Deltek Ajera 9

Installation Guide

July 15, 2023

While Deltek has attempted to verify that the information in this document is accurate and complete, some
typographical or technical errors may exist. The recipient of this document is solely responsible for all
decisions relating to or use of the information provided herein.
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This edition published July 2023.
© Deltek, Inc.
Deltek’s software is also protected by copyright law and constitutes valuable confidential and proprietary
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All trademarks are the property of their respective owners.

i – Deltek Ajera 9 © 2023 Deltek Inc. All rights reserved.

 Install Ajera 1
About Ajera web access 1
Step 1: Prepare for the installation 1
Step 2: Install Ajera on your server 2
Step 3: Set up Ajera Web Access 5
Set up Ajera Administrators 8
Access Ajera from workstations 9
Access and reload sample data 9

Multi-tier Setup 11
Machine 1 11
Machine 2 11

Update Ajera 13
Before you begin 13
To update Ajera 13
To update to SQL 2019 14

Uninstall Ajera 15
Before you begin 15
To uninstall Ajera from your server 15

Manage multiple databases 16

Step 1: Create multiple databases 16
Step 2: Set up database administrators 17
Step 3: Rename databases 17
Move Ajera databases to a new server 18

Enabling Upload Attachments 20

About Upload Attachments and FileStream 20
Setting up Upload Attachments when Ajera and SQL are on the same server 20
Setting up Upload Attachments when Ajera and SQL are on different servers 21
Setting the upload file size limit 22

ii – Deltek Ajera 9 © 2023 Deltek Inc. All rights reserved.

 Back up Ajera 24
Back up a database 24
Restore a database backup 25
Delete a database backup 25

Ajera Cloud 27
Ajera Cloud: Migrate from Ajera server 27
Ajera Cloud: Set up a new Ajera database 28
Access and reload sample data 28

Index 31

iii – Deltek Ajera 9 © 2023 Deltek Inc. All rights reserved.

 Install Ajera

Install Ajera

About Ajera web access

Every firm is different with different security and firewall requirements, as well as web access configurations.
The image below illustrates a typical Ajera web access configuration.
Work with your IT team to determine what web access configuration works for your firm and to ensure that
you have the appropriate hardware and software. Refer to the Ajera Hardware/Software Requirements for
details.

Step 1: Prepare for the installation

Before you start the Ajera installation, work through the following checklist to make sure you are prepared:
l Confirm that each workstation is set up with the appropriate hardware and software identified in the
Ajera Hardware/Software Requirements.

Without the correct hardware and software (such as supported web browsers or
Microsoft Windows), you cannot access Ajera’s full functionality.

l Confirm that Microsoft .NET Framework 4.6is installed on the Ajera server. Refer to the Microsoft
.NET Framework 4.6 website for installation information.
If you use Firefox as your browser you must manually install the Microsoft .NET Framework
Assistant add-on for Firefox.
1. Download and install Firefox 20 or later on your Ajera workstations.
2. Download and install the Microsoft .NET Framework Assistant add-on for Firefox.
3. Open Firefox and click Ctrl+Shift+A to open the add-on screen.

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 Install Ajera

4. Click the Extension tab and select Microsoft .NET Framework Assistant.
5. Click the Enable button to enable the update.
6. Click Restart Now to restart Firefox.
l Determine what version of Microsoft SQL Server your firm requires. The Ajera installation
automatically installs Microsoft SQL Server 2019 Express as its database on your server. Your
database size and the number of Ajera users may require that you upgrade to a full version of
Microsoft SQL Server 2019. Refer to the Microsoft SQL Server website for installation information.
l If your firm determines that one of the following scenarios applies, contact Ajera Support for
instructions on how to install SQL manually:
l Your firm requires a version of Microsoft SQL Server other than SQL Server 2019 Express.
l You need to install SQL Server 2019 Express to a different directory than the default location.
l Before beginning the installation, disable your anti-virus software.
l When your firm purchased Ajera, your billing contact received a Welcome to Ajera email, containing
your firm’s Ajera Registration Code and company name. Locate that email, as you will need that
information for the installation.
l Identify your Ajera Administrator. Your Ajera Administrator is responsible for the health of your project
and financial information in Ajera. After you install Ajera, your Administrator sets up Ajera to align with
your accounting and project management workflow. Refer to the Ajera Getting Started Guide for setup
information.

Step 2: Install Ajera on your server

Note For security purposes, it is recommended that you install the Ajera application and the database
: on separate servers.

Ajera stores your project and financial information in a Structured Query Language (SQL) database. Ajera
automatically pulls data from the SQL database tables to create client invoices, generate reports, and perform
other tasks for you. After installing Ajera on your server, your employees access Ajera on the server by using
supported browsers.
The Ajera installation automatically installs Microsoft SQL Server 2019 Express as its database on your
server. Your database size and the number of Ajera users may require that you upgrade to a full version of
Microsoft SQL Server 2019.

Downloading the Ajera program files as well as communication back to the

server occurs over TCP/IP port 80 (or 443 for Secure Sockets Layer [SSL]),
allowing for easy passage through corporate and personal firewalls.
Ajera can coexist with an installation of SharePoint that is deployed with Windows
Small Business Server. Ajera cannot coexist on a server where SharePoint
virtualizes URL processing, bypassing Internet Information Services (IIS)
authentication mechanisms.

If your firm determines that you need to install a full version of Microsoft SQL Server or if you install SQL on a
drive other than the C: drive on your Ajera server, you must specify an instance name of Axium during the
SQL installation. Refer to the Microsoft SQL Server website for installation information.

