How to use the TOM backup, e.g. after a system crash?

TOM Solito and Agency can both run an automatic backup that will take place at the time of closing the application. In this process the two files containing user data are copied to two folders alternatingly: DATA.t11 and DicDat.t11. They both receive the suffix _back, therefore will be saved as DATA_back.t11 and DicDat_back.t11.

What to do after a system crash

In case the system crashes these two files may be needed.
Background: when a database file is not closed propery (at the time of crashing) this always leads to a disturbance within the file structure. In the beginning this usually has no noticeable consequences. However, if it happens often it may result in the file getting damaged beyond repair. What does this mean?


Scenario 1 The system crashes at 10 in the morning. Your last backup is from the evening before, when closing office: You should then use the backup files (see below) and re-enter this morning’s data. No big loss of data and time, but the files are clean and intact.

Scenario 2 The crash happens in the late afternoon, the last backup was made the evening before. You have been busy, lots of project and other data has been entered, which you would loose if you decided to continue working with the backup file. Your decision depends:

– Is this happening for the first time? You can continue to use the crashed file. When reopening TOM you may see a progress bar indicating that the file is being checked for consistency. You can then expext it to open normally. After many years of TOM experience there have never been problems in such cases.
– However, if the program has crashed several times before you should consider using the backup files and re-enter the data. The risk of an irrepairable defect increases with each crash.

Scenario 3 Your last backup files are several months old! This may force you to continue using the crashed file. If you have had crashes in the past please contact the Jovosoft support to discuss options available to minimze the risks.

Activating the backup files

Close TOM. Rename the old (crashed) file Data.t11 any way to prevent it from being overwritten (just to have a backup of the file).
* Find out which of the two backup folders has the freshest files! Rename the backup file to Data.t11 and move it to the main TOM program folder.
* Start TOM as usual and re-enter any data entered later than backup time.

Is TOM available in my language?

You have to differentiate here:

  • The user interface is in English or German only.
  • Invoices, quotes etc. can be configured in any language. If your language is not among the predefined templates you can create one by simply overwriting an existing template such as English.
  • You can create more templates for (other languages, different wording etc.) by duplicating a template

Can I install TOM on several devices? How do I synchonize data then?

Two questions, two simple answers.
Yes, TOM Solito and Agency can be used on several devices – as long as this is done consecutively – usually by one and the same user.

However, data synchronicity needs to be observed carefully, otherwise data loss may happen easily.

The TOM installation folder contains two files that store user data: DATA.t11 and DicDat.t11. Simply copy these two files over to the device that you want to start using, from the device you have been using so far.

How can I shift my TOM installation to a new computer?

There are three different scenarios for this.

Scenario 1: You are running TOM under FileMaker Pro (mostly small networks, 1-4 seats).
1. Install FileMaker Pro on your new system.
2. Plugins: on your old system, in the FileMaker Pro [X] folder, look for a sub-folder called \Extensions. Copy the contained *.fmx files from there to the same location in the new system.
3. TOM program files: on your old system, look for the folder containing the TOM program files (*.t11) – it can be anywhere! Best, copy the entire folder over to the new system.
4. Launch FileMaker Pro on your new system. Go to the File menu and choose ‘Open…” then select ‘APPL.t11’ from your TOM program files folder.

Scenario 2: You are running TOM in the single-user runtime environment.
This is even easier. Just copy the entire TOM 11 folder over to the new system.
You can launch TOM by double-clicking TOM.exe in the TOM folder, and/or create a file reference icon and store it in a convenient location, e.g. on the desktop or Start menu.

Scenario 3: You are running TOM in a Server environment including FileMaker Server.
This is similar to Scenario 1, only that you have to reinstall FileMaker Server on the new system and try to replicate the structure of TOM files, backup locations etc. Since TOM 11 is not using any Server plugins you do not have to bother about that.

How can I customize print layouts?

As of TOM 11.5 (January 2016), the basic letter/fax layouts can be customized with individual images and phrases in ->User Settings >Layout.

Layout adaptation affects the appearance of invoices, letters, quotes, order confirmations and translation assignments to suppliers.

