What Is FTP and How Should I Use It?

Adlib FAQ

What is FTP and how should I use it?

On the internet, the FTP standard (File Transfer Protocol) is commonly used for the exchange of files. By means of FTP, computers connected to the internet can send (copy) files to each other, which can then be saved on their own hard drive and used at will. To be able to use FTP, your internet connection does need to allow this protocol; ask your system administrator for information if problems arise using FTP.

How do I send my files to Adlib?

The Adlib helpdesk has probably asked you to send them one or more of your Adlib folders* or files via FTP. The first thing you have to do is to pack the relevant folder or files into one compressed file. Do this with a program like WinZip or WinRAR. Make sure the folder structure remains intact while packing the files (this usually happens automatically). Packing your files into one compressed file has the advantage that it needs less disk space and can be sent faster over the internet. (If you are sending a backup of an Adlib SQLdatabase, then also pack that backup in acompressed file.)
Give your packed file a unique and clear name (for instance the name of your institution plus a sequential number or date, e.g. MuseumOfSillyWalks15-01-09.zip) so that Adlib employees can recognize the file immediately.
* If you have been asked to send your Adlib application to the helpdesk, then from your Adlib Software folder (which might be located underneath C:\Program Files, but not necessarily) you must send the following subfolders: \adapls (or \adapl sources and \adaplbin), \bin or\executables, \screens, \texts, \data (possibly withoutthe .cbf-files), \worddocand thesubfolder with the name of your application, \museum for example. The \images subfolder and/or the .cbf databases or a backup of your SQL database itself (these can be very large files) only need to be included if requested. (The general installation guide has information about making backups.) So it’s best to create a copy of your Adlib Software folder first, and from that copy then remove the databases, images and linked documents if those are not required by the helpdesk. Then compress everything that remains of the copy in a single compressed file, if possible.
Always let the Adlib Helpdesk know when you are going to send something to Adlib via FTP, and when the uploading (the sending) has completed. That way, we can monitor the process to see if everything went as planned. In case you are sending an Adlib SQL database backup, also communicate the version of SQL Server that you are using (2005 or 2008 for example). You can reach the DutchAdlib Helpdesk via e-mail: ortelephone: +31 (0)346 – 58 68 01.(The UK office can be reached at +44 (0) 845 658 9482.)
Connect to the internet now, if you do not have a permanent connection.
Open your Windows Explorer, and in the address bar fill in the following FTPaddress, ftp://ftp.adlibsoft.comand pressEnter (see figure 1, box 1)

Figure 1: FTP via the Explorer.

Inthe Explorer file list you’ll now see the pub folder. This folder is not on your computer but on our so-called FTP server, a computer which we set up especially for exchanging files over the internet. Double-click the pub folder (see figure 1, box 2).
The pubfolder opens, and you’ll see some subfolders in it. Double-click the Incomingfolder (see figure 2, box 1). TheIncomingsubfolder opens.

Figure 2: Choose the Incomingfolder to copy your files to.

Open a second Windows Explorer (leave the Incoming folder opened in the first Explorer), and search for the zip file you created. Select and copy it (Ctrl+C). Go back to the other Explorer and paste the copied file (Ctrl+V). The sending of the file may take some time. Afterwards, you’ll observe that the file has been placed in the Incoming folder. And that’s it!
To protect your data, no-one outside of Adlib Information Systems can extract files from the Incoming folder. You are only allowed to put files in it. So if you would try to look up your own file in the Incoming folder at a later time, after re-accessing that folder, you would find the folder seemingly empty. But that doesn’t mean uploading hasn’t succeeded.
If uploading does actually fail, you’ll be notified so immediately (with an error message), when you paste the file. The error may be caused by a non-unique file name; then change the name of your zip file in the Explorer and copy and paste again.

How do I download files fromAdlib?

Connect to the internet now, if you do not have a permanent connection.
Open your Windows Explorer, and in the address bar fill in the following FTP address, ftp://ftp.adlibsoft.comand pressEnter (see figure3, box 1)

Figure 3: FTP via the Explorer.

In the Explorer file list you’ll now see the pub folder. This folder is not on your computer but on our so-called FTP server, a computer which we set up especially for exchanging files over the internet. Double-click the pub folder (see figure 3, box 2).
The pub folder opens, and you’ll see some subfolders in it. Double-click the Outgoing folder (see figure 4, box 1). The Outgoing subfolder opens, and the content displays all files in it (see figure 5 for an example). To protect you privacy, all non-general files have been secured with a customer-specific password. After downloading, you can only unpack the file meant for you.

Figure 4: Choose theOutgoingfolder to download files.

Afbeelding 5: An example of files which can be downloaded.

Right-click the file which you want to download, and choose the Copy to folderoption in the pop-up menu which opens. In the window that opens, select the folder on your computer to which you want to copy the file and click OK. The file will now be downloaded. As soon as it has arrived on your computer, you can use it at will. Probably you do have to unpack it first though (if it concerns a zip file), using WinZip for example; you’ll be asked to enter the password which you received from the Adlib Helpdesk. Some files don’t need unpacking because they are not that large and are meant for general use. For these files you don’t need a password either.

112-12-2011