SQL Client Manager v13 - Manual

Table of Contents

Introduction

PhraseExpress for Mac or Windows can connect to a SQL server to share phrases with multiple users in a professional client-/server network environment.

SQL server advantages

  • Phrases are shared from a central server.
  • Changes are immediately available to all users.
  • Multiple users can edit the phrase database simultaneously. No need to wait until a user has finished editing.
  • The professional client-/server architecture prevents write collisions and version conflicts.
  • Phrase contents are transmitted to the client in the moment of insertion, saving resources on the clients.
  • Read and write access rights for individual phrase folders allow users to configure personal vs public phrases.
  • SQL Servers are designed to handle a large number of clients.
  • PhraseExpress Windows clients gets special features, such as sorting phrases by usage, phrase levels and phrase history.

Special PhraseExpress benefits

  • PhraseExpress for Windows can connect to a SQL database and load local phrase files at the same time.
  • Personal phrases roam with the user to the workstation he is logged in ('roaming profiles').
  • The free PhraseExpress SQL Client Manager allows the administrator to centrally manage users, licenses and client versions & settings.
  • The client user interface can be restricted to prevent operating errors and to minimize user training.
  • E-Mail notifications keeps the administrator up-to-date about the server status.

Client/Server Architecture

PhraseExpress with a SQL Server involves three different programs:

Component Description

MS SQL
Microsoft SQL

The SQL server provides the phrase database to all PhraseExpress clients.

Client Manager icon

SQL Client Manager

The PhraseExpress SQL Client Manager is used to create the SQL phrase database, to manage users, licenses and PhraseExpress clients. It also sends server status email notifications.

Client icon

PhraseExpress clients

The clients provide the PhraseExpress functionality on the local workstations.

The software is identical to the stand-alone client.

System Requirements

The PhraseExpress SQL Client Manager requires a Firebird SQL v2.5 or Microsoft SQL (Express) Server, running on Windows.

If using a Microsoft SQL server, the free "Microsoft Native SQL Client" program is required on the server and all Windows client computers.

PhraseExpress supports the Microsoft SQL Server Express Edition.

PhraseExpress Mac clients require a Microsoft SQL server.

Installation

Video tutorial

Installation of PhraseExpress in a client-/server environment consists of:

Follow the installation instructions carefully - Default settings must be changed in the SQL server configuration.

Installing and configuring a SQL server and PhraseExpress requires above "average user" IT administration skills. SQL server support is not included in the license price and is available as a separate consulting service.

SQL Server Installation

Install the Microsoft SQL server (download) on the server PC and make sure to apply following important configuration:

  • Keep the opt-in to install the "Client Tools Connectivity".
  • Change the "SQL Server Browser" service default setting from "Disabled" to "Automatic" if you want the clients to find the SQL server automatically.
  • If PhraseExpress Mac clients are used:
    • Change the authentication mode to "Mixed Mode (SQL server and Windows authentication)". In existing SQL server installations, this can be changed with the "Microsoft SQL Server Management Studio" (free download) under the "SQL server properties" (screenshot / instructions).
    • Enable the TCP/IP protocol in the "Microsoft SQL Configuration Manager" (screenshot).
    • Configure a static SQL server TCP port: Right-click the TCP/IP protocol item, select "Properties" and switch to tab "IP addresses": Scroll all the way down to "IPAll" and configure a TCP port, e.g. 1433 (see Microsoft SQL Configuration Manager documentation).
    • Add a firewall rule on the server computer, which runs the SQL server, to allow clients connecting to the SQL server through the configured TCP port.
  • If "Mixed Mode (SQL server and Windows authentication)" has been selected, add users, that shall connect to the SQL server in the "Microsoft SQL Server Management Studio". You may also need to define a password for the SQL administrator account "sa" and activate the account (instructions).

