TPD. Tucson Police Department Crime Laboratory

Transcription

1 VirtualDoxx User Manual Prepared for: TPD Tucson Police Department Crime Laboratory

2 Revision Log Manual Version Number Date /27/ /26/ /27/ VirtualDoxx Barcode and RFID Tracking Page 2 of 47

3 Table of Contents VirtualDoxx User Manual...1 Revision Log...2 Project Overview...6 Purpose of VirtualDoxx...6 VirtualDoxx Customization for TPD...7 Starting VirtualDoxx...8 Logging Into VirtualDoxx...9 Queue Statistics displayed to Administrators...9 VirtualDoxx Screens...10 TPD Record Types...10 Tabbed User Interface...11 Data Entry Modes...11 Single Data Entry Screen...11 Filling out the Single Data Entry Screen...12 Case Data Entry Fields...13 Single Data Entry Screen...14 Case Data Entry Screen Buttons...15 Input Edits and Duplicate Checking...16 SpreadSheet Multiple Data Entry...16 Save To Database without Printing...18 SpreadSheet Page Preview...19 Back to Data Button...20 Searching The Database...21 Default Search Criteria...22 Selecting Search Results...23 Printing Labels...24 Printing a Single Case File Label for a New Case...25 Printed Label Example...26 Page Preview Before Printing...27 Print Position for Partially Used Label Sheets...28 Spreadsheet Page Preview with Print Position...29 Page Next/Page Back Buttons...29 Printing Multiple Cases from SpreadSheet...30 Multiple Sheets of Printed Labels...31 Printing Records Saved to the Print Q...32 Print Queue Data in SpreadSheet...33 Creating Volume Label for a Record in the Print Q...34 Search Results Detail...35 Adding a New Exam Type to an Existing Case...36 Updated Record Detail...37 Creating a Case File from the Parent Case Detail View...38 Entering Data for the New Case File Created from Parent Case...39 Saving or Printing the New Case File Created from Parent Case...40 Search Results Right-Click Option...41 Queues...42 Updating a Record...43 Using the Tracking Screen...44 Running Reports...45 Administrative Tasks VirtualDoxx Barcode and RFID Tracking Page 3 of 47

4 Adding a New User...46 Adding a New Location...47 Adding a New Queue VirtualDoxx Barcode and RFID Tracking Page 4 of 47

5 Screen Shot Index Figure 1: TPD Record Types...7 Figure 2: VirtualDoxx Main Web Page...8 Figure 3: VirtualDoxx Logon Screen...9 Figure 4: TPD Record Types...10 Figure 5: VirtualDoxx User Interface Tabs...11 Figure 6: Selecting Data Entry Options...11 Figure 7: Data Entry for Single Case and Case File Label...12 Figure 8: TPD Data Fields...13 Figure 9: Data Entry Screen Filled In...14 Figure 10: Data Entry Buttons...15 Figure 11: Input Edit Messages...16 Figure 12: TPD 5 Label Designs...17 Figure 13: Saving Unprinted Records in Print Queue...18 Figure 14: Page Preview...19 Figure 15: Back To Data Button...20 Figure 16: Database Search...21 Figure 17: Default Search Criterion is All Active Records...22 Figure 18: Search Results with Single Record...23 Figure 19: Search Results with Single Selected Record...23 Figure 20: Printed Page with One Label...26 Figure 21: Page Preview - Print Position Figure 22: Page Preview with Starting Print Position...28 Figure 23: Page Preview - First Page...29 Figure 24: Print Queue Items in Spreadsheet after Open Queue...33 Figure 25: Print Q Page Preview...33 Figure 26: Spreadsheet with Queue Item...34 Figure 27: Case Level (Parent) Record Detail View...35 Figure 28: Locked Record Detail...36 Figure 29: Unlocked Record Detail...36 Figure 30: Updated Record Details Showing DNA Check Box...37 Figure 31: Case File Creation using Create File from Case Detail...38 Figure 32: Duplicate Error Highlighted on Input Screen...39 Figure 33: Search Result Right Click Menu for Single Record VirtualDoxx Barcode and RFID Tracking Page 5 of 47

6 Project Overview VirtualDoxx has been customized to support the records management requirements of the Tucson Police Department Crime Laboratory (TPD). After a series of meetings to understand the complexities of the TPD filing system, with four separate file rooms and multiple record types, we arrived at a solution which optimizes and tracks the filing system using barcoded labels. Purpose of VirtualDoxx VirtualDoxx is a Barcode Tracking System that can: be customized for a wide variety of tracking applications, from file folders to weapons store information about millions of items that are important to a customer capture key information about each item track the physical location of an item over time, forming a chain of custody print complex, color-coded labels VirtualDoxx is designed to: allow creation of thousands or millions of records track records uniquely identified by a barcode store records representing abstract concepts, like a legal case as well as records representing physical objects, like a file folder or piece of evidence VirtualDoxx tracks all significant events over the life of each item, creating a cradle to grave audit trail.: Creation item is entered into VirtualDoxx for tracking Updates data values are changed over time Transfers item is moved to a new location Status changes item is changed from active to a non-active status, or vice versa Views an audit trail entry is created every time an item is viewed as search results or in item detail Printing