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 Install Ajera

During the Ajera installation, the system looks for the SQL instance named
Axium.
If the Ajera installation does not find that name, Ajera installs Microsoft SQL
Server 2019 Express.

Before you begin

l Disable any anti-virus software before installing Ajera.
l Locate your Welcome to Ajera email; it contains your Ajera Registration Code and company name.
Your Ajera Registration Code identifies your firm, your version of Ajera, and your firm’s employee
limit.
l Verify that your hardware and software environment is in place and meets what is identified in the
Ajera Hardware/Software Requirements.

Without the correct hardware and software (such as supported web browsers or
Microsoft Windows), you cannot access Ajera’s full functionality.

To install Ajera on your server

1. On your server, click http://update.axium.com/ajerainstall.exe.
l If you installed a full version of Microsoft SQL Server before this Ajera installation, the system
may prompt you to allow access, depending on your User Account Control settings in the
Control Panel. Click Yes.
l If Ajera is already installed, the system prompts whether you want to overwrite your existing
data.

If you choose to continue, the system overwrites your existing databases

and you will lose your existing Ajera data. To preserve your existing data
and update Ajera to the latest release, click Cancel and complete the
steps described in the Update Ajera section of this guide.

l If you did not install SQL for Ajera, the system may prompt you to allow access to your
computer, depending on your User Account Control settings in the Control Panel. Click
Allow.
2. To start the Ajera installation, click Next on the screen below.

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 Install Ajera

3. Enter your company name spelled exactly as it appears in the Welcome to Ajera email, along with
your Registration Code and click Next.
4. Specify the local server location where you want to install the Ajera program files and backup folder
(C:\Ajera, by default). Click Install.

The drive letter must be local to the server, not on network-attached storage or a
mapped drive letter. Do not enter the location of the database.

5. Specify the program file and backup folder installation directory, and click Install.

This is not the location of the database; it is the location for the program files and
backups. The drive letter must be local to the server, not on network-attached
storage or a mapped drive letter.
The installation creates and shares a folder within this location for you. By
default, it is C:\Ajera\Program, and the Program folder is shared as Ajera with the
appropriate permissions.

6. Click Reboot Now.

7. Depending on your User Account Control settings in the Control Panel, the system may prompt you to
allow access to your computer. Click Allow.
8. Read the Axium Software License and Services Agreement and do one of the following:
l If you need a printable version of the agreement, scroll to the bottom of the window and click
the Click Here link before clicking I Accept.
l Click I Accept to accept the license agreement.
9. Type a master Ajera password (also used for your SQL SA account).
10. Re-enter the password to confirm it and then click Next. Save the password in a secure location for
future reference. You need it to restore databases or to access the ODBC database.

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 Install Ajera

11. Select one of the following firm types:

l Architectural or Engineering - Ajera creates predefined settings specific to each firm type.
l Neither - enter your own unique chart of accounts.
12. Click Next.
13. The First Employee is your firm’s Ajera Administrator. The Ajera Administrator has full rights to the
system, including access to all data, options, tasks, reports, and employee login email/IDs and
passwords. Enter the First Employee’s name, Login Email (which appears in Ajera as the user name),
and password.
14. Click Install.
15. Messages indicate the current state of the installation. When you see the message that confirms that
the installation is successful, click Finish.

Congratulations! Ajera is now installed on your server.

Step 3: Set up Ajera Web Access

Web access options

Work with your IT team to determine how to set up web access for your firm. You can set up your web clients
(also known as workstations and smart devices) to access Ajera from:
l Inside your firm’s physical office, using an internal network behind your firewall
Your company firewall provides the security necessary to protect your Ajera data. No SSL is required.
l Any public Internet connection, including public Wi-Fi hot spots

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 Install Ajera

If using external Internet access or the Active Directory integration, Deltek

strongly recommends securing access with SSL technology. Access to the
Internet outside of your firewall may require additional router or firewall
configuration. If you have a website, you may already have an SSL certificate.

For more information on how to set up an SSL certificate, contact your company
network administrator.

For public Internet use and for Ajera Mobile Timesheets, you must use a static public IP address. You
also need additional network configuration to set up external web access to your server or a virtual
private network (VPN) or other technology, such as a public domain name system (DNS), to connect
to your server from over the Internet.
You can create a public DNS through your Internet service provider. If you do, you must configure a
port forward on your firewall or gateway device.

Due to the variations in firewalls and network access, Deltek cannot provide
support or troubleshoot any problems you might experience while setting up
external web access.

l Ajera Cloud, enterprise hosting for Ajera

Ajera Cloud provides disaster protection, multiple firewalls, and intrusion detection, as well as
encrypted access, continuous monitoring, and daily backups stored in a secure, off-site facility.
Using the Ajera Cloud eliminates the time-consuming process of selecting the right hardware and
deployment strategy. Ajera Cloud provides 24/7 access, data security, daily database backups, and
continuous maintenance of Ajera. Refer to the Ajera Cloud appendix for more information.

Ajera Requires ClickOnce

Ajera requires ClickOnce technology from Microsoft, which allows you to run Windows applications over the
web without requiring administrative rights or workstation configuration changes. You do not need to be a local
administrator to run Ajera using ClickOnce. The Ajera program does not access privileged resources. Non-
administrators receive the same one-time security prompt as administrators.
If you access Ajera directly from the web without using a VPN, Deltek strongly recommends running SSL.
ClickOnce does not support self-signed certificates. Purchase an SSL certificate issued by a trusted root CA.
Running a ClickOnce application for the first time downloads and runs the application from an isolated folder
on the workstation. Subsequent runs do not require that the application be downloaded again unless you move
Ajera to a new server or update Ajera to a new version. Ajera program files are approximately 35 MB.