SQL Client Manager Installation

  1. Download and install the "PhraseExpress SQL Client Manager" on the server computer running the SQL server. If you install it on another computer, also install the "Microsoft SQL Server Native Client" if using a Microsoft SQL server.
  2. Launch the PhraseExpress SQL Client Manager. The initial installation wizard guides you through the creation of the phrase and license database.
  3. If you have purchased PhraseExpress, register the license keys. Without license keys, you can evaluate PhraseExpress with all features. After 30 days, PhraseExpress will start showing license reminders.

Windows Clients Installation

  1. Make sure, that all Windows clients run the "Microsoft SQL Server Native Client" if using a Microsoft SQL server.
  2. Install the PhraseExpress client (download) on all workstations.
  3. Make sure, that the "networking" option is enabled in the PhraseExpress client settings on all computers.

After launching all PhraseExpress clients and the PhraseExpress SQL Client Manager, the clients receive the SQL database connection information through UDP and the client offers to switch from the local phrase file to the SQL database.

If UDP broadcasts are blocked due to network restrictions:

  • In the PhraseExpress SQL Client Manager, switch to tab "Database" and click "Create client configuration file". The generated file config.xml contains the SQL database connection data.

    Drag this configuration file into the phrase tree view of the PhraseExpress client main program window.

    Alternatively, copy the config.xml to the common(!) application data folder ("C:\ProgramData\PhraseExpress\config.xml") on all client computers. This must be done before the first launch of the PhraseExpress client.
  • Or, open the PhraseExpress client main program window, select menu command File » Open » Connect to SQL server and enter the SQL database location as shown in the SQL Client Manager tab "Database".
  • You can also pass the SQL database connection info with a command-line parameter when installing the PhraseExpress clients.

Mac Client Installation

  1. Install the PhraseExpress client (download) on all Macs.
  2. Make sure, that the PhraseExpress clients have access to the local network in the firewall/router configuration (internet access is not required).
  3. Make sure, that SMB file sharing is enabled on the Mac under "System Preferences » File Sharing » Options » Share files and folders using SMB" to allow the Mac finding the Windows computer by its computer name (see macOS help).
  4. Open the PhraseExpress Mac client program window, select main menu command File » Open » Connect to SQL server, and enter the SQL database location as shown in the SQL Client Manager tab "Database".

    Alternatively, load the configuration file, which can be created by the PhraseExpress SQL Client Manager under tab "database".

    You can also drag the configuration file into the phrase tree view of the PhraseExpress Mac client main program window.

Moving phrases to a SQL database

To transfer existing phrases into the SQL database:

  1. Launch the PhraseExpress client and export the desired phrases.

    Important: If any phrase folder is access restricted, make sure to launch the PhraseExpress client under a user account which grants you access to all phrases you wish to export!
  2. Connect the client to the SQL database via File » Open » Connect to a SQL server
  3. Import the exported phrase file into the SQL database. Grab a coffee as this may take a while.

Done! Your phrases are now stored on the SQL server and are ready to be shared with others.

Using the SQL Client Manager

The PhraseExpress SQL Client Manager is your central hub to manage users, clients and licenses.

While running, the SQL Client Manager allows clients to find the SQL database on the network and optionally sends email status notifications.

Monitor Tab

The Monitor tab shows status information and a list of all licensed clients.

Use combinations of the SHIFT- and CTRL-keys to highlight multiple users in the list.

Monitor columns

Right-click the title bar of the user list to add/remove columns.

Click a column title to sort the users in the list. Click again to invert the sorting order.

Column Description

Check boxes in column "W" (for "write access") define whether a client is generally allowed to edit phrases. If unchecked, options to add/remove/edit phrases are disabled in that client to prevent operating errors.

This global write permission setting overrides any folder-based access permissions configured in the clients.

To change settings for all clients in one go, (un)check the check box in the title row and transfer this setting with the Set button. The check boxes in the title bar also define the default settings for new clients connecting for the first time. If you uncheck the "W" check box in the title bar, any client connecting for the first time will have no write access to the phrase file by default.

Clients are updating this setting in intervals, which can be configured in the client's configuration file (tag <Network><SQLPingInterval>). If zero, or if the client has a locally registered license, this setting is retrieved on client launch only.

