cellSens
Database Manual
cellSens
LIFE SCIENCE IMAGING SOFTWARE
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All rights reserved
Version 510_UMA_Database_cellSens19-Krishna-en_00
Contents
1.
Overview - Database ..................................................................................... 4
2.
The user interface ......................................................................................... 5
2.1. Tool Window - Database .....................................................................................................5
2.2. Gallery View ........................................................................................................................6
2.3. Tree View ............................................................................................................................8
2.4. Record Details View ..........................................................................................................10
2.5. Search View ......................................................................................................................12
3.
Working with the database ......................................................................... 14
3.1. Opening a database ..........................................................................................................14
3.2. Inserting data into a database...........................................................................................16
3.3. Searching for records ........................................................................................................21
3.4. Loading documents from a database................................................................................23
3.5. Processing the documents from a database.....................................................................24
3.6. Moving documents within a database ...............................................................................25
3.7. Importing and exporting data ............................................................................................27
4.
Database administration............................................................................. 29
4.1. Document storage type in a database ..............................................................................29
4.2. Setting up a new database................................................................................................30
4.3. Changing the database view .............................................................................................36
4.4. Managing user rights.........................................................................................................39
Overview - Database
1.
Overview - Database
If you acquire a large number of images with your software, it makes sense to
save them in a database. All kind of file management functions, such as
searching for images, can be more quickly and easily performed in a database,
than with files that have been saved separately.
Your software offers a Client/Server-database for this purposes. Your software's
database saves not only images, but also all other types of files, for example text
files and results sheets.
Which software version supports which database?
Note: You can only use the database if you have purchased a special Database
Solution together with your software.
The following Database Solutions are available:
Database Core Edition
The Solution Database Core Edition comprises the full database functionality.
You can create new databases and configure them to exactly suit your
requirements. Make use of the user management in order to assign access rights
to individual users or to user groups.
Client Edition
The Solution Database Client Edition offers limited database functionality. You
can open existing databases, search for records and load them, or you can insert
new records. You cannot create a new database.
About the database manual
How is the structure of
the database manual?
The documentation is for database users as well as for database administrators.
Since database administrators have more rights to work with the database, not
all of the topices covered in this manual are equally relevant for all database
users.
Topics for database
users
The topics about the user interface and the topics about working with the
database are for all database users. Therefore, it is assumed as a precondition
that a database has already been set up and configured.
Topics for database
administrators
The topics about configuring the database are only for the database
administrator.
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4
The user interface
2.
The user interface
2.1. Tool Window - Database
The database will be displayed in the Database tool window. This tool window
gives you access to all of the records that are in the database.
Toolbars in the
database window
Views in the database
window
The Database tool window contains two toolbars. These toolbars provide you
with access to the most important functions when you're working with a
database.
The Database tool window is divided into several areas. In each of these areas, a
special database view is displayed. You can adjust the size of these areas, in
relation to one another, however you want to. To do so, move your mouse
pointer onto an area's border in the Database tool window and move it while
keeping the mouse button depressed.
The illustration shows the schematic make-up of the Database tool window when
you all available views are displayed. the tool window will then contain the
following database views.
(1) Tree View: The Tree View shows all of the data that is present in the
database. In this view you gain a quick overview of how the database is
structured.
(2) Gallery View: In the Gallery View, you will see thumbnails of all of the
documents that are to be found under the selected record. You select the record
in the Tree View (1).
You can also have the documents shown in the form of a table. The Gallery View
will then be replaced by the Table View.
(3) Record Details View: In the Record Details View, you will see information
about the currently selected record.
(4) Search View: In the Search View, you select search definitions that have
already been saved and carry out the database search with them.
(5) Image Preview: The Image Preview is used to display the image that has
currently been selected in the database gallery (1).
Maximizing the
database window
The Database tool window can, as the only tool window, be maximized. To do
button. You will find this button in the tool window's
this, click the Maximize
header. This will make almost the whole of your software's user interface
available for displaying the database.
5
The user interface
Please note: When the Database tool window is maximized, the document group
will be covered by the database window. Therefore, many of the commands that
apply to the document group will, in this case, not be available (e.g., the File >
Open... command).
Commands in an empty
database window
When no database has been opened, the Database tool window, offers you the
commands with which you can open a database, and set up a new database.
There, you will also find a list of the databases that were last opened. Simply
click an entry to open the corresponding database.
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2.2. Gallery View
In the Gallery View, you will see thumbnails of all of the images that are
contained in the database folder you have selected. Other documents (texts, MSExcel sheets etc.) will be displayed as an icon.
Where the Gallery View will be displayed, in the database window, depends on
the size of the database window.
When the database window has been maximized, you'll find the Gallery View in
the center of the tool window. When the database window is very small, the
Gallery View will be arranged below the Tree View.
Making the Gallery View appear/disappear
1. Click the Open Database Views Menu
button to open a list of all
available database views. You can find this button on the Database tool
window's upper toolbar.
2. Select the Gallery/Table View entry.

When you do this, the Gallery View will either appear or disappear,
depending on whether it was already on display.

