Data files may pick up small amounts of damage with regular use and this generally causes no long-term problems (just like Norton Utilities nearly always seems to find something wrong with a hard disk). Damage can be caused by hard drive problems, power fluctuations, or other circumstances. So even if a data file seems to be working fine it is worthwhile to perform the Extended Reorganization routine every month or two. This could routinely be carried out after the network hardware check.***Before performing this procedure, be sure to back up your data file. Do not skip this step! For detailed instructions, see the “Backing Up your Data File” section in the “Data Security” chapter of the user manual.

Stage 1:

1. From the main menu, select File>Data Utilities. (The password is: LETMEIN)
2. On the “File Utilities” tab, click on the Process button for Check Data File
3. Notice that the window heading that appears is “Check data file”-followed by the name of the data file you are currently working in.
4. Click on one of the items in the menu list on the left, then press CTRL+A on your keyboard to select all items in the list.
5. Check to see if the “@” symbol is showing beside the names in the list. If so, continue to Step 6; if not, skip to Stage 2.
6. With all items highlighted in the menu list on the left, select the Update Data Dictionary radio button.
7. Click on the Start button.
8. The dictionary update may happen very quickly. When it is complete, the “@” symbols should disappear.

Stage 2:

1. Click on one of the items in the menu list on the left, then press ctrl+A on your keyboard to Select All Items in the list. With all items highlighted in the menu list on the left, select the Check Data radio button.
2. Notice to the right of Check Data that there are 4 checkboxes. Ensure that all 4 boxes are checked. Then click the Quick Check button at the top right of the screen to begin the Quick Check process. If prompted to continue, click Yes and continue to Step 4.
3. If there is no damage found, click OK and go to Stage 3.
4. A Check Data Log window will open which will track any damage that is found.
5. When the process finishes, click the Repair button to attempt to repair any damage that was found. If prompted to continue; click Yes.
6. When repairs are completed a notification box will appear. Close the notification box, as well as the Check Data Log window. You will be back at the main “Check data file” window.
7. If there is no damage to repair, when you click the Repair button, you will be notified. Click No and close the “Check Data Log” window.

Stage 3:

1. With all items highlighted in the menu list on the left, select the Check Data radio button. Notice to the right of Check Data that there are 4 checkboxes. Ensure that all 4 boxes are checked.
2. Click the Start button to begin the Check Data process. If prompted to continue; click Yes and continue to Step 4.
3. If there is no damage found, click OK and go to Stage 4.
4. A Check Data Log window will open which will track any damage that is found.
5. When the process finishes, click the Repair button to attempt to repair any damage that was found. If there is damage, you will be prompted to continue; click Yes.
6. When repairs are completed a notification box will appear. Close the notification box, as well as the Check Data Log window. You will be back at the main Check Data File window.
7. If there is no damage to repair, when you click the Repair button, you will be notified. Click No and close the Check Data Log window.

Stage 4

1. Click on one of the items in the menu list on the left, then press ctrl+Aon your keyboard to Select All Items in the list. With all items highlighted in the menu list on the left, select the Reorganize and Optimize radio button.
2. Click the Start button to begin the Reorganize and Optimize process. If prompted to continue; click Yes.
3. If there is no damage found, click OK and go to Stage 5.
4. When the process completes you will be back at the main Check Data File window with no items highlighted.

Stage 5

1. Click on one of the items in the menu list on the left, then press ctrl+Aon your keyboard to Select All Items in the list. With all items highlighted in the menu list on the left, select the Reorganize radio button
2. Click the Start button to begin the Reorganize process. If prompted to continue; click Yes.
3. If there is no damage found, click OK and go to Stage 6.
4. When the process completes you will be back at the main Check Data File window with no items highlighted.  

Stage 6:

1. Click on the Cancel button.
2. Notice that you are now back in the Data Utilities window. Click on the button that reads Return to Tenant Pro
3. The process is now finished.

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