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A common question we get from customers is "how do I access my GiftWorks database from outside the office?" We decided on using a file-based database for GiftWorks early on. We chose to go that path (instead of using a client/server database) to make installation, management and the user experience in general, very simple. I think the path we chose was a good one but it's not perfect. We knew that a file-based database would not address the needs of a small portion of of our customers. One of those needs is remote access. While remote access cannot be as good as if we had built GiftWorks using a client/server database, there are options available to you.

One solution is to use a Virtual Private Network (VPN) to connect your remote computer to your organizations internal network. If you have a VPN connection you can connect to your organization's network shares anytime and anywhere you have an Internet connection. It's basically the same way you would connect when you're in the office except the files and folders will be shared across the VPN connection. The two biggest problems with this solution is that your connection will likely be slower and it's not the easiest thing to setup a VPN for your office.

Because you will be connecting to your office network over the internet, the throughput and response of your connection will depend on the quality of your internet connection. It will never be as fast as when you're in the office -- you will have to adjust to the somewhat slower user experience when on the road, but it will let you access your donors and donations remotely. 

I have never had a lot of luck setting up a VPN connection. Microsoft Windows has VPN software built into it, but because of the common use of firewalls and shared internet connections through routers, it is very tricky if not impossible to make that software work. The good news is that there is a free alternative that is easy to setup and it works great. This "zero-configuration" VPN program is called LogMeIn by Hamachi.

LogMeIn is available as a free download. It's very simple! You download and install it to the computer that has your GiftWorks database on it (this will be in your office). Then you download and install it on the computers that need remote access to your database (likely a laptop or your home PC). Once installed you create a virtual network and give it a password. From your remote computers you connect to that new virtual network and enter the same password. At that point you can browse your office computer from your remote computers. You'll be able to see all your shared folders and files. Run GiftWorks on your remote computers and tell it to open an existing database. 

It may take a little bit to understand what's actually happening. Just think of it like your remote computer is actually on your office network. The main LogMeIn window shows the other computers in your network. Look at the image to the left. It should resemble the window on your remote computer. The office computer should be listed there. Just right click on it to bring up a menu and choose to Browse that computers files. That should open a window of shared folder on that computer. Click through the shared folder that contains your GiftWorks database. Once you see your database (the file with a .gds extension) you should  be able to get the information needed to open that file within GiftWorks.

In that browse window (as shown to the right) you'll see the path and filename that you'll want to tell GiftWorks about. As an example, the screenshot shows the path and filename \\5.118.37.163\giftworks\my-donor-data.gds. Give that path to GiftWorks when you choose to open an existing database.

Like I said earlier, the experience could be slow depending on your internet connection, but it should work. I have used LogMeIn on several occasions with good results. Let me know how it turns out for you. 

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January 22 2007
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