folder after they have made the backup to their flash drive or roaming profile. You can find where a company is stored by going to the Maintain menu and choosing Company Information. Obviously the potential problems are that they won't remember to delete their company or they'll accidentally delete the wrong files/folders.

    Another option would be to copy/move their company's folder to a folder on a flash drive. They could go to File > Open Company and browse to the folder above their company's folder to open it. In theory this should work but it's definitely not recommended. I would be concerned about data reliability on a flash drive and KB ID:39323 says:

    It is not recommended to have your companies located outside of the datapath.

    Note: Companies that are located outside of the data path will not have access to custom forms, reports and most connected services. If you are on Sage 50 2014 or Sage 50 2015 your company files must be inside of the data path for the respective program.


    If you have to way to use a clean virtual machine for each class, that would work. The risk here would be that if a student forgot to backup their company at the end of class or if they lost their flash drive, the data would be gone for good. Obviously there would be some work in setting this up but it would be the most reliable method.

  • 0
    SUGGESTED

    Why don't the companies have user names and passwords?  The Teacher could also be a user so if they forgot their password, He/She could sign in and change the password for the student. 

  • 0 in reply to StephenC

    We don't presently have the capacity for VM's for each of the students and thank you for pointing out the pro's and cons of each! I think I may just work on a script or scheduled task to delete the databases after a couple days. Thanks again for the info!

  • 0 in reply to Best Business Strategies

    That is great question. I'll have to ask the teacher's why that isn't the case right now.