BACKTRACK asset and inventory tracking software combines a series of databases, an advanced label designer, and a flexible report generator into the only solution you’ll need to keep track of all your items or inventory. It provides an easy way to account for the usage and location of items and inventory through functions such as time and date stamping, reservations, customized reports, and bar coded labels.

The BACKTRACK

Databases

BACKTRACK uses five different databases to track the exact location, movement and usage of your items or inventory:

• User Database: Contains records for all authorized users of the program

• Location Database: Stores information on all of the locations in which items can be stored

• Item Database: A database that you build and customize for each of your tracking applications

• Relationship Database: Used internally by BACKTRACK to link items to other items (i.e., parent/child relationships)

• Transaction Database: Keeps track of all item activity and movement

These databases are the key to BACKTRACK’s flexible tracking capabilities. In addition, the ability to import and export popular data formats allows you to share BACKTRACK data with your existing business applications.

Chapter 1-2 User’s Guide

Report Designer

BACKTRACK’s Report Wizard walks you step by step through the process of creating professional item and inventory reports. Or to create custom reports that are specific to your application or industry, you can use the Advanced Report

Designer to customize reports to fit your specific tracking needs.

Label Designer

One of the most powerful features of the BACKTRACK system is its ability to work with any of the three TEKLYNX label design programs (CODESOFT, LABEL MATRIX, LABELVIEW), which can each be installed and used as the Label Design module for

BACKTRACK. The TEKLYNX Label Designer of your choice can be used with BACKTRACK to design and print bar coded labels that can be attached to items, used for bin and location shelf labels, made into ID badges, etc. as part of a complete and efficient tracking system.

PDT/Mobile

Device Support

The PDT functions in BACKTRACK are designed to be used with supported portable data terminals (PDTs) and Windows mobile devices. The PDT/mobile device functions give you the flexibility and mobility to perform transactions, add items, and carry out physical inventory functions – wherever you are.

What Can BACKTRACK Be Used For?

BACKTRACK’s flexibility makes it possible to create tracking solutions for virtually any industry. There are no limits to the number or types of tracking applications that can be created with BACKTRACK. The following list includes just a few of the many types of applications that you can create.

Contact Manager Tracking

Delivery Services

Inventory Tracking

Off-Site Storage

Perishable Usage

Rental Tracking

Resource Libraries

Revision Tracking

Service Billing

Collectable Tracking

Fixed Asset Tracking

Maintenance Tracking

Perishable Distribution

Records Tracking

Reservations

Reusable Services

Safety Inspection

Time & Attendance Tracking

The Basics Chapter 1-3

Starting BACKTRACK

1 Click the Start button on the Windows taskbar and move the cursor up the list to Programs. Select the

BACKTRACK 5 program group (or whatever name you gave to the program group when you installed it) and then select BACKTRACK 5.X to start the program.

2 The first time you open BACKTRACK you will be presented with a “Getting Started” screen that offers help for getting started and for creating a tracking application. You can reference this screen at any time by selecting Getting

Started from the Help menu.

3 To get started in BACKTRACK, click on the appropriate

Main Menu button to access one of its four “modules” (Figure 1.1). These modules allow you to access all program functions.

Note

Figure 1-1 Main Menu

The text appearing on the four Main Menu buttons may have been customized by your system administrator or reseller, and therefore, may differ from the buttons referenced in this

BACKTRACK documentation.

Chapter 1-4 User’s Guide

• Check In/Out: (Transaction module) Allows you to perform transactions (Check Out, Take Out, Move, etc.) on items or inventory.

• Design/Print Reports: (Report Designer module) Allows you to define and print reports based on database information.

• Design/Print Labels: (Label Designer module) Allows you to design and print labels (including bar codes) for items, locations, users and other uses.

• Database Maintenance: (Database Maintenance module) Allows you to manage and maintain the databases associated with BACKTRACK. Also provides access to sessions, PDT functions, and RemoteLink functions.

Application Maintenance

Creating a New Application

BACKTRACK provides the New Application Wizard to guide you through the steps for creating a new tracking application.

Note

Any application settings you select in the wizard can be changed at a later time using the Edit Application Options

dialog box. (See the "Editing an Existing Application" section on page 2-10 for more information).

Step 1 –Name the Application

1 On the File menu, click New Application.

The New Application Wizard appears displaying the first of seven steps required to create an application.

Chapter 2-2 User’s Guide

Figure 2-1 Name the Application

2 In the Specify the type of items you want to track box, type a general descriptor for the items to be tracked

(e.g., Files or Tools).

3 In the Enter a name for this application box, type a descriptive name (e.g., Office File Tracking), and then click

Next.

Step 2 – Set Tracking Type

Here you specify whether you want the application to support item tracking (each item having a unique ID number) or inventory tracking (multiple quantities of each item).

Application Maintenance Chapter 2-3

Note

Figure 2-2 Set Tracking Type

1 If you are setting up an item tracking application, select the Does each of the Files have a unique ID check box.

You would clear this check box if you intended to track inventory (quantities of items, such as office supplies) instead of unique items (each having their own identifying number).

2 Select the template that fits your type of tracking application. Note that when you click on a template in the scroll list, a description of that template appears at the bottom of the dialog box.

To design your application without a template, select Default–Item Tracking or Default–

Inventory Tracking, each of which contain only the standard (system) fields that BACKTRACK requires.

3 Click Next.

Step 3 – Define Item Fields

Here you define the structure of your item database. You do this by defining the fields (and their attributes) that will contain the record data.

Chapter 2-4 User’s Guide

Defining the structure of a database requires some advance planning. When you design your own application, it is good practice to determine in advance the fields required for each item before attempting to define them here.

Note

Figure 2-3 Define Item Fields

A new field appears above the currently selected field.

2 Enter a Field Name for the new field. This is the name of the field as it will appear in the database.

BACKTRACK provides some system fields that cannot be deleted. You can change the name and length of these fields, but not any other attributes. All the attributes of user-defined fields—the ones that you create—can be modified.

3 Define the new field using the following item field settings:

• Field Type: The type of data allowed in the field

(Character, Numeric, Date, Logical, Memo, Picture or

Math).

• Field Length: The length of the field (number of characters you want to allow in this field).

• Decimals: For numeric data, the number of decimal places to the right. For example, enter 2 for two decimal places (0.00) or 3 for three decimal places (0.000).

Application Maintenance Chapter 2-5

• Download to PDT when Adding Items: This check box is used if you will be adding items using the PDT, and you would like this field to appear as a prompt. Up to 10 fields can be downloaded.

• Math: The Math button opens a window for you to write a mathematical expression, the result of which will populate this field.

4 Click Next.

Step 4 – Establish Security Groups

Here you can select a security group and assign or deny access to the application. If you allow access, you can limit users to specific functions.

Figure 2-4 Establish Security Groups

1 In the Select Security Group list, select a security group.

2 Do one of the following:

• To limit access to this application, including all functions displayed on this dialog box, clear the Allow

<Security Group Name> to access this applica-

tion check box.

• To grant access to this application, select the Allow

<Security Group Name> to access this applica-

tion check box. To grant or deny access to specific functions, click the check box next to a function to select (or de-select) it.

3 Click Next.

Chapter 2-6 User’s Guide

Step 5 – Customize Appearance

Here you can customize the application by modifying the text on the Transaction Toolbar and Main Menu buttons, and by adding a graphic to the Main Menu display.

Figure 2-5 Customize Appearance

1 In the Title For Program box, type a name for the application (e.g., Office File Tracking). This is the name that will appear in the Title bar of the user interface when you have completed setting up this application.

2 If you wish to change the graphic on the Main Menu screen, in the Graphic Logo For Program box, enter the directory path and filename or click the Browse button to find the graphic file you wish to use. The graphic logo must be a Windows bitmap (.BMP) file.

3 If desired, you can change the text on the four Main Menu buttons to customize them to your application. For example, if you know that DVDs are the only item that will be checked in and out, you could click on the large Check

In/Out button and change its text to DVD In/Out.

4 To customize the Transaction Toolbar, click on the toolbar button you wish to change and type the desired text (up to 11 characters). For example, you could change the

Check Out button to Check Out DVD.

Application Maintenance

5 Click Next.

Step 6 – Apply Advanced Settings

Chapter 2-7

Figure 2-6 Apply Advanced Settings

1 If desired, you can set up the following advanced settings:

• Password security on transactions, which would require users to enter a password before performing transactions such as Check Out, Take Out, Move, etc.

• Download data for lookup/validation allows you to download item numbers and user-defined fields to the

PDT so that they will appear in a drop-down list format for easy lookup and validation.

• Automatically assign file IDs, by which BACKTRACK automatically assigns a unique ID number to each item based on a prefix and starting ID number that you select.

2 Depending on whether you are creating an item tracking application or an inventory tracking application, additional transaction options will be available:

If you are creating an item tracking application, the following options will appear:

• Warn on Check In if Currently In/Out will display an alert if a user attempts to check in a file that is already checked in, or check out a file that is already checked out.

Chapter 2-8 User’s Guide

• Calculate due date and time, by which BACKTRACK calculates a due date based on a constant or variable value that you select.

If you are creating an inventory tracking application, the following options will appear:

• Allow negative quantities allows negative quantities of items, as in the case of items being on “back order.”

• Allow restock to any location gives you the ability to choose more than one location when restocking inventory.

3 Click Next.

Step 7 – Add Item Locations

Here you define the locations in which items will be stored. If you are creating this application using a template, the template will provide a set of default locations where items can be stored.

Defining locations requires some advance planning. When you design your own system, it is good practice to have your locations mapped out in advance and named prior to attempting to define them here.

Figure 2-7 Add Item Locations

Application Maintenance Chapter 2-9

1 Depending on the template selected in Step 1 of the wizard, a set of predefined locations will display under the

Existing Locations list. To add more locations, type the location description in the Enter New Location box, and

2 Repeat step 1 for each location you want to add.

3 Click Finish to complete the New Application Wizard.

The tracking system is complete. Several default reports and a label are created for you automatically. A prompt appears asking if you want to start adding data files

(records) for the new application.

Figure 2-8 Application Created Successfully

Opening an Existing Application

There are three ways to choose an application to open:

• On the Main Menu, select an application from the Current

Application drop-down list.

• On the File menu, click Open Application.

• On the Main Menu, click Database Maintenance, and then click Choose Application.

Note

Only one application may be open at a time. Opening a new application closes the previous application.

Chapter 2-10 User’s Guide

Accessing the Application Maintenance Functions

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Administration Functions, and then click Main-

tain Application.

The Select an Application for Maintenance dialog box appears.

Figure 2-9 Select an Application for Maintenance

Editing an Existing Application

1 Access the Select an Application for Maintenance dia-

log box according to the instructions on page 2-10.

2 Select an application and click Edit.

3 Click Advanced Edit.

The Edit Application Options dialog box appears.

Application Maintenance Chapter 2-11

Figure 2-10 Edit Application Options

4 Modify the application as desired by changing any of the following application settings.

• Application Name: The name of the application.

• Item Tracking/Inventory Tracking: Determines the application’s “mode,” which determines the appli-

cation options displayed on this dialog box. See step 5

for information on the specific settings available for each type of application.

• Assign Item Numbers: Determines whether the item numbers will be assigned automatically or manually. If you choose Automatic, enter a Current Item ID number for BACKTRACK to use as the first item ID

(you can also enter a prefix to appear at the beginning of every item number). If you choose Manually, you do not need to fill in the Current ID setting here, but will be required to enter an item ID as each item is added.

• Password Security on Transactions: Requires users to enter a password prior to performing transactions (Check Out, Take Out, Move, etc.). (Note: You must also set up your security groups and select the appropriate transaction access for each group, as

described in the "Setting up a security group" section on page 3-3).

Chapter 2-12 User’s Guide

• Download data for lookup/validation: Downloads item numbers and user-defined fields to the PDT/ mobile device so that they will appear in a drop-down list format for easy lookup and validation. (Note: If you have large amounts of data you may not want to download it because there might not be enough memory left over on the device to handle your transaction data.)

5 The other settings available on the Edit Application

Options dialog box will vary depending on if the application is set up as an item tracking or inventory tracking application.

Item Tracking Options

Figure 2-11 Edit Application Options - Item Tracking

If you are creating an item tracking application, the following options will appear:

• Warn on Check In if Currently In/Out: Displays an alert if a user attempts to check in a file that is already checked in, or check out a file that is already checked out.

• Calculate Due Date and Time: BACKTRACK calculates a due date (or check out period) based on a constant or variable value that you select.

Application Maintenance

Inventory Tracking Options

Chapter 2-13

Figure 2-12 Edit Application Options - Inventory

If you are creating an inventory tracking application, the following options will appear:

• Allow Negative Quantities: Allows negative quantities of items, as in the case of items being on “back order.”

• Allow Restock to Any Location: Gives you the ability to choose more than one location when restocking inventory.

Copying an Application

1 Access the Select an Application for Maintenance dia-

log box according to the instructions on page 2-10.

2 Select the application to be copied and click Copy.

The Copying Application dialog box appears.

