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This text refers to program version 6.2  

Shared Registers

You can choose to make the information in certain registers available to every Company in your database. Such registers are termed "Shared Registers".

For example, you may choose to make the Contact register a Shared Register so that you use the same Contact list in all your Companies. This will mean that all Contacts will be available to all Companies. You will not be able to isolate a particular single Contact so that it can only be used by a particular single Company. Nor will you be able to make the same Contact list available to four of your Companies and have a completely separate Contact list in a fifth Company.

If you are using Global Users, it is strongly recommended that you share the Access Group register, to make the same Access Groups available to every Company. The Global Users feature allows Users to log in to several Companies using the same Signature and password and is described in more detail here.

To set up a Shared Register, follow these steps:

  1. Working in any Company, enter the Technics module by selecting 'Technics' using the [Module] button in the Master Control panel. To be able to do this, you should have logged in as a Person that has access to the Technics module: this is controlled using Access Groups.

  2. Open the 'Settings' list by clicking the [Settings] button in the Master Control panel or using the Ctrl-S/⌘-S keyboard shortcut.

  3. Double-click 'Shared Registers' in the list. The following window opens:

  4. List the registers that you want to be shared. Use the 'Paste Special' feature (Ctrl-Enter/⌘-Enter) to ensure each register is spelt correctly (an incorrect spelling will mean that the register will not be shared). Click the [Save] button to save and close the window, or click the close box if you don't want to save changes.
In the example illustrated above, the information in the Contact and Item registers will be made available to all Companies in the database. When a new Contact is entered in Company H, for example, it will immediately be made available for use in Company S.

If any of these registers in any Company contained any records before they were shared, these records will no longer be available. For example, you will no longer be able to use any Contacts already in Company S.

It is possible to remove a register from the Shared Registers setting, but you should proceed with care. Before doing so, you may want to copy the records in the shared register to the separate Companies. To do this, use the 'Unshare Registers' Maintenance function in the Technics module. You will need to log in to every Company first. For example, the Contact register is shared. The 'Unshare Registers' function will copy the Contacts in the shared register to the separate registers in all Companies. Attachments will be copied as well including links to other records if those records are in registers that are also shared. After running this function, you can then remove the register from the Shared Registers setting, and you should then restart Standard CRM. If you remove the register from the Shared Registers setting without running the 'Unshare Registers' function first, you will no longer be able to use any records entered since you first shared the register, but you will regain access to any records that were previously in each Company.

You can also share blocks. There are two types of block: the setting that is a set of fields and check boxes (e.g. Company Date and Numeric Format, Activity Types, Subsystems); and the setting that is a series of rows (e.g. Quotation Classes, VAT Codes). To do this, use the Shared Blocks setting in the Technics module, following the same steps as described above for the Shared Registers setting. You cannot apply the 'Unshare Registers' function to a block.

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