EasyBadge – Database FAQs

Connecting

Yes, EasyBadge can be connected to external databases via its Open Database Connectivity feature (OBDC). Before we answer how to set it up, it’s important to keep a few things in mind: 

  • EasyBadge always needs its own database creating before setting up an external connection. Once the EasyBadge database is set up you can set up the external connection from within this database and EasyBadge syncs the external data into its own table. This gives you more control over advanced databases and increases the print functions used in EasyBadge.
  • EasyBadge provides methods for using cached query expressions so that remote data is only retrieved once from an external connection. This means that rather than running a query to retrieve individual fields, you can set EasyBadge to run a single query to return multiple fields. This speeds up data retrieval.

Before setting up an ODBC connection, there are some pre-requisites to consider:

  • You have an ODBC Data source that has already been configured in Windows for EasyBadge to connect to and the user has access to this and you know all the details about the name of the ODBC source.
  • Any drivers for the external database (SQL, MySQL or Oracle drivers) are already installed and working.
  • You have created an EasyBadge database instance which holds all the fields you need to sync. Please refer to the Configuring a custom database help topic.
  • For easy of set up it is recommended any fields in the EasyBadge database have the exact same name as the source table or view.
  • If you want to link to staff or student photos which are named uniquely in a network folder it is recommended you set up an image on Disk field which is details in the help section.
  1. Click into the main EasyBadge menu and select ‘Modify Database’.                                                                                          ODBC Connection step 1
  2. Click ‘External Connections’ and click the ‘Create new Connection’ icon.                                                                              ODBC Connection step 2
  3. Select the ‘OBDC’ icon.                                                                                                        ODBC Connection step 3
  4. Enter the name of the ODBC Data source in ‘DSN’ and click ‘Test’. If the connection has been successful, a ‘Test Successful’ message should appear. 
  5. Click ‘OK’.     

        ODBC Connection step 5

To change the external connection, you must carry out the following: 

1.Click into the main EasyBadge menu via the button in the top left-hand corner of the program.

2. Click ‘Modify Database’.

3. Click ‘Database Settings’. From here, you can adjust the sync settings as shown below. Changing external connection EasyBadge

Using the database

Backing up your database is important, and below we’ve outlined how to carry out a back up on all the data that sits in your EasyBadge database.

  1. Ensure you can browse to the location of the database (.mdb) files that EasyBadge needs to back up or rename.  Backing up the database step 1
  2. Click into the EasyBadge Menu and scroll to ‘Databases’.                                                                                      Backing up the database step 2                                 
  3. Now you can browse this location in Windows file Explorer and make a back-up copy of the .mdb file. You can rename this as required by clicking into the file and selecting ‘Rename’.

Remember that if you’re using the smartphone app to send data to the database and you make a copy of files, the data will be downloaded to the database along with the copy. 

For data to appear on the EasyBadge mobile app, it’s necessary to send the data to the cloud. To do this: 

  1. Click the EasyBadge menu button.                                                                                                                                                                        Pushing data to cloud step 1
  2. Click into ‘Modify Database’ and click ‘Manage Cloud’.                                                                                                                          How-to-push-EasyBadge-data-to-the-cloud-3             
  3. In the EasyBadge Cloud settings, select ‘Pushed Data’ on the left and then click ‘Create’.  Pushing data to cloud step 3
  4. Now set the settings for ‘App users can add records’ and choose which devices to send data to if there are multiple devices connected. Once this is set correctly, click ‘OK’.

    Now the pushed data will show all records have been pushed. The data will periodically update to the app each time the database is edited.

    Pushing data to cloud step 4

1. Ensure you can browse the location of any database file (.mdb) that you need to move. You’ll be able to see these by going to ‘Settings’ > ‘Databases’ via the main EasyBadge menu.

Changing location of Database step 1

2. Now you can browse to this location in Windows File Explorer and move the .mdb file you want to relocate to your desired folder or server location.

Changing location of Database step 2

3. Next, open up the database from the new location and click the EasyBadge menu button and select ‘Open Database’. From here select ‘Access’ as the type.

Changing location of Database step 3

4. Browse to where the database file has been moved to and highlight the file. Click ‘Open’ to open it and start using the database.

Changing location of Database step 4

If you need to delete an EasyBadge database that is saved on to a computer, you can do it by:

  1. Clicking into the main EasyBadge menu
  2. Clicking ‘Settings’ at the bottom of the main menu.
  3. You’ll be able to see the location of any databases within the Settings window. If one needs removing, you must go to the file via a windows file browser, right-click and select ‘Delete’ to erase the database.                                            Deleting EasyBadge database                 

You can create a database on a SQL server by carrying out the following:

  1. Click into the EasyBadge menu in the top left of the window.                                                                                                Converting EasyBadge database to SQL server
  2. Look down the menu list and select ‘Tools’ then ‘Save As’. From here, you need to select ‘SQL Selver’
  3. Click ‘OK’ and now you can enter the SQL server via a dropdown and save an SQL instance on the SQL server. 
  4. The new SQL database will be blank, so you’ll need to import the old data separately. You can find help on importing here, but for quick reference:

    • Go to the menu button and select ‘Import / Export’ following by ‘Import from Database’.
    • Select ‘Access Database’.
    • The table setting on the first import window will default to ‘ImageBase’ which is the correct table. Click’Next’ through the import until it is imported.