Where the Gallery View will appear in the database window, depends on
the size of the database window.
3. When, instead of the Gallery View, a tabular view appears in the database
window, click with your right mouse button in the background of the Table
View, then use the Display Gallery command.
6
The user interface
Setting the appearance of the Gallery View
Changing the size of
thumbnails
Altering the thumbnails'
labeling
You have the choice between two sizes of thumbnail. Rightclick in the
background of the Gallery View, and use the Small Thumbnail Images command,
to switch backwards and forwards between the two thumbnail sizes. When you
use a smaller thumbnail size you will be able to load far more documents into the
Gallery View.
You can set which database field is to be used for labeling the thumbnails. The
record name is, by default, used as labeling.
To do so, click your right mouse button in the Gallery View's background. From
the context menu, select the Customize Views... command. In the Customize
Views dialog box, the Gallery View entry will have already become active, and
you can select another database field for the labeling.
The definition of database views is user dependent. That means that a college
who opens the same database may well see other information.
Viewing information in the Gallery View
Which records will be
displayed?
In the Gallery View, all of the records that are located within the database folder
that has been selected in the Tree View, will be listed.
Which information will
be displayed?
Select a document in the Gallery View.
The
Record Details View then shows you numerous database fields together with
their field values, for the selected record.
Showing quick info on
the documents
When you move the mouse pointer over a thumbnail, an info window will open, in
which you'll find information on this thumbnail. You can specify exactly which
information will be shown. To do so, use the Customize Views dialog box, and
select the Tool Tip View entry in the View list.
Displaying a complete
document path
Select a document and rightclick to open a context menu. Use the Copy
Hyperlink to Clipboard command in the context menu.
This command copies the complete document path, including the record name,
to the clipboard. Use the [Ctrl + V] shortcut to insert the document path into e.g.,
any text document you want.
Working in the Gallery View
You can carry out a number of actions in the Gallery View.
Selecting records
In the Gallery View, you can select several records simultaneously. For the
selection the standard MS-Windows conventions for Multiple Selection are valid.
With the multiple selection you can, for example, with one command, load
several images into the document group, or move them to another database
folder.
Should the records you want to select be contained in different database folders,
first define a database search that will include all of the records. For example,
search for all of the images when you want to select specific images. When you
carry out the database search, the search results will automatically be displayed
in the Gallery View. In it, you can now select the records you want.
Loading documents into
the image preview
When you click once on an image in the Gallery View, the image will be loaded
into the Database tool window's Image Preview. The Image Preview provides
more space on the screen for image display than the Gallery View.
If you want to view an image in more detail, load it into the document group.
7
The user interface
Loading documents into
the document group
If you want to load an image into the document group e.g., to measure it, or to
have a more detailed look at it, select the image, then use the Load Documents
command in the context menu.
Alternatively, you can also doubleclick the required document to load it.
Changing the default
settings for the loading
of documents
You can also alter the default setting that determines how a document reacts
when you doubleclick it. To do this, use the Tools > Options... command. Select
the Database > General entry. The When a document record is double-clicked
list contains a number of ways in which a document is to behave when a double
click is used.
Sorting records
In the Gallery View, you can sort records in a variety of ways. Use the Sorting
command from the Gallery View's context menu, to open a list with various
sorting criteria.
For example, select the Sort by Insertion Order sorting criterion. The last record
in the Gallery View is then the one that was last inserted.
Use the Sorting > Sort Manually command, to move individual records by
Drag&Drop, within the Gallery View.
Opening the context
menu
Select a record in the Gallery View and click with the right mouse button. In this
way you'll open a context menu that will offer you a number of commands you
can, e.g., use for editing this record. Here you will also find general database
commands and commands with which you can change the appearance of the
database view.
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2.3. Tree View
The Tree View shows all of the records that are present in the database in a tree
structure. In this view you gain a quick overview of how the database is
structured.
Making the Tree View appear/disappear
Click the Open Database Views Menu
button to open a list of all available
database views. You can find this button on the Database tool window's upper
toolbar. Select the Tree View entry.
When you do this, the Tree View will either appear or disappear, depending on
whether it was already on display.
8
The user interface
Viewing information in the Tree View
Making information on
documents appear
Select any record in the Tree View. The Record Details View then shows you
numerous database fields together with their field values, for the selected record.
Showing quick info on
the documents
When you move your mouse pointer over an entry in the Tree View, an info
window will open, in which you'll find information on this record. You can specify
exactly which information will be shown. To do so, use the Customize Views
dialog box, and select the Tool Tip View entry in the View list.
Displaying a complete
document path
Select a document and rightclick to open a context menu. Use the Copy
Hyperlink to Clipboard command in the context menu.
This command copies the complete document path, including the record name,
to the clipboard. Use the [Ctrl + V] shortcut to insert the document path into e.g.,
a text document .
Working in the Tree View
You can carry out a number of actions in the Tree View.
Browsing in the
database
Doubleclick on a database folder in the Tree View to expand the entry. Then all
of the records that lie under this folder will be shown.
As soon as you have selected a record in the Tree View, all of the records that lie
one hierarchy level below the selected record will be displayed in the Gallery
View or the Table View. Images will be shown as thumbnails, other documents
will be shown as icons.
Loading documents into
the image preview
When you click once on an image in the Tree View, the image will be loaded into
the Database tool window's Image Preview. The Image Preview provides more
space on the screen for image display.
If you want to view an image in more detail, load it into the document group.
Loading documents into
the document group
If you want to load an image into the document group e.g., to measure it, or to
have a more detailed look at it, select the image, then use the Load Documents
command in the context menu.
Changing the default
settings for the loading
of documents
You can also alter the default setting that determines how a document reacts
when you doubleclick it. To do this, use the Tools > Options... command. Select
the Database > General entry. The When a document record is double-clicked
list contains a number of ways in which a document is to behave when a double
click is used.
Moving records
There are several ways of moving documents within the database. In the Tree
View, you can move a document, e.g., an image, simply by Drag&Drop, into
another database folder. You can find more information on moving documents in
the online help.
Viewing search results
In the Tree View, you will also find the results of a database search. The "Search
Results" folder (2) is located on the same hierarchy level as the database itself
(1).
When you expand the "Search Results" folder, you will see all of the search
definitions and search templates (3) that have previously been set up for this
database. An icon shows you which is a search definition and which is a search
template.
Opening the context
menu
Select a record in the Tree View and click with the right mouse button. In this way
you'll open a context menu that will offer you a number of commands you can,
9
The user interface
e.g., use for editing this record. As well as this, the context also contains general
database commands.
00307
2.4. Record Details View
In the Record Details View, you can for every record, view the way the database
fields have been filled out for this record.
Note: The Record Details View can't be displayed when the database window is
very small. Enlarge the Database tool window correspondingly. You will then find
the view either at the bottom left, or the bottom right, depending on how large the
tool window is.
Making the Record Details View appear/disappear
1. Click the Open Database Views Menu
button to open a list of all
available database views. You can find this button on the Database tool
window's upper toolbar.
2. Select the Records Details View entry.
Should this command be displayed in gray, enlarge the Database tool
window.
Using the "Record
Details" tool window.

When you do this, the Record Details View will either appear or
disappear, depending on whether it was already on display.

Where the Record Details View will be displayed, in the database
window, depends on the size of the database field.
For documents that you load into your software from the database, you can also
use the Record Details tool window as an alternative to the Record Details View.
In this tool window, all of the information will be displayed, that is also displayed
in the Record Details View.
In the Record Details tool window, there is normally much more room for the
displayed information, than in the database window.
In this case, you can make the Record Details View disappear from the database
window, and also gain more room for other views in the Database tool window.
Should the Record Details tool window be hidden, use the View > Tool Windows
> Record Details command to make it appear.
10
The user interface
Customizing the appearance of the Record Details
View
Adding database fields
to the Record Details
View, or removing them
You can specify which database fields will be shown. To help you keep a better
overview, you also distribute the database fields over several different groups.
To do so, rightclick one of the database fields in the Record Details View. From
the context menu, select the Customize Views... command. In the Customize
Views dialog box, all of the necessary entries are then already active, and you
can select the database fields you want.
The definition of database views is user dependent. That means that a colleague
who opens the same database with his password may well see other information.
Viewing information in the Record Details View
Displaying and
modifying field values
Select a record. You can select the record in the Tree View, Gallery View or
Table View.
The Record Details View then shows you numerous database fields together with
their field values, for the selected record. Fields with a gray background serve
only as information. Fields with a white background can also be altered.
Please note that the database fields that are displayed depend on the type of
record selected. When you select a database folder you will see other database
fields than when you, for example, select an image.
Working in the Record Details View
Modifying field values
Confirm Changes
Expanding groups
Opening context menus
Use the Record Details View to edit existing entries in database fields. You can,
however, only change fields which have a white background (2). Fields with a
gray background (3) serve only as information.
As soon as you have changed an entry in a database field, the two
buttons in the Record Details View's toolbar (1) Confirm Changes and Abort
Changes, will become active. To have your changes adopted, click the Confirm
Changes button.
To help you keep track of everything, you can assign the database fields to
groups. You can reduce every group in the Record Details View to its header.
This enables you to hide information that does not interest you. Doubleclick on a
group's header (4), to reduce the size of the group, or to expand it again.
The Record Details View offers you two different context menus.
Rightclick on a database field (5). This will open a context menu containing
numerous commands with which you can e.g., change the appearance of the
database view.
11
The user interface
Rightclick on an entry in a database field (6). This will open a context menu
containing numerous commands with which you can reformat the field entries.
00308
2.5. Search View
In the Search View, you select search definitions that have already been saved
and carry out the search with them.
Note: The Search View can't be displayed when the database window is very
small. Enlarge the Database tool window correspondingly, when you wish to
have the Search View displayed.
Making the Search View appear/disappear
Click the Open Database Views Menu
button to open a list of all available
database views. You can find this button on the Database tool window's upper
toolbar. Select Search View entry.
Working in the Search View
(1) List of all saved search definitions
(2) Carrying out a search
(3) Using search templates
(1) List of all saved
search definitions
In the Search View, you will find a list with all of the search definitions that have
been defined for the active database, to the left of the Search button.
As soon as you have selected a search definition, the search conditions that
have been saved in it will be displayed in the Search View.
To define and to save search conditions as a file, use the Search Definition
dialog box.
(2) Carrying out a
search
Click, in the Search View, the Search button to carry out the search.
The search results will be displayed in the Gallery View or in the Table View.
Only the records that fulfill the search conditions you've set will be displayed.
12
The user interface
When the ( [Organ] equals 'Liver' ) search condition has been selected, only the
images of specific samples, for example, will be displayed. Should a search not
produce any records that fulfill the search conditions set, the text "There are no
records to display" will appear.
You will also find the results of a database search in the Tree View. There you
will find the "Search Results" folder (2) on the same hierarchy level as the
database itself (1). When you expand the "Search Results" folder, you will see all
of the search definitions (3) that have previously been set up for this database.
An icon shows you which is a search definition and which is a search template.
(3) Using search
templates
When you define a search condition, you can either define a concrete value or
leave the value as a variable. Where a variable search condition is concerned,
the user has to add the concrete value for which the search is to be carried out,
before the database search can start.
A search condition with at least one variable search condition is called a search
template.
A completely defined search condition is, e.g., ([Organ] equals 'Liver' ). In this
case you are searching for all of the records in which, in the database field
[Organ], the field content 'Liver' has been entered.
A variable search condition is, e.g., ([Organ] equals '(variable)' ). Then, in the
Search View, the database field [Organ] will appear as the search condition.
Later in the Search View, the user then specifies for precisely which organ is to
be searched.
00315
13
Working with the database
3.
Working with the database
3.1. Opening a database
When you want to work with a database, use the Open Database dialog box. You
have to open the database if you want to load documents (e.g., images, charts or
workbooks) that are contained in that database, or to insert new records into it.
Only one database can be opened at a time. As soon as you open another
database, the one that has already been opened will be automatically closed.
To be able to open a database, you must be registered as a user with the
database server. The database administrator takes care of that.
Open Database
There are several ways in which you can open databases:


Use the Database > Open... command.
Use the File > Open > Database... command.