3 Enter a new name for the application you have chosen to copy. If you want to copy the application structure/settings AND its data, click the Copy Application with Data check box.

4 Click OK.

Chapter 2-14 User’s Guide

Deleting an Application

1 Access the Select an Application for Maintenance dia-

log box according to the instructions on page 2-10.

2 Select the application to be deleted and click Delete.

3 When asked to confirm the Delete procedure, click Yes to delete the application and all of the data used in the application.

Editing the Item Structure

About the Item

Database

The Item database is application specific (i.e., each Item database you set up pertains to a specific application). There is one Item database for each application.

You can add, edit or delete certain Item database fields to better suit your specific tracking application. There are two types of fields that you can edit: System fields allow changes to only the field name and length. User-defined fields allow changes to all field structure settings.

Accessing the

Item File Structure

1 On the Main Menu, click Database Maintenance.

Maintenance

Dialog Box

The Database Maintenance dialog box appears.

2 Click Administration Functions, and then click Main-

tain Application.

The Select an Application for Maintenance dialog box appears.

3 Select an application and click Edit.

4 Click Advanced Edit.

The Edit Application Options dialog box appears.

5 Click the Edit Item Structure button.

The Item File Structure Maintenance dialog box appears.

Application Maintenance Chapter 2-15

Adding Item

Fields

Figure 2-13 Item File Structure Maintenance

1 Access the Item File Structure Maintenance dialog box

according to the instructions on page 2-14.

2 Click the Insert button.

A new field is inserted directly above the currently highlighted field. The new field contains the default field settings.

3 Proceed to set up the field using the following Item database field settings:

• Field Name: Used to identify this field in all areas of the tracking software program. The Field Name is the only field attribute that can be changed for System fields.

• Field Type: Allows you to specify the type of data

(Character, Numeric, Date, Logical, Memo, Picture or

Math) that can be entered for this field. If the Field

Type is set to Numeric, you can enter a number for the Decimals setting to specify the number of decimal places to be used. If the field type is set to Math, you can click the Math Function button to set up the field so its data is the result of a mathematical expression.

• Field Length: Allows you to specify the number of characters allowed in this field.

• Index: Set the Index option to Yes if you want to be able to sort the records in the Item database by the content of this field. The sort can be done when adding

Chapter 2-16 User’s Guide records to the Item database, or when locating an item to perform a transaction (Check Out, Take Out, Move, etc.).

• Field ID: The Field ID is used as this field’s unique identifier in the tracking software. When you insert a new field, a Field ID is created for the field automatically based on the field’s name, but you can change the default ID if desired. The Field ID must be eight characters or less with no spaces.

• Type of Field: Indicates whether this field is a system field or user-defined field.

• Download to PDT When Adding Item: Allows you to display this field as a PDT prompt if you will be adding items using the PDT.

• Send (<FIELD>) to PDT: Allows you to display additional field information next to the key field throughout the program and on the PDT. If checked, when you scan/select an item on the PDT this field will display, allowing you to view additional information on the item which may be helpful for validation purposes.

4 If desired, set up advanced options on the Math / Input

Options / Relations tab:

• Math Function: Allows you to set up a mathematical formula and the tracking software will use the result of the formula as the data for this field. For example, if you have an asset tracking application you could set up an Accumulated Depreciation formula by multiplying a Daily Depreciation Amount field by the difference of the Current Date minus the Initial File Date field.

(For more information on using Math Functions, see the BACKTRACK online Help.)

A complete listing of the math functions available in BACKTRACK can be accessed in the program’s online Help.

Application Maintenance

Editing Item

Fields

Chapter 2-17

• Input Options: Allows you to specify the type of data or data structure that can be entered into a data record for this field. Using the Input Options, you can set a minimum field length and create an input “mask.”

A mask allows you to control the type of characters that can be entered for that field (e.g., numeric only or alpha only). (For more information on using Input

Options, see the BACKTRACK online Help.)

• Add Relation/Edit Relation: Allows you to relate a field in the tracking software to a field in an external dBase or Visual FoxPro (.DBF) database file. The result of this is that when entering data for a new record, the user will be able to choose from a drop-down list of values that is populated from the external database.

(For more information on the Relations functions, see the BACKTRACK online Help.)

5 To set up security on the selected field based on security group, click the Security tab. Then for each security group, specify whether that group will be granted rights to view, add, or edit/delete records in the Item database.

6 When you have finished adding fields you can arrange them in the order you prefer. Notice that when you run your cursor over the boxes on the left side of the field list, the cursor turns into a double-ended arrow. This allows you to click on a box next to any field and drag that field into a different position in the list. Note that the order in which the fields appear in this list determines the order of the field lists in other parts of the program.

7 Click the Finish button and then click Yes to have

BACKTRACK save the changes to the file structure.

1 Access the Item File Structure Maintenance dialog box

according to the instructions on page 2-14.

2 Select the field you want to edit.

3 Refer to the "Adding Item Fields" section on page 2-15 to

change your field settings.

4 Click the Finish button and then click Yes to have

BACKTRACK save the changes to the file structure.

Chapter 2-18 User’s Guide

Deleting Item

Fields

1 Access the Item File Structure Maintenance dialog box

according to the instructions on page 2-14.

2 Select the field you want to delete and click Delete. (System fields are required and cannot be deleted.)

3 Repeat step 2 as necessary to delete all unwanted fields.

4 Click the Finish button and then click Yes to have

BACKTRACK save the changes to the file structure.

Editing the Transaction Structure

About the

Transaction

Database

Accessing the

Transaction File

Structure

Maintenance

Dialog Box

The Transaction database is application specific. There is one

Transaction database for each application.

The Transaction database differs from other BACKTRACK databases in that its standard fields are populated automatically as BACKTRACK tracks all the information about item usage and activity (including history and reservations) and logs this information to the Transaction database. The tracking function tags both the user and the item to a specific activity.

BACKTRACK records Check Out, Check In, Take Out, Restock, and Move transactions. You can also track additional information, such as hours used, mileage, purchase order number, reorder date, and reorder quantity, by adding up to

10 user-defined fields to the Transaction database. The userdefined fields are not populated automatically—they require user input at the time of the transaction.

The user-defined transaction fields you create will appear as prompts when a user attempts to check-out/take-out or check-in/restock items or inventory, requiring the user to enter data at the time of the transaction. For example, if you want to track mileage on company vehicles, you could set up a user-defined transaction field that requires each employee to enter the current mileage when checking in a company car.

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Administration Functions, and then click Main-

tain Application.

The Select an Application for Maintenance dialog box appears.

Application Maintenance Chapter 2-19

3 Select an application and click Edit.

4 Click Advanced Edit.

The Edit Application Options dialog box appears.

5 Click Edit Transaction Structure.

The Transaction File Structure Maintenance dialog box appears.

Figure 2-14 Transaction File Structure Maintenance

Adding

Transaction Fields

1 Access the Transaction File Structure Maintenance

dialog box according to the instructions on page 2-18.

2 Click the Insert button.

A new field is inserted directly above the currently highlighted field. The new field contains the default field settings.

3 Proceed to set up the field using the following Transaction database field settings:

• Field Name: Used to identify this field in all areas of the tracking software program. For a Transaction database field name, this also serves as the text to be used for the prompt that appears at the time of the transaction. For example, if you are tracking mileage on company vehicles, you might want a field name such as

Enter Mileage, to set this as the prompt to appear when an employee checks in a vehicle after driving it.

Chapter 2-20 User’s Guide

• Field Type: Allows you to specify the type of data

(Character, Numeric, Date, Logical, Memo or Picture) that can be entered for this field. If the Field Type is set to Numeric, you can enter a number for the Deci-

mals setting to specify the number of decimal places to be used.

• Field Length: Allows you to specify the number of characters allowed in this field.

• Type of Field: Indicates whether this field is a system field or user-defined field.

• Display On: Allows you to select the transaction activities for which the selected user-defined transaction field should be displayed. The user will be prompted for input into the user-defined field when the user attempts to perform one of the selected transactions.

The transaction activities for which the prompt can be displayed include Check Out/Take Out, Check In/

Restock, Move, and Reserve. You can also set the field to display as a PDT prompt when adding items or performing physical inventory using the PDT.

• Advanced: Allows you to set criteria for the display prompts and for updating items. (For information on setting advanced criteria, see the BACKTRACK online

Help.)

4 If desired, set up advanced options on the Update Item /

Input Options / Relations tab:

• Update Item: Allows you to use the data entered for the field (during a transaction) to update a corresponding field in the Item database. In order to use the Update Item function, you must first add the corre-

sponding field in the Item database (see the "Adding

Item Fields" section on page 2-15). If you are updating

a numeric field, you can specify whether the new data collected will replace, add to, or subtract from the existing data in that field. If you are updating a character or memo field, you can replace, insert before, or append to the existing data.

Application Maintenance Chapter 2-21

A mask allows you to control the type of characters that can be entered for that field (e.g., numeric only or alpha only). (For more information on using Input

Options, see the BACKTRACK online Help.)

(For more information on the Relations functions, see the BACKTRACK online Help.)

5 When you have finished adding fields you can arrange them in the order you prefer. Notice that when you run your cursor over the boxes on the left side of the field list, the cursor turns into a double-ended arrow. This allows you to click on a box next to any field and drag that field into a different position in the list. Note that the order in which the fields appear in this list determines the order of the field lists in other parts of the program.

6 Click the Finish button and then click Yes to have

BACKTRACK save the changes to the file structure.

Chapter 2-22 User’s Guide

Setting Display Options

Once you have created an application, you can select fields to display on the Locate Item dialog box.

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Administration Functions, and then click Main-

tain Application.

The Select an Application for Maintenance dialog box appears.

3 Select an application and click Edit.

4 Click Advanced Edit.

The Edit Application Options dialog box appears.

5 Click the Display Options button.

The Display Options dialog box appears.

Figure 2-15 Display Options

6 Under the Locate Item Screen list, select the field(s) you would like to appear on screen. You can select (or deselect) a field by clicking on the check box for that field.

Those fields with checkmarks next to them will display on the Locate Item screen.

Application Maintenance Chapter 2-23

7 To reorder the fields, click on any field and drag it to the desired position or highlight a field and click the up or down arrow button to move it.

8 When you have finished selecting and arranging the fields into the desired order, click OK.

Customizing the Main Screen

The Customize Main Screen options allow you to customize the

Main Menu screen and Transaction Toolbar buttons.

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Administration Functions, and then click Main-

tain Application.

The Select an Application for Maintenance dialog box appears.

3 Select an application and click Edit.

4 Click Advanced Edit.

The Edit Application Options dialog box appears.

5 Click Customize Main Screen.

The Screen Customization Settings dialog box appears.

Figure 2-16 Screen Customization Settings

Chapter 2-24 User’s Guide

6 Enter an application name in the Title for Program text box. This title will appear on all main program title bars when this application is open.

7 If you wish to change the graphic on the Main Menu screen, enter the directory path and file name in the

Graphic Logo for Program text box or click the Browse

button and browse to find the graphic file you wish to use. The graphic logo must be a .BMP file.

8 Now you can change the text on the Main Menu buttons to customize them for your application. (The function of each

Main Menu button will remain the same.)

9 To customize the Transaction Toolbar, click on any of the toolbar buttons located along the top of this dialog box and fill in the desired text (up to 11 characters). (The

function of each Transaction Toolbar button will remain the same.)

10 When you have finished your customization, click OK.

Customizing the Add/Modify Item Screen

Once you have set up the fields in the Item database structure to fit your tracking needs, you can modify the appearance of the Add/Modify Item screen (also called Item Data File dialog box) to suit your data entry routine.

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Administration Functions, and then click Main-

tain Application.

The Select an Application for Maintenance dialog box appears.

3 Select an application and click Edit.

4 Click Advanced Edit.

The Edit Application Options dialog box appears.

5 Click Customize Add/Modify Item Screen.

Application Maintenance Chapter 2-25

The Customize Add/Modify Item Screen dialog box appears.

Figure 2-17 Customize Add/Modify Screen

6 To reorder the prompts and text boxes, click on an object with your left mouse button and drag it to the desired location.

7 Use the screen customization buttons along the bottom toolbar to customize the Add/Modify Item screen.

Add object to Screen: Add a database field/ prompt, text, lines, shapes or pictures.

Edit Objects on Screen: Select an object and modify its description, text, color, positioning, and font properties.

Add Database Prompt/Field: Add any fields that you previously removed from the screen.

Add Text: Add a text object and set its description, color, positioning, and font properties.

Add Line: Add lines of varying styles and thickness settings.

Chapter 2-26 User’s Guide

Add Shape: Create a shape by setting width, height, border, style, curvature and color properties.

Add Picture: Insert a picture by specifying a bitmap (.BMP) or icon (.ICO) graphic file.

Set Label Design for Print Label Button: Select the label to print when you click the Print Label button on the Item Data File dialog box.

Screen Customization Wizard: Select the fields you want to display and set the order in which you want them to appear.

Set Tab Order: Set the tab order to use when tabbing from one field to the next.

