Opening an external ActiveWords database lets you edit the Words and Actions stored in a separate .awdb file without importing them into your personal data. Administrators can use this workflow to maintain the source file for Shared ActiveWords.

What Happens While the External Database Is Open

ActiveWords works with one active database at a time. Opening an external database does not merge the two files — it swaps which file ActiveWords is using, until you exit.

• Your own Words and Actions are unavailable for the duration. Only the Words in the external file will trigger.
• Every change you make is written to the external file, not to your personal data.
• ActiveWords restarts twice: once when it opens the external file, and again when you exit and it reloads your own data.
• Your personal .awdb file is left untouched on disk the whole time.

Before You Open the File

• Make sure you have permission to update the external .awdb file and its folder.
• Create a backup copy of the file before editing it.
• If the file supplies Shared ActiveWords, confirm that you selected the source file currently assigned to users.
• Close any other program or ActiveWords installation that may be editing the same file.

Open the External Database

1. Right-click the ActiveWords floating icon, select Tools, then Edit External Database.
2. Read the ActiveWords Database to Edit notice and click OK. It confirms that you will be prompted to save when you exit, and that ActiveWords then restarts with your primary database.
3. Browse to the external .awdb file, select it, and click Open.
4. ActiveWords restarts, closing your personal data file and loading the selected file as the active database.
5. The ActiveWords License dialog appears, because the external file carries no license of its own. Click Add License and supply a valid license. Until the file is licensed the icon menu offers only About, Help, License, Check for Updates and Exit, so no editing is possible.

Edit the Words and Actions

While the external database is active, changes you make apply to that file instead of your personal ActiveWords data. Add, edit, or remove Words and Actions as needed.

If the file is used for Shared ActiveWords, assigning the shared Actions a common Tag makes them easier to find and maintain.

Because the external file is the active database, you can trigger its Words to test them exactly as a user will experience them. Type a Word and confirm the Action behaves as expected before you save.

Save the File and Return to Your Personal Data

1. Right-click the ActiveWords floating icon and select Exit when you finish editing.
2. At the ActiveWords Save Database prompt, click Yes to save your changes to the external file.
3. The same prompt states that the license applied to the external database will be deactivated. That happens automatically as part of saving; there is no separate step.
4. ActiveWords restarts on its own and loads your personal ActiveWords data file as the active database. You do not need to start it again yourself.

If the external file supplies Shared ActiveWords, assigned clients detect the updated file and replace the previous shared data with the new version.

Things to Watch For

• Only one person should edit a shared file at a time. If another administrator has the same file open, whoever saves last overwrites the other’s changes.
• Keep the external file in the same network location. Assigned clients look for it at the exact path they were given, and an assignment is dropped if the path stops resolving.
• Make a backup copy before you start. Saving overwrites the external file in place, and there is no undo.
• Give yourself time to finish in one sitting. Your own Words and Actions stay unavailable until you exit the external database.

Related FAQs

• Shared ActiveWords
• Import and Restore Compared
• Backing Up Your ActiveWords Data