On the Standard toolbar, click the small arrow next to the Open
button to open a context menu with all of the available commands you
can use for loading files.
You will find a list of the databases that were last opened, in the
Database menu. Simply select one of the databases that is listed.
When no database has been opened, in the empty Database tool
window, you'll find a list of the databases that have recently been
opened. Click the name of the database you want, to open it.


Selecting a connection mode
If you want to open a database, you first have to register your PC with the
database server. The appearance of the Open Database dialog box depends on
the connection mode you have selected. Click the Options... button in the Open
Database dialog box to select the connection mode.
Entering connection
data manually
To do this, click the Options... button in the Open Database dialog box.
If you want to enter all of the information that is necessary for logging-on to a
server manually, select the Enter connection data manually option. Use this
option when, e.g., you only want to log onto a database on one occasion. To logon manually you require the following information: the database management
system, the name of the database, and the name of the server on which the
database is located. If you are not certain about anything, contact your database
administrator.
Close the Options dialog box with OK.
The Open Database dialog box will then contain the Database group.
Enter the name of the database in the Database > Database Name field. If a
server has already been selected, all of the databases that are on the selected
database server will be automatically listed.
In the Database > Server field, enter the name of the server on which the
database can be found. Should you not know the exact name of the server, click
the [...] button to open the Select Servers dialog box. Select the server from the
list of the available database servers, then click the Add >> button. Click the OK
button to close the dialog box, and to return to the Open Database dialog box.
Select the database management system in the Database > Database system
list.
Using the database
connection file
To do this, click the Options... button in the Open Database dialog box.
If you want to adopt all of the information that is necessary for logging-on to a
14
Working with the database
database from a text file, select the Use database connection file option. That will
save you a great deal of writing.
Close the Options dialog box with OK.
The Open Database dialog box then contains the Database connection file
group.
Select the database connection file for the database you want to open, in the
Database connection file > File name list. By default, the database connection file
that was last selected will already have been preselected in the File name field.
Click the [...] button if you want to open a database connection file that is not yet
present in the File name list.
You will see a description of the database you have selected in the Database
connection file > Description field. This short description must be entered by your
database administrator when the database connection file is set up. Should no
short description have been saved when the database connection file was set up,
this field will be empty.
User's details
With which authentication you need to log onto the database (either SQL or
Windows authentication) will have been determined when the database was set
up.
Windows authentication
If you want to use the log-on data with which you are logged on to the MSWindows operating system also for logging-on to the database, select the
Windows Authentication entry in the User > Authentication list. In this case, you
will neither need to enter a password nor a user name.
If the database requires the Windows authentication for the log on, you will have
to be registered with your company's LAN (Local Area Network).
SQL authentication
Select the SQL Authentication entry in the User > Authentication list if you want
to use database specific log-on data. In this case, you will have to enter both
your password and your user name every time you log on. You obtain your
password and user name from the database administrator.
Using a database as a standard database
To turn the current database into a standard database, select the Use as
standard database check box.
The standard database will normally be automatically opened when you start
your software. Use the Options > Database > Standard Database dialog box if
you want to change the way the standard database behaves when your software
starts.
The settings for the standard database are user dependent. For this reason,
another user can have defined another database as a standard database.
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15
Working with the database
3.2. Inserting data into a database
You can insert two different types of data into a database.
Structuring records
Documents
For the better structuring of a database, there are structuring record types, that
are indicated within the database by a folder icon. A record that belongs to this
record type isn't referenced to a document, but instead contains only the
information that is entered in the database fields. Use these records as a
database folder. Create, e.g., a structuring record "Experiment" with all of the
information that describes the experiment, then insert all of the images and
reports that belong to this experiment, underneath this record.
Documents are, for example, images, workbooks or diagrams.
You can of course insert all of the documents that you create with your software,
or load into it, into a database. You can find an overview of the document types
that are supported in the online help.
As well as that, you can, however, also insert any other files that have already
been saved on a data medium. That applies also to document types that are not
supported by your image analysis program, e.g., MS-Word documents with the
file extension DOC.
Overview - Inserting data into a database
There are several ways in which you can insert data into a database. Use the
commands in the Database menu, or from various context menus, or click the
buttons in the Database tool window. You can also insert documents by
Drag&Drop.
All of these possibilities will be described in the text that follows.
Menu commands
Use the Database > Insert menu commands. The following commands are
available:
o
o
o
o
Buttons
Context menu
commands
Insert Open Documents
Insert All Open Documents
Insert From Files
Insert structuring record
Use one of the buttons located on the Database tool window's upper toolbar.
Use the Insert menu in the context menu. You open this context menu by
rightclicking on one of the following views in the Database tool window.
o
o
o
Tree View
Gallery View
Table View
You can also insert a single document, for example, an image, directly out of the
document group into the database. Richtclick the document's title in the
document bar to open a context menu. The context menu will contain the Insert
into Database command.
Drag&Drop
Select in MS-Windows Explorer, the files that you want to insert.
Drag the selected files from MS-Windows Explorer either onto the database icon,
or onto another record in the Tree View. The files are inserted below the record.
You can also drag the files onto the database gallery or the Table View. To do
so, first select the record in the database, into which you want to insert the
document. Then drag the document from MS-Windows Explorer onto the
database gallery or the Table View.
16
Working with the database
Inserting images
automatically into a
database
You can have images automatically inserted into a database when they have
been acquired. You can find more information on this topic in the online help.
Notes on how to insert data into a database
When you insert records into a database, please pay attention to the points listed
below:
The database is
structured hierarchically
You cannot insert records into every database level. When your database is
based on the database template provided, you won't be able to insert any data
below images. When you select an image, the data will be automatically inserted
on the same hierarchy level on which the image lies.
Inserting documents
that have been
changed
When you load a document from a database into your software, and edit it there,
when you close the document in your software, a dialog box containing
numerous possibilities, will open. You can replace the original document in the
database, insert the processed document as a new record, or save it as a file in
any directory you want.
You can also change this behavior by altering the database's settings. Open the
Database > Settings > General > Other dialog box. Here, clear the Fields and
records > Allow replacing of documents check box.
Now, the documents in the database can't be overwritten. If you want to insert a
new version of a document into the database, you will have to insert the new
document into the database under a new name, then delete the old document.
Moving images to
another database folder
Should you once have inserted documents in the wrong place, you can
retroactively move them to the correct database folder by using the Cut and
Paste context menu commands.
00393
Inserting documents into a database
You can insert all of the documents that you create with your software, or load
into it, into a database. As well as that, you can also insert any other files that
have already been saved on a data medium.
In these step-by-step instructions, you insert documents that have currently been
opened in your software.
1. Open the database with which you want to work.
2. Load documents that you want to insert into the current database, into your
software. You can also create new documents. It doesn't matter whether the
documents have already been saved as a file or not.
Switch to e.g., the Acquisition layout, and acquire an image, or load an image
from your hard disk.
3. First select the record into which you want to insert the document, in the
database.

Please note that databases do not allow you, to insert documents at
every hierarchical database level.

When your database is based on the database template provided, you
won't be able to insert any documents below images. When you select
an image, the documents will be automatically inserted on the same
hierarchy level on which the image lies.

You can find additional information on the database structure in the
online help.
4. Use the Database > Insert > Insert Open Documents... command.
17
Working with the database

The Insert Open Documents dialog box opens. This dialog box lists all
documents that have been opened. The icon in front of the document
shows you what type of document it is.
5. In the Insert Open Documents dialog box, you have to decide whether you
want to insert all of the opened documents into the database, or only some of
them. Select the check box in front of each of the documents you want to
insert into the database.
6. Click OK.

The Insert <document type> dialog box will open for the first document
you want to insert. The window's appearance depends on which type of
document you insert into the database.
Enter all information into the insertion dialog that you want to have saved along
with the record.
7. Check whether the document is going to be inserted into the correct record.
In the Insert into (1) group, the record into which the document is to be
inserted will be displayed.
Should you want to correct the higher level record, click the Browse... button.

The Insert Into dialog box opens. The Destination field gives you access
to the database's Tree View. Browse to the correct record, then confirm
this with OK.
8. In the Permission Set (2) group, define who may see the document. For
example, if you select the Everyone entry, you will allow every user who can
log onto the database to view the image.
9. Enter the required information on the document in the database fields.
Database fields that are displayed in bold letters must be filled out. In some
database fields, e.g., the one for the record name, you'll be supplied with
suggestions.
Case 1: Inserting
information for every
single document
10. Click the Insert button to save the current document together with the
information displayed, in the database.