ClickOnce does not support non-standard ports. You must use either port 80 or
443.

The following scenario describes what happens when an employee logs into Ajera over the web.
1. Using a supported web browser, an employee logs into Ajera: http://<server name>/Ajera or
https://<server name>/Ajera.
The Ajera login page displays, via anonymous authentication.
2. When the employee clicks the Login button, Ajera verifies the user name and password against the
database using protections against common attacks, such as SQL injection and buffer overrun.

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 Install Ajera

l If Ajera cannot validate the credentials, an error message appears on the login page.
l If Ajera accepts the login credentials, the system creates a forms authentication token on the
server with an expiration of 30 days.
3. Communication between the Ajera web application and server uses secure HTML5.
4. Using the token passed on the Ajera ClickOnce URL, a forms authentication cookie is manually set in
all HTTP requests.
5. All communication from the Ajera program back to the server for data entry tasks is done via .NET
remoting, with custom client and server sinks.
Server calls are in the form of a binary HTTP POST. The address for all server calls is
http://servername/Ajera/Secure/SAService.rem, where .rem is a default ISAPI extension that points
to ASP.NET, used for remoting purposes.
This cookie allows the request to access the /Ajera/Secure path to process the .NET remoting call.
Note that the cookie is not set in Microsoft Internet Explorer (IE) and is not stored anywhere on the
client workstation.

Setting up Ajera web access

Ajera is a web-based program, meaning that your employees log into your Ajera server using supported web
browsers. You do not install Ajera on individual workstations. Verify that the browsers on each workstation
match what is listed in the Ajera Hardware/Software Requirements.

Without the correct hardware and software (such as supported web browsers or
Microsoft Windows), you cannot access Ajera’s full functionality.

Setting up the Ajera server for web access installs IIS and required modules if they are not already present. It
also creates an Ajera ASP.NET application and application pool on the Ajera server. Ajera requires IIS 7 or
greater.

Before you begin

l Determine your firm's web access options.
l Understand Ajera's ClickOnce requirement.
l If you use Firefox as your browser you must manually install the Microsoft .NET Framework
Assistant add-on for Firefox. Step 1: Prepare for the installation contains steps to install the Firefox
Assistant.

To set up Ajera web access

1. From the server where Ajera is installed, go to the Windows Start menu, and click All Programs >
Ajera > Ajera Server Administration.
2. The system may prompt you to allow access to your computer, depending on your User Account
Control settings in the Control Panel. Click Allow.
3. From the Tasks menu, click Setup Ajera Internet Access.
4. The system prompts you to install IIS and operating system components. Click OK. This may take
several minutes to complete.
5. Click OK to create a web application.
6. The system displays the following Ajera and Ajera Mobile Timesheets URLs. Your employees can
access these URLs from their workstations using supported web browsers.

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 Install Ajera

Ajera: http://<servername>/Ajera

Ajera Mobile Timesheets: http:// <servername>/Ajera/M

If problems occur with web access, delete the following folder from the client
workstation. You may need to display hidden folders before you can find the right
folder.

Windows 10 C:\Users\%username%\AppData\Local\Apps\2.0\

Set up Ajera Administrators

When you installed Ajera, you set up the first employee in the Ajera database by entering their name, login
email, and password for your first employee. That first employee, also known as the Ajera Administrator, is
responsible for the health of your firm’s financial and project information in Ajera.
To designate that first employee as your Ajera Administrator, you must now log in to Ajera using their login
information and complete their setup. Once complete, the Ajera Administrator can then set up the rest of your
employees.
Your Ajera Administrator should understand your firm’s current workflow, ,as well as what financial and
project information each employee can access. They use this knowledge to set up Ajera’s preferences and
permissions for your firm and for your employees.

To set up Ajera Administrators

1. Navigate to the Ajera URL you created in the Set up Ajera web access section.
2. In the upper left-hand corner of the Ajera Login window, select the database from the drop-down box.
3. Log into Ajera using the Login email and password of the first employee to complete their setup as
the Ajera Administrator.
4. Click Login.

5. From the > Setup menu, click Employees. The Employee List screen appears with only the first
employee listed.
6. Click Edit.
7. On the General tab, enter or verify the following information:
l Employee name
l Employee type = Administration
l Login information = employee email (required by Ajera Cloud), Login ID, password
l Role = Administrator

Record this setup information and store in a safe location, as the Ajera
Administrator will need it to manage this Ajera database.

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 Install Ajera

8. On the Pay Information tab, select a pay period and enter a pay period salary amount for the
administrator.
9. Click Save and then click Close.
The administrator can now set up your Ajera company information as described in the Ajera Getting
Started Guide.

Store this information in a safe location, as the administrator will need to manage
this Ajera database.

Access Ajera from workstations

1. Confirm that each workstation is set up with the appropriate hardware and software identified in the
Ajera Hardware/Software Requirements.
2. Using a supported browser, enable cookies.

Without the correct hardware and software (such as supported web browsers or
Microsoft Windows), you cannot access Ajera's full functionality.

3. Using a supported browser, enable Javascript.

4. When using Internet Explorer 10.0 or greater, turn off Compatibility View.
5. Using a supported browser, verify the Ajera login URLs:

Ajera: http://<server name>/Ajera

Ajera Mobile Timesheets: http://<server name>/Ajera/M

If your domain name is different from your server name, use this URL instead:
http://<domain name>/Ajera/M

6. Once confirmed, email the Ajera URLs to your employees.

7. Employees can then log into Ajera using their login credentials.

Ajera Cloud clients: To log into Ajera using the Ajera Cloud, employees must
be set up in Ajera with email addresses, which is used as their login ID.