The check boxes in the column "C" (for "configuration") define whether a client can access program settings. If unchecked, access to program settings is disabled to prevent configuration errors.

To change settings for all clients in one go, (un)check the check box in the title row and transfer this setting with the Set button. The check boxes in the title bar also define the default settings for new clients connecting for the first time. If you uncheck the "C" check box in the title bar, any client connecting for the first time will have no write access to the phrase file by default.

Clients are updating this setting in intervals, which can be configured in the client's configuration file (tag <Network><SQLPingInterval>). If zero, or if the client has a locally registered license, this setting is retrieved on client launch only.

Licensed: The client has successfully received a license from the SQL license database.

Demo: The client has no license and is running in demo or freeware mode.

Local License: The client is registered locally and does not require a license from the central license pool (if any).

The SQL Client Manager accumulates the time and money savings of all PhraseExpress clients.

The money savings accumulate the plain figures and don't reflect different currencies.

Avoid removing write access while a user is working on the phrase file as it may confuse the user.

Release unused licenses

  1. In the SQL Client Manager, switch to the "Monitor" tab.
  2. Select the users you wish to remove from the list. Those must not be connected to the database.
  3. Click the Remove button.
The licenses return to the pool of available licenses for other users. If the removed user reconnects, it may take a license again.

Define a Master User

  1. In the SQL Client Manager, switch to the "Monitor" tab.
  2. Right-click the user you wish to become the master and select the corresponding context menu option.

The selected user becomes the master users and appears with green text.

master users have following extra rights:

  • The Master can access all phrases regardless of any access restrictions.
  • The Master can redefine the owner of any phrase (via the client access restrictions dialog).

Central Master Configuration

The master user's PhraseExpress client program settings can be applied to other clients:

  1. Right-click the Master and select the corresponding context menu option. If the Master user provides the central configuration appear, he appears in bold green text.
  2. Withdraw configuration rights to all users, who shall use the program settings of the master user by unchecking the the "C" column for those users.

The selected users will use the master client program settings with the next start of their PhraseExpress clients. As they do not have configuration permission, they cannot alter the master user program settings.

Database Tab

The tab "database" provides overview about the SQL database. You can create a configuration file that contains connection information for the clients.

To create a new database or to load an existing one:

  1. Switch to the tab "Database" in the SQL Client Manager
  2. Press the "Configure" button and enter the Sysdba password (default Firebird SQL Server password is "masterkey").
  3. Define an administrator account that is used to authorize access to the SQL Client Manager.
  4. Optionally change the fiel path to the SQL database. The database must be located on the server computer running the SQL server.
  5. Press OK to create the phrase and license database.

If you never changed the phrase file location on the clients (e.g. after initial installation) and if the clients can access the SQL Client Manager via UDP, the SQL Client Manager will transmit the SQL database location and PhraseExpress for Windows clients will load the SQL database automatically.

Users Tab

The tab "Users" is only shown, if you chose "Windows authentication" during the database creation.

The left window side shows all users and groups as provided by the Windows ActiveDirectory service for the selected domain.

You can use the search box to pick specific users and copy them to the list on the right that contains all users allowed to connect to the SQL database.

Users with granted access permissions are green-colored in the left-hand list.

You can revoke access rights from selected users from the right-handed list with the Delete / Backspace-key or by pressing the Arrow Left -button.

License Keys Tab

If you have purchased PhraseExpress licenses, you need to register them in the SQL Client Manager:

  1. Launch the SQL Client Manager and switch to the tab License Keys.
  2. Copy the list of license keys into the Windows clipboard and paste it into the license key input area. If you want to add license keys to an existing set of licenses, please just append the new license keys to the list.
  3. Make sure that the SQL Client Manager can access the internet and click the Update button to start the online validation process.

If the PC has no internet connection, install the SQL Client Manager on any other PC within your network that has network access to the server PC and access to the internet and validate the license keys from there. If an internet connection cannot be established, special offline license keys are available for 10+ licenses on request.

If the computer running the PhraseExpress SQL Client Manager is connected through a proxy server, make sure to configure the proxy settings in the SQL Client Manager as well.