Customizing Receipts

After completing a transaction (Check Out, Take Out, Move, etc.), you have the option to print a receipt detailing the transaction. The Customize Receipts dialog box allows you to replace the default transaction receipt for each transaction activity with a custom report and/or label.

In order for your custom reports and/or labels to be available for selection in the transaction drop-down lists on the

Customize Receipts dialog box, you must create them according to the following guidelines:

• For Reports: When creating a report to be used as a transaction receipt, you must select the Transaction database as the database to use for the report. You must also save the report in the Advanced Report Designer (you can create the report using the wizard, but you must later edit it and save it using the Advanced Report Designer).

• For Labels: When creating a label to be used as a transaction receipt, you must select the Transaction database as the database to use for the label.

To associate receipts (a report and/or label) with

transaction activities

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

Application Maintenance Chapter 2-27

2 Click Administration Functions, and then click Main-

tain Application.

The Select an Application for Maintenance dialog box appears.

3 Select an application and click Edit.

4 Click Advanced Edit.

The Edit Application Options dialog box appears.

5 Click Customize Receipts.

The Customize Receipts dialog box appears.

Figure 2-18 Customize Receipts

6 For each transaction, click the drop-down list and select the report and/or label that you would like to be available for printing after each transaction is completed.

7 Click OK when you are finished.

Chapter 2-28 User’s Guide

Setting Up Transaction Pre-Authorization

The Transaction Pre-authorization options allow you to set criteria to determine if a transaction should be authorized. This is a useful tool in many tracking applications because it can check the criteria and notify you of the status before the transaction takes place.

For example, you could stop an item from being checked out to a user who already has overdue items checked out in his or her name. You could also authorize a Check Out transaction only if the person is a member of a particular security group.

The Transaction Pre-authorization options also allow you to display a message during a transaction if specific criteria are met. For example, if a user tries to check out an item that is reserved for use by someone else, you can display an “Item has a reservation” message (or any message you choose).

To set up pre-authorization for a particular type of

transaction

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Administration Functions, and then click Main-

tain Application.

The Select an Application for Maintenance dialog box appears.

3 Select an application and click Edit.

4 Click Advanced Edit.

The Edit Application Options dialog box appears.

5 Click Transaction Pre-authorization.

The Transaction Pre-authorization dialog box appears.

Application Maintenance Chapter 2-29

Figure 2-19 Transaction Pre-authorization

6 In the Select criteria for drop-down list, select the type of transaction for which you want to require pre-authorization.

7 In the Display message during transaction when box, set up criteria to determine when a transaction pre-authorization message should be displayed. (For information on setting criteria, see the BACKTRACK online Help.)

8 In the What message would you like displayed box, type the message to be displayed.

9 Click the Allow transaction check box if you want to display the message but still allow the user to complete the transaction.

10 Click OK when you are finished.

Administration Functions

The Administration Functions include all of the options shown

in Figure 3-1.

Note

Figure 3-1 Administration Functions

The Maintain Application functions are covered in Chapter 2,

"Application Maintenance".

Chapter 3-2 User’s Guide

Adding a Customized Toolbar

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Administration Functions, and then click Custom-

ize Toolbar.

The Customize Toolbar dialog box appears.

Figure 3-2 Customize Toolbar

3 Click on a Not Defined toolbar button in the left-most window.

4 Select an option in the Select Button Process list.

Depending on the process selected, different process settings will appear. Select a function from each list that appears.

5 Enter the text you would like to appear on the button. The text will appear on the highlighted toolbar button as you enter it.

6 Enter a tool tip that describes the function of your customized toolbar button in the Tool Tip Text box (e.g., if your button text is “Print Label” your tool tip might be “Print

Inventory Shelf Label”). This tool tip will appear if you place the cursor over the toolbar button while using the program.

Administration Functions Chapter 3-3

7 Repeat the steps above as necessary until you have finished customizing your toolbar buttons.

8 Click OK when you are finished.

Changing Security Settings

The Security Group settings enable you to add new security groups and change settings for existing security groups. You can limit or grant access to various BACKTRACK system files, specific applications, and functions within each application.

Note

Any security group settings you specify will not take effect until you “activate” them.

Setting up a security group

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Administration Functions, and then click Change

Security Settings.

The Security Group dialog box appears.

3 To add a new security group, click the Add button and enter a name for the group.

4 To grant or deny access to system functions, select the

System tab and click the check box next to each system function to select it.

Chapter 3-4 User’s Guide

Figure 3-3 Security Group - System

5 To grant or deny access to application-specific functions, select the Application tab, select an application from those listed, and click the check box next to each application function to select it.

Note

Figure 3-4 Security Group - Application

To organize users into security groups, in the Database

Maintenance module select Add/Modify Data and then click the Users button. Click on the Security Group field and select a group for the user.

Administration Functions Chapter 3-5

Activating security groups

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Administration Functions, and then click Change

System Settings.

3 Click the check box next to the Require User ID/Pass-

word for Maintenance option to activate security.

Activating password security on transactions

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Administration Functions, and then click Main-

tain Application.

The Select an Application for Maintenance dialog box appears.

3 Select the application for which you want to place security on transactions (Check Out, Take Out, Move, etc.) and click Edit.

4 Click Advanced Edit.

The Edit Application Options dialog box appears.

5 Click the Password Security on Transactions check box to activate security.

See the "Changing the System Settings" section on page 3-16 for more information on security

settings available in BACKTRACK.

Chapter 3-6 User’s Guide

Editing the User Structure

About the User

Database

The User database is a system-wide database. There is only one User database; its data is shared by all applications.

The User database contains information about all the users who are authorized to use BACKTRACK. When you enter user data into the User database, you can assign the user to a security group that defines the tracking functions the user is allowed to access.

You can add, edit or delete certain User database fields to better suit your company’s or organization’s user structure.

There are two types of fields that you can edit: System fields allow changes to only the field name and length. User-defined

fields, on the other hand, allow changes to all field structure settings.

Accessing the Edit

User Structure

Dialog Box

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Administration Functions, and then click Main-

tain User Database.

The Maintain User Database dialog box appears.

3 Click Edit User Structure.

The Edit User Structure dialog box appears.

Figure 3-5 Edit User Structure

Administration Functions

Adding User

Fields

Chapter 3-7

1 Access the Edit User Structure dialog box according to

the instructions on page 3-6.

2 Click the Insert button. A new field is inserted directly above the currently highlighted field. The new field contains the default field settings.

3 Proceed to set up or edit the field using the following User database field settings:

• Field Name: Used to identify this field in all areas of the tracking software program. The Field Name is the only field attribute that can be changed for System fields.

• Field Type: Allows you to specify the type of data

(Character, Numeric, Date, Logical, Memo or Picture) that can be entered for this field. If the Field Type is set to Numeric, you can enter a number for the Deci-

mals setting to specify the number of decimal places to be used.

• Field Length: Allows you to specify the number of characters allowed in this field.

• Index: Set the Index option to Yes if you want to be able to sort the records in the User database by the content of this field. The sort can be done when adding records to the User database, or when locating an item to perform a transaction (Check Out, Take Out, Move, etc.).

• Type of Field: Indicates whether this field is a system field or user-defined field.

• Send (<FIELD>) to PDT: Allows you to display additional field information next to the key field throughout the program and on the PDT. If checked, when you scan/select a user on the PDT this field will display, allowing you to view additional information on the user which may be helpful for validation purposes.

Chapter 3-8

Editing User

Fields

User’s Guide

4 If desired, set up advanced options on the Input Options

/ Relations tab:

A mask allows you to control the type of characters that can be entered for that field (e.g., numeric only or alpha only). (For more information on using Input

Options, see the BACKTRACK online Help.)

(For more information on the Relations functions, see the BACKTRACK online Help.)

7 Click the Finish button and then click Yes to have

BACKTRACK save the changes to the file structure.

1 Access the Edit User Structure dialog box according to

the instructions on page 3-6.

2 Select the field you want to edit.

3 Refer to the "Adding User Fields" section on page 3-7 to

change your field settings.

4 Click the Finish button and then click Yes to have

BACKTRACK save the changes to the file structure.

Administration Functions Chapter 3-9

Deleting User

Fields

1 Access the Edit User Structure dialog box according to

the instructions on page 3-6.

2 Select the field you want to delete and click Delete. (System fields are required fields and cannot be deleted.)

3 Repeat step 2 as necessary to delete all unwanted fields.

4 Click Finish and then click Yes to have BACKTRACK save changes to the file structure.

Customizing the

Add/Modify User

Screen

Once you have set up the fields in the User database structure to fit your tracking needs, you can modify the appearance of the Add/Modify User screen (also called User Data File dialog box) to suit your data entry routine.

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Administration Functions, and then click Main-

tain User Database.

The Maintain User Database dialog box appears.

3 Click Customize Add/Modify User Screen.

The Customize Add/Modify User Screen dialog box appears.

Figure 3-6 Customize Add/Modify User Screen

Chapter 3-10 User’s Guide

4 To reorder the prompts and text boxes, click on an object with your left mouse button and drag it to the desired location.

5 Use the screen customization buttons along the bottom toolbar to customize the Add/Modify User screen.

Add object to Screen: Add a database field/ prompt, text, lines, shapes or pictures.

Edit Objects on Screen: Select an object and modify its description, text, color, positioning, and font properties.

Add Database Prompt/Field: Add any fields that you previously removed from the screen.

Add Text: Add a text object and set its description, color, positioning, and font properties.

Add Line: Add lines of varying styles and thickness settings.

Add Shape: Create a shape by setting width, height, border, style, curvature and color properties.

Add Picture: Insert a picture by specifying a bitmap (.BMP) or icon (.ICO) graphic file.

Set Label Design for Print Label Button: Select the label to print when you click the Print Label button on the Add/Modify User Screen.

Screen Customization Wizard: Select the fields you want to display and set the order in which you want them to appear.

Set Tab Order: Set the tab order to use when tabbing from one field to the next.

Administration Functions Chapter 3-11

Editing the Location Structure

About the Location

Database

The Location database stores information on all of the locations that are available. There is only one Location database; its data is shared by all applications.

A location is defined in the Location database to indicate a place where items or inventory can be found. For example, tools in an equipment tracking application might be stored in locations such as Tool Cart #1, Rack 10, or Storage Room C.

A unique item can also be a location, and serves as a parent

item for the items that are stored in it. For example, Toolbox

A (an item) can be defined as a location for other items (such as tools).

You can add, edit or delete certain Location database fields to better suit the types of locations in your company or organization. There are two types of fields that you can edit:

System fields allow changes to only the field name and length.

User-defined fields, on the other hand, allow changes to all field structure settings.

Accessing the Edit

Location Structure

Dialog Box

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Administration Functions, and then click Main-

tain Location Database.

The Maintain Location Database dialog box appears.

3 Click Edit Location Structure.

The Edit Location Structure dialog box appears.

Chapter 3-12 User’s Guide

Figure 3-7 Edit Location Structure

Adding Location

Fields

1 Access the Edit Location Structure dialog box according

to the instructions on page 3-11.

2 Click the Insert button. A new field is inserted directly above the currently highlighted field. The new field contains the default field settings.

3 Proceed to set up or edit the field using the following Location database field settings:

• Field Name: Used to identify this field in all areas of the tracking software program. The Field Name is the only field attribute that can be changed for System fields.

• Field Type: Allows you to specify the type of data

(Character, Numeric, Date, Logical, Memo or Picture) that can be entered for this field. If the Field Type is set to Numeric, you can enter a number for the Deci-

mals setting to specify the number of decimal places to be used.

• Field Length: Allows you to specify the number of characters allowed in this field.

• Index: Set the Index option to Yes if you want to be able to sort the records in the Location database by the content of this field. The sort can be done when adding records to the Location database, or when locating an item to perform a transaction (Check Out,

Take Out, Move, etc.).

Administration Functions Chapter 3-13

• Type of Field: Indicates whether this field is a system field or user-defined field.

• Display Field (<FIELD>): Allows you to display this field along with the key location field. Doing so provides users with information about the location whenever the location is displayed.

• Send (<FIELD>) to PDT: Allows you to display additional field information next to the key field throughout the program and on the PDT. If checked, when you scan/select a location on the PDT this field will display, allowing you to view additional information on the location which may be helpful for validation purposes.

4 If desired, set up advanced options on the Input Options

/ Relations tab:

A mask allows you to control the type of characters that can be entered for that field (e.g., numeric only or alpha only). (For more information on using Input

Options, see the BACKTRACK online Help.)

(For more information on the Relations functions, see the BACKTRACK online Help.)

Chapter 3-14 User’s Guide you to click on a box next to any field and drag that field into a different position in the list. Note that the order in which the fields appear in this list determines the order of the field lists in other parts of the program.

7 Click the Finish button and then click Yes.

Editing Location

Fields

1 Access the Edit Location Structure dialog box according

to the instructions on page 3-11.

2 Refer to the "Adding Location Fields" section on page 3-12

to change your field settings.

3 Click the Finish button and then click Yes to have

BACKTRACK save the changes to the file structure.

