Setting up remote access to DEFT

Overview

Remote access allows your team to use DEFT from different locations—home, office, or on the road. This guide explains how to set up DEFT so distributed teams can access it securely.

There is one correct way to do this, and several ways that cause data corruption and problems. This article covers the right approach.

Remote access means your DEFT installation runs on a central server, and team members access it from their own computers using a remote connection. Their computers are essentially controlling the server’s copy of DEFT.

This is different from each person having their own copy of DEFT on their computer (which creates data conflicts and corruption).

The right way vs. the wrong way

✓ Correct approach (Recommended)

DEFT runs on a central server. Users access it via: - Windows Remote Desktop (RDP) - Remote Desktop Protocol - Citrix - Terminal Services - Virtual Desktop Infrastructure (VDI)

Why this works: Only one copy of DEFT runs in one place. Everyone accesses the same server.

✗ Wrong approaches (Avoid these)

Do NOT use: - VPN + mapped network drives - SharePoint or cloud storage folders - Direct internet file transfer - Multiple copies of DEFT on different computers syncing to cloud storage

Why these fail: Multiple copies of DEFT trying to access the same data causes conflicts, data corruption, and file locks.

Before you begin

Remote access setup requires: - A dedicated server computer (Windows Server, or a powerful Windows PC) - Network connectivity between the server and team member computers - DEFT installed on the server only - Administrator access to the server - Remote access software (Windows Remote Desktop, Citrix, etc.) - User accounts set up on the server for each team member

If you don’t have a server, consider: - Purchasing or leasing a small server - Using a VPS (Virtual Private Server) from a hosting company - Consulting with Bright Support about remote access options

Architecture: How remote access works

[Server Computer]
↓
DEFT Installation
(only one copy)
↓
[User's Computer 1] ← Remote Desktop Connection
[User's Computer 2] ← Remote Desktop Connection
[User's Computer 3] ← Remote Desktop Connection

Each user’s computer connects to the server and controls it remotely. The server does all the work; the user’s computer displays the screen.

Step 1: Set up a central server

You’ll need a dedicated computer to be your DEFT server:

Option A: On-premises server

Purchase a server computer (or use a powerful existing PC you’re not using)
- Windows Server OS recommended (2016, 2019, 2022, or later)
- Minimum: 8GB RAM, fast processor, SSD drive
- 500GB+ storage for DEFT data
Install Windows Server with Remote Desktop enabled
Connect the server to your network with a fixed IP address
Keep it running 24/7 so team members can always access DEFT

Option B: Cloud-hosted server (VPS)

Rent a Virtual Private Server from a hosting company (e.g., AWS, Azure, Digital Ocean)
- Hosting companies can provision a Windows server for you
- Monthly cost: typically £30–150 depending on specs
Configure Remote Desktop access when the VPS is set up
Provide connection details to your team

Option C: Consult Bright Support

If you’re unsure about server setup, contact Bright Support. They can advise on the best approach for your organisation.

Step 2: Install DEFT on the server

Once your server is running:

Log in to the server
Download the DEFT installer from Bright Software’s website
Run the installer on the server only (not on each user’s computer)
Follow the installation wizard
Verify DEFT runs by opening it on the server

Important: Install DEFT in a location all users can access, typically: - C:\Program Files\DEFT - C:\DEFT

Step 3: Enable Remote Desktop on the server

Remote Desktop allows team members to connect to the server and use DEFT.

On Windows Server:

Log in to the server as an administrator
Go to Settings > System > Remote Desktop
Turn Remote Desktop to On
Note the Computer name (you’ll give this to your team)

[Insert screenshot showing Windows Server Remote Desktop settings]

On a regular Windows PC:

Right-click This PC or My Computer
Select Properties
Click Advanced system settings
Go to Remote tab
Check Allow remote connections to this computer

Step 4: Set up user accounts on the server

Each team member needs a user account on the server to log in remotely.

On the server, open Settings > Accounts > Other people
Click Add another person
Create a user account:
- Username (e.g., john.smith)
- Password (strong password recommended)
Set permissions so the user can access the shared DEFT folder:
- Right-click the DEFT folder > Properties > Sharing
- Add the user and give them read/write permissions
Repeat for each team member

Step 5: Provide connection details to your team

Your team members need to know how to connect to the server.

Give them: 1. Server computer name or IP address (e.g., “SERVER-001” or “192.168.1.100”) 2. Their username (created in Step 4) 3. Their password 4. Port number (usually 3389 for Remote Desktop, but may differ)

Example connection info:

Server: SERVER-001
Username: john.smith
Password: [their password]
Port: 3389

Step 6: Team members connect remotely

Each team member can now access DEFT from their computer:

On Windows (built-in Remote Desktop):

On their computer, press Windows Key + R
Type mstsc and press Enter
Remote Desktop Connection window opens
Enter the server name or IP address
Click Connect
Enter username and password
Click OK
The server desktop appears on their screen
They can now open and use DEFT as if they were sitting at the server

On Mac or Linux:

Download Microsoft Remote Desktop app from the App Store or equivalent
Open the app
Enter server details
Connect with username and password
Use DEFT remotely

Step 7: Verify everyone can access DEFT

Test that remote access is working:

Have a team member log in remotely
Ask them to open DEFT
Have them open a database and make a small test change
Verify the change appears in DEFT on the server
If successful, everyone else can start using remote access

Result

Your team can now access DEFT from anywhere with an internet connection. There’s only one copy of DEFT running (on the server), so data stays consistent and corruption-free.