In the single-user (runtime) version of TOM the arrangement of layout elements cannot be changed. This is possible only when running TOM under FileMaker Pro. However, some skill is needed to do this. Please contact Jovosoft for support if necessary.

Another user option is the Print-to-Word feature in TOM. Layout adaptation can simly be done in the given MS Word template. Please refer to TOM’S Help system for more details.

Can e-mail be integrated into TOM?

TOM generates complete, project-related e-mail messages (job assignments, order confirmations, quotes etc.) from templates by mouse-click. These messages can be sent through standard e-mail programs such as MS Outlook, Mozilla Thunderbird etc. The templates are fully customizable, allowinng for variations in message content, and/or for producing messages in any desired language.

TIP: formated TOM Mails in MS Outlook
If MS Outlook is your standard e-mail client a simple text mail is produced and predefined signatures are deleted. To avoid this, and to be able to send formatted text messages (bold style etc.) go to ->User Settings/E-Mail and select the option „Paste body field contents via clipboard“ under sending options. The text of the e-mail then is copied to the clipboard und must be pasted into the e-mail using Crtl+V (or Edit menu >Paste). Please note that if you choose this option no files can be automatically attached to the e-mail.

Can I create PDF files in TOM?

There are basically two ways of creating PDF invoices etc. in TOM
First, external: use any PDF printer driver (Adobe Acrobat, or free PDF24 etc.)

Second, innternal: If TOM is running under FileMaker Pro you have the option to create PDF files from within TOM. Each printout can optionally create a PDF copy or a PDF only. TOM stores the PDF automatically in a pre-defined folder, so that PDF files easily can be opened or attached to e-mail messages directly out of TOM.

You cannot automatically create PDF files in the single-user version (Agency or Freelance Edition) or the demo version of TOM (both without FileMaker Pro). Here PDF files can only be created through a third-party pdf-printing driver of your computer.

You can purchase single licenses of FileMaker Pro at favorable prices directly from Jovosoft.

If you want to automatically create PDF copies you can do so by choosing the relevant option in ->User Settings/Forms.

To be able to use the PDF function in TOM it is necessary to apply the folder structure that comes with the program (it is the “Documents” folder including its sub-folders). Thereby, invoices, as an example will be automatically saved in the ‘Invoices’ sub-folder. The path to the documents folder of TOM can be defined at -> User Settings >Forms.

What data can be exported from TOM?

All data related to projects, clients, translators, contacts and finances can be exported from TOM to file formats such as xls, csv, html. You can save export formats and record selections for repetitive use (e.g. certain clients that you want to address in a Christmas mailing).

There are two main areas where data export takes place. Data related to clients and their staff, translators and marketing contacts is processed via the so-called Communication Center in TOM (accessible from Start screen). In the case of projects, finances and general addresses data export takes place in the respective module itself.

If the predefined export options do not suffice in order to create a specific export format, Jovosoft can provide a customized export format on demand.

Is TOM cloud-ready?

There are several options when it comes to connecting remote computers with the intention of sharing TOM data.

Here are some basic concepts that will help to understand the options better:

(1) TOM is not a browser-based program (which would make it easy to host it on a web server).
(2) Any remote computer that could be running TOM, e.g. a server rented from a hosting provider, can easily be accessed through a remote desktop system such as Windows RDP, Teamviewer, Logmein.
(3) Remote computers can be connected through virtual private network (VPN) access , which can either be set up manually or, more conveniently, through an application such as Logmein Hamachi. This tends to be a little slow in certain processes (program launch sorting long lists, invoiceing).

So, it’s very easy to operate TOM in the “cloud” as a single user (or in a consecutive manner with several users).
Option 1: A rented system (most common: a virtual server) of course offers remote desktop access which allows working with TOM at a very reasonable speed.
Option 2: There is no need even to rent an entire system: if you copy the entire TOM folder onto a remote drive (e.g. Google Drive, Dropbox – free!) and map that external folder onto your system you can simply launch TOM from that drive. the program start takes a little longer, after that it’s quick. Ideal for Freelancers and one-member businesses: access your TOM from anywhere at no extra cost and no hustle.