The Insert <document type> dialog box for the next document will open.
11. Fill out the Insert <document type> dialog box for all of the documents.
Case 2: Inserting the
same information for all
documents
When the documents
have been inserted
12. If you want to insert the same information for all of the documents, click the
Insert All button.

All of the documents that have been selected will be saved in the
database one after the other. The Insert <Document Type> dialog box
won't open again.

The database fields will be filled out in the same way for all of the
selected documents. The information will be adopted from the first
record.

All of the documents that have been inserted have now been saved in
the database.
18
Working with the database

The documents you have inserted will be displayed in the database
window. This process can, especially where large images are concerned,
take some time. The process is still in progress as long as the mouse
pointer remains in the form of an hourglass.

When an open document has been inserted into the database, it will still
remain open in the document group. Should you no longer need the
image, close it without saving it again.

Should the inserted documents have already been saved as files: During
the insertion a copy of the file will be saved in the database. The data
itself won't be changed during the insertion in a database.
Inserting documents by Drag&Drop into a database
1. Load or create documents that you want to insert into the current database,
in your software.
2. Make the Database and Documents tool windows appear. To do so, use the
View > Tool Windows command.
3. Position the Database and Documents tool windows in such a way that both
tool windows can be seen in your user interface at the same time.
You can find additional information on arranging the tool windows in the
online help.
4. In the Documents tool window, select the documents you want to insert into
the database.
5. Drag the selected documents from the Documents tool window onto the
folder in the database window into which you want to insert them.
You can also drag the documents directly onto the database icon. In this
case, the documents will be inserted on the database's top hierarchy level.
By holding down the left mouse button, you can directly drag images which are
loaded in your software from the Documents (1) tool window to the Database (2)
tool window.
Note: You can also insert documents into a database from the File Explorer and
Gallery tool windows or directly from MS-Windows Explorer using Drag&Drop.
Inserting new database folders
1. Make sure that in the tree view no record in the Search Results database
folder has been selected, as otherwise the command will be inactive.
2. Click the Insert Record
button. You can find this button on the Database
tool window's upper toolbar.
19
Working with the database

Should several structuring record types have been defined in your
database, a selection menu will open. It contains the structuring record
types that have been defined for this database.
3. Select the Folder... entry.

The Insert Folder dialog box will open. The dialog box contains input
fields for a variety of database fields that relate to the database folder.
You can find additional information on the dialog box in the online help.

The database fields that are to be filled out in the Insert Folder dialog
box, have been specified by the database's administrator.

Some fields have to be filled out before you can set up the record. Those
are the mandatory fields that are displayed in extra bold type. Other
fields that belong to this record can also be filled out or altered later on,
in the Record Details View.

Depending on the type of information you have to enter, you may be
offered a picklist, or a calendar field in which you can select a date.
4. Enter the name for the database folder in the Folder name field.
5. Fill out all input fields, then click the Insert button to set up the database
folder.

A new database folder will be set up. The database folder will be
displayed in the Tree View.

Subsequently, insert the documents into this database folder.
Having images automatically inserted into a database
when they have been acquired
You can have images you have acquired with your software automatically
inserted into a database.
1. Open the Acquisition Settings dialog box.
To open this dialog box, click the Acquisition Settings
find this button, e.g., on the Camera Control toolbar.
button. You can
2. Select the Saving entry in the tree structure.
3. Select the acquisition process for which you want to make the settings.

Select, e.g., the Snapshot entry, when you want to have every image you
acquire, automatically saved in the database.
4. In the Automatic save group, select the entry Database in the Destination list.
Now, the image will be automatically saved in a database when it has been
acquired.
5. In the Database > Name list, select the database in which you want the
images to be saved.

You can either choose a specific database, or always have the image
saved in the database that is open when the acquisition is made.
6. In the Database group, specify where the images are to be inserted in the
database, and who is allowed to view the images.

A detailed description of this dialog box can be found in the online help.
7. Close the Acquisition Settings dialog box with OK.

From now on, all of the acquired individual images will be automatically
saved in a database.
00330 16022012
20
Working with the database
3.3. Searching for records
You can search for data in your database at any time you want to. To do so, use
the Database > Search... command or click the Search
this button on the top toolbar in the database window.
button. You will find
When you search through a database, please pay attention to the following
points.



Different search
possibilities
Before you start your
search
The database search will always be conducted through the whole
database.
You will find the results of a database search in the Tree View. There
you will find the "Search Results" folder on the same hierarchy level as
the database itself.
You can make use of the results of different database searches.
There are always two ways to search for records.

Searching directly for a record
When you only use a search definition once, specify the search condition
with the Database > Search... command, and apply it directly.

Searching in the Search View
When you want to use the same search definition repeatedly, save the
search definition and used these saved search definition in the Search
View.
Before you start a search it's advisable to update the view. By updating you will
make sure that all of the records will be found that at the time of the search are
located in the database. If you don't update the view, it can occur, that records
that another user on another PC, inserted into the database, shortly before the
search began, won't be found.
To update the view, use the Database > Views > Update Views command.
Searching directly for a record
1. Use the Database > Search... command.

The Search Definition dialog box will open. You define the search
conditions here.
2. In the Search for group, you can limit the search to a few record types. You
can, e.g., only search for images.
3. Define one or more search conditions in the Conditions group. You can find
examples for search conditions in the online help.
4. Click the Search button to start the database search.

The Search Definition dialog box is closed.

In the Tree View, your software will automatically switch to the "Search
Results > Recent Search Results" folder. The records that have been
found will be displayed in the Gallery or Table View.

Should a "Recent Search Results " folder with the results of an earlier
database search already exist, the contents of this folder will be
overwritten.
21
Working with the database
Exiting the Search
Results View
1. Select a record in the database gallery.
2. Click your right mouse button and select the Go To Record command in the
context menu.

In the Tree View, your software will then automatically switch to the
database folder to which the selected record belongs.
Searching in the Search View
The Database tool window is divided into several areas. In each of these areas, a
special database view is displayed. In the Search View, you can select saved
search definitions with which you can carry out a database search.
In the step-by-step instructions that follow, it will be assumed that search
definitions that have been saved already exist. Should this not be the case, you
will find step-by-step instructions on how to create and save a search definition
further below.
1. Make sure that the Search View is on display.
button to open a list of
To do so, click the Open Database Views Menu
all available database views. You can find this button on the Database tool
window's upper toolbar. The icon in front of the Search View
command,
must appear clicked. You can recognize this status by the icon's background
color.
2. Select the search definition you want from the list next to the Search button.

When you open a database that has been set up with the template,
which is by default provided, numerous predefined search definitions will
already be available. For instance, select the search definition "Find All
Images", to search for all of the images contained in the database.

In the Search View, the search conditions will then appear.
3. Should the search definition you've chosen contain variable search
conditions:
Make the necessary entries for the variable search conditions. These are, as
a rule, different for every database search.

The way you have to make the entries can also vary. You may be offered
a picklist, or a calendar field will appear in which you can select a date.
Should you be searching for a note, you may in certain cases, have to
enter the note you're looking for (resp. a part of it), manually.
4. Click the Search button.

The search will be carried out. The records that have been found will be
displayed, e.g., in the database gallery.
Saving a search definition for the database search
1. Use the Database > Search... command.

The Search Definition dialog box will open.
2. Specify in the Search for group, which type of record you want to look for.
For example, select only the Image check box to search it only for images.
3. Define the first search condition in the first line of the Conditions group. Your
search condition can, in this case, also contain a variable value. To do so,
select the "(Variable)" entry from the Value list.
You can find examples for possible search conditions in the online help.
22
Working with the database

As soon as you have completely defined the first search condition, an
additional line will appear for an additional search condition.
4. If necessary, define an additional search condition in the second line. In this
case you will have to specify the logical link between the two search
conditions.
To do this, select one of the logical operators AND or OR in the line's first
field.

With the logical operator AND, both of the search conditions must be
fulfilled simultaneously, in order for a record to be found with this
database search.
With the logical operator OR, only one of the two search conditions has
to be fulfilled in order for a record to be found.
5. Save the search definition. To do so, click the Save Search Definition
button in the Search Definition dialog box.

The Save Search Definition dialog box will open.
6. Give it a descriptive name, so that you and other users will be able to easily
recognize the search definition.
7. Close the open dialog boxes.

