NOTE: This feature is available in the Professional and Enterprise version of Spectra.

Spectra OnLocation is a add-on tool for Spectra Professional that is designed to allow studios to take Spectra on location for image capture and order entry, and then return to the studio and import the new images and data into the main studio Spectra database. Using Spectra OnLocation in conjunction with Spectra’s automated features, such as Client Import, Bulk Scheduling, Bar Code printing and scanning, and Hot Folder capture, make OnLocation a tool that can streamline any event.

Setting up OnLocation

Follow these steps to set up OnLocation in Spectra:

1. In Spectra, go to Maintenance > General (Studio) > OnLocations.

   

2. Click Add New. Note: You can only add as many OnLocation units as licenses you have purchased.

3. Enter your OnLocation product code. Note: If you don't have a product code and would like to find out how to purchase one, contact your Spectra dealer or call 888.862.4868.

4. Complete the registration.

5. Enter a number (any number between 10 and 99) and a name (such as "Elegance Studio Events") for the OnLocation unit, then click OK.

6. Your OnLocation unit will now be displayed in the list with a status of "Checked In." It is ready to be checked out.

Checking Out OnLocation

Follow these steps to check out an OnLocation database:

1. Connect the computer you'll be taking on location to your local network. Note: The computer you will be using on location must be connected to the local network and have Spectra installed and running before you can check it out.

2. Attach to your main Spectra database using the Database Utility.

3. Open Spectra and go to File > Check out OnLocation.

   

4. Select the OnLocation you are checking out from the drop-down list.

5. Set the Data File Location. This is the folder on your computer’s local hard drive that will store the data while you're on location. Note: Don't use a network location since you won't be connected to your network while you are away!

6. Set the Workstation Image Paths. These are the folders that will be used to store the images you capture while you are on location. Note: We recommend you create a folder on your C drive called “OnLocation” and then direct the data and image paths to that folder. Spectra will create sub-folders for each session in that folder, the same way Spectra Professional does at your studio.

7. Click OK and an OnLocation database will be created.

8. You will be prompted to shut down Spectra and re-attach to the new OnLocation data files. Click Yes.

9. Restart Spectra. You will now be using the OnLocation database. A message will appear indicating how many days you have until the database must be checked back in. Note: You can only have a database checked out for 14 days. If you don't check the OnLocation database back in within that time, you won't be able to access it until you do.

10. The company name in the lower-left corner of Spectra now indicates the OnLocation name.

11. You can now use Spectra to add or modify records, process new images, create orders, and collect payments -- just like you do at your studio.

Checking in OnLocation

Checking in the OnLocation unit will synchronize all the data with your studio database and import the images into the studio image folders. Follow these steps to check in an OnLocation database:

1. Connect the computer to the studio network.

2. Open Spectra and go to File > Check in OnLocation.

3. The data file and images paths will default to the studio network locations. Confirm the paths and click OK.

4. Your images will be copied to the studio image folder and the OnLocation data will be imported into the studio database.

5. When the process is finished, Spectra will close.

6. When you re-open Spectra, you'll be attached to the studio database, not the OnLocation database.

7. You can now check out the OnLocation unit again whenever you need to.

OnLocation Checkout for SQL Users

During the checkout process, a new mirrored database will be created on the OnLocation unit. During the check-in process, all changes made to the OnLocation database will be synchronized back into the main SQL Server database.