Important limitations and considerations

✓ What works well with remote access

Multiple users accessing DEFT simultaneously
Real-time data updates across the team
Centralized backups (easier to back up one server)
One license covers all remote users

✗ What does NOT work

VPN + mapped drives: Do not install DEFT on each computer and sync via VPN. This causes data corruption.
SharePoint or OneDrive: Do not store DEFT files in cloud storage. It causes conflicts and corruption.
Multiple copies syncing: Do not try to sync DEFT between computers. Use the server method only.
Poor internet: Remote access requires fast, stable internet. Slow/unstable connections will make DEFT slow and unusable.

Performance considerations

Remote access speed depends on: - Internet bandwidth – Faster internet = smoother remote access - Server hardware – Faster processor and SSD = faster response - Network latency – Lower latency = better responsiveness - Number of users – More simultaneous users = more server load

If remote access feels slow, the server may need more resources (RAM, faster CPU, SSD upgrade).

Troubleshooting

Error: “Cannot connect to server”

Possible cause: Server is offline, IP address is wrong, or Remote Desktop is disabled.

Resolution: 1. Verify the server is powered on and connected to the network 2. Check the IP address or computer name is correct 3. On the server, verify Remote Desktop is enabled (see Step 3) 4. Check your firewall allows Remote Desktop connections (port 3389 by default)

Connection very slow or keeps dropping

Possible cause: Poor internet connection or network congestion.

Resolution: 1. Check internet speed on the user’s computer (use speedtest.net) - Should be minimum 5 Mbps download - 10+ Mbps is better 2. If using WiFi, try wired ethernet connection 3. Check if others are using the network heavily 4. Reduce Remote Desktop display quality in Remote Desktop settings 5. Contact your IT provider about network upgrades if speed is consistently poor

“Access denied” or cannot access DEFT folder

Possible cause: User account doesn’t have permissions to the DEFT folder.

Resolution: 1. On the server, right-click the DEFT folder > Properties > Sharing 2. Verify the user account has read/write permissions 3. If not, add them and set appropriate permissions 4. Have the user disconnect and reconnect to refresh permissions

Multiple users in DEFT at the same time is causing issues

Possible cause: DEFT files are locked or corrupted by simultaneous access.

Resolution: 1. This shouldn’t happen if DEFT is set up correctly (only one copy on server) 2. If it is happening, you may have accidentally installed DEFT on multiple computers 3. Verify only one DEFT installation exists (on the server only) 4. If multiple installations exist, delete them and verify only the server copy remains

Best practices

Use a dedicated server – Don’t run DEFT on someone’s personal work computer
Back up regularly – Back up the server (and DEFT data) daily
Monitor server health – Keep an eye on server CPU, disk space, and RAM usage
Update DEFT on the server only – When DEFT updates are released, update only the server copy
Secure Remote Desktop – Use strong passwords and consider firewall rules to restrict who can connect
Test with one user first – Before rolling out to everyone, test with one user to ensure it works
Document the setup – Keep notes on your server name, IP, and connection process for future reference

Frequently asked questions

Q: Do I need to buy DEFT licenses for each remote user? A: No. One DEFT license covers all remote users accessing the same installation. You only need one license.

Q: Can I use Remote Desktop for security? A: Remote Desktop has built-in encryption, but for highest security consider using a VPN in addition, or Citrix which has stronger authentication options.

Q: How many users can access DEFT remotely at once? A: Depends on server hardware. Small servers handle 3–5 simultaneous users; larger servers handle 10+. Consult with your IT provider about capacity.

Q: What if the internet goes down? A: Team members cannot access DEFT. They’ll need internet to work remotely. Consider local backups or offline DEFT copies for critical outages.

Q: Can I set up remote access myself, or do I need IT support? A: If you have IT knowledge, you can set it up. Otherwise, hire an IT consultant or contact Bright Support for guidance.

Q: Is remote access secure? A: Remote Desktop is reasonably secure with strong passwords. For higher security, add a VPN layer or use Citrix. Avoid public WiFi when accessing remotely.

Q: Can I use remote access on my phone or tablet? A: Yes, download Microsoft Remote Desktop app on your phone (iOS/Android). Connection works the same way as on a computer, though small screens make DEFT harder to use.

Q: What’s the cost of setting up remote access? A: Depends on your server approach: - On-premises: One-time server cost (£500–£3,000) - VPS/Cloud: Monthly cost (£30–£150/month) - Plus ongoing support/maintenance

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