The license authorization sends your licenses together with a server PC based identification to our license server.

Licensing

PhraseExpress is licensed per user connection to the server.

A user is identified by a identification scheme as configured in the License key tab of the SQL Client Manager:

Combination Notes

A user is identified by its Windows login user name.

This setting is suitable only, if all users have unique login names.

A user is identified by the combination of the user name and the workgroup.

This setting is suitable if all users of a workgroup have unique login names.

A user is identified by the combination of the workgroup, computer name and user name.

The same user, who logs in on different computers, require a separate license for each login, regardless if the user has logged out from the other computer(s).

Licensing Variations

PhraseExpress is available in two licensing variations as chosen with your purchase:

License Variation Explanation

Each user is permanently tied to a particular license key which is taken from pool of available license keys with the first connection of the user client. The license <-> user association persist, if the user is not logged in or not using the software.

Recommended for a fixed number of users, that are using PhraseExpress on a regular basis.

License keys can be untied from abandoned users in the Monitor tab of the SQL Client Managers by deleting the user entry.

Each user gets a random license key from the pool of available license keys. The license key automatically returns to the pool of available licenses when the user logs out.

This licensing type is recommended for environments with part-time workers.

Concurrent User licenses are available at extra cost for 10+ Professional/Enterprise Edition licenses on request.

De-registering License Keys

You can unregister license keys at any time by removing the license keys from the SQL Client Manager license key input field and pressing the Update button.

Maintenance renewal

To renew maintenance for an existing, registered installation:

  1. De-register the current license keys.
  2. Purchase new license keys (at discount for returning customers).
  3. Register the new license keys.

Additional information

  • If all license keys are occupied by users you can either remove users from the user list or purchase additional licenses and add them to your current installation at any time.
  • Named- vs. Concurrent User licenses can be mixed: Register the "Named User" license keys on the SQL Client Manager first and launch the clients first which shall take these licenses. Then, register the Concurrent User licenses in the SQL Client Manager which will be temporarily associated to floating users.
  • PhraseExpress adds the string "_TS" (without "") to the computer name if installed within a TerminalServer session. This allows you to simultaneously use PhraseExpress within a TerminalServer session and on the host PC which runs the TerminalServer.
  • You can install PhraseExpress on an unlimited number of computers in the network. The number of license keys defines the number of users that can simultaneously access the SQL server.

Notifications Tab

The SQL Client Manager can send email to the administrator in case of specific events, such as general database errors, software updates or if the server is running out of available licenses.

E-Mail setup and the desired event notifications can be configured in the tab "Notifications".

The PhraseExpress SQL Client Manager must always run to detect events and to dispatch emails.

Data Backup

PhraseExpress does not create SQL database backups. Please use 3rd party tools to create such backups. Information about Firebird SQL database backups can be found in the Firebird SQL FAQ

Frequently backup your phrase and license database to different storage media to eliminate the slightest risk to lose your data in case of hard disk failure.

Hard disks can break - And they do when you don't expect it!

Software Updates

We continuously improve PhraseExpress and you can keep the program up-to-date with the built-in Internet update check.

To check manually for updates, connect your computer to the Internet and in the SQL Client Manager select the tab Online Updates » Check now.

Make sure that all clients have the same version number

If clients are loading phrases from a (SQL) server, the local update check feature is disabled to prevent version inconsistencies in the network.

Uninstallation

The PhraseExpress SQL Client Manager can be removed with the standard Windows feature to add/remove programs.

Before uninstalling PhraseExpress, make sure to de-register any license keys!

Uninstallation does not delete any phrase/license database for security reasons.

Trouble-Shooting

Following trouble-shooting tips should be able to help you if you experience issues:

  • Make sure to use the latest software version. Please note that earlier client version cannot connect to databases created/updated by later versions due to the different feature set. You can find the latest product versions on our download page.
  • Check any firewall or any other “security” program settings that may PhraseExpress prevent from accessing the SQL server.
  • Verify carefully, that the SQL server and the clients are properly configured as described in chapter "Installation".

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