It’s very important to back up your Crystal PM database as a preventative against theft, natural disaster, or hardware failure. This walkthrough will explain how to perform this function.

On your server computer perform the steps below:

For Windows Vista/Windows 7: Click on Start > Computer > Double-click Local Disk (C:).


Within the Local Disk you will see a folder titled Program Files. Double click this.Note: If your version of Windows is 64 bit you will see Program Files(X64). If you see this folder, open it.

For Windows XP: Click on Start > My Computer > Double-click Local Disk (C:).Note: If you do not see My Computer in your start menu, it will be on the desktop.

Within the Program Files (or Program Files X86 folder) you will locate the CrystalPM folder.


Double-click on the folder. Once it is open, you will see the various files that operate the program. Click the letter ‘b’ on your keyboard. The selection will show this backup icon.



Right-click on the icon titled ‘backup’ and mouse over the entry titled ‘Send To’. Choose the second option in the list titled ‘Desktop: (create shortcut)’.


This icon will appear on your desktop.
Note: To backup Crystal, you will need a form of removable media (flash drive, external hard drive, etc). A good rule of thumb is to have two external hard drives that you rotate out on a daily basis and to back the data up with the same frequency. Your data can be backed up to the server computer, but if the server computer fails, your data cannot readily be transferred to another machine and may be lost altogether.

To ensure that the backup icon is backing up the data to the proper location, right click on the backup-Shortcut icon and select ‘Edit’. The following screen will appear in Notepad:


There will only be two areas to edit in this screen. One is program files, if your server computer shows Program Files (X86), you will need to put the cursor after the word ‘files’, hit the spacebar once and type ‘(X86) as shown below:


This ensures that the data folder (within Program Files(X86) is being backed up properly. The second entry that you will need to edit is the filename where you see ‘e:backup’ in the screenshot. This drive letter must match the drive letter that your computer has assigned to the external hard drive or flash drive. To locate this, insert the device into your server computer’s USB port and click on Start > Computer and you will see the following:


For this example, my computer assigned my external device to the ‘D’ drive. On the backup shortcut editing screen change the drive letter from e to d (leave all other data on this page as it is)


Save the changes to the edits made here:
And your back up icon for Crystal is now setup.


Note: Do not run this during the day when your staff is using Crystal. The first step of the backup process is to stop the Crystal PM database which means that all users currently logged in will have their sessions in the program abruptly ended.

A good rule of thumb is to verify that all users are logged out of Crystal (including the server computer) and run the backup at the beginning or end of your workday as time permits.

Once the backup completes (time will vary depending on the size of your database) you can verify that the backup completed by clicking on Start > Computer > Removable Disk (D:). Within the external device, there will be a folder titled ‘backup’


Opening this folder will display similar information as you see here:


Click the item titled ‘Date modified’ at the top to view the most recent date that the data was backed up.

Note: This backup icon does not back up any other data on your machine other than Crystal PM.

If you’re IT person decides to move the Crystal PM database to a different drive on your server computer (for space requirements or performing backups), these are the necessary steps to facilitate this.

Note: You will need to ensure that none of your staff are working in Crystal while this is being done because the database will need to be shut down requiring all users to be out of the program (including the server computer).

For this example, I will move the live Crystal PM database to the ‘T’ drive:

Open this drive and create a folder titled ‘CPMData’:

To begin, click Start > All Programs > Accessories > (right-click on) Command Prompt and click Run as Administrator. Type in the phrase: net stop mysql and click Enter:

The database has been stopped at this point.
Minimize the command prompt window and navigate to Start > Computer (or My Computer) > Local Disk (C:) > Program Files (or Program Files X86) > MySQL.

Right-click on the MySQL folder and select ‘Copy’.

Navigate to the CPMData folder you created on the new drive you are switching the database to (exa: Start > Computer > downloads (\abeo) (T:) > CPMData. Once inside the CPMData folder, right-click and select ‘Paste’.

You will see the MySQL database folder in the CPMData folder at this point.

Note: This could take some time to accomplish depending on the size of your database.