For every search definition that has been saved, an individual entry will
be automatically set up in the "Search Results" folder. In the Tree View,
you will find the "Search Results" folder on the same hierarchy level as
the database itself.

The database search will be carried out and the records that have been
found will be displayed in the Gallery View.

You can now select the search definition in the Search View.
00312
3.4. Loading documents from a database
There are several ways in which you can load data from a database into your
software:



Use the Database > Load Documents command.
Drag one or more documents e.g., from the Gallery View, by Drag&Drop,
into the document group.
Doubleclick on a document in the database to load the document into the
document group.
This behavior depends on the current settings in the Tools > Options >
Database > General dialog box.
Loading several documents from a database
This set of step-by-step instructions is only one example. There are several ways
in which you can load documents.
You will find notes on this, e.g., in the descriptions of the various database views.
1. Make sure that both the Tree View and the Gallery View are on display.
2. In the Tree View, select the record that contains the documents you want to
load.

In the Gallery View, you will now see all of the documents that are to be
found under the selected record. Images will be shown as thumbnails,
other document types will be shown as icons.
23
Working with the database

You can also load documents detailing the results of a search. When, for
example, you want to load all of the images that were acquired with a
specific microscope, define a search definition by this microscope's
name. The images found will be displayed in the Gallery View. There you
can select the images you want.
3. Select the thumbnails or the icons for the required documents, in the Gallery
View. In the Gallery View, the standard MS-Windows conventions for Multiple
Selection are valid.
button. You can find this button on the
4. Click the Load Documents
Database tool window's upper toolbar.

When your software can open a document, it will be displayed in the
document group.

If your software can't open the document, the appropriate application
program will be opened and the selected document loaded into this
program.
Should the appropriate application program not have been installed on
your PC, you will receive a message.
00313
3.5. Processing the documents from a
database
Changing and adding to, entries in database fields
When you set up a record, you already have to make entries in the mandatory
fields. You can supplement other entries later on.
1. Make sure that the Record Details View is on display.

button to open a list of all
Click the Open Database Views Menu
available database views. Select the Records Details View entry.
2. In the Tree View or in the Table View or Gallery View, select the record to
which you want to add information or change the existing information.

The Record Details View shows you the information that has already
been collected for this record. If all of the fields that you want to edit
aren't shown there, you can customize this view. You can find more
information on this topic in the online help.

In the Record Details View, mandatory fields will be displayed in extra
bold type. You can change the contents of these fields, but the fields
must not remain empty. Fields whose content may not be changed (e.g.,
[Creation Time]) will be displayed with a gray background.
3. Supplement or change the entries relating to the record. Which fields you can
edit, and which you can't, depends on your database's structure.

As soon as you have changed an entry in a database field, the two
buttons in the Record Details View's toolbar Confirm Changes and Abort
Changes, will become active.
4. To have your changes adopted, click the Confirm Changes button.
Click the Abort Changes button to abort the changes.

The record will be changed.
24
Working with the database
In any case, you must click on one of the buttons to confirm or discard your
selection, since your software will wait for input here.
Processing the documents from a database
You can, at any time, load a document that has been saved in a database, then
insert it back into the database.
1. For example, load an image from a database. To do so, e.g., doubleclick on
its thumbnail in the Gallery View.

The image will now be shown in the document group.
2. Process the image in your software. Your software offers you numerous
possibilities for doing this. Here are a few examples:

For example, use the commands in the Process menu to optimize the
image contrast.

Use the buttons in the Drawing toolbar to label the image.

Use the commands in the Measure menu to measure objects on the
image.
3. When the processing is finished, close the image in the document group. To
do this, use e.g. the [Ctrl + W] shortcut.

A dialog box offering several possibilities will be opened. You can
replace the original document in the database, insert the processed
document as a new record, or save it as a file in any directory you want.
You can find additional information on this dialog box in the online help.
4. From the dialog box's list, select, e.g., the Paste entry, then confirm this with
OK.

The altered document will then be inserted into the database, and will
replace the original document. When this is done, the original document
will be overwritten.

The information from the database fields will be adopted from the original
document without any inquiry being made.
00065
3.6. Moving documents within a database
Moving documents within the database hierarchy
Should you have inadvertently inserted documents into a false database folder,
you can move them from there to the correct folder.
Moving documents by
using commands from
the context menu
1. Select the documents you require, in the Tree View or in the Table View or
Gallery View.

In the Gallery View, you can select several documents simultaneously.
To do so, keep the [Ctrl] key pressed while you select the documents.
2. Click the right mouse button to open a context menu. From the context
menu, select the Cut command.
3. Select the record into which you want to insert the document. You have to
always select the record that is located one hierarchy level higher.
4. Click the right mouse button to open a context menu. Select the Paste
command from the context menu.

The document will be moved.
25
Working with the database
Moving documents by
Drag&Drop
Alternatively, you can also move a document by Drag&Drop.
1. Select the documents you require, in the Tree View or in the Table View or
Gallery View.
2. While keeping your left mouse button depressed, drag the document onto the
record into which you want to insert it. You can also do this by dragging the
document from the Gallery View to the Tree View.

The document will be moved.
Moving documents into another document directory
At the end of the year, all of the records that were inserted into the database
during the year 2010, are to be moved to a document directory of their own.
Defining a suitable
search definition
1. Use the Database > Search... command.

The Search Definition dialog box will open.
2. Click the Select All button, to find all of the records, irrespective of their
record type.
3. Define the following search condition in the Conditions group.
[Insertion date] >= '01.01.2010' AND [Insertion date] < '01.01.2011'

Now, all of the records that were inserted into the database during the
year 2010 will be found.
4. Save the search definition. To do so, click the Save Search Definition
button in the Search Definition dialog box.

The Save Search Definition dialog box will open.
5. Enter "2010" in the Name field.
6. Close the open dialog boxes.
Selecting a search
definition
7. Move your mouse onto your database's Tree View, Gallery View, or Table
View.
8. Click the right mouse button and select the Move Files... command in the
context menu.

The Move Files dialog box opens.
9. Select the From saved query '2010' in the Files to be moved' list.

Selecting a search
definition
In the Description field, you'll now see the search condition. Check
whether the search condition is correct.
10. Click the Settings... button.

The Settings > Document Storage Type > File System dialog box opens.
11. Click the New Volume
the database.

button to integrate a new document directory into
The New Volume dialog box opens.
12. Enter "2010" in the Description field.
13. Set up the path name for the document directory.
When you do this, please note that the document directory has to be
available to all users when you want to continue to work with the database in
the way you're used to.
14. Select the Archive entry in the Media Type list. By doing this, you indicate
that the new document directory "2010" has been finalized. No additional
records can then be inserted into this document directory anymore.
15. Close all open dialog boxes with OK.
26
Working with the database

Your software will then move all files belonging to the selected records,
into the document directory "2010".

When the movement of these files has been successfully completed,
you'll receive a message.

Even when the records have been moved, you can still work with these
records as usual within the database. The prerequisite for this is, of
course, that the new document directory is available to all users.

You can now, for example, copy this directory onto a DVD.
00090
3.7. Importing and exporting data
Exporting a database's structure
It can make sense to export a database's structure, in order to use the database
export file (DBE file) that has been created, as a template for a new database
that is to have the same structure.
1. Open the database you want to export.
2. Use the Database > Import/Export > Export Database... command.

The Export Database dialog box will open.
3. Assign the DBE file a name.
4. Specify the location at which the DBE file is to be saved.
5. In the Options group, select which data are to be exported from the
database.
Select, e.g., the Export structure only (database template) option when you
want to create a template for a new database.
6. Click the OK button to start the export.

The Logging tool window will automatically appear. In it you will see
which data are currently being exported.

When the export has been completed, a message box will appear.
Additionally, you'll see a corresponding notification at the end of the list.

With that, the export has been completed. You can then carry on working
with the current database as usual.
7. Use the Database > Import/Export > Import Database... command when you
want to set up a new database on the basis of the exported DBE file.
Importing data into a new database
You can import data from another database into your database. The prerequisite
for this, is that both databases have the same database structure.
1. Use the Database > Import/Export > Import Database... command.

The Import Database dialog box will open.
2. Click the Browse... button and navigate to the directory in which the DBE file
(Database export file) is located.
3. Select the data you want to import.

Select e.g., the Export structure, users, and structuring records option.
Now, the complete contents of the DBE file will be imported (that means,
also documents, should the DBE file contain documents).
27
Working with the database
4. Click the OK button to start the import.