If you need to remove permissions of a  phone or paired mobile device from your EasyBadge software, carry out the following:

  1. Click the phone icon on the toolbar, and then click into the devices list button.                            Disabling EasyBadge database from phone step 1
  2. Double-click the name of the device you want to remove.                                                Disabling EasyBadge database from phone step 2
  3. Make sure the ‘Enable’ button is unticked and click ‘Wipe’. This removes all data from the selected device.                            Disabling EasyBadge database from phone step 3
  4. Click ‘Yes’ to confirm the data wipe. The paired device will now be clear of EasyBadge data. Disabling EasyBadge database from phone step 4

You aren’t able to easily export images en-masse in EasyBadge, but you can save photocard-style images to your computer. To do this, right-click and select ‘Save Image’. You’ll now be able to select a file name and save it to your computer or a device. 

EasyBadge also has an ‘Image on Disk’ feature that allows you to reference images in a folder. This means you don’t have to load them directly into the database table. 

Creating custom databases and fields

To connect to a non-EasyBadge database, you’ll need to create a custom database within EasyBadge itself. Before we tell you how, we’ll assume: 

  • You already have access to the server platform
  • You already have access to the databases you need

If you follow the below process, you’ll help create a custom database when the wizard doesn’t include fields that are required. If you’re undertaking a larger print project, you’ll need to create more specific fields.

If your print has some specific requirements, you might want to link it to a larger parent database. You can do this with a combo of using the database wizard and adding fields manually.

  1. Click into the main EasyBadge menu.                                                                                                                                              Creating custom database step 1
  2. Click ‘New Database Wizard’ to start a completely new database.                                  Creating custom database step 2
  3. Click ‘Create’ and then through ‘Other’ and ‘Next’ to start a new template.                                                                    Creating custom database step 3
  4. You’ll be asked what information you want to record. You can now select your required fields. You can add custom fields here, although you can do this at a later time if required.                                                      Creating custom database step 4
  5. Next you’ll be asked which fields need to be displayed on the card design and which you simply want within the database. Creating custom database step 5
  6. You now get to set the guidelines for your card’s design. You can pick how you want it to look, but remember that you can edit this again later.                                                                                                                              Creating custom database step 6
  7. The final page of the wizard will present you with the ‘Save’ options. In this menu, you’ll be able to select ‘More Save Options’ and this will allow you to choose which type of database you want it to be.                      Creating custom database step 7
  8. Once you’ve made your selection, a credentials page will pop up. The pic below shows as SQL server as an example in this case. Creating custom database step 8
  9. Enter your details and click ‘OK’. You should now be presented with some sample records. Creating custom database step 9
  10.  This will then bring up a new list with all the fields you can add into your database. Some of these won’t have been available in the wizard example earlier. Once you’ve picked the fields you want to create, click ‘Create’ and then type in the associated field names and specify how many characters you wish to fit in your field.

    This will then update your database and you’ll have your fields. Once you click ‘OK’, each field will be added.

    • “required to print” – the card won’t print unless it has been completed
    • “Hidden” – the field will be hidden from view
    • “Values” – adds values so you don’t have to retype long fields such as job titles
  11.  The above should provide you with the knowledge to create your custom database, but it’s worth bearing in mind you can modify your fields further if required. Some examples include:

Need to add a field to your ID card? You can do it manually with EasyBadge. The instructions below will guide you through the process:

  1. Click into the main EasyBadge menu.
  2. Scroll to ‘Modify Database’ and select ‘Modify Field’.
  3. Ensure ‘Send to Cloud’ is set to ‘True’ and then click ‘Save’.                                          Making a field in EasyBadge database
  4. After a few minutes, the new settings will be uploaded to the cloud and your field will appear in the application. 

Adding an extra unique field to your EasyBadge database is a simple process. We’ve outlined the best way to go about it in the instructions below.

1. Click the menu button in the top left of the EasyBadge program window.

Adding a unique field step 1

2. Click ‘Add Field’.

Adding a unique field step 2

3. In the Add Field window, select ‘Text Field’ and click the ‘Create’ button.

Adding a unique field step 3

4. Name the field according to your needs. In this example, we’ve used ‘Payroll Number’. Once you’ve done this, click ‘OK’.

How to add a unique field to your database 4

5. Your database will now need to close and reopen, so click ‘OK’.

Adding a unique field step 5

6. You now need to change the properties field. Click into the main EasyBadge menu in the top-left of the program window.

Adding a unique field step 6

7. Select ‘Modify Database’ and then click ‘Modify Field’. Once you’re in the window, click on ‘Payroll Field’ and change the unique value to ‘True’.

Adding a unique field step 7

8. Click on any part of the window to refresh the view, then click the ‘Save’ button. The changes will now be saved.

9. Click the ‘X’ in the top-right corner.

Adding a unique field step 9

10. You’ve successfully added an extra unique field to your EasyBadge database.

Adding a unique field step 10

When you add a record, there’ll now be a field that holds the Payroll Field. Now, when you try to add a new record which has the same data in that field, you’ll be reminded by the above message.

If you’re working within a database, it may be necessary to make a unique ID field visible to discover the order in which it was originally created. To do this:

  1. Click into the main EasyBadge Menu and select ‘Modify Field’ under the ‘Modify Database’ section.                      Making unique fields visible EasyBadge step 1
  2. Click the ‘ID’ field on the left, then in the right-hand table set ‘Hidden’ to ‘False’. Making unique fields visible EasyBadge step 2
  3. Click ‘Save’ and exit the window, and you’ll now be able to see the unique ID of the field.                                                          Making unique fields visible EasyBadge step 3
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