Deleting Location

Fields

1 Access the Edit Location Structure dialog box according

to the instructions on page 3-11.

2 Select the field you want to delete and click Delete. (System fields are required fields and cannot be deleted.)

3 Repeat step 2 as necessary to delete all unwanted fields.

4 Click Finish and then click Yes to have BACKTRACK save changes to the file structure.

Customizing the

Add/Modify

Location Screen

Once you have set up the fields in the Location database structure to fit your tracking needs, you can modify the appearance of the Add/Modify Location screen (also called

Location Data File dialog box) to suit your data entry routine.

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Administration Functions, and then click Main-

tain Location Database.

The Maintain Location Database dialog box appears.

3 Click Customize Add/Modify Location Screen.

The Customize Add/Modify Location Screen dialog box appears.

Administration Functions Chapter 3-15

Figure 3-8 Customize Add/Modify Location Screen

4 To reorder the prompts and text boxes, click on an object with your left mouse button and drag it to the desired location.

5 Use the screen customization buttons along the bottom toolbar to customize the Add/Modify Location screen.

Add object to Screen: Add a database field/ prompt, text, lines, shapes or pictures.

Edit Objects on Screen: Select an object and modify its description, text, color, positioning, and font properties.

Add Database Prompt/Field: Add any fields that you previously removed from the screen.

Add Text: Add a text object and set its description, color, positioning, and font properties.

Add Line: Add lines of varying styles and thickness settings.

Add Shape: Create a shape by setting width, height, border, style, curvature and color properties.

Chapter 3-16 User’s Guide

Add Picture: Insert a picture by specifying a bitmap (.BMP) or icon (.ICO) graphic file.

Set Label Design for Print Label Button: Select the label to print when you click the Print Label button on the Add/Modify Location Screen.

Screen Customization Wizard: Select the fields you want to display and set the order in which you want them to appear.

Set Tab Order: Set the tab order to use when tabbing from one field to the next.

Changing the System Settings

The System Settings allow you to define how you would like your BACKTRACK system to work. Changes made here are system wide, affecting all applications.

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Administration Functions, and then click Change

System Settings.

The System Settings dialog box appears.

Figure 3-9 System Settings - Security Tab

3 On the Security tab, check the Require User ID/Pass-

word to be entered when the program is started box if you want to place password security on the program.

Administration Functions Chapter 3-17

4 Check the Require System Password for Admin Func-

tions box to require users to enter a system password in order to access the Administration Functions.

5 Check the Require User ID/Password for Mainte-

nance box to activate any security groups that have been created. When using the Database Maintenance functions, users will be restricted to the options that their security group allows.

6 Click the Password Policy button on the Security tab.

The Password Policy dialog box appears.

Figure 3-10 Password Policies

7 Use the options on the Password Policy dialog box to set up all needed rules and requirements for password usage within the program.

8 Click the User Database tab.

Chapter 3-18 User’s Guide

Figure 3-11 System Settings - User Database Tab

9 Check the Auto Assign User ID box if you want

BACKTRACK to automatically assign a unique User ID number when a new user is added. Then enter a Current

User ID number for BACKTRACK to use as the first user

ID.

10 The Enable User List for Transactions option enables users to search for and select a user name by clicking the

List button located on the Check In/Out, Restock/Take

Out, Reservations, or Move dialog boxes. You can also disable this option as a form of security, requiring users to know and enter (or scan) their own user ID in order to perform transactions.

11 Click the Display Options tab.

Administration Functions Chapter 3-19

Figure 3-12 System Settings - Display Options

12 Select the type of time display you want to use. The 12

Hour option sets the clock with two 12-Hour periods. The

24 Hour option sets the clock for a single 24-hour day.

13 Set the year display to either a 4 Digit or a 2 Digit year display.

14 Specify the type of date display to use in BACKTRACK

(MM/DD/YY, YY.MM.DD, etc.).

15 The Select Language for Program Execution list allows you to select a language in which to run BACKTRACK.

16 Click the PDT Programming tab.

Figure 3-13 System Settings - PDT Programming Tab

Chapter 3-20 User’s Guide

17 The Download to PDT for lookup/validation settings allow you to download Location and User Number data to your PDT. The data will appear on the PDT in drop-down list format, which makes it easier for lookup/validation.

18 To set or change the system password, which is used to limit access to the Database Maintenance functions, click the Set System Password button (bottom-left corner of the System Settings dialog box) and type the desired password.

19 Click OK when you are finished.

Using the Task Scheduler

BACKTRACK’s Task Scheduler allows you to schedule timed functions to run regularly and/or every time you start the

BACKTRACK program. The timed functions allow any toolbar function to be operated at specific times of the day while any workstation running the BACKTRACK program is operational.

Note

Since BACKTRACK is a network product, the first computer on the network that has the availability to run the timed function executes the operation. This means that any external programs that are run must be available to all computers on the network.

You can set up Task Scheduler to regularly perform timed functions such as print a report, print a label, import/export data, etc.

To schedule tasks in BACKTRACK

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Administration Functions, and then click Task

Scheduler.

3 Click Add.

The BACKTRACK: Scheduled Tasks dialog box appears.

Administration Functions Chapter 3-21

Figure 3-14 Task Scheduler

4 In the Select Process list, select the process/task you would like to schedule.

5 Depending on the process selected, different process settings will appear below the Select Process list. Select a function from each list that appears.

6 Use the Schedule Task and Start Time settings to specify how often you would like the process to occur.

7 Click OK when you are finished.

Rebuilding Data Files

The Rebuild Data Files functions enable you to rebuild indexes and verify the integrity of all database files. Periodic use of these functions ensures that deleted records are removed and remaining records are renumbered to optimize database performance.

To rebuild data files

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Administration Functions, and then click Rebuild

Data Files.

3 To continue, click OK.

Chapter 3-22 User’s Guide

Be sure to read the Important Notice that appears before proceeding with this function.

4 Select one of the following options:

• Reindex: All files within the BACKTRACK database will be verified against each other to optimize the performance of the BACKTRACK program.

• Remove Deleted Files: BACKTRACK will automatically remove deleted files to enhance the efficiency of the program.

• Rebuild Data Files: The program will automatically rebuild all BACKTRACK files, including reindexing and removing deleted items. When you have finished with this step you will be asked if you want BACKTRACK to check the integrity of all the data files. Click Yes. If

BACKTRACK reports any inconsistencies they will be fixed automatically.

Viewing Logged-in Users

The Logged-in Users dialog box allows you to view a list of users currently logged-in to BACKTRACK. The information displayed includes the User Number, User Name, Host, Login, and Login Time.

To access the Logged-in Users dialog box:

• In the Database Maintenance module, click on

Administration Functions and then select Logged-in

Users.

Adding & Modifying Data

The Add/Modify Data functions allow you to enter the item, location, and user data to be tracked.

Items

Accessing the Item

Data File Screen

1 On the Main Menu, select the application that contains the

Item database you want to modify.

2 Click Database Maintenance.

The Database Maintenance dialog box appears.

3 Click Add/Modify Data, and then click Items.

The Item Data File data entry form appears, along with the Edit Item Toolbar.

Chapter 4-2 User’s Guide

Figure 4-1 Item Data File - Record View

Figure 4-2 Edit Item Toolbar

Adding a New

Item

1 Access the Item Data File data entry form according to

the instructions on page 4-1.

2 Click Add Record on the Edit Item Toolbar.

3 Specify whether the item should be assigned to a specific location (select that location) or a parent item (a parent item is a relationship to the item as well as the “place” the item will be stored) and click OK.

Adding & Modifying Data Chapter 4-3

Note

An inventory item cannot be assigned as a parent item, but it can be a child item.

4 Fill in the field information for the new item.

5 Repeat steps 2 through 4 for each item you want to add.

6 When you are finished, click Save/Close .

To print a label after each new item is entered from this screen, you must attach a label design by clicking the Customize Add/Modify Item

Screen button on the Edit Application Options dialog box. Then select the Set Label Design for

Print Label Button option to select a predesigned label format.

Editing an Item

1 Access the Item Data File data entry form according to

the instructions on page 4-1.

2 Click Find to be edited.

on the Edit Item Toolbar to locate the item

3 Edit the field information displayed.

4 Repeat steps 2 and 3 for each item you wish to edit.

5 When you are finished, click Save/Close .

Deleting an Item 1 Access the Item Data File data entry form according to

the instructions on page 4-1.

2 Click Find to be deleted.

on the Edit Item Toolbar to locate the item

Note

You cannot delete an item if the item is currently checked out or if it is a parent item.

3 Click Delete Record on the Edit Item Toolbar.

Chapter 4-4 User’s Guide

4 Repeat steps 2 and 3 for each item you wish to delete.

5 When you are finished, click Save/Close .

Locations

Accessing the

Location Data File

Screen

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Add/Modify Data, and then click Locations.

The Location Data File data entry form appears, along with the Edit Location Toolbar.

Figure 4-3 Location Data File - Record View

Adding & Modifying Data Chapter 4-5

Figure 4-4 Edit Location Toolbar

Adding a New

Location

1 Access the Location Data File data entry form according

to the instructions on page 4-4.

2 Click Add Record on the Edit Location Toolbar.

3 Fill in the field information for the new location.

4 Repeat steps 2 and 3 to add all locations.

5 When you are finished, click Save/Close .

Editing a Location 1 Access the Location Data File data entry form according

to the instructions on page 4-4.

2 Click Find on the Edit Location Toolbar to locate the location to be edited.

Note

You cannot edit a location if it currently contains an item.

3 Edit the field information displayed.

4 Repeat steps 2 and 3 for each location you wish to edit.

5 When you are finished, click Save/Close .

Chapter 4-6

Deleting a

Location

Note

User’s Guide

1 Access the Location Data File data entry form according

to the instructions on page 4-4.

2 Click Find on the Edit Location Toolbar to locate the location to be deleted.

You cannot delete a location if it currently contains an item.

You must first move the item to a new location.

3 Click Delete Record on the Edit Location Toolbar.

4 Repeat steps 2 and 3 for each location you wish to delete.

5 When you are finished, click Save/Close .

Users

Accessing the User

Data File Screen

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Add/Modify Data, and then click Users.

The User Data File data entry form appears, along with the Edit User Toolbar.

Figure 4-5 User Data File - Record View

Adding & Modifying Data Chapter 4-7

Figure 4-6 Edit User Toolbar

Adding a New User1 Access the User Data File data entry form according to

the instructions on page 4-6.

2 Click Add Record on the Edit User Toolbar.

3 Fill in the user information for each field.

4 Repeat steps 2 and 3 for each new user.

5 When you are finished, click Save/Close .

Editing a User

To print a label after each new user is entered from this screen, you must attach a label design by selecting the Customize Add/Modify User

Screen option from the Administration Functions.

Then select the Set Label Design for Print

Label Button option to attach your pre-designed label format.

1 Access the User Data File data entry form according to

the instructions on page 4-6.

2 Click Find to be edited.

on the Edit User Toolbar to locate the user

3 Edit the user information fields as desired.

4 Repeat steps 2 and 3 for each user you wish to edit.

Chapter 4-8 User’s Guide

Deleting a User

5 When you are finished, click Save/Close .

1 Access the User Data File data entry form according to

the instructions on page 4-6.

2 Click Find to be deleted.

on the Edit User Toolbar to locate the user

Note

You cannot delete a user if the user currently has items checked out or has an active reservation. In order to delete the user you must first check in the items or delete the reservation.

3 Click Delete Record on the Edit User Toolbar.

4 Repeat steps 2 and 3 for each user record you wish to delete.

5 When you are finished, click Save/Close .

Transfer Functions

The Transfer Functions allow the transfer of files and data to and from a BACKTRACK application. e

Figure 5-1 Transfer Functions

Importing Data

The Import Data function allows you to retrieve data from an existing file and import it into a BACKTRACK database. This feature is useful if the data you want to use in BACKTRACK already exists in another format; thus, saving the time that it would take to re-key that information.

Chapter 5-2 User’s Guide

Note

Accessing the

Select Import

Dialog Box

Make sure that your application contains an adequate number of fields to accommodate all of the data that you plan to import. You should also ensure that your field type and length settings will work with the new data.

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click the Transfer Functions, and then click Import

Data.

The Select Import dialog box appears.

Figure 5-2 Select Import

Creating a New

Import

1 Access the Select Import dialog box according to the

instructions on page 5-2.

2 Click New.

The New Import dialog box appears.

Transfer Functions Chapter 5-3

Figure 5-3 New Import

3 In the Description box, type an identifying name for this import.

4 Select the appropriate data file to use for this import, and click OK.

The Import Data dialog box appears.

Figure 5-4 Import Data - Fields Tab

5 Click on an application field name in the Fields Available list, then use the arrow buttons to move it over to the Target Fields list. Repeat this step for each field you want to include in the import.

6 Click the File Options tab.

Chapter 5-4 User’s Guide

Figure 5-5 Import Data - File Options Tab

7 In the Select file type list, select the file format of the file you plan to import.

8 Designate the default file to import from by typing a file name or clicking the Browse button to locate the file.

9 Check the Delete file after import option if the file you are importing is a temporary file.

10 Check the Ignore case... check box if you want the program to ignore the case (uppercase or lowercase) when determining if an imported item already exists.

