A Reference Database option was added to PERRLA in version 5.1.0 and is included in all subsequent versions of our software. All of the references you create will be saved in a database.

In fact, there are 2 ways your references are saved.  First, each reference created and/or used in a paper is saved within that paper.  And second, there is a single database file that stores all of the references you created with PERRLA.

There are several ways to backup and/or retrieve your references.  Let’s go through the backup methods first.

Backing up - There are 2 ways to back up your references:

Method #1 – Create a paper and put all of your references into that one paper for safe-keeping.

1. Open a new paper and name it All References (or whatever you wish).
2. On the PERRLA menu under the Add-Ins tab, click on Edit References.
3. Click the Reference Database button.
4. Select all the references by clicking on each one (they'll be shown as highlighted as you select them).
5. Click the Select button.

All the references will now be placed into the paper. Save the paper, and then if you need to reinstall, open that paper first. The references contained within your paper will be automatically imported into the Reference Database. It'll take a bit of time, but you’ll feel better knowing you have a backup of your references.

Method #2 – Backing up the database file.

If you’re comfortable browsing through the files and folders on your computer, you can also make a backup of the reference database file itself.  The location and name of this file is:

C:\PERRLA\PERRLAUser.db3 on PC or Home:Library:Application Support:PERRLA on Mac

Please be careful with this option though.  If this file were to accidentally get deleted (assuming you weren’t able to retrieve it from the Recycle Bin), then that means all of your references would have to be manually entered again.  And that would be the beginning of a very bad day!


Retrieving – There are 3 ways to retrieve your references:

Let’s say you install PERRLA on a new computer.  And obviously with a new installation, the new reference database is empty.

Method #1

If you previously used Backup Method #1, open the “All References” file you created, and that will repopulate the database with all of your references.

Method #2

If you used Backup Method #2 and made a backup of the PERRLAUser.db3 file, copy this file to the C:\PERRLA folder.  You will be asked if you want to replace the existing file.  Assuming this is a new installation and the existing database file is blank, replace the existing file with your backup copy of the PERRLAUser.db3 file.  Now all of your references will be available again. You will have to activate again.,

Method #3

Even if you didn’t use either of the backup methods, there is another option to retrieve your references.  Assuming you still have copies of the papers you previously created with PERRLA, you can retrieve your references with your existing papers.  When you open any existing PERRLA paper, the references from that paper will be imported back into your PERRLA reference database.  So, all you need to do is open each of your PERRLA papers, and then the database will be completely repopulated.


A note about your database if you’re reinstalling PERRLA on a PC:

When you install PERRLA, by default, the software and the reference database are installed to the C:\PERRLA folder.  If you need to reinstall PERRLA over the top of an existing installation, we strongly recommend that you install the software to the same location on your computer as the previous installation.  Reinstalling to the existing C:\PERRLA folder is the easiest way to ensure that your reference database path is in the correct location.

However, you can change the location during the installation if you’d like.  But please keep in mind that if you do, that will result in the new installation having a blank reference database.  So if you change the installation path, you’ll need to follow one of the previous 3 retrieval steps to repopulate the reference database.


Database Corruption:

If for some reason your reference database has become corrupt, please follow the steps below to rebuild the database:

1. Access the PERRLA menu under the Add-Ins tab.
2. Select the Utilities > Clear Out Reference Database menu choice.
3. You will be asked to enter a password. The password is PERRLADBFIX and should be typed in all capital letters.
4. Click OK, and the database cleanup will begin.
5. You will see a success message when the process is complete.

After your PERRLA Reference Database is rebuilt, use one of the previous 3 retrieval steps to repopulate it with your references.