Next, you will need to navigate to Start > Computer (or My Computer) > Local Disk (C:) > Windows > my.ini.
Double-click on my.ini and it will open in the Notepad.

You will need to edit the line ‘basedir=C :/program files/mysql to show (in my case):
datadir=T:/CPMData/mysql/data(Your data is now being stored/written to the file specified in this entry)
Save the changes to the my.ini folder and close out of it.
Now maximize the Command Prompt and enter the phrase: net start mysql

Crystal PM can now be accessed as usual on the server/workstation computers.

To install a Dymo Labelwriter to work in Crystal you will first install the Dymo software (that ships with the device) and connect the printer via USB to the computer.

Once this has been done, click on the following link to download the necessary template: Crystal_left.label

Save this template to your desktop or somewhere on your computer (preferably the desktop).

Note: This template has the required data for the Labelwriter to function with the software in Crystal.
To integrate, choose the Inventory tab (at the top of Crystal) and click the Frames button.

In the Frames you will see a list of the available frames that you have held in Inventory. Double-click on any frame and ‘drill into’ it until you see this screen:

On this window click ‘Edit Label Template’.

On this screen, you will 1st choose ‘Upload Dymo template’. Next you will click the checkbox for ‘check if file is .label’ and 3rd you will click the dark blue button ‘Select a template’.

This will open the find a file dialogue box. You will need to select the Crystal_left template that you downloaded from the Crystal website. Choose it and click ok (for this example I have saved the template to my desktop). Next you will click the ‘Save Template’ button here and you are finished. You will need to repeat this process for the Contact Lenses button and Miscellaneous button in the inventory screen as well.

Your final step is to make sure that Crystal has selected the Dymo Labelwriter. To do this, click File > Print Options > Label Printer. Your printer dialogue window will appear. Select the printer in the dropdown and click ok.

The purpose of this tutorial is to demonstrate how to provide access to sensitive medical record information to your patients over the web.

The first step is to export and save the patient’s medical record out of Crystal.

To do this, you will navigate to Records > select patient name.

Select the ‘old records’ button to access a previous medical record.

Next, select EHR > Print to PDF (which is the last option in the list)

In the printer dialogue box, check the option to print to file and click OK.

Next, you will be prompted where to save the document. For the purpose of this tutorial, I have saved the medical record to my desktop.

You also have the option at this point to name the medical record file; if not the default title will be ‘medrec’.

Click save and the item will print to a file on your desktop.

Minimize the programs you are in to verify that the medical record is available on your desktop:

In Crystal, navigate to the patient’s file and select the Files tab.

Select the button titled Online Documents:

The green online files box will appear. Set a username and password and click Add File.
Note: The username and password are not required to be any specific length or type of characters. It is personal preference.

On this screen, select the Find option.

In the file selection window navigate to the location of the file (Desktop > medrec) and click Open.

At this point the file is ready to be uploaded.

Provide a description and click Upload File.
The uploaded file will show in the file list:

Next, navigate in Crystal to Admin > Website and notice the hyperlink in the box:

This is the online location of the patient’s medical record. Click on this link and you will be taken to the following logon screen:

You will be required to enter the username and password you assigned prior to uploading the record (I used test123 and test123). You will also need to provide this information to your patient.
Click Enter once these fields have been filled and you (or your patient) will be directed to the username/password page where there medical record information can be downloaded and viewed.

To install Crystal PM on a workstation running the Windows 8 operating system, you will first insert the Server & Client disk into your CD drive.

The following screen will appear:

Click the dark blue box and the following options will appear:

Select ‘Open folder to view files’.

Double-click on the ‘Client’ folder.

Click on the ‘Setup’ icon.

The program will load as follows. Click ‘next’.

Follow the prompts and click the ‘Finish’ button on this screen:

The following window will appear:

You will need to enter the server name or IP address of the server computer. To locate this, go to another workstation (not your server computer) in your office and open Crystal. Click Configuration > Server.

The information in this box is what you will need for the new workstation.
Note: Windows 8 may require a .NET framework installation to complete the setup. If it does, it will prompt you when you attempt to install Crystal.