11 To perform the import operation with a minimal amount of user interface screens appearing, click the No User-

Interaction check box located at the bottom of the dialog box.

12 Click OK to return to the Select Import dialog box.

Transfer Functions Chapter 5-5

Importing Data

1 Access the Select Import dialog box according to the

instructions on page 5-2.

2 Select the desired import to use to import data and click

Import.

3 If you did not previously specify a default file to import from on the File Options tab, the Open dialog box appears. Select the file from which to import data, and click OK.

The Import Data dialog box appears displaying a preview of the import.

4 If the preview is correct, click Import. If changes are necessary, click Cancel.

Note

Care must be taken when importing data into BACKTRACK, as the database files used by BACKTRACK expect specific types of data in certain fields (e.g., user ID fields accept only numeric data). BACKTRACK will try to change the imported data to the correct data type (numeric, alpha, or character) for the field into which the data is being imported.

Editing an Existing

Import

1 Access the Select Import dialog box according to the

instructions on page 5-2.

2 Select the import you want to edit and click Edit.

The Import Data dialog box appears.

3 Refer to the import options covered in the "Creating a New

Import" section on page 5-2 to change the setup for this

import.

Copying an

Import

1 Access the Select Import dialog box according to the

instructions on page 5-2.

2 Select the import you want to copy and click Copy.

The Copy: <Import> dialog box appears.

3 In the To New Name box, type the name to use for the import copy.

4 Click OK.

Chapter 5-6 User’s Guide

The new import will now be available in the list of existing imports if you would like to edit it.

Note

If an import you want to copy is based on an applicationspecific database (Item or Transaction database) you can save it for use with a different application by selecting the application from the Application drop-down list. If you do so, it is best to select another application whose database uses the same fields as those present in the original import.

Deleting an

Import

1 Access the Select Import dialog box according to the

instructions on page 5-2.

2 Select the import you want to delete and click Delete.

A prompt appears asking you to confirm your selection.

3 Click Yes to delete the import.

Exporting Data

Accessing the

Select Export

Dialog Box

The Export Data function enables you to extract information from a BACKTRACK database for use in another software program. For example, you could export data from the

Transaction database into a spreadsheet application to analyze item usage trends, determine patterns in user transactions, or tie the exported data into an existing accounting system.

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click the Transfer Functions, and then click Export

Data.

The Select Export dialog box appears.

Transfer Functions Chapter 5-7

Figure 5-6 Select Export

Creating a New

Export

1 Access the Select Export dialog box according to the

instructions on page 5-6.

2 Click New.

The New Export dialog box appears.

Figure 5-7 New Export

3 In the Description box, type an identifying name for this export.

4 Select the desired data file to use for this export, and click

OK.

The Export Data dialog box appears.

Chapter 5-8 User’s Guide

Figure 5-8 Export Data - Fields Tab

5 On the Fields tab, click on an application field name in the

Fields Available list, then use the arrow buttons to move the field name over to the Source Fields list. Repeat this step for each field you want to include in the export.

6 Click the File Options tab.

Figure 5-9 Export Data - File Options Tab

Transfer Functions Chapter 5-9

7 Select a file type from those listed and specify the default file to export to by typing a file name or clicking the

Browse button to locate the file.

Note

Memo fields can be exported in dBase (.DBF) format only.

8 Check the Overwrite file option to replace the existing file (if you are exporting to an existing file).

9 To perform the export operation with a minimal amount of user interface screens appearing, click the No User-

Interaction check box.

10 If you want the program to automatically generate a sequentially numbered file name for each export, check the Create new file name… check box. (Note: To use this option you must also be sure to specify a default file name for the program to append to when generating the sequentially numbered file names. For example, if you use export.txt as the default, the automatically generated file names will be export1.txt, export2.txt, etc.)

11 If desired, you can set up additional export options using the Criteria, Sort By, Custom Fields, and Parent Item tabs.

• Criteria tab: Set up selection criteria to limit the scope of the data that is exported; BACKTRACK will check the records against that criteria to determine which records should be included in the export. (For information on setting criteria, see the BACKTRACK online Help.)

• Sort By tab: Select the field(s) to sort by, the type of sort (Ascending or Descending), and the order of the sort (if multiple fields are selected).

• Custom Fields tab: Define custom fields that consist of multiple existing fields, and logic or other expressions. For example, if you have a Quantity field and a

Price field in your database, you could create an expression where the Quantity is multiplied by the

Price to give a resulting value that will be included in your export.

• Parent Item tab: Specify the data to be exported for a location field when the location is a parent item.

Chapter 5-10 User’s Guide

Exporting Data

12 Click OK to return to the Select Export dialog box.

1 Access the Select Export dialog box according to the

instructions on page 5-6.

2 Select the desired export to use to export data and click

Export.

3 If you did not previously specify a default file to export to on the File Options tab, select the file from which you would like to export and click Save.

BACKTRACK processes the export and displays a message when the process is complete.

Editing an Existing

Export

1 Access the Select Export dialog box according to the

instructions on page 5-6.

2 Select the export you want to edit and click Edit.

The Export Data dialog box appears.

3 Refer to the export options covered in the "Creating a New

Export" section on page 5-7 to change the setup for this

export.

Copying an Export 1 Access the Select Export dialog box according to the

instructions on page 5-6.

2 Select the export you want to copy and click Copy.

The Copy: <Export> dialog box appears.

3 In the To New Name box, type the name to use for the export copy.

4 Click OK.

The new export will now be available in the list of existing exports if you would like to edit it.

Note

If an export you want to copy is based on an applicationspecific database (Item or Transaction database) you can save it for use with a different application by selecting the application from the Application drop-down list. If you do so, it is best to select another application whose database uses the same fields as those present in the original export.

Transfer Functions Chapter 5-11

Deleting an Export 1 Access the Select Export dialog box according to the

instructions on page 5-6.

2 Select the export you want to delete and click Delete.

A prompt appears asking you to confirm your selection.

3 Click Yes to delete the export.

Backing Up Data Files

The Backup function copies all BACKTRACK databases (for all existing applications), as well as all reports and labels that have been created.

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Transfer Functions, and then click Backup.

The Backup dialog box appears.

Figure 5-10 Backup

3 Click Change file name, specify the path and file name to which you want to save the backup, and then click

Save.

4 Check to ensure that the file name and path settings are correct, and then click OK.

5 Write down the name and location of the backup along with the date in case you need to restore records from this file in the future.

Chapter 5-12 User’s Guide

Restoring Data from a Backup File

The Restore function reconstructs databases in all BACKTRACK applications. It also restores all reports and labels that have been created. This process overwrites all existing data with the backup data.

When you restore a backup, BACKTRACK reconstructs the databases in all applications and overwrites any changes made since the date of your backup. Any reports, labels and database entries made after the date of the backup will be lost.

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Transfer Functions, and then click Restore.

The Restore dialog box appears.

Figure 5-11 Restore

3 Click Browse to set the path and file name from which to restore the backup. The Restore From, Date of Backup, and Drive and Path settings will be filled in automatically.

4 Verify the backup date to make sure this is the backup you wish to restore from and then click OK.

Transfer Functions Chapter 5-13

5 Follow the prompts until the backup file has been restored.

Archiving Items

Accessing the

Archive Dialog

Box

After using the system for an extended period of time, the

Item database files may become too large and use more disk space than necessary. The Archive Items functions allow you to delete such item records or save them to a separate file for later reference.

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Transfer Functions, and then click Archive Items.

The Archive dialog box appears.

Figure 5-12 Archive

Creating a New

Archive

1 Access the Archive dialog box according to the instruc-

tions on page 5-13.

2 Click New.

The New Archive dialog box appears.

Chapter 5-14 User’s Guide

Figure 5-13 New Archive

3 In the Description box, type an identifying name for this archive, and then click OK.

The Archive Items: <Archive> dialog box appears.

Figure 5-14 Archive Items - Archive Action Tab

4 On the Archive Action tab, do one of the following:

• To archive items, select Archive Items as the Archive

Action and select the desired archive settings.

Change Item Status: Changes the status of archived items to either Inactive or Destroyed.

Move: Moves all archived data to the specified location. This will allow you to access the data at a later time for reporting purposes.

Transfer Functions

Note

Chapter 5-15

You can select both Change Item Status and Move options for one archive.

• To delete items, select Delete Items as the Archive

Action and select the desired deletion settings.

Save to File (Items): Saves the deleted item data to the specified file.

Save to File (Transactions): Saves the deleted transaction data to the specified file.

Create new file name if file already exists: Automatically generates a sequentially numbered file name for each archive.

5 Click the Criteria tab.

Figure 5-15 Archive Items - Criteria Tab

6 To set up record selection criteria, click Add and set up criteria to limit the scope of the archive to specific items. (For information on setting criteria, see the

BACKTRACK online Help.)

Chapter 5-16 User’s Guide

Archiving Data

7 Still on the Criteria tab, set up additional Criteria options as desired.

• Archive Checked Out Items: Includes items that are currently checked out.

• Archive Reserved Items: Includes items for which reservations currently exist.

• Archive Parent Items: Includes parent items.

Because the parent item acts as the location, you must specify whether you want its child items to be moved up one level to the location where the parent item was assigned, or if you want the child items to be archived/ deleted.

• Prompt for Each Item: Displays a prompt for each item that BACKTRACK finds to archive, based on the criteria, so that you can choose whether or not to archive the item.

8 To perform the archive operation with a minimal amount of user interface screens appearing, click the No User-

Interaction check box located at the bottom of the dialog box.

9 Click OK to return to the Archive dialog box.

1 Access the Archive dialog box according to the instruc-

tions on page 5-13.

2 Select the desired archive to use to archive data and click

Archive.

A prompt appears asking you to confirm your selection.

3 Click Yes to perform the archive operation.

BACKTRACK processes the archive and displays a message when the process is complete. You will then have the opportunity to print or preview a report of the archived data.

Editing an Existing

Archive

1 Access the Archive dialog box according to the instruc-

tions on page 5-13.

2 Select the archive you want to edit and click Edit.

The Archive Items: <Archive> dialog box appears.

Transfer Functions

Copying an

Archive

Chapter 5-17

3 Refer to the archive options covered in the "Creating a

New Archive" section on page 5-13 to change the setup

for this archive.

1 Access the Archive dialog box according to the instruc-

tions on page 5-13.

2 Select the archive you want to copy and click Copy.

The Copy: <Archive> dialog box appears.

3 In the To New Name box, type the name to use for the archive copy.

4 Click OK.

The new archive will now be available in the list of existing archives if you would like to edit it.

Note

Deleting an

Archive

You can save the archive copy for use with a different application by selecting the application from the Application drop-down list. If you do so, it is best to select another application whose database uses the same fields as those present in the original archive.

1 Access the Archive dialog box according to the instruc-

tions on page 5-13.

2 Select the archive you want to delete and click Delete.

A prompt appears asking you to confirm your selection.

3 Click Yes to delete the archive.

Chapter 5-18 User’s Guide

Archiving Transactions

The Archive Transactions function allows you to remove old records from the Transaction database based on a cut-off date that you specify. BACKTRACK will then remove transaction records created prior to the specified date and save them to a separate file for future reference.

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Transfer Functions, and then click Archive Trans-

actions.

The Archive Transactions dialog box appears.

Figure 5-16 Archive Transactions

3 Enter a cut-off date; BACKTRACK will select all transactions taking place before this date.

4 If you wish to keep a record of the removed transactions, click on the Save Removed Transactions to File check box and enter the name of the file to which you would like to save the removed transactions. If you do not select this option and enter a file name, the removed transactions will be deleted.

Transfer Functions Chapter 5-19

Transferring Applications

The Transfer Applications function allows you to selectively transfer BACKTRACK applications with or without the data in the database files.

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Transfer Functions, and then click Transfer

Applications.

The Transfer System Components dialog box appears.

Figure 5-17 Transfer System Components

3 Select the application to transfer and then click the

Transfer Application check box to tag the application for transfer. (An “x” to the left of the application name indicates that the highlighted application will be transferred.)

4 Select (or deselect) application components from those listed under Include Application. The selected components will transfer with the application.

5 Select from the drop-down list choices (Transfer Structure,

Full Transfer, etc.) to specify which system files and settings should be transferred with the application.

Chapter 5-20 User’s Guide

If you transfer the structure and the data, or if you do a full transfer on the system data files

(User and Location databases), you will overwrite the existing structure and data.

6 Click the Browse button to set the directory path and to save the transferred application to a specific file name.

7 Click the Start Transfer button to perform the transfer.

Working with Sessions

The Sessions function works like a quick and simple backup and restore process. A BACKTRACK “session” saves every part of your BACKTRACK system, including all applications, system settings, user-defined fields and database records. The

Sessions function provides an easy way to switch between

BACKTRACK tracking systems if you are creating and maintaining multiple applications.

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click Sessions.

The Save Sessions dialog box appears.

