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How to Set Up Webgility Desktop on Additional Computers and Resolve SQL Connection Issues

This article helps Webgility Desktop users set up the Webgility Desktop application on multiple computers to share a single SQL database. It also provides detailed troubleshooting steps to resolve common SQL database connection errors, ensuring smooth multi-user operation and consistent data across the team.

Overview

Webgility Desktop is designed to support multiple users by allowing installations on additional computers to connect to a single, shared SQL database over a local network. This setup ensures that all users on your team work from the same up-to-date order, inventory, and accounting data, enabling seamless collaboration.

This guide will walk you through installing Webgility Desktop on an additional computer and connecting it to your existing SQL Server database, which is typically set up on your primary Webgility machine. It also provides detailed steps to diagnose and resolve common SQL database connection issues you might encounter.

Prerequisites

Before setting up Webgility Desktop on an additional computer or troubleshooting database connections, please ensure the following:

  • Primary Webgility Installation: The admin/primary computer (where Webgility Desktop was first installed) must have both Webgility Desktop and QuickBooks Desktop fully installed and configured.
  • QuickBooks on Workstation: The additional computer where you're installing Webgility Desktop must also have QuickBooks Desktop installed. This is required for Webgility to interact with your QuickBooks company file.
  • Network Connection: All computers (the primary and additional ones) must be connected to the same local network.
  • Administrator Access: You have administrative access to both the primary computer (server) and the additional workstation.
  • Hosting Providers: If you are using a hosted server environment (e.g., for QuickBooks or Webgility), your hosting provider typically assists with server configurations and setup for additional machines.
  • Know Your SQL Instance Name: You'll need the exact name of your Webgility SQL Server instance. You can find this on the primary computer by going to C:\Webgility\UnifyEnterprise\XML, opening ApiConfig.xml in Notepad, and looking for the <Source> tag (e.g., <Source>YOURPRIMARYPC\WEBJGILITY</Source>).

Part 1: Installing and Connecting Webgility Desktop on an Additional Computer

Follow these steps to install Webgility Desktop on your additional computer and link it to your shared database.

Step 1: Install Webgility Desktop on the Additional Computer

  1. Download the Webgility Desktop installer from portal.webgility.com.
  2. Run the installer on the additional computer and follow the on-screen prompts to complete the installation.

Step 2: Launch Webgility Desktop and Begin Database Configuration

  1. Once installed, launch Webgility Desktop on the additional computer.
  2. Enter your Webgility credentials to log in.
  3. After successful login, you will see the Database Configuration screen.

Step 3: Connect to an Existing SQL Server

  1. On the Database Configuration screen, select the option: "Connect Webgility database to an existing SQL Server."

Step 4: Locate Your SQL Server Database

  1. Open the "Locate SQL Server" dropdown menu.

  2. Select "Browse for More."

  3. A list of available SQL database servers on your network will appear.

  4. Choose the correct SQL database name. This is typically a combination of your primary computer's name and the Webgility SQL instance name (e.g., YOURPRIMARYPC\WEBJGILITY).

    • If the correct name doesn't appear immediately or you're unsure:
      • Refer to the Prerequisites section above on how to find the database name in the ApiConfig.xml file on your primary computer.
      • Wait a few seconds after clicking "Browse for More" for the list to fully populate.

Step 5: Enter Authentication Credentials

  1. In the Authentication Method section, select "Use SQL Server Authentication."
  2. Enter the following default credentials:
    • Username: sa (all lowercase)
    • Password: Webgility2011 (note: 'W' must be capitalized)
  3. Click Connect.

Step 6: Database Update and Confirmation

  1. The application will begin updating the Webgility database. This may take a few minutes as it synchronizes with the shared database.
  2. Once complete, you’ll be taken to the Webgility Desktop Dashboard, confirming your additional computer is connected.

Part 2: Resolving SQL Database Connection Issues

If you encounter errors like "SQL Connection Disconnected," "A network-related or instance-specific error occurred," or other database connection problems, follow these troubleshooting steps.

Common Causes of SQL Disconnection Errors:

  • Network connectivity problems (e.g., Wi-Fi issues, incorrect network settings).
  • SQL Server services not running or improperly configured.
  • Firewall (Windows Firewall, antivirus, network firewall) blocking communication.
  • Incorrect SQL instance name or authentication credentials.
  • SQL Server not configured to allow remote connections.
  • Server overload, timeouts, or ongoing database maintenance.

Troubleshooting Steps to Resolve SQL Connection Issues:

1. Verify Network Connection

Ensure the additional computer can communicate with the primary computer where the SQL database is located.

  1. Open Command Prompt on the additional computer (search for cmd in Windows search).
  2. Type ping [primary_computer_name_or_IP_address] (e.g., ping MyMainPC or ping 192.168.1.100) and press Enter.
  3. If you see "Request timed out" or "Destination host unreachable," there's a network problem. Ensure both machines are on the same local network and check network cables or Wi-Fi connections.

2. Restart SQL Services (on Primary Computer)

Often, restarting the SQL Server services on the primary computer can resolve connection issues.

  1. On the primary computer (where the SQL database is installed), type "Services" in the Windows search bar and click Open.
  2. In the Services window, locate the following services:
    • SQL Server [Instance name for Webgility] (e.g., SQL Server (WEBJGILITY) or SQL Server (UNIFY))
    • SQL Server Browser
  3. Right-click on SQL Server [Instance name for Webgility] and select Restart.
  4. Repeat the process for SQL Server Browser by right-clicking and selecting Restart.
  5. Once services are restarted, try to connect to your SQL server again in Webgility Desktop on the additional computer.

