There is no right or wrong way to organize Sage Estimating data.  However, some methods are better than others.  Whichever method you choose, be consistent about it so it's easier for you to find your data.

Best practices for organizing Sage Estimating data are as follows:

1. By default, the options file is stored on the C\: drive of the computer where Sage Estimating is installed, where the user is launching the software from.  This options file stores customized settings and layouts (i.e. report or spreadsheet layouts).  If you want users to share the same options file (or if you want this file to be backed up) so all users have access to the same settings, you can create a folder such as "Options File" on the server and manually change this setting on all Estimating computers.  The setting is changed in Edit, Options, under the Folders tab.
   • Note: The options file, just like any Pervasive data structure, includes the pewin.opt file and its PVData folder contents.
2. Create a folder for the database.  Name it whatever you wish so you know what it is.  An example might be "ABC company", "ABC company database", "GC General Contractor" etc., but without the double quotes.  The data files (PEI.DAT and all the other *.DAT files) should be stored in this location.  Do not save estimates into this folder.
   • Note: The PEI.DAT and all the other *.DAT files point to the actual data inside the PVData folder. When copying or moving data always use file tools or ensure you copy/move all matching folders from PVData
3. Create another folder on the same level as the database folder.  Call it "Estimates" or some other name you want.  Alternatively, if you have multiple databases, you could have multiple folders on the same level, each one for each database, and then create an "Estimates" subfolder within each database folder.  This will ensure users know which estimate belongs to which database.
   • Store all estimates in this Estimates folder(s).

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• To organize this even further, you can create subfolders such as "2014", "2013", "2012" etc. inside this Estimates folder and save your estimates by year.  This is generally recommended only if you create a lot of estimates each year (in the hundreds or thousands per year range).

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• Alternatively, you can also create folders with the estimators' names, such as "John", "Mike", etc. and have Estimating users store estimates in their own folders.

Note:

• Data should always be stored on a central server where it is backed up nightly with the Full backup method.  Do not use Incremental or Differential backup methods.
• If the data is stored on the server, such as on C:\Data\Estimating Data\Database or C:\Data\Estimating Data\Estimates\, share out the parent folder immediately above the "Database" or "Estimates" folder.  In this example, the folder to share out should be "Estimating Data".  Do not share out the "Estimates" or the "Database" folders directly as this causes the Estimating user to see data on the root of the drive or UNC path, which can cause data error issues.
• It is possible for users to access data via UNC path, however, it is HIGHLY RECOMMENDED to use a mapped drive to access the data.
  • If using mapped drives to access data, if your server name changes or you migrate to a new server which has a different computer name, you can simply re-map the same drive letter and keep the same folder path structure to the new server.  This makes it so Estimating users and the Estimating application does not see a change.
  • If using UNC paths to access data, if the server name changes or data is moved to a new server which has a different computer name, this will cause the Estimating application not to see the database, and will give the user an error message to reselect their new database location.  Users must then manually perform this step to redirect/relink the estimate to the database that resides in the new location.  This can happen per estimate, so if there are a thousand estimates, this has to be done a thousand times.
    • Note: It is also possible to receive an error during the database upgrade if using UNC path.  This happens when a new version of Estimating is attempting to access the old database, on the old UNC path.  The Estimating upgrade_audit*.txt log file in C:\ProgramData\Sage\Timberline Office\9.5\Estimating\Logs\ may show the error of "Unable to create a new file" and "IO error creating a new file"

How do I move/migrate Estimating to a new server and which files do I copy? (Pervasive)
How do I share my spreadsheet layouts? (Pervasive)