Database Basics

Ewida Standard uses a database based on its internal file system by default. For simple deployments, this may be enough, but in multi-user environments and with larger amounts of data, a Microsoft SQL server is a better choice.

If you prefer a web-based solution instead of a classic Windows desktop application, also take a look at Codenica ITSM + ITAM.

Moving data to Microsoft SQL improves stability, makes it easier to share the database across workstations, and simplifies the setup of the company environment. That is why, if you work with Ewida Standard regularly, it is worth moving from a file-based database to a database server as early as possible.

Microsoft SQL and SQL Express Support

The program works with Microsoft SQL servers, so you can use both the free MS SQL Express editions and the full commercial editions of Microsoft SQL Server. This makes it possible to adjust the environment to the size of the company, the number of users, and the administrative model in place.

In many smaller deployments, SQL Express is a good starting point. In larger organizations, a full SQL Server instance managed centrally by the IT department or a database administrator is more common.

Data Migration Between Databases

Ewida Standard includes a data migration mechanism that makes it possible to move data between different databases relatively quickly. Migration can take place both within a single SQL server and between different servers.

This is useful when moving from a file-based database to Microsoft SQL for the first time, when changing the server environment, or during a reorganization of the company infrastructure. This means you do not have to build your records from scratch, but can move the existing data to the new working environment.

Connecting to and Creating a Database

Configuring Microsoft SQL support comes down to specifying the server instance, the login method, and the database name. If the selected database does not exist yet, the program can create it automatically.

This model simplifies deployment, because the user does not have to prepare the whole database structure manually before the first launch. In practice, it is enough to point to the correct server and make sure the account used for the connection has the required permissions.

Multiple Databases and a Central Database

The licensed version of Ewida Standard makes it possible to maintain multiple independent databases on different servers. This allows you to separate records by department, location, company entity, or other organizational needs.

It is also worth paying attention to the data merging mechanism. With it, data from several databases can be combined into one central database. This is especially useful when individual company branches work locally, while the head office wants to maintain one shared, consolidated view of the whole inventory.

Network Mode

Ewida Standard can be used simultaneously from multiple workstations. A typical scenario is one shared database used by IT staff and additional workstations, for example in accounting or administration.

In this model, the application remains a desktop program installed separately on each computer, while the shared part is the data stored on the Microsoft SQL server. This is a classic client-server model, suitable for companies that want to work locally on Windows workstations while still using one shared database.

Network Mode Configuration Step by Step

1. The program should be installed separately on every workstation from which users will access Ewida Standard.

2. Next, configure the program on the first computer according to the user’s needs and the environment.

Database settings are available in the section:
Program settings → Database

On the first workstation, perform two main actions:

  • set the database on the selected Microsoft SQL server,
  • enable the application mode Network mode (shared database).

After the configuration is complete, the program will ask whether it should perform data migration. This operation should be done only when configuring the first workstation, meaning when you are actually moving data to the shared database. Additional workstations should only connect to the same database, without starting migration.

Important note about migration.
If the user selects migration at the wrong moment, for example while connecting another workstation or while working with an improperly prepared database, this may lead to data being overwritten or cleared. That is why, before confirming the operation, you should always make sure which source the data is being taken from and where it is supposed to be moved.

3. Repeat the same connection configuration on the other workstations, but without data migration. This way, all computers work on the same shared database.

Shared Configuration Files

By default, Ewida Standard saves settings separately for each user and each workstation. In many companies, this is a convenient solution because it allows the program to be adjusted to the way a specific person works.

If shared configuration files are needed, you can enable the appropriate option in the program settings in the Default directories section. Before turning this feature on, it is worth deciding which settings should be shared and which should remain local to a given computer.

User Permissions

Ewida Standard makes it possible to create separate logins, passwords, and permission sets for users working on the shared database. Permissions can be assigned in detail to specific program functions, which makes it easy to limit access to selected areas of the records.

In addition, the actions of the logged-in user are recorded together with the date, computer name, and related information in the application log. This helps with tracking changes and later determining who performed a given operation and when.

Permission settings are configured in the program settings in the User permissions section.

Backups

To create a data backup, use the option:
Menu → File → Database → Save data to file (backup)

The lower panel of the program shows the time of the most recently completed backup. This is a useful indicator, but it should not replace a real backup procedure. In a company environment, backups should be made regularly and stored in a safe location, ideally in line with the adopted data security policy.

Even when working on Microsoft SQL, creating your own backup from within the application remains an important part of protecting your records.

Loading and Merging Data

To load data from a backup file, use the option:
Menu → File → Database → Open data from file

This operation removes the current contents of the database and loads data from the selected file. It should therefore be used with caution, preferably only when the goal is to fully restore the environment from a backup.

If, instead of replacing data, you need to combine it, use the option:
Menu → File → Database → Add data from file (merge)

Merge mode adds data from the file to the existing database and does not remove records that are already there. This is useful, for example, when a company has several branches maintaining their own local records, and the head office wants to build one shared database based on backup files received from those branches.

Thanks to this, Ewida Standard can work not only as a single local record system, but also as part of a broader data exchange model between branches.