Access and reload sample data

Installing Ajera creates a sample Ajera database for a fictional company called Accutera Architects that you
can use to learn how to use Ajera. Use this database to experiment with Ajera in the Ajera Cloud using sample
information.

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 Install Ajera

To access sample data

1. Go to the Ajera login web page and enter sample\pdh in the Username field.
2. Enter pdh as the password. The password is case-sensitive.
3. To log into your company's data, log out of Ajera and log back in, typing your user name and
password.

To access Ajera Cloud sample data

1. Verify that each Ajera employee in your firm is active and set up with a valid email address ( >
Setup > Employees). Each employee must have an email address to log into the sample database
on the Ajera Cloud.
2. To access the sample data, log in with our actual email, preceded by the word sample/
l Email: sample\<your email address>
l Password: <your password>
3. Ajera prompts you to select an employee or role already set up in the sample database.
Sample data does not include the ability to upload attachments.

To reload sample data

The Ajera Administrator can reset the sample database at any time to return to its original content.

From the > Setup menu, click Utility >Reload Sample Data.
If you are logged into the sample data, Ajera restores the sample data and returns you to the login web page.
Otherwise, Ajera restores the sample data and returns you to your normal processing.

10 – Deltek Ajera 9 © 2023 Deltek Inc. All rights reserved.

 Multi-tier Setup

Multi-tier Setup
Use these installation instructions if you are installing Ajera and SQL on different machines.

Technical Having a dedicated gigabit connection between the two machines is recommended
Recommendation as all communication between SQL and Ajera will done through this connection.

Machine 1

What you should know before you begin:

l Backup and Restore will not work within Ajera with this setup.
l Ajera sample data is not supported with this setup.
l During an upgrade of Ajera, sample data will not be maintained or updated with this setup.

Installation and setup

1. Install Ajera
Ajera will automatically install a copy of SQL and install the database in this instance.
2. Backup the databases from the Machine 1 SQL instance and restore them onto Server 2
SQL instance.
3. Run Ajera Server Administration.
4. Click Task > Change SQL Logon.
5. Change the SQL Server Machine Name to the hostname or to the IP address of Machine 2.
6. If you installed SQL on Machine 2 with the default instance, leave the SQL Server Instance blank. If
not, enter the SQL Server Instance.
7. In the Username field, enter sa.
8. In the Password field, enter the password used when setting up SQL on Machine 2.
9. Click OK.

Machine 2

What you should know before you begin

l Backup and Restore will not work through Ajera Server Administration unless the SQL databases on
Machine 2 are setup as recommended in Step 3 below.

Installation and setup

1. Install SQL.

Note l Use mixed mode and setup the instance with an sa password.
: l Install SQL using the default instance. Installing SQL with a different name will
cause SQL to use dynamic ports and forwarding those ports can be more difficult.

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 Multi-tier Setup

2. Setup Windows Firewall. View the steps here: https://docs.microsoft.com/en-us/sql/sql-

server/install/configure-the-windows-firewall-to-allow-sql-server-access
3. On Machine 2, create the following folders:
l C:\Ajera
l C:\Ajera\Backups
l C:\Ajera\Programs
l C:\Ajera\Programs\*.bak files
4. To backup, in Ajera Server Administration click Tasks > Backup Database and back up to
C:\Ajera\Backups\Ajera.bak.
5. To restore, in Ajera Server Administration click Tasks > Restore Database and restore from
C:\Ajera\Backups\Ajera.bak.

Updating Ajera using the multi-tier setup

You may receive an error message related to sample data during the update process. The update will
complete for the Ajera database however sample data is not supported. You can click OK on this message to
close the window.

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 Update Ajera

Update Ajera
Ajera Cloud clients: You do not need to complete this task; Deltek completes it for
you.

Before you begin

Whether or not you have the appropriate Ajera 8 environment, the Ajera 7
update will continue unaffected and complete successfully.

l Before beginning the update, disable your anti-virus software.

Do not install an Ajera update while employees are connected over the web. If
you install the update when an employee is entering data, work entered since the
last save will be lost.

To update Ajera
1. Direct all users, including those using Ajera Mobile Timesheets, to exit Ajera.

If anyone is logged in during the update, all changes since the last save are
discarded.

2. If the Release Notes describe changes to Inquiry, export your custom inquiries.
3. From the Ajera server, go to the Windows Start menu, and select All Programs > Ajera > Ajera
Server Administration.
4. On the Tasks menu, select Update Ajera.
The Ajera installation displays status messages as it proceeds. Do not close any of these windows
until the update is complete. If you have multiple Ajera databases, the update process updates all
databases automatically.

If using Windows Server 2008 with the User Account Control enabled, you
must answer any security messages within two minutes. Otherwise, the update
aborts, and you must restart the process again.

5. When the update is complete, click Finish.

Ajera automatically creates a backup of your data in Ajera > Backups >
PreviousVersion.bak.

6. After the update is complete, import your custom inquiries if you had exported them earlier.

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 Update Ajera

To update to SQL 2019

1. From the server where Ajera is installed, go to the Windows Start menu, and click All Programs >
Ajera > Ajera Server Administration.
2. From the Tasks menu, select Update to SQL 2019.

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 Uninstall Ajera

Uninstall Ajera
Ajera Cloud clients: You do not need to complete this task; Deltek completes it for
you.

l Uninstall Ajera on a server:

If you want to move Ajera to another server or perform a clean installation, you must completely
uninstall Ajera from your current server.
l Uninstall Ajera on a workstation:
Ajera does not physically exist on individual workstations. Employees access Ajera on your server
using a supported web browser and Ajera URL on your server, so there is nothing to uninstall on
individual workstations.