The Logging tool window will automatically appear. In it you will see
which data are currently being imported. The importing process can,
when documents are also imported, take some time. Therefore, keep an
eye on the information in this tool window. When the importing process
has been completed, you will see a corresponding message at the end of
the list.

You can then begin to work with this database.
Exporting documents from a database
You can export individual documents from a database. In this way you can, e.g.,
make images available to users who have no access to the database. When you
export a document you make a copy of it. This means that the original
documents in the database will be retained.
1. Select the records you want to export. You can find additional information on
selecting records in the online help.
2. Use the Database > Import/Export > Export Documents... command.

The Export Documents dialog box will open. A description of the dialog
box can be found in the online help.

It is essential that you keep an eye on the display at the bottom of the
dialog box. It shows you the amount of data that is going to be exported.
3. Make the required settings in this dialog box.
4. Select the Reproduce database structure in file system check box to maintain
the record's hierarchical structure. A directory will be set up on the hard disk
for every database folder in which there are files. This directory's name is
also the name of the record.
5. Click the [...] button next to the Destination path field, to choose the directory
into which the data you export is to be saved.
6. Click the OK button to start the export.

The export will begin. The documents in the database will be retained.
00320
28
Database administration
4.
Database administration
4.1. Document storage type in a database
When you set up a new database you specify where the database files and the
images, (and other documents) are to be saved. The data can be distributed as
shown in the illustration.
(1) Database clients
(2) Database server
(3) File Server
(1) Database clients
The database clients are all PCs on which your software and an SQL client have
been installed. Your software offers (among many other functions), the user
interface that enables you to communicate with the database server.
For viewing or editing, the requested data will be transferred to the database
client. This makes it possible for numerous database clients to have access to
the database at the same time.
(2) Database server
On the database server, the database management system (DBMS) has been
installed.
Database file
On the database server lies, first and foremost, the actual database file. When
you, e.g., insert an image into the database, in doing so, you create a new record
of the "Image" type in the database. This new record will then be saved and
managed in the database. The database assigns this record an unambiguous
name and saves all of the corresponding information belonging to it (e.g., the
insertion date, the file size or a comment on the record). The management of
these metadata by the database enables the user to search the database for
records that meet the search criteria he has specified.
Note: Images (or other documents) will not be saved within the database.
Otherwise the database file would become much too large. The database file
contains only the reference to the place where the image has been saved.
(3) File Server
The images and other documents are located in special file directories.
29
Database administration
Please note: The PC on which a database's documents are located must always
be accessible. Should this not be the case, you will receive an error message
when you try to load a document from the database.
Document storage type
"File system"
The documents are usually located on a separate PC, the so called File Server.
When you connect with the File Server you can view the document directory in
MS-Windows Explorer.
You can also distribute your documents over different file servers. Use this
possibility, for example, to increase the speed of data transfer when users
access the database from different locations.
Use the Settings > Document Storage Type > File System dialog box, to manage
your database's document directories.
Please note: Always open all documents that have been saved in the database,
via the database, and not via the MS-Windows Explorer! Also the deleting or
renaming of documents that are located in the document directory must not be
done via MS-Windows Explorer, since in this case the database will not become
aware of these changes.
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4.2. Setting up a new database
Only the database administrator can set up a database.
Overview of the
process flow when a
database is set up.
The following steps have to be taken when a new database is set up.
Setting up a new database
Define Record Types
Define Database Structure
Setting up database fields
Setting up a new database
1. Select the Database > New... command.

Step 1: Select
Database Servers
The New Database dialog box will open. This dialog box works in a
similar manner to a wizard. It guides you, step-by-step through the
setting up of a database.
2. Specify in the Database Server field, on which database server the database
is to be set up. If you have already set up a database on this server from
your PC, you will find the required server in the picklist.

Alternatively, click the button with the three points. The Select Servers
dialog box will open. Here, select the server from the Available database
servers list, then click the Add >> button. Click the OK button to close the
dialog box, and to return to the New Database dialog box.

On the database server, the database file is located. The documents
e.g., the images, can also be located on another PC, or even on several
different PCs.
3. In the User Authentication group, you select the way you (and all future
users) are to log on to this database.
Select the Windows Authentication entry. With Windows Authentication the
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Database administration
data with which the user logs on to MS-Windows will also be used for logging
on to the database.

Alternatively, you can also select the SQL Authentication entry.
With the SQL Authentication the logging on data that have been defined
for the Microsoft SQL Server will be used. Every user of your database
must know these logging on data (they are supplied by the database
administrator) and has to enter them in the User Name and Password
fields to be able to open the database.

The first step in setting up a database has now been completed.
4. Click the Next > button.
Step 2: Entering the
name of the database,
and specifying the
storage location for
documents
5. Enter the name of the database in the Database Name field. The name must
not be longer than 20 characters and must not contain any spaces or special
characters. Under this name you'll find the database, in the Open Database
dialog box.
6. If the new database is to become your standard database, select the Use as
standard database check box. This option makes sense when you mostly
work with the same database.

Later on you can then use the Tools > Options > Database > Standard
Database command to specify that the standard database will be
automatically opened whenever you start your software.
7. Enter the directory in which the documents are to be stored. To do so, click
the button with the three points, locate next to the Document Storage Path
field, then browse to the directory you want to use.
Note: When several people are to work with the database, select a directory
which is also available to other users of this database.
If you're the only user of the database, you can also choose a local directory on
your own PC.
Note: To have your database with all of its documents regularly saved, make
sure that both the database server, and the PC on which the documents are
stored, are incorporated in an automatic data back-up process (e.g., every night).
8. When you work with several databases, enter a descriptive text for the new
database, in the Database Description field. This text will later be displayed
in the Open Database dialog box (when you use the Use database
connection file connection mode).
9. Click the Next > button.
Step 3: Selecting a
database template
10. In the Template File Path field, choose a database template. A database
template has the file extension DBE.
A database template already contains a defined database structure. It may
possibly also contain documents that you can incorporate in your database
as well.

Your software will have been supplied with a database template. During
the software installation, the template is installed in the following
directory:
..\Documents and Settings\All Users\Application Data\Olympus\OSIS\
<Name of the software>\Database\DBE
11. Select the Create an empty database option, if you only want to adopt the
database structure from the database template.
12. You can set up your database on the basis of a template that was provided,
then modify the structure to suit your requirements.
13. Click the Next > button.

The wizard's next dialog box shows you all of the options that you have
set up for the new database.
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Database administration
Step 4: Checking the
options for the new
database
14. Check the settings for the new database.
If you want to correct a setting, click on one of the underlined terms. For
example, click the term "Database Name", if you want to change the name
you've entered.

Should you want to change an option, your software will jump back to the
New Database wizard's corresponding dialog box.
15. Click the Finish button to have the database set up.

The Logging tool window will automatically appear. In it you can follow
the setting up of the new data.

When a database is set up, a database export file (DBE file) will be
automatically created. You can use this DBE file as a template for your
next database.

When a database is set up, a database connection file (DBC file) will be
automatically created too. The database connection file makes it
possible for you to quickly log on to this database in the future. You will
find the DBC file in the following directory:
..\Documents and Settings\All Users\Application Data\Olympus\OSIS\
<Name of the software>

The database will be set up and opened. You can see the database in
the Database tool window.
16. You now have to configure the new database.
Defining record types
The database is structured hierarchically. "Structuring Records" are records on
the highest hierarchy level, they are displayed in the structure view with a folder
icon. Structuring records aren't referenced to documents, they contain only the
information that has been entered in database fields.
When your database is based on the provided database template, it will contain
just one structured record type, with the name "Folder".
Example: You want to always assign the data in your database to a specific
experiment. Create the new record type, "Experiment".
1. Use the Database > Administration > Define Record Types... command.
Setting up a new record
type.

When you define record types, you change the database structure. That
is only possible when the database has been opened in the exclusive
mode.
When the database hasn't been opened in the exclusive mode, a
message box, in which you can activate the exclusive mode, will open.
You can find additional information on the exclusive mode in the online
help.

To the left of the Define Record Types dialog box you will find a list of all
record types that have been defined in the current database.

One or more field tables have been assigned to each record type. A field
table is a group of database fields that characterize the record type in
detail.
2. Click the New Record Type

button.
A new entry will be attached to the list of record types.
3. Enter the name of the new record type, in this example, "Experiment", and
confirm this with the [Enter] key.
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Database administration

Defining database
fields for the new
database
To the new record type "Experiment" the field tables, "Record Fields" and
"Folder Fields" will be automatically assigned.
The "Record Fields" field table contains general database fields, that are
valid, irregardless of the record type, for every record. To these records
belong, the record name, the setting up time (i.e. the time a record was
inserted into the database), and also a field for comments.
4. Click the Fields... button.

