Please ensure you read this guide carefully before updating your PPS system. Missing out on some of the details included here can cause errors and access issues.
This guide will take you through the process of updating your PPS system when a new version is released. New updates are only made available to systems where there is a valid and up-to-date support contract in place so you will need to ensure that you have one of these before continuing.
Important- PPS Local Users: In order to successfully update your PPS system you must be logged into the PC as a Windows Administrator. This is applicable on all machines networked to your PPS database as well as the main database itself. Running the PPS exe. as an admin via the right click function is useful for guaranteeing the update process has access to admin permissions.
For PPS Local Users we also recommend taking a full back-up of your PPS database before proceeding with the update process.
Section 1 - PPS Sync Server Users
If you synchronise with other PPS systems via PPS Sync Server then it's important that you arrange to update these separate systems at around the same time. Failure to do so can cause system and version incompatibility which may result in data integrity issues.
If you synchronise with a Call Handling, Express, Online Booking, or Hosted Back-Up system on our servers that you do not have access to then contact our support team via email@example.com and we can update these systems for you.
Section 2 - Updating PPS
We recommend commencing the PPS update process when no other users are logged into the system, as essential maintenance procedures involved can only occur when only a single user is accessing PPS and these should not be delayed once the update has been applied.
It is important that your PPS system is reindexed as soon as you complete the update process, no other users can be logged in while you do this. There is also an update process that occurs when a single user logs into a system nobody else is logged into, and this process is vital after an update. It will run automatically when the sole user logs in after the update and should be followed by the reindex. Find more details on this in Section 3.
Applying the update on one PPS machine/user will roll it out to all other users of your particular system. Once the update is done on one machine/user any others will need to update before they can log in. For PPS Local systems all machines will need administrative access to complete the update or they will be unable to access the system.
a. To begin, navigate to Help > Check for Software Updates. From here, you can access Release Notes for past versions of the software in addition to the latest release.
b. When a new release becomes available you may first need to download it. If the latest version is already downloaded it will show in the "Update already downloaded" section and you can skip ahead to step c. To download the latest release press Download.
Choose to Download via HTTP
The below prompt will appear. It is important that the PPS system is left to complete the download. Do not attempt to close PPS or restart your machine during this process. Press OK.
You will remain on the below screen while the update is downloading.
Click OK when the download has completed.
c. Now that the update is downloaded you can install it using the Install option.
Accept the install by pressing Yes and then OK.
Once the update is complete sign out of PPS using File > Exit and log back in to complete the process. Accept the prompt to finish the update when you log back in and and any subsequent prompts that may ask you to allow registration of new files.
Section 3 - Table Updates and Reindexing
Important: It is vital that a reindex is run once you have completed an update of your PPS system. In order to do this all other users will need to log out of the system completely and you will need to close Sync Server if you have it.
Ensure all users are logged out of PPS. One user should then log in. It's important that this user log in anew when nobody else is in the system as checks are performed when a singular user logs in and necessary updates can only happen at this time. These cannot be done if the singular user remains logged in while others log out, they'll need to close PPS and log back in.
Once logged in, run the reindex in the normal way via Tools > Database Maintenance. Details of how to do this can be found in our reindexing guide.
Section 4 - Update Failed
If your PPS update fails to complete then we recommend that you check the following:
- The machine attempting to update is logged in on an Administrative Windows account.
- Your Antivirus or Firewall is not blocking the PPS update process.
- A second instance of PPS or the PPS update process is not open already on the machine you are attempting to update on. This includes on other Windows user accounts.
Section 5 - Sync Server Versions
After you update you may notices that your Sync Server has a message regarding versions needing to match. This is informing you that not all of the PPS systems you synchronise with are on the same version. It's important that this is not the case as with new PPS releases there are often changes made to the way data works and is stored. Having systems on different versions means older systems may not be able to adequately display or store data from newer systems. If this message appears then ensure all your PPS systems are up to date and on matching versions as soon as possible. If you sync with a PPS Express or Online Booking system that you do not have access to then email our support team at firstname.lastname@example.org and they can conduct the update for you.