Before you begin

l Ajera 9 does not support Crystal Reports.
Before uninstalling any Ajera release prior to Ajera 9, copy the custom reports subfolder from the
Ajera/Program folder to a secure location.

To uninstall Ajera from your server

1. Make a current backup of your data. From the Ajera folder, copy the Backups folder to a secure
location.
If you use multiple databases, you must log into each database separately.
2. Using the Internet Information Services (IIS) Manager, remove the:
l Default Ajera virtual application from the web sites list
l AjeraAppPool from the Application Pools
3. Optionally, remove the Axium instance from Microsoft SQL Server:
l On your Ajera server, uninstall Microsoft SQL Server instance in use by Ajera.
l Delete the C:\Program Files\Microsoft SQL Server\MSSQLxx.AXIUM folder.
4. Delete the Ajera folder (typically C:\Ajera).
5. Remove Ajera and Ajera Server Administration shortcuts.
6. Empty your recycle bin.
7. Copy your backups or Custom Reports subfolders back to their appropriate locations (for example,
after installing Ajera or moving it to another server).

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 Manage multiple databases

Manage multiple databases

Step 1: Create multiple databases

Ajera Cloud clients: You do not complete this task. Contact Ajera Support to request
additional databases.

If you have multiple companies that do not share employees, projects, or financial information, you can set up
a unique Ajera database on your server for each company. Each database contains only that company
information and functions as a completely separate version of Ajera.

Before you begin

l Verify that you are set up with the Administrator role in your original Ajera database.

To create multiple databases

1. Log into your original Ajera database, using your administrator user name and password.

2. From the > Setup > Utility menu, click Multiple Databases.

This option only appears on the Utility menu if you are set up with the
Administrator role in your original Ajera database.

3. Click Yes to confirm that you want to add a database.

4. Click New.
Your original database is named Ajera. Each time you create a new database, Ajera appends a
sequential number to the word Ajera (such as Ajera_2, Ajera_3) for each database name and uses
the words New Company as the default company name. You can change the company name after
you set up an administrator for the new database. Refer to Step 3 - Rename each database for
details.

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 Manage multiple databases

When you create an additional database, Ajera creates it with the same firm type selected for the
original Ajera database (Architectural, Engineering, or Neither).
5. Click Close.

Step 2: Set up database administrators

Ajera Cloud clients: You do not complete this task. Contact Ajera Support to request
additional databases.

After setting up multiple databases, you must set up the first employee as the administrator for each
database. Choose an employee who can maintain each database, has full rights to the system, and has
access to all options, tasks, reports, and employee user IDs and passwords.

Before you begin

l Verify that multiple databases have been created.
l Verify that you are set up with the Administrator role in your original Ajera database.

To set up database administrators

1. On the Ajera Login window, select your new database from the drop-down menu in the top left-hand
corner of the screen.
2. In the username field, type Master.
3. In the password field, enter the master password for the original Ajera database.
4. Click Login. You are now logged into your new database.

5. From the > Setup menu, click Employees. Complete the steps described in the Set up Ajera
Administrators section.

Step 3: Rename databases

Ajera Cloud clients: You do not complete this task. Contact Ajera Support to request
additional databases.

Before you begin

l Verify that you are set up with the Administrator role in your original Ajera database.

To rename databases
1. On the Ajera Login window, select the database you want to rename.
2. Enter the administrator login credentials for this database and click Login.

3. From the > Setup > Company menu, click Preferences.

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 Manage multiple databases

4. On the General tab, the words New Company appear in the Company name field. Replace those
words with your actual company name.
5. Enter a beginning balance date and click Save.
6. Repeat the above steps to rename each database.
7. To see all of your renamed databases, log into the original Ajera database.

8. From the > Setup > Utility menu, click Multiple Databases.

This option only appears on the Utility menu if you are set up with the
Administrator role in your original Ajera database.

All Ajera databases appear with their corresponding company names, as illustrated below:

9. Share the company database name with employees so that they can log into the right database.

Move Ajera databases to a new server

Ajera Cloud clients: You do not complete this task. Contact Ajera Support for
additional information.

There are many reasons to move your Ajera databases to a new server. For example, when you purchase a
new server, reorganize your network structure, or move SQL to a different drive on the same server. Moving
Ajera is a simple process of creating, copying, and restoring database backups.

Before you begin

l Regardless of which version of Ajera you use, the steps to move Ajera to a new server are exactly the
same. The installation routine verifies your current version and installs that version to the new server.
l Verify that you are set up with the Administrator role in your original Ajera database.

18 – Deltek Ajera 9 © 2023 Deltek Inc. All rights reserved.

 Manage multiple databases

To move Ajera to a new server

1. Log into the Ajera database you want to move.
2. Back up each database to the \Ajera\Backups folder on your Ajera server.
When you create a backup file, name the file so that it indicates which company you are backing up
(for example, MainCompany.BAK, 2_Company2.BAK, and 3_Company3.BAK).
When you back up your data, the Database Backup window lists only the data for the Ajera database
you are currently logged into.
3. Using Windows Explorer, copy your \Ajera\Backups folder to a secure location where you can
access it from both the current and new servers.
4. Install Ajera onto the new server.
5. After completing the installation, copy your Backups subfolder back to their appropriate locations.
6. Log into the new Ajera database using the administrator login ID and password.
7. Recreate your current database structure on your new server. Refer to Step 1 - Create a new
database for more information.

Write down the number is assigned to each new database in the Database
column.