3. Verify SQL Protocols and Services Configuration (on Primary Computer)

Ensuring the correct protocols are enabled for SQL Server is crucial for network connections.

  1. On the primary computer, navigate to C:\Windows\SysWOW64.
  2. Type sql in the search bar and open SQL Server Configuration Manager (select the version relevant to your SQL Server instance, usually SQLServerManagerXX.msc).
  3. In the left-hand menu, expand SQL Server Network Configuration.
  4. Select Protocols for [Your SQL Instance Name] (e.g., Protocols for WEBGILITY or Protocols for UNIFY).
  5. On the right panel, ensure that Shared Memory, Named Pipes, and TCP/IP are all Enabled. If any are disabled, right-click and select Enable.
  6. While in SQL Server Configuration Manager, also ensure the SQL Server Browser service (under SQL Server Services in the left pane) is running and set to an appropriate "Log On As" account (often "Network Service"). If not, set it and restart the service.

4. Configure Windows Firewall Rules (on Primary and Additional Computers)

Firewalls frequently block SQL connections. You need to ensure exceptions are made for Webgility and SQL Server ports.

  1. Run the Webgility Firewall Configuration Tool:
    • On the primary computer, navigate to C:\Webgility\UnifyEnterprise.
    • Right-click on WgFirewall.exe and select "Run as administrator." This tool automatically adds the necessary rules.
  2. Manually Add Inbound/Outbound Rules (if necessary):
    • Open "Windows Defender Firewall with Advanced Security" (search in Windows search).
    • In the left pane, click "Inbound Rules," then "New Rule..." in the right pane.
    • Choose Port and click Next.
    • Select TCP and enter 1433 (default SQL port) in the "Specific local ports" field, then click Next.
    • Choose Allow the connection, then Next.
    • Select all three profiles (Domain, Private, Public), then Next.
    • Name the rule "Webgility SQL TCP 1433" and click Finish.
    • Repeat the process for UDP Port 1434 (for SQL Server Browser service) if dynamic ports are used.
    • Perform similar steps for Outbound Rules if your firewall strictly limits outgoing connections.
  3. Add Unify.exe to Firewall Rules:

      • Check with the IT team to add exceptions in the antivirus and users can also add exceptions in the firewall. Check whether the “sqlservr” exception is added in the firewall or not. Go to Control Panel\System and Security\Windows Defender Firewall and click on “Allow an app or feature through Windows Defender Firewall” to add the exception.

        6). Follow the steps mentioned below to add exceptions.


        7). You will get a window “Allow an app or feature through Windows Defender Firewall”. Click on “Allow another app” to add an exception and if it’s grayed out then click on Change settings then click on “Allow another app”.


        8). Click on "Browse,” then follow C:\Program Files\Microsoft SQL Server\MSSQL13.WEBGILITY1\MSSQL\Binn path and select “sqlservr” and then click on “Open”.

        9), Click on “Add” to add SQL Server Windows NT - 32 Bit or 62 Bit as an exception in the firewall.

        10). Check the Domain, Private, and Public checkboxes, and then click OK to add SQL Server to the firewall.

        11. The Webgility Server restart is required as we added the exception and moved SQL Services onto the network. Launch the Webgility desktop app on the server, then launch the Webgility desktop app on the Add-on machine, and then log in to Webgility with the admin credentials to see if it’s opening the Webgility dashboard or not.

        12. Restart Webgility Server

    2. Check Antivirus Software: Temporarily disable your antivirus software (on both machines) to see if it's blocking the connection. If it resolves the issue, add C:\Webgility to your antivirus's exemption list.

    5. Check SQL Authentication Mode (on Primary Computer)

    SQL Server should be configured to allow SQL Server Authentication.

    1. On the primary computer, open SQL Server Management Studio (SSMS) if you have it installed.
    2. Right-click on your SQL Server instance in SSMS and select Properties.
    3. Go to the Security page.
    4. Ensure that "SQL Server and Windows Authentication mode" (Mixed Mode) is selected. If only Windows Authentication is selected, change it, click OK, and restart the SQL Server service.

    6. Verify Instance Name and Credentials

    Double-check the database name and authentication details in Webgility Desktop.

    1. In Webgility Desktop on the additional computer, go to Connections > Sales Channels > Manage Sales Channel.
    2. Select your WooCommerce store and click Edit Connection.
    3. If the Database Configuration screen opens, ensure the SQL Server name is correct (e.g., PRIMARYPCNAME\WEBJGILITY) and that "SQL Server Authentication" is selected with sa as the username and Webgility2011 as the password.

    7. Restart the SQL Server Computer

    After performing several troubleshooting steps, a full restart of the primary computer (the SQL server) can sometimes resolve persistent issues by resetting network connections and services.

    Best Practices

    • Regular Updates: Keep your Webgility Desktop application, Windows operating system, and SQL Server software regularly updated to ensure compatibility and stability.
      • To update Webgility Desktop: Go to Help > Check for Updates > Update. If you can't log in, download the latest version from portal.webgility.com.
    • Backups: Regularly back up your Webgility database. This is critical for data recovery in case of any database corruption or issues.
    • Network Stability: Ensure your local network is stable and reliable to prevent intermittent connection drops.