The Define Fields dialog box lists, on the left, all of the field tables that
have been defined in the current database. You'll also find the new field
table "Experiment Fields" there.
5. Select the "Experiment Fields" field table.

The "Experiment Fields" field table contains only one single database
field, the "Experiment Name" database field:
6. Doubleclick the "Experiment Name" database field. Set up all of the required
options for this database field, in the Edit Field dialog box. You can, e.g.
define a picklist.
A description of the dialog box can be found in the online help.
7. Define additional database fields in the "Experiment Fields" field table, e.g.,
[Sample], [Client].
8. Close all open dialog boxes.
Assigning user groups

The Assign Configuration to Users dialog box opens.
9. Decide whether all of the database's users are going to be allowed to use the
new record.
Since in this case, every record is to be assigned to an experiment, select
the user Everyone then close the dialog box with OK.
Using a new record
type

Your database now contains the structuring record type "Experiment".

In the Database > Insert menu, you'll now find the Experiment command.
Use this command to set up a new database folder for the data of an
experiment.
10. Use the Database > Insert > Experiment... command.

The insertion dialog now contains all of the database fields that you have
defined for the "Experiment Fields" field table.

As your next step, you should change the other database's views. To do
so, use the Database > Views > Customize Views... command. Then
specify for each record type, and for each view, which fields are to be
displayed.
Defining the database structure
When you define the database structure, you specify which data you can insert
under specific record types.
Example: Define a database structure with precisely two hierarchy levels.
Prerequisite for this is, that you have defined two structuring record types, e.g.,
"Project" (1) and "Operator" (2). In this case, you can insert all of the data on a
project into the project folder. Each operator must, within the project folder,set up
his own folder, into which he inserts his project data.
You can find more examples for possible database structures in the online help.
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Database administration
1. Open the database in the Exclusive mode. You can find additional
information on the exclusive mode in the online help.
2. Use the Database > Administration > Define Database Structure... command.

The Define Database Structure dialog box will appear. A description of
the dialog box can be found in the online help.
You always make the definition of the database structure in the righthand half of the dialog box. The left-hand side shows the current
database structure, you can't change anything there.
3. Specify for every record type, which record types are allowed to be
underneath it.
Database entry from the Record type list. This entry
First, select the
stands for the topmost hierarchy level in every database.
4. In the Accept as child record list, select which records are allowed to be
underneath the topmost hierarchy level.
In this example, only the structuring record type "Project" is to be found
underneath the database icon (1).
To do this, select the check box in front of the record type "Project", and clear
all of the others.
5. Now select the next record type in the Record type list. In this case, select
the record type "Project".
Then specify again in the Accept as child records group, which record type is
allowed to be underneath it, and clear all of the others. In this case, only the
record type "Operator" (2) is allowed.
6. Now select the next record type in the Record type list. In this case, select
the record type "Operator".
In the Accept as child records group, select the check boxes Chart, File,
Image and Workbook, and clear all the others..
By doing this, you specify that documents can be inserted underneath a
record of the "Operator" record type.
7. Check whether the database hierarchy in the left-hand area of the dialog box
is correct.
8. Close the Define Database Structure dialog box with OK.

You will be asked if you want to leave the Exclusive Mode. You can
answer this question with yes, since the definition of the database has
been completed.
9. Check the database structure. To do this, insert an example of each of the
record types you have defined into the database.

When you are satisfied with the database structure, you can begin
working with this database. Alternatively, you can now, or at a later point
in time, change the database structure.

Consider whether you want to export this database structure as a
template, to be able to use it again later on. To do so, use the Database
> Import/Export > Export Database... command.
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Database administration
Setting up database fields
You can define which ever database fields you want that the database user can
fill out, or must fill out, when he sets up a record in the database.
Setting up a text field
Example: You want to make it possible to enter the laboratory name as well,
when an image is inserted. To do so, set up the database field [Laboratory No].
1. Open the database in the Exclusive mode. You can find additional
information on the exclusive mode in the online help.
2. Use the Database > Administration > Define Fields... command.

The Define Fields dialog box appears. There you will find all of the
database fields that are already defined in your database. Every
database field it contains is allocated to a group, and a group of
database fields is called a "field table".
You can find additional information on the Define Fields dialog box in the
online help.
3. From the Field tables list, located in the Define Fields dialog box, select the
field table to which, according to its contents, the new database field belongs.
In this example, you're only interested in images. Therefore, select the Image
Fields entry. When you want to enter the laboratory designation for all of the
records, you'll have to select the Record Fields field table.

In the Fields list, all of the database fields will then be listed that belong
to the Image Fields field table. This field table contains database fields
that are especially related to images.
4. Click the New Field
the database fields.

button. You'll find this button above the table with
The New Field dialog box will open. You can find additional information
on this dialog box in the online help.
5. In the Name field, enter a name for the new database field.
Enter, for example "Laboratory No" if you want the laboratory name to be
entered and saved for every image.
6. In the Data type list, select the Text entry for the new database field.
7. Enter the maximum number of characters that can be used in the database
field, in the Size field.
For example, enter "10" when your laboratory name is to be made up of a
maximum of 10 characters.
8. In the Default group, you determine how the field is to behave when a new
record is inserted.
For example, select the first option and leave the field empty, to define no
default value. The database field will then be empty every time you make an
insertion, and will have to be filled out.
9. Clear the Input required check box.
This will mean that the field can also remain empty when a record is inserted.
When you select this check box, no image can be inserted into the database,
unless the laboratory designation has been entered.
10. Select the Editable check box. Otherwise you will have to define a picklist.
11. Click the OK button to adopt your settings and to return to the Define Fields
dialog box.

The new database field will now be shown in the Fields list, under the
Image Fields field table's already defined database fields.
12. Close the Define Fields dialog box with OK.
35
Database administration

You will then receive the query whether you want to make the changed
database views available to all of the database users, or not.
13. Confirm the message with Yes.

The Assign Configuration to Users dialog box opens.
When all of the database's users are to be able to view the new
database field in the insertion dialog, select the check box in front of the
Everybody entry, then confirm this with OK.
14. Insert an image into the database.

The new database field will appear in the Insertion dialog box.

As your next step, you should change the other database's views. To do
so, use the Database > Views > Customize Views... command. Then,
specify for each record type, and for each view, whether the new
database field is to be displayed or not. You can make the database field
appear, e.g., in the Record Details View, to be able to immediately see
the operator for every record.
00097
4.3. Changing the database view
The Database tool window is divided into several areas. In each of these areas, a
special database view is displayed. In the following, you will find a description of
the procedure for changing a database view.
When you change a database view, these settings are only valid for you. With
other users, the database views will not be changed.
Changing the database view
1. Use the Database > Views > Customize Views... command.

The Customize Views dialog box will open. A detailed description of the
dialog box can be found in the online help.
2. Select the database view and the record type you want to change, in the
Selection of views and record types group.
3. Make the required changes. You have the possibilities that are given below.
Not every possibility is available for every database view.






Adding additional database fields to the database view,
Hiding database fields that are present in a database view
Changing the order in which the database fields are displayed
Grouping database fields
Deleting a group
Changing the group's name
4. To adopt your changes, click the OK button.

The changed database view will be displayed.
36
Database administration
Adding additional database fields to the database
view
1. When the Selected fields list contains several groups. First, select the group
to which the database field is to be added.

In the dialog box, a group is indicated by a directory icon (1).
In the example shown, two groups, each with three database fields, are
on display in the database view that has been chosen (2).
2. Specify, in the Available fields group, how the database fields are to be
displayed in the Customize Views dialog box.

If your database doesn't have too many fields, click the Flat View
button, to have all of the database fields listed, one under the other.
3. Select one or several database fields in the Available fields list. The standard
MS-Windows conventions are valid for the Multiple Selection.

The Select button will become active.
4. Click the Select button.

The database fields you've selected will be added to the bottom of the
Selected fields list.
5. Should you want to, you can move the database fields you've added, by
Drag&Drop, to another position within the group.
Hiding database fields that are present in a database
view
1. Select the database field in the Selected fields list.
2. Click the Remove button.

The database field will be moved into the Available fields list. From then
on, it won't appear in the selected database view.