8. Restore the database backups you copied to the new server.

9. Repeat the above steps to restore each additional databases.

19 – Deltek Ajera 9 © 2023 Deltek Inc. All rights reserved.

 Enabling Upload Attachments

Enabling Upload Attachments

About Upload Attachments and FileStream

Upload Attachments allows you to upload and store attachments for expense reports, vendor invoices, and in-
house expenses.
Ajera Upload Attachments uses Microsoft SQL Server FileStream technology to store and retrieve documents
in a SQL Server database. Deltek has chosen to configure FileStream functionality and to store these
documents in a separate database rather than in your Ajera database.
Your separate Ajera and FileStream databases must be backed up on the same schedule so that they will be
in sync if a restore is needed. If using the Backup and Restore option provided in Ajera this will automatically
happen.
Video: Upload Attachments (4:31)

FileStream Best Practices

The following article provides detailed information on FileStream best practices:
http://msdn.microsoft.com/en-us/library/dd206979(v=sql.105).aspx
Some examples of FileStream best practices noted in the MSDN article are:
l Disable short file names on FileStream computer systems because they take significantly longer to
create. To disable short file names, use the Windows fsutil utility.
l Regularly defragment FileStream computer systems.
l Use 64-KB NTFS clusters. Compressed volumes must be set to 4-KB NTFS clusters.
l Disable indexing on FileStream volumes and use the Windows fsutil utility to set disablelastaccess.
l Disable anti-virus scanning of FileStream volumes, if possible. If anti-virus scanning is necessary,
avoid setting policies that will automatically delete offending files.
l Ensure that your nightly backup routine (and any other backup processes) back up the FileStream
database at the same time as your Ajera transaction database. Metadata for uploaded files is stored in
the Ajera database, while the actual uploaded file data is stored in the FileStream database. If you
restore one or both databases and the database backups are out of sync, data issues may occur.
On-premise users, view Setting up Upload Attachments when Ajera and SQL are on the same server.
Ajera Cloud users, view Enabling Upload Attachments for Cloud Users.
View the Ajera 9 Installation Guide for more information.

Setting up Upload Attachments when Ajera and SQL are on

the same server
In order to Upload Attachments in Ajera, you need to enable FileStream.
If Ajera and SQL are installed on the same server, you can turn on FileStream from Ajera Server
Administration.
If Ajera and SQL are installed on different servers, you will need to follow the directions here.

20 – Deltek Ajera 9 © 2023 Deltek Inc. All rights reserved.

 Enabling Upload Attachments

To turn on Upload Attachments using SQL FileStream when Ajera and SQL are on the same server
1. From the Ajera server, go to the Windows Start menu and select All Programs > Ajera > Ajera
Server Administration.
2. From the Tasks menu, select Setup Upload Attachments.
You will get the message "FileStream databases have been created."
This creates a new FileStream database for each Ajera database you use. The naming convention for
files uploaded will be AjeraFiles followed by the name of the database.
3. Click OK.

4. To verify FileStream is enabled, from > Setup menu, select Company > Preferences > General
tab and verify that the check box in the lower right is checked. This check will have to be done for
each Ajera database.

Setting up Upload Attachments when Ajera and SQL are on

different servers
In order to Upload Attachments in Ajera, you need to enable FileStream. If Ajera and SQL Server are installed
on different servers, use the following steps to configure upload attachments with SQL Server FileStream.

Enabling FileStream during the SQL Server installation

1. Open the Database Engine Configuration.
2. Click the FILESTREAM tab and ensure that the following options are selected:
l Enable FILESTREAM for Transact-SQL access
l Enable FILESTREAM for file I/O streaming access
l Allow remote clients to have streaming access to FILESTREAM data
By default, the Windows share name created for FILESTREAM access will be the SQL Server
instance name (default SQL instances are named MSSQLSERVER). Deltek recommends that you
use the default selections.
3. Continue on to configuring settings in SQL Server Properties.

Enabling FileStream after installing SQL Server

1. On the database server, open the SQL Server Configuration Manager.
2. Right-click your SQL Server service, and click Properties on the shortcut menu.
3. Click the FILESTREAM tab, ensure that all three options are selected, and click OK.
By default, the Windows share name created for FILESTREAM access will be the SQL Server
instance name (default SQL instances are named MSSQLSERVER). Deltek recommends that you
use the default selections.
4. Continue on to configuring settings in SQL Server Properties.

Configure settings in SQL Server Properties

1. Open SQL Server Management Studio.
2. Right-click the server, and click Properties.
3. Select the Advanced page.

21 – Deltek Ajera 9 © 2023 Deltek Inc. All rights reserved.

 Enabling Upload Attachments

4. Check to ensure that the Running Values are displaying that the FileStream Access level is set to Full
access enabled.
5. Click OK, and restart the SQL Server service.
6. Continue on to manually creating FileStream databases.

Manually create FileStream databases

Before you create the FileStream database, you must determine where the FileStream data will be stored. By
default, the FileStream data is stored in a folder and sub-folders in your SQL Server Data folder. Depending on
your SQL Server installation and disk configuration, it may be better to store this data on a separate physical
disk, partition, RAID array, etc.
1. Open the SQL Server Management Studio (SSMS).
2. Right click Databases and click Restore Database.
3. In the Restore Database window select Device, select Add and browse for the file AjeraFiles.bak,
typically this is store in the Program folder where Ajera is installed.
4. If the Ajera database ends in a _1/_2/_n then you will need to change the Destination Database
name to a name appropriate for the Ajera database you intend on using upload attachments for.
The name of the FileStream database must be your Ajera database name with FILES added after
Ajera. The naming schema we’ve agreed upon is this; for Ajera the FileStream database is AjeraFiles,
for Ajera_1, Ajera_2, Ajera_n the naming schema is AjeraFiles_1, AjeraFiles_2, AjeraFiles_n, etc.
5. If you want more control over which drive/folder the data in this database is store click the Files page
from left.
6. Change the Restore As field for each field (items a, b are typical database entries, c is where the
logical files will be stored in the windows filesystem).
l FileStore: where the data records are stored.
l FileStoreLog: where the data log records are stored.
l Filestream: where the actual files themselves will live.
7. Enter a name for the database.
8. Restore the AjeraFiles.bak file into the new database(s) you created.