Figure 5-18 Save Sessions

Transfer Functions Chapter 5-21

3 Choose one of the following options:

• Save the current session under a new name.

• Overwrite the existing session (basically re-saving and updating a previously saved session).

• Do not save the session (allowing you to open a fresh or blank BACKTRACK system without saving the existing session).

4 Click Next to bring up the Load or Create Session dialog box. This dialog box allows you to load an existing

(pre-saved) session or replace the current session with a clean (new) session.

5 Click Finish to return to the Database Maintenance dialog box.

PDT/Mobile Device Functions

The PDT/Mobile device functions in BACKTRACK are designed to be used with supported portable data terminals (PDTs) and

Windows mobile devices. You can use a PDT/mobile device to perform transactions, add items, and carry out physical inventory functions.

You can use a PDT/mobile device to scan bar codes, reading the bar code data into the device. That data can then be transferred to BACKTRACK in just a few easy steps.

Accessing the PDT/Mobile Device Functions in

BACKTRACK

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

2 Click PDT Functions, and then on the Select Mobile

Device/PDT Type dialog box, select the type of device you are using.

The PDT Functions dialog box appears.

Chapter 6-2 User’s Guide

Figure 6-1 PDT Functions

About Setting Up a PDT/Mobile Device

This is the recommended sequence for setting up a PDT/mobile device.

• Program the PDT firmware (applies only to legacy DOSbased PDTs)

• Configure the PDT/mobile device

• Program the PDT/mobile device with the application

• Retrieve PDT/mobile device data

One-Time PDT Firmware Programming

The process of programming the PDT firmware is necessary only with legacy DOS-based PDTs. This step does NOT apply to Windows-based mobile devices.

Programming the PDT firmware is typically a one-time function. It records the PDT model, COM port and baud rate, and then installs its communication program on your PC.

1 On the Main Menu, click Database Maintenance.

The Database Maintenance dialog box appears.

PDT/Mobile Device Functions Chapter 6-3

2 Click PDT Functions, and then on the Select Mobile

Device/PDT Type dialog box, select the type of device you are using (in this case, you would select DOS-Based

PDT).

The PDT Functions dialog box appears.

3 Click One-Time PDT Firmware Programming.

The One-Time PDT Firmware Programming dialog box appears.

Figure 6-2 One-Time PDT Programming

4 Select the manufacturer, model, COM port, and baud rate for your PDT, and click OK.

A dialog box appears displaying the instructions for programming your particular PDT model.

5 Click the Print button to print out your PDT’s programming instructions.

6 Follow the printed instructions to program your PDT with

BACKTRACK.

Chapter 6-4 User’s Guide

Configuring the PDT/Mobile Device

The Configure PDT functions allow you to set up and enable the

PDT/mobile device options.

Note

Once you have configured the PDT/mobile device, you must then program the device in order for the configuration changes to take affect. For instructions on programming the device, see

the "PDT/Mobile Device Application Programming" section on page 6-7.

1 Access the PDT Functions dialog box according to the

instructions on page 6-1.

2 Click Configure PDT.

The Configure PDT dialog box appears.

Figure 6-3 Configure PDT - Setup Tab

PDT/Mobile Device Functions Chapter 6-5

3 On the Setup tab, configure the following PDT/mobile device setup options:

• Bar Code Menu Prefix: Allows you to specify a character to be used at the beginning of a bar code printed with the BACKTRACK Label Designer. A prefix allows you to create stackable bar codes used to scan a series of bar coded words in succession in order to form a multi-word item description. The prefix you enter should be a single character that will NOT be used as the first character for any of your bar codes. The default prefix is the percent sign (%). (For information on printing PDT bar code menus, see the BACKTRACK online Help.)

• PDT Filename To Store To: The file name to which

PDT/mobile device data will be stored. You can enter a file name or leave it at its default setting (BTDATA).

• Physical Inventory Description: Represents the text displayed on the PDT/mobile device for the Physical Inventory menu option.

• Minimum memory after programming PDT: The amount of usable memory for performing transactions.

This setting allows you to adjust the minimum memory to make sure there is enough memory in the PDT/ mobile device to accommodate the number of transactions performed between data retrievals.

• Previously Stored Records: Determines if the PDT/ mobile device operator will be allowed to view, edit, and delete transactions stored on the device.

• Timeout Delays (in Seconds): The amount of inactive time allowed before BACKTRACK will power down the PDT/mobile device.

4 Click the Security tab.

Chapter 6-6 User’s Guide

Note

Figure 6-4 Configure PDT - Security Tab

5 Use the Security tab options to set passwords for all of the operations that can be performed with a PDT/mobile device.

Each function can have a different password so users will have access to only those functions for which they have password rights (but multiple passwords cannot be assigned to a single PDT function).

This security does not carry over to the user security in the main program.

6 Click the PDT Application Programming tab.

PDT/Mobile Device Functions Chapter 6-7

Figure 6-5 Configure PDT - PDT Application Programming Tab

7 On the PDT Application Programming tab, select up to five applications to transfer to the PDT/mobile device.

(Note: The application selection is optional at this point in the process. You will also have the opportunity to select the applications when performing the PDT application programming step that follows.)

PDT/Mobile Device Application Programming

The PDT Application Programming function is used to transfer application information to the PDT/mobile device so that users will be able to perform transactions and other applicationspecific functions. Up to five applications can be transferred to the PDT/mobile device.

Note

If you would like to set up user prompts for collecting additional information, you will need to add these fields

BEFORE transferring your applications to the PDT/mobile

device. See the "Editing the Transaction Structure" section on page 2-18 for information on how to configure these prompts.

Chapter 6-8 User’s Guide

To transfer an application to the PDT/mobile device

1 Access the PDT Functions dialog box according to the

instructions on page 6-1.

2 Click PDT Application Programming.

The Select Application dialog box appears.

Figure 6-6 Select Applications to Program

3 Select up to five applications to transfer to the PDT/mobile device, and then click OK.

The PDT Application Programming dialog box appears.

Figure 6-7 PDT Application Programming

PDT/Mobile Device Functions Chapter 6-9

4 For the Select which PDT you are using setting, do one of the following:

• For Windows mobile devices, leave this setting at the default, Auto Find PDT, to have the PC locate the device automatically.

• For DOS-based PDTs, click to select your make and model of PDT from the drop-down list. Alternatively, you can click Auto Find PDT to have the PC locate the device automatically.

5 For DOS-based PDTs only, you have the following additional options:

• If needed you can click the Resend All check box to resend all of the selected applications to the PDT.

• If you would like to distinguish this PDT from other

PDTs you are using with BACKTRACK, enter a name in the New PDT Name box.

6 Follow the on-screen instruction to establish communication with the PDT/mobile device, and upload the application to the device.

When the upload is complete, the BACKTRACK start screen will display on the device (for DOS-based PDTs, a

“download done” message will display).

Chapter 6-10 User’s Guide

Using the PDT

Command Menu

The PDT/Mobile Device Command Menu displays the transactions you can perform and the device code used to execute them.

The following table outlines the Command Menu options used for normal operation of a Windows mobile device.

Mobile Device

Code

Command

Check Out/Take Out

Check In/Restock

Move Item

Reserve (Online mode only)

Add Item

Physical Inventory

Note

The following table outlines the Command Menu Options used for normal operation of a DOS-based legacy PDT.

PDT Code

Move Item

Add Item

PDT Status

Command

Check Out/Take Out

Check In/Restock

Physical Inventory

Set Application

Communication with BACKTRACK

Turn Unit Off

The command prompts may appear differently than those listed here if they were previously customized to fit a particular application.

PDT/Mobile Device Functions Chapter 6-11

PDT/Mobile Device Data Retrieval

The PDT Data Retrieval function allows you to transfer the

PDT/mobile device transaction records from the device into

BACKTRACK so you can monitor all item tracking activities performed using the device.

1 Access the PDT Functions dialog box according to the

instructions on page 6-1.

2 Click PDT Data Retrieval.

The PDT Data Retrieval dialog box appears.

Figure 6-8 PDT Data Retrieval

3 For the Select which PDT you are using setting, do one of the following:

• For Windows mobile devices, leave this setting at the default, Auto Find PDT, to have the PC locate the device automatically.

• For DOS-based PDTs, click to select your make and model of PDT from the drop-down list. Alternatively, you can click Auto Find PDT to have the PC locate the device automatically.

4 Follow the on-screen instructions and click Start to begin the transfer.

During processing, BACKTRACK locates the PDT/mobile device and then retrieves all of the transaction records.

When this is complete, the PDT Data dialog box appears.

Chapter 6-12 User’s Guide

Note

Figure 6-9 PDT Data

After BACKTRACK has received all of the device’s data records, the PDT Data dialog box will display the records that are being processed and any data records that have errors in them. Errors appear as red stoplights, warnings appear as yellow stoplights, and areas of the record that have no discrepancies appear with green stop lights.

Other PDT users cannot retrieve information until you exit this screen. To correct the errors at a later time, click Cancel. To return to this operation later, select Continue Processing

PDT Data from the PDT Functions dialog box.

5 Click any stoplight to display the error or warning. You must correct errors (or delete the transaction record) in order to import the transactions into BACKTRACK.

6 To change valid data (data with no errors) click Modify

Valid Data. (Remember, to activate this option you must select the Modify PDT Data Retrieved setting on the

Security Group dialog box shown in Figure 3-3 on page 3-4.)

PDT/Mobile Device Functions Chapter 6-13

7 After the data has been retrieved, select one of these actions:

• Import: Import the currently displayed record.

• Import All: Import all records that do not have errors, beginning at the top of the database and continuing until an error is encountered.

• Import Rest: Import the remaining records that are in the retrieval screen, beginning at the currently displayed record and continuing until an error is encountered.

• Physical: If you are retrieving data from a physical inventory application, click Physical to proceed to the

PDT Physical Inventory dialog box, as shown in Figure 6-10.

• Cancel: Cancel the import but save the data on this screen so you can import it at a later time using the

Continue Processing PDT Data function.

Data Retrieval for

Physical Inventory

The PDT Physical Inventory functions allow you to set options for retrieving data from a physical inventory.

1 On the PDT Data dialog box (Figure 6-9), click the Phys-

ical button.

The PDT Physical Inventory dialog box appears.

Figure 6-10 PDT Physical Inventory

Chapter 6-14 User’s Guide

The dialog box displays three different Quantity columns:

• PDT column - Displays the quantities or number of items you actually entered or scanned for that location.

• System column - Displays the quantities that currently exist in the BACKTRACK system for that location.

• New column - Allows you to enter a quantity or change it to reflect the actual quantity in that location.

2 Specify if you want to sort by Application/Item or by Location using the Sort By drop-down list at the top of this dialog box.

3 Click the Default to System Quantity button to quickly change all quantities in the New column to match those in the System column.

4 Click the Import all missing items for scanned loca-

tions check box to view any items that exist in this location but were not scanned.

RemoteLink

BACKTRACK RemoteLink, an add-on module to BACKTRACK tracking software, enables DOS-based PDT users to update

BACKTRACK files via high speed Internet or a local area network without having a direct connection to the main database. BACKTRACK RemoteLink takes batched PDT information and packages it into a file that can be sent in an email attachment, via FTP, etc. BACKTRACK RemoteLink is ideal for organizations that have remote offices, route drivers or salespeople who collect information during the day and need to update the central BACKTRACK database at the end of the day.

For information on using BACKTRACK RemoteLink, see the

User’s Guide that is provided with the BACKTRACK RemoteLink module.

PDT/Mobile Device Functions Chapter 6-15

PDT Simulator

The PDT Simulator function takes the functions that are available on your PDT and simulates them on your PC. The menus are very simple and easy to follow, making it very quick and easy to perform day-to-day data collection activities using a keyboard wedge bar code scanner and a keyboard.

Note

Figure 6-11 PDT Simulator

If desired, the PDT Simulator function can be added to your customizable toolbar as its own shortcut button.

Transaction Module

BACKTRACK users will spend the majority of their time in the

Transaction module, tracking and observing item or inventory operations. All transactions (Check Out, Take Out, Move, etc.) are performed within one of the two types of applications available in BACKTRACK: item tracking and inventory tracking.

The Transaction Toolbar buttons change depending on which type of tracking application is currently open. Opening an application automatically sets the Transaction Toolbar buttons to the appropriate text and functions for that application.

The toolbar buttons that appear for item tracking applications include Check Out, Check In, Reserve, Move, and Main

Menu (Figure 7-1).

Figure 7-1 Item Tracking Transaction Toolbar

The toolbar buttons that appear for inventory tracking applications include Take Out, Restock, Move, and Main

Menu (Figure 7-2).

Chapter 7-2 User’s Guide

Figure 7-2 Inventory Tracking Transaction Toolbar

Note

The text appearing on the Transaction Toolbar buttons may have been customized by your system administrator or reseller, and therefore, may differ from what is shown above.

Item Tracking

Item tracking applications track items that are uniquely identified. These are usually non-consumable items like books, office files, client records, or tools. Each item you check in and out in an item tracking application is stored in the application’s

Item database with a unique item number to identify it.