The database field will only be removed from that view. The database
field, and all of the entries in this database field, will be retained.
Changing the order in which the database fields are
displayed
1. Select the database field in the Selected fields list.
2. Click the buttons with an arrow on it. With one mouse click you will move the
database field by one line upwards or downwards.
Alternatively, you can also move the database fields by Drag&Drop.
37
Database administration
Grouping database fields
You can decide whether all of the database fields, that have been selected in a
database view for a certain record type, are to be displayed in one group, or in
several groups.
1. To group database fields, set up a number of folders in the Selected fields
list. To do this, click the New Group Header

button.
The new group will be set up in the Selected fields list. You can enter the
name directly when you set it up. You can change it later whenever you
want to.
2. Move the required database fields into the new group by Drag&Drop.
3. Should you want to add database fields that have not yet been displayed to
the group, select them in the Available fields list, then click the Select button.
4. Close the Customize Views dialog box with OK.

When several groups have been defined, you can, for example, minimize
one group, and in this way gain more room on your screen. Distributing
the database fields over several groups is especially advantageous
where images are concerned, since there, a very large number of
database fields may be displayed.
Deleting a group
1. Should there be database fields in the group that is to be deleted, that you
want to continue to display, simply move them by Drag&Drop into another
group first.
2. Then select the group, and click the Delete Group

button.
All of the database fields belonging to the deleted group will be moved
back into the Available fields list.
3. Close the Customize Views dialog box with OK.
Changing the group's name
1. To do this, click once on the group to select it.

The group's name will then be highlighted in blue.
2. Click on the group once more.

Now the name will be editable. You will recognize this by the black frame
around the group's name and by the form of the cursor.
3. Enter the new name, then press the [Enter] key.

The new name will be displayed.
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38
Database administration
4.4. Managing user rights
When you set up a new user for a database, you can assign him one or more
roles. When the user has more than one role, either one role will be assigned as
default role, or, whenever he logs on to the database, he will be asked which role
he wants to use. The role he chooses determines which rights the user has to
view or change data in the database. The functions that are linked to each role
are predefined and cannot be changed.
Which roles are there?
Guest
User
Power User
Administrator
Guests can read the records that have been assigned to the Everyone group.
They can neither change the database nor manage user rights.
Users can by default read and update their own group's records, insert new
records into this group, and delete records. They aren't allowed to view or
change any other records. They can neither change the database structure nor
manage user rights.
Power Users are allowed to do everything that users are allowed to do.
Additionally they are allowed to change the database structure. However, as
Power User they can't change user rights. The moving of records is also only
possible as database administrator.
Administrators have full access to the database. As well as that, they are allowed
to manage the database's user rights.
The administrator for your database need not be the administrator for your
operating system or your software.
00325 21062011
User Accounts
Use the Database > Administration > User Accounts... command to define user
profiles and user groups for the current database.
Prerequisites for setting
up of new users or user
groups
Which users and user
groups does a new
database have?
You can set up user profiles and user groups in the database. To make this
possible, both of the following prerequisites must be fulfilled.

You must have administrator rights for the database. If it was you who
set up the database, you will automatically have administrator rights.

All of the users who you want to add to the database must have already
been registered with the DBMS (Database Management System, e.g.,
Microsoft SQL-Server 2005 Express). This is a task for the DBMS
administrator.
Should you be the DBMS-Administrator yourself, you can set up a new
database user in the DBMS via your software. If you have installed the
Microsoft SQL server together with your software, then you'll
automatically be the DBMS administrator.
By default, a newly set up database will always have at least one user, namely
the person who set it up. This user will have Administrator rights. By default, the
Everyone user group will also be set up. This user group can't be deleted or
manually edited. The Everyone user group will be automatically updated when
new users are added or users are deleted. This procedure will ensure that a user
group that incorporates all of the database's users always exists.
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39
Database administration
Setting up a new database user
It is assumed that your company has employed a new employee who is to have
access to the database. Before this person can open the database, the database
administrator must register the new employee in the database.
1. Use the Database > Administration > User Accounts... command.
Adding users

In a newly set up database, there will always be at least one user,
namely the person who set it up. Additionally, the Everyone user group
will always be set up.

In the User Accounts dialog box. all of the existing users and user groups
will be listed.
2. Click the Add User... button.

The Add User dialog box opens.
3. Click the Browse... button.

The Browse for Database Server Users dialog box opens. Here, all of the
users who are registered in the DBMS are listed. Should you be the
DBMS administrator, you can also register a new user in the DBMS
there. To do this, click the New... button.

Should the user you want not be listed there, and you are not the DBMS
administrator, apply to the DBMS administrator.

If you know which users are registered with the DBMS (e.g., because the
DBMS administrator has given you a list), enter the user's name in the
User name field, then click the Next > button.
Then continue with the "Assigning user properties" step.
4. In the Browse for Database Server Users dialog box, select the required
user, then click the OK button.

You will then see the Add User dialog box once more.
5. If you want to, enter a description of the new user in the Add User dialog box,
then click the Next > button.
This description appears in the User Accounts dialog box, and can help you
to keep track of all of the users.

Assigning user
properties
The User Properties dialog box will appear. In it, you will see that the
new user has been automatically assigned to the Everyone user group.
6. Should you want to, assign the user to additional user groups, then click the
Next > button.

The next dialog box shows the possible roles the new user can be
assigned. A user has to be assigned at least one role. This determines
which rights he has to view certain database records.
7. Select the role the user is to be assigned. You can also assign a user several
roles.
8. If you assign the user more than one role, select the Prompt for role selection
at login check box. Only in this case will the user be asked which role he is
going to use when he logs on to the database.
If this check box hasn't been selected, the user can't choose his role, but
always starts with the role that has been defined as the default role. Only the
administrator can assign this user another default role.
9. Click the Finish button.

The User Accounts dialog box appears again. The new user is now
shown in the user list.
10. If required, add more users to the database, or close the dialog box with OK.
40
Database administration
Informing the user
11. Then inform the user.

Inform the newly added user that he now has the right to open this
database.

Send him a link to the DBC file.

Should you have newly set up the user in the DBMS, inform him which
user name and which password (including the case sensitivity used) he
is to use when he logs on to the database (when it's a database with
SQL authentication).
Whether the user will be able to change this password later on depends
on the options offered by the DBMS. In certain cases, passwords can
only be changed by the DBMS administrator.
Setting up a new database user in the database and
the DBMS simultaneously
If you are yourself the DBMS administrator, and have logged on to the database
with the administrator password, you can set up a new database user in the
DBMS via the software.
1. Use the Database > Administration > User Accounts... command.
Adding users
2. Click the Add User... button.
3. Click the Browse... button.

The Browse for Database Instance Users dialog box appears. The
required user does not appear in the List of Users field.
4. Click the New... button.

The Add New Database Server User dialog box opens.
5. Enter the user name and assign a password for him. Select the
authentication SQL Authentication.
6. Click OK.

The newly set up user will then appear in the user list.
Setting up and editing a user group in a database
Setting up a new user
group in a database
1. Use the Database > Administration > User Accounts... command.

The User Accounts dialog box opens.
2. Click the Add Group... button.

The New User Group dialog box opens.
3. On the General tab, enter the name of the user group and, if required, a
description.
4. Go to the Members tab. Since the new user group doesn't yet have any
members, click the Add... button.
5. In the Add User dialog box, select a user who is to belong to the new user
group, then click the Add button.

The user you've added will appear on the Members tab.
6. If required, click the Add button again, then select another user who is to
belong to the new user group in the Add User dialog box.
Note: Since you are the database administrator, we recommend that you also
add yourself to all of the user groups you set up. Only in this way can you be
certain that you'll always be shown all of the records that the database contains.
41
Database administration
7. Click the OK button to finalize the definition of the new user group, and to
close the User Accounts dialog box.
Changing the members
of a user group at a
later point in time
1. Use the Database > Administration > User Accounts... command.
2. Select the user group you want to change, then click the Properties... button.
3. Switch to the Group Membership tab and make the required changes there.
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42
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OLYMPUS AUSTRALIA PTY. LTD.
31 Gilby Road, Mount Waverley, VIC., 3149, Melbourne, Australia
OLYMPUS LATIN AMERICA, INC.
5301 Blue Lagoon Drive, Suite 290 Miami, FL 33126, U.S.A.
OLYMPUS (CHINA) CO.,LTD.
(biological) A8F, Ping An International Financial Center, No. 1-3, Xinyua South Road,
Chaoyng District, Beijing, 100027 P.R.C.
(Industrial) 10F, K. Wah Centre, 1010 Huai Hai Rd(M), Xuhui District, Shanghai, 200031 P.R.C.
OLYMPUS KOREA CO.,LTD.
Olympus-Tower, 114-9 Samseong-Dong, Gangnam-Gu, Seoul , Korea
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