9. To verify FileStream is enabled, from > Setup menu, select Company > Preferences > General
tab and verify that the check box in the lower right is checked. This check will have to be done for
each Ajera database.

Setting the upload file size limit

When you turn on Upload Attachments, Ajera sets the default upload size to 50MB. The maximum file size
that can be uploaded as an attachment in Expense Reports, In-House Expenses, and Vendor Invoices is
120MB.
Select a file size limit that seems reasonable to your organization. Be aware that the larger the file size limit
the more hard disk space that will be required to store the data.

22 – Deltek Ajera 9 © 2023 Deltek Inc. All rights reserved.

 Enabling Upload Attachments

Ajera Cloud only: The upload file size is set to 120MB by default and cannot be
changed.

To set up the upload file size limit

1. From the Ajera server, go to the Windows Start menu and select All Programs > Ajera > Ajera
Server Administration.
2. From the Tasks menu, select Change Upload Size Limit.
3. Enter a size limit between 50 and 120.
4. Click OK.

23 – Deltek Ajera 9 © 2023 Deltek Inc. All rights reserved.

 Back up Ajera

Back up Ajera

Back up a database
Ajera Cloud clients: You do not complete this task. Deltek backs up your databases
daily. Contact Ajera Support for backup assistance.

To secure your data, create a formal backup schedule, document the schedule, and incorporate it into your
workflow. How often you create a backup depends on your firm’s situation.

If using the upload attachment feature, Ajera automatically backs up your Ajera
database and Filestream attachments together. If manually backing up your files be
sure that you back Ajera and the corresponding FileStream data together.

l Back up your Ajera server daily, at month-end, at year-end, and before installing updates.
l Retain at least two weeks of backups on the \Ajera\Backups folder on your Ajera server.
l Archive your \Ajera\Backups folder to an external location regularly.

Before you begin

l Verify that you are set up in Ajera with an Administrator role in your original Ajera database. Only
employees with that role can back up an Ajera database.

To back up a database
1. Log into Ajera, using your administrator user name and password.
2. From the > Setup > Utility menu, click Database Backups.

This option only appears on the Utility menu if you are set up with the
Administrator role in your original Ajera database.

3. Click New Backup and type a description for the backup, such as January backup. Do not use the
following characters: \ / : * ? " < > | or exceed 100 characters.
4. Click Create. Ajera saves a copy of your data to the \Ajera\Backups folder on your Ajera server.

If using the upload attachment (FileStream) feature, Ajera backs up the

FileStream data at the same time.

5. If you have multiple databases, you must log into and back up each database separately. When you
back up data, the Database Backup window lists only the data for the database you are logged into.

24 – Deltek Ajera 9 © 2023 Deltek Inc. All rights reserved.

 Back up Ajera

Restore a database backup

Ajera Cloud clients: You do not complete this task. Contact Ajera Support for backup
assistance.

Before you begin

l Verify that you are set up in Ajera with an Administrator role in your original Ajera database. Only
employees with that role can restore an Ajera database.

To restore a database backup

When restoring database backups, Ajera OVERWRITES all changes entered
since your last backup. Ajera Support cannot restore overwritten data.

1. To avoid losing changes, back up your current data.

2. Verify that all employees have exited Ajera.
3. On your Ajera server, open your Ajera folder and double-click the AjeraServerAdministration.exe
file to open the Ajera Server Administration tool.
4. From the Tasks menu, click Restore Database.

If using the upload attachment (FileStream) feature, Ajera automatically backs

up your FileStream data. When restoring data, if the .bak file being restored does
not contain the matching FileStream data, you will be warned. It is important that
you backup and restore the FileStream data at the same time as the Ajera data.

5. On your Ajera server, navigate to and select the backup file that you want to restore. Click Restore.

After Ajera restores the database, Ajera prompts you to log in. Keep previous
administrator passwords in a secure location so that you can use them to log into
the restored databases.

6. Click Yes to confirm that you want to restore the database. Ajera notifies you when it has
successfully restored and updated your database.
If a FileStream database was backed up, this also restores the backed up FileStream database.
7. To restore multiple databases, repeat the above steps for each database separately.

Delete a database backup

Ajera Cloud clients: You do not complete this task. Contact Ajera Support for backup
assistance.

25 – Deltek Ajera 9 © 2023 Deltek Inc. All rights reserved.

 Back up Ajera

Before you begin

l Verify that you are set up in Ajera with an Administrator role in your original Ajera database. Only
employees with that role can delete an Ajera database.

To delete a database backup

1. Log into Ajera, using your administrator user name and password.
2. From the > Setup > Utility menu, click Database Backups.

This option only appears on the Utility menu if you are set up with the
Administrator role in your original Ajera database.

3. Select the database backup you want to delete.

If using the upload attachment (FileStream) feature, this also deletes the
FileStream data.

4. Click Delete.
5. Click Yes to confirm that you want to delete the database.
6. If you have multiple databases, you must log into each database separately to delete it.

26 – Deltek Ajera 9 © 2023 Deltek Inc. All rights reserved.