Note

There is one Item database for each application.

Checking Out or

Checking In an

Item

Checking out or checking in items in BACKTRACK works just like checking out or checking in books at a library. When you take an item or return an item, your user number and name is recorded along with the item’s ID number and the transaction time and date. In fact, any time an item is checked in, checked out, or reserved, this movement is recorded in the Transaction database for this application.

1 With an item tracking application open, click the Check

Out or Check In button found on the Transaction Toolbar.

Depending on the button selected, either the Check Out or Check In dialog box appears.

Transaction Module Chapter 7-3

Figure 7-3 Check Out/Check In Items

2 Type in your user number or scan a user number bar code.

If the user list option has been enabled for your system, click the List button to select your user name from a list of authorized users.

3 Type in the item number or scan the bar code for each item you wish to check in or out and press <Enter>. If you do not have the item number or a bar code to scan for the item, click the Locate Item button to manually select the item(s) from a (you can hold down the <Shift> key while clicking on several items to select more than one item).

4 When you are finished selecting items, click the Check

Out (or Check In) button.

5 At this point you are presented with a receipt screen. You may print the receipt by clicking the Print button or finish by clicking OK.

Reserving Items

Reserving an item in BACKTRACK records the item, user, date, and time of the reservation, scheduling it for future use.

1 With an item tracking application open, click the Reserve button found on the Transaction Toolbar.

The Reservations dialog box appears.

Chapter 7-4 User’s Guide

2 Type in your user number or scan a user number bar code.

If the user list option has been enabled for your system, click the List button to select your user name from a list of authorized users.

3 Type in the item number or scan the bar code for each item you wish to reserve and press <Enter>. If you do not have the item number or a bar code to scan for the item, click the Locate Item button to manually select the item(s) from a list (you can hold down the <Shift> key while clicking on several items to select more than one item).

The Reservation Options dialog box appears.

Figure 7-4 Reservation Options

4 Specify when you would like to check out this item. After setting the time and date, click OK. (Clicking Cancel clears the item from the reservation list.)

5 Repeat steps 3 and 4 for each item you want to reserve.

6 When you have selected all of the items you want to reserve, click the Reserve button.

7 At this point you are presented with a receipt screen. You may print the receipt by clicking the Print button or finish by clicking OK.

Transaction Module Chapter 7-5

Inventory Tracking

Inventory tracking applications track items that exist in multiple quantities (versus an item tracking application that tracks unique items, each with its own ID number). Often, items in an inventory tracking application are consumable items that are taken, used up, and cannot be replaced or reserved. Some examples would include office supplies, raw materials for manufacturing, or finished goods.

In inventory tracking, you can use the Take Out function to remove (use up) an item from inventory. This item will most likely need to be restocked at some point, but the quantity restocked does not necessarily need to equal the quantity taken. As the quantity of a particular item is depleted, this is in turn recorded in the on-hand inventory. When inventory is reduced or restocked, an entry is made into the Transaction database recording the user, quantity, time, and date of the transaction.

Taking Out or

Restocking

Inventory

1 With an inventory tracking application open, click the

Take Out or Restock button found on the Transaction

Toolbar.

Depending on the button selected, either the Take Out or

Restock dialog box appears.

Figure 7-5 Take Out/Restock Inventory

2 Type in the user number or scan a user number bar code

If the user list option has been enabled for your system,

Chapter 7-6 User’s Guide click the List button to select the user name from a list of authorized users.

3 Type in the item number or scan the bar code for each item you wish to restock or take out of inventory and press <Enter>. If you do not have the item number or a bar code to scan for the item, click the Locate Item button to manually select the item(s) from a list of available inventory (you can hold down the <Shift> key while clicking on several items to select more than one item).

4 Repeat step 3 for each item you would like to take out of or return to inventory.

5 When you have selected the desired quantities of all inventory items to be taken or restocked, click the Take

Out (or Restock) button.

6 You are now presented with a receipt screen. You may print the receipt by clicking the Print button or finish by clicking OK.

Viewing Relations

Viewing relations is useful for determining if all of the items assigned to a location or “parent item” are available. A parent item is usually not a physical place, but an item that contains other items (the child items). For example, in a tool tracking application you may have tools (child items) that are stored in a toolbox (the parent item).

If items are contained within a parent item, then any activity involving the parent item (Check Out, Take Out, Move, etc.) will also affect the child items—if you check out the parent item toolbox, you will also be checking out the tools (child items) it contains.

The View Relations dialog box allows you to view these item relationships and check the quantity of each inventory item on hand if you are working in an inventory tracking application.

To view relations

1 With the desired item or inventory tracking application open, on the Mode menu, click View Relations.

The View Relationships dialog box appears.

Transaction Module Chapter 7-7

2 Select the item you wish to see and click View. The item is displayed in a list with all of its relations.

Figure 7-6 View Relations

3 Parent items are those items listed along the left margin.

The child items are indented and listed below the parent item(s). You may print out this item relationship information by clicking the Print button.

Moving Items or Inventory

BACKTRACK uses a single Location database (shared by all applications) that keeps information on all of the places where items are stored. Depending on your particular application, you may want to assign items either to a location or to a parent item. A location is simply a physical place where items can be stored. A parent item is usually not a physical place, but an item (the parent item) that contains other items (the child items).

In both item tracking and inventory tracking applications, an item is assigned to either a location or to a parent item at the time it is added. You can also move items to either a location or to a parent item. When an item is moved to a parent item, the item’s assigned location becomes the parent item and an entry is made into the Relationship database to record this. All item movement is recorded with the user number, the name of the user who performed the move, and the date and time the item was moved.

Chapter 7-8 User’s Guide

To move items

1 Open the desired item or inventory tracking application and then click the Move button found on the Transaction

Toolbar.

The Move dialog box appears.

Figure 7-7 Move Items or Inventory

2 Type in your user number or scan a user number bar code.

If the user list option has been enabled for your system, click the List button to select your user name from a list of authorized users.

3 Type in the item number or scan the bar code for each item you wish to move and press <Enter>. If you do not have the item number or a bar code to scan for the item, click the Locate Item button to manually select the item(s) from a list of available inventory items (you can hold down the <Shift> key while clicking on several items to select more than one item).

A dialog box appears allowing you to specify whether you want to move the selected item to a location or to a parent item.

Transaction Module Chapter 7-9

Note

Figure 7-8 Select Location or Parent Item

4 By default, a location lock feature is enabled so that all items selected will be moved to the same location (you will be prompted to select a location or parent item for the first item only; all items selected thereafter will be moved to the same location). If you would like to move the selected items to different locations (and specify where to move each item), simply turn off the location lock feature by clicking the Lock button that appears in the lower left corner of the Move dialog box.

5 Select Parent Item or Location and then choose the specific item or location from the list. Parents from other applications may also be used by selecting Parent Item and then selecting a different application name from the drop-down list. (Note: An Inventory item cannot be a parent item.) Click OK.

6 When you have set up all of the items you wish to move, click Move.

7 At this point you are presented with a receipt screen. You may print the receipt by clicking the Print button or finish by clicking OK.

Report Designer Module

BACKTRACK’s Report Designer module provides virtually unlimited reporting capabilities – you can create, edit and print professional reports using selected criteria. The Report Wizard simplifies the process by helping you through each step of report generation, and the Advanced Report Designer is available if you would like to add advanced report settings.

Accessing the Report Designer Module

1 On the Main Menu, click Design/Print Reports. Alternatively, you can click Reports in the File menu.

The Select Report dialog box appears.

Figure 8-1 Select Report

Chapter 8-2 User’s Guide

Creating a New Report (Using the Report Wizard)

1 Access the Select Report dialog box according to the

instructions on page 8-1.

2 Click the New button to create a new report and then click the Report Wizard button.

Step 1 of the Report Wizard appears.

Figure 8-2 Report Wizard Step 1

3 Specify the database from which to generate a report by selecting the Item, Transaction, Reservation, User, or

Location database name. Click Next to continue.

Step 2 of the Report Wizard appears.

Report Designer Module Chapter 8-3

Figure 8-3 Report Wizard Step 2

4 Click on a field name in the Available Fields list (the fields you select will be used for the body of your report), then use the arrow buttons to move the field name over to the

Selected Fields list. Repeat this step for each field you want to include in the body of the report. Click Next to continue.

Step 3 of the Report Wizard appears.

Figure 8-4 Report Wizard Step 3

5 This step allows you to sort and group fields for your report. Choose the fields for sorting by clicking the drop-

Chapter 8-4 User’s Guide down arrows and selecting the field on which to sort. The sort option orders the items by the selected field. The

Group option assembles and counts the items in that group.

6 Select Ascending or Descending for numeric or alphabetic listing in the report.

7 Select the Detail or Summary option for your report display and click Next.

Step 4 of the Report Wizard appears.

Figure 8-5 Report Wizard Step 4

8 To calculate sums or averages on a field, highlight a field name and then check any or all of the calculation options listed to the right. (You must select a numeric field in order for the Add Field Values and Average Field Values options to be enabled.) Click Next to continue.

Step 5 of the Report Wizard appears.

Report Designer Module Chapter 8-5

Figure 8-6 Report Wizard Step 5

9 Select a format for your report. The available formats include Bold, Plain, Soft Gray, Formal and Corporate, with

Bold as the default. You can view examples of all report formats by clicking on each Report Style option.

10 Select a font size for your report. When choosing a font size, remember to take into account the number of fields you’ve included and the amount of data in those fields, as a large font may not allow you to print as much information on one page as would the small font size.

11 Specify either a Portrait or Landscape page orientation and a page width for printing. Click Next to continue.

Step 6 of the Report Wizard appears.

Chapter 8-6 User’s Guide

Figure 8-7 Report Wizard Step 6

12 Enter a title for the report and specify any record selection criteria you would like to use.

13 Select one of the save/print options. If you want to preview the report before printing, click the Save and pre-

view report option. If you want to print the report without previewing it, click the Save and print report option. If you do not want to preview or print the report at this time, click the Save report for later use option.

14 Click Finish.

Report Designer Module Chapter 8-7

Editing Reports (Using the Advanced Designer)

The Advanced Designer options offer more control, flexibility and features than the Report Wizard options. For example, in the Advanced Designer you can set the height of each detail line (row), control the placement of text/fields on the page, and add graphics and logos.

Note

Although you can create a new report using the Advanced

Designer, if you are not familiar with BACKTRACK reports you should set up the report framework using the Report Wizard.

If you want to add advanced report settings at a later time, you can edit the report using the Advanced Designer.

1 Access the Select Report dialog box according to the

instructions on page 8-1.

2 Select the report you want to edit and click Edit.

3 Click Advanced Designer, and then specify whether you want to retain the original report or overwrite the original report.

The report opens in the Advanced Report Designer.

Figure 8-8 Advanced Report Designer

Chapter 8-8 User’s Guide

4 To move text, fields, lines, shapes, or graphics, click on the object and drag it to the desired location.

5 To view all objects on the report, click the Edit Objects

on Report button. To edit one of the objects listed, highlight the object and click the Properties button. Then use the properties tabs to edit the object as desired.

6 To add advanced report settings, use the following

Advanced Designer Toolbar buttons.

Add Object to Report: Add a database field/ prompt, text, lines, shapes or pictures.

Edit Objects on Report: Select an object and modify its description, text, color, positioning, and font properties.

Add Database Field: Add any fields that you previously removed from the report.

Add Text: Add a text object and set its description, color, positioning, and font properties.

Add Line: Add lines of varying styles and thickness settings.

Add Shape: Create a shape by setting width, height, border, style, curvature and color properties.

Add Picture: Insert a picture by specifying a bitmap (BMP) or icon (ICO) graphic file.

Custom Report Field: Set up a custom report field that gets its value from the result of a numeric or character expression.

Report Groups: Group (or segment) your report data. For example, if you want all items in one location to be grouped together, you would group based on location.

Sort: Organize report data in a particular order. For example, you could sort data by initial file date, part number or ID number.

Report Designer Module Chapter 8-9

Report Criteria: Retrieve specific records from the

BACKTRACK databases. For example, you can set report criteria to list only records that are checked out or list items that have experienced activity during a particular month.

Quick View: View the general report layout (Quick

View displays a sample of the report without displaying the actual data).

Save Report: Save the report and exit the

Advanced Designer.

Close Report: Close the report. If you have made changes you will be asked if you would like to save the report before closing it.

Setting Security on a Report

1 Access the Select Report dialog box according to the

instructions on page 8-1.

2 Select the label for which you would like to set up security and click Security.

The Report Security dialog box appears.

Figure 8-9 Report Security

Chapter 8-10

Note

User’s Guide

3 Set up report editing and printing access for each user group using the following options:

• Edit Access: The ability to modify or delete the report.

• Print Access: The ability to print the report.

• Default Settings for New Groups: Applies to any new security groups that are created.

Security groups must be activated for this setting to take effect. Selecting the Require User ID/Password for

Maintenance check box on the Change System Settings dialog box activates security groups. Make sure users know their ID and system password.