 Ajera Cloud

Ajera Cloud

Ajera Cloud: Migrate from Ajera server

Step 1: Prepare your current Ajera information

1. Purchase Ajera Cloud and complete the license agreement.
2. On your existing server, update Ajera to the current release. Refer to the Updating Ajera section for
step-by-step instructions.
3. Verify that each Ajera employee is active and has a valid email address. Each employee must have
an email address to log into the Ajera Cloud.
4. Ensure that your custom reports were created using Microsoft SQL Server Reporting Services 2005
(.rdl files).

Ajera does not support Crystal Reports (.rpt files).

5. Back up all current databases to a secure location.

If using the upload attachment (FileStream) feature, this will also back up the
FileStream database.

Step 2: Send your databases to Deltek

Send each Ajera database to Deltek so that they can be uploaded into the Ajera Cloud. Deltek uses a secure
Internet connection to receive your data.

When you are ready to send your databases to Deltek, be sure to restrict any further
use of your Ajera databases by your employees. Any updates you make after you send
your databases will be unavailable in the Ajera Cloud.

1. The Ajera IT team will contact you and walk you through the steps you’ll need to send your data to
Deltek.
2. The Ajera IT team will notify you when your data is accessible in the Ajera Cloud.

Step 3: Log into Ajera on the Ajera Cloud

1. Using a supported browser, access the link to your Ajera database and enter your email and
password.
2. Share the Ajera Cloud database URL with your employees so they can continue to work in Ajera as
usual.

With Ajera Cloud, your databases are automatically backed up daily.

27 – Deltek Ajera 9 © 2023 Deltek Inc. All rights reserved.

 Ajera Cloud

Ajera Cloud: Set up a new Ajera database

To set up a new Ajera database
1. Purchase Ajera Cloud and complete the license agreement.
2. The Ajera IT team creates your new Ajera database in the Ajera Cloud.
3. When the database is accessible, Deltek sends you an Welcome to Ajera Registration email,
containing your Registration Code, web link to your Ajera database, and your Ajera Administrator’s
login information (with a temporary email and master password).
4. Go to the Ajera Cloud login page: https://login.ajera.com/
5. Enter the temporary email and password identified in your Welcome to Ajera Registration email.
6. Click Login. You are now logged into your Ajera database.
7. Complete your Ajera Administrator setup.
With Ajera Cloud, your databases are automatically backed up daily.
If using the upload attachment (FileStream) feature, this will also back up the
FileStream database.

The administrator can now set up your Ajera company information as described in the Ajera Getting
Started Guide.

Access and reload sample data

Installing Ajera creates a sample Ajera database for a fictional company called Accutera Architects that you
can use to learn how to use Ajera. Use this database to experiment with Ajera in the Ajera Cloud using sample
information.

To access sample data

1. Go to the Ajera login web page and enter sample\pdh in the Username field.
2. Enter pdh as the password. The password is case-sensitive.
3. To log into your company's data, log out of Ajera and log back in, typing your user name and
password.

To access Ajera Cloud sample data

1. Verify that each Ajera employee in your firm is active and set up with a valid email address ( >
Setup > Employees). Each employee must have an email address to log into the sample database
on the Ajera Cloud.
2. To access the sample data, log in with our actual email, preceded by the word sample/
l Email: sample\<your email address>
l Password: <your password>
3. Ajera prompts you to select an employee or role already set up in the sample database.

28 – Deltek Ajera 9 © 2023 Deltek Inc. All rights reserved.

 Ajera Cloud

Sample data does not include the ability to upload attachments.

To reload sample data

The Ajera Administrator can reset the sample database at any time to return to its original content.

From the > Setup menu, click Utility >Reload Sample Data.
If you are logged into the sample data, Ajera restores the sample data and returns you to the login web page.
Otherwise, Ajera restores the sample data and returns you to your normal processing.

29 – Deltek Ajera 9 © 2023 Deltek Inc. All rights reserved.

About Deltek
Better software means better projects. Deltek delivers software and information solutions that enable superior
levels of project intelligence, management and collaboration. Our industry-focused expertise makes your
projects successful and helps you achieve performance that maximizes productivity and revenue.
www.deltek.com

www.deltek.com
 F
Index
FileStream 21
A
H
administrator setup 8
hosted Ajera (Ajera Cloud)
for multiple databases 17
logging in 27
Ajera Cloud (hosted Ajera)
migrating to 27
logging in 27
setting up 28
migrating to 27
hosted Ajera (Axium Cloud)
setting up 28
sample data 9, 28
Axium Cloud (hosted Ajera)

sample data 9, 28 I
installing
B
Ajera 2
backups
Ajera on workstations 9
backing up 24
sample data 9, 28
deleting 25

restoring 25 L
logging in 9
C
Ajera Cloud (hosted) 27
ClickOnce 6

M
D
Mobile Timesheets
databases
accessing from workstations 9
backing up 24
installing 2
creating multiple 16
setting up 9
deleting backups 25
moving
moving to new server 18
databases 18
renaming 17
multiple databases
restoring backups 25
creating 16
setting up administrators 17
moving 18
 renaming 17 W
setting up administrators 17 web access 1

Axium Cloud (hosted) 5

P
options 5
preparing
setting up 7
to install Ajera 1

R
renaming databases 17

S
sample data

Ajera 9, 28

Axium Cloud (hosted Ajera) 9, 28

server

installing Ajera 2

moving Ajera to new server 18

setting up

Ajera administrator 8

Ajera Cloud 28

web access 7

T
timesheets 9

U
uninstalling

Ajera 15

updating Ajera 13

Upload Attachments 20