Setting Up Record Selection Criteria

You can limit the number of records included in your reports by defining selection criteria based on field values and logic statements; and by comparing one filed to another or to a value that you enter. You can also choose to enter selection criteria at print time to obtain specific results each time you print the report.

1 Depending on if you are working in the Report Wizard or the Advanced Designer, do one of the following to access the criteria options:

• In the Report Wizard, in Step 6 of the wizard, click the

Add Criteria button.

• In the Advanced Designer, click the Report Criteria

button.

The Report Criteria dialog box appears.

Report Designer Module Chapter 8-11

Figure 8-10 Report Criteria define selection criteria for the records you want to include in your report. For example, you could search for records for all items that are currently checked out by a particular user. (For information on setting criteria, see the

BACKTRACK online Help.)

Copying a Report

1 Access the Select Report dialog box according to the

instructions on page 8-1.

2 Select the report you would like to copy and click Copy.

The Copy: <Report> dialog box appears.

3 In the To New Name box, type the name to use for the report copy.

4 Click OK.

The new report will now be available in the list of existing reports if you would like to edit it.

Chapter 8-12 User’s Guide

Note

If a report you want to copy is based on an application-specific database (Item, Transaction, or Reservation) you can save it for use with a different application by selecting the application from the Application drop-down list. If you do so, it is best to select another application whose database uses the same fields as those present in the original report.

Deleting a Report

1 Access the Select Report dialog box according to the

instructions on page 8-1.

2 Select the report you would like to delete and click

Delete.

A prompt appears asking you to confirm your selection.

3 Click Yes to delete the report.

Printing a Report

1 Access the Select Report dialog box according to the

instructions on page 8-1.

2 Select the report you would like to print and click Print.

The Reports dialog box appears.

Figure 8-11 Preview or Print Report

Report Designer Module Chapter 8-13

3 Choose one of the following preview or printing options:

• Preview Report: Displays a sample of how this report will look when printed.

• Print Report: If you select this option, you can also select the Display print settings before printing check box, so that you can select a printer, number of copies, etc. If you clear the check box, the report will print according to the current settings.

• Print to File (PRN): Creates a printer code file from the report data.

• Print to File (TXT - Comma Delimited): Creates a text file from the report data. This type of file can be imported into other programs.

• Print to File (HTML): Creates an HTML file from the report data. This type of file format can be viewed using an Internet browser.

4 Click OK.

Label Designer Module

BACKTRACK’s Label Designer module works with Teklynx’ bar code labeling software products – CODESOFT, LABEL MATRIX and LABELVIEW – for label creation and editing.

The Teklynx label design program you choose to use is installed and configured separately from the main BACKTRACK program. Once installed, the Label Designer can be accessed from within BACKTRACK, allowing you to easily integrate bar code labeling into your day-to-day tracking activities. Although you can track items without using bar code labels, bar codes can help you eliminate the time and errors involved with manually entering identification numbers and can provide an accurate and efficient way to track items or inventory.

Accessing the Label Designer Module

• On the Main Menu screen, click the Design/Print Labels button.

The Select Label dialog box appears.

Chapter 9-2 User’s Guide

Figure 9-1 Select Label

Label management functions – such as copying, deleting, printing, and setting criteria and security for existing labels – can be performed from the Select Label dialog box without running the

Label Designer program. The Label Designer is launched only for creating a label or editing a label.

Creating a New Label

1 Access the Select Label dialog box according to the

instructions on page 9-1.

2 Click New.

If you have more than one compatible label design program installed, the Label Designer dialog box appears so you can select the label design program you would like to set as the default program to use for editing and printing this label.

Label Designer Module Chapter 9-3

Figure 9-2 Set Default Label Designer

3 Select the desired Label Designer, and then click OK.

The New Label dialog box appears.

Figure 9-3 New Label

4 In the Description box, type the identifying name to use for this label. This is the label name that will appear in the labels listing on the Select Label dialog box.

5 If you want to use records from a BACKTRACK database to include as fields on the label, select the desired data file.

6 If you selected a BACKTRACK database, specify if you want to use data from All Records or only Selected

Records when printing your labels.

Chapter 9-4 User’s Guide

7 Click OK.

The new label is created and opened in the default Label

Designer program.

8 Proceed to set up and design your label. (For information on setting up and designing labels, see the documentation included with the Label Designer program.)

9 If you are using data from a BACKTRACK database, you will need to set up the fields in the Label Designer so they can be mapped to corresponding fields in the database.

See the "Setting Up Label Fields for Mapping" section on page 9-4 for information on the steps required to set up

these fields in each of the Label Designer programs.

10 In the Label Designer, on the File menu, click Exit. You will be asked if you wish to save the label. Click Yes.

11 If your label contains any fields set up to be mapped to a

BACKTRACK database, the Map Data dialog box will

appear. See the "Mapping Label Fields to BACKTRACK

Fields" section on page 9-7 for information on mapping

label fields to BACKTRACK fields.

Setting Up Label Fields for Mapping

In order to include records from a BACKTRACK database in fields on your label, you must first create the label fields to be mapped.

When setting up the label fields for mapping, the steps differ depending on which program you are using to design the label

– CODESOFT, LABEL MATRIX or LABELVIEW.

Setting Up Fields in CODESOFT

In CODESOFT, to add fields that can be mapped to fields in a

BACKTRACK database, you must create these fields using a

Free data source.

1 In CODESOFT’s Document Browser, Data sources tab, right-click the Free data source, and click Add.

A new free variable is created with a system-assigned name (such as Var1).

2 On the Input tab, in the Name box type a name for the free variable. The name should allow you to easily identify

Label Designer Module Chapter 9-5 this field later so you can map it to the corresponding field in the BACKTRACK database.

3 Click OK.

4 To assign the variable to a text, bar code, or image object, do one of the following:

• In the Document Browser’s Data sources tab, drag and drop the free variable onto the label. A box appears from which you must select Text, Barcode or

Image. Select the desired object type to add it to the label.

• Right-click on an existing text, bar code or image object, and click Properties. On the Properties dialog box Data source tab, click the Variable data option and then select the Free variable you created previously. Click OK.

This CODESOFT field is now set up and available for mapping.

Setting Up Fields in LABEL MATRIX

In LABEL MATRIX, to add fields that can be mapped to fields in a BACKTRACK database, you must create these fields using a

Keyboard Input data source.

1 In LABEL MATRIX, on the left-side Add Image toolbar, click the button that corresponds with the type of object (text, bar code, etc.) you would like to add to the label.

2 On the Properties dialog box Data tab, click in the Origin box, and then click Keyboard Input.

The dialog box updates to display the boxes for defining a

Keyboard Input field, including a system-assigned name for the field (such as Keyboard 1).

3 In the Variable box, replace the system-assigned name with a new name for the keyboard input field. The name should allow you to easily identify this field later so you can map it to the corresponding field in the BACKTRACK database.

4 In the Sample box, type a sample value or sample text to appear on the label for this field. This value will not print,

Chapter 9-6 User’s Guide but will allow you to gauge the space needed for the field on the label and aid in proper alignment, etc.

5 In the Prompt box, repeat the field name typed in the

Variable box previously.

6 Click OK.

This LABEL MATRIX field is now set up and available for mapping.

Setting Up Fields in LABELVIEW

In LABELVIEW, to add fields that can be mapped to fields in a

BACKTRACK database, you must create these fields using a

When Printed data source.

1 In LABELVIEW, on the left-side Drawtools Bar, click the button that corresponds with the type of object (text, bar code, etc.) you would like to add to the label.

2 In the Data Source box, click When printed.

The dialog box updates to display the boxes for defining a

When Printed field.

3 In the Prompt box, type a name for the When Printed field. The name should allow you to easily identify this field later so you can map it to the corresponding field in the BACKTRACK database.

4 Click the Options tab, and in the Field Name box, repeat the field name typed in the Prompt box previously. (Note:

The field name can contain letters and numbers, but no spaces are allowed. So, for example, you might want to name an Employee Last Name field as

Employee_Last_Name or EmployeeLastName.)

5 Click OK.

This LABELVIEW field is now set up and available for mapping.

Label Designer Module Chapter 9-7

Mapping Label Fields to BACKTRACK Fields

In order to print data from a BACKTRACK database on the labels you create in the Label Designer, you must first map the data fields.

1 Access the Select Label dialog box according to the

instructions on page 9-1.

2 Select the label for which you would like to map data fields and click Map Data.

The Map Data dialog box appears.

Note

If you have just created a new label containing fields to be mapped, the Map Data dialog box will appear automatically when you exit the Label Designer.

Figure 9-4 Map Label Fields to BACKTRACK Fields

The Label Field column on the left lists all map fields in the selected label. The Data File Field column on the right provides a list of fields in the selected BACKTRACK database

(click on a cell in this column to display a drop-down list of fields).

3 For each label field listed on the left, click the adjacent cell on the right and select the desired BACKTRACK field to which to map the label field. Repeat this process to map all desired fields.

Chapter 9-8 User’s Guide

4 If desired, you can click the Print Sample button to print a sample of the label for which you are mapping fields.

5 Click OK when finished.

Setting Security on a Label

1 Access the Select Label dialog box according to the

instructions on page 9-1.

2 Select the label for which you would like to set up security and click Security.

The Label Security dialog box appears.

Note

Figure 9-5 Label Security

3 Set up label editing and printing access for each user group using the following options:

• Edit Access: The ability to modify or delete the label.

• Print Access: The ability to print the label.

• Default Settings for New Groups: Applies to any new security groups that are created.

Security groups must be activated for this setting to take effect. Selecting the Require User ID/Password for

Maintenance check box on the Change System Settings dialog box activates security groups. Make sure users know their ID and system password.

Label Designer Module Chapter 9-9

Setting Up Record Selection Criteria

You can limit the number of records included in your labels by defining selection criteria based on field values and logic statements; and by comparing one filed to another or to a value that you enter. You can also choose to enter selection criteria at print time to obtain specific results each time you print the label.

1 Access the Select Label dialog box according to the

instructions on page 9-1.

2 Select the label for which you would like to set up record selection criteria and click Criteria.

The Selected Records Criteria: <Label> dialog box appears.

Figure 9-6 Selected Records Criteria define selection criteria for the records you want to include in your labels. For example, you could search for records for all items that are currently checked out by a particular user. (For information on setting criteria, see the

BACKTRACK online Help.)

Chapter 9-10 User’s Guide

Editing a Label

1 Access the Select Label dialog box according to the

instructions on page 9-1.

2 Select the label you would like to edit and click Edit.

The label opens in the Label Designer program.

3 Proceed to edit the label as desired. (For information on designing labels, see the documentation included with the

Label Designer program.)

Copying a Label

1 Access the Select Label dialog box according to the instructions on page 9-1.

2 Select the label you would like to copy and click Copy.

The Copy: Label Design dialog box appears.

3 In the To New Name box, type the name to use for the label copy.

4 Click OK.

The new label will now be available in the list of existing labels if you would like to edit it.

Note

If a label you want to copy is based on an application-specific database (Item, Transaction, or Reservation) you can save it for use with a different application by selecting the application from the Application drop-down list. If you do so, it is best to select another application whose database uses the same fields as those present in the original label.

Deleting a Label

1 Access the Select Label dialog box according to the instructions on page 9-1.

2 Select the label you would like to delete click Delete.

A prompt appears asking you to confirm your selection.

3 Click Yes to delete the label.

Label Designer Module Chapter 9-11

Printing a Label

1 Access the Select Label dialog box according to the

instructions on page 9-1.

2 Select the label you would like to print and click Print.

The Label Print dialog box appears.

Figure 9-7 Label Print dialog box

3 Set the following label printing options as desired:

• Print Range: Allows you to print all labels or a specific number of pages (if printing from a roll of label stock, then the Pages setting equals the number of labels to print).

• Label Duplicate Count: Allows you to print the number of duplicate labels that has been set up in the

Label Designer or enter a specific number of duplicate labels to print. (The duplicate value includes the original. For example, set the duplicate value to 2 if you want to print an original label and one copy.)

• Start on Label: Allows you to specify the exact label from which to start printing if you are printing multiple labels per page (printing on sheets of labels vs. a roll of label stock).

4 Click OK to print your labels using the default printer selected in the Label Designer program.

Chapter 9-12 User’s Guide

Converting Older Labels

If you are using LABEL MATRIX as the installed label design program and you have older labels that were created in a previous version of BACKTRACK, these labels can be converted and used in the current version of BACKTRACK.

When you open the older labels in the current BACKTRACK

Label Designer (in this case, LABEL MATRIX), the fields that are linked to a BACKTRACK database will have a Database data origin. In order for these fields to successfully link to the

BACKTRACK database in the current version of the software, you will need to edit each field and change its origin to

Keyboard Input. See the "Setting Up Fields in LABEL MATRIX" section on page 9-5 for information on setting up LABEL

MATRIX fields for mapping.

Once the fields’ data origins have all been changed to

Keyboard Input, then all you need to do is map the label fields to the corresponding fields in the BACKTRACK database. See

the "Mapping Label Fields to BACKTRACK Fields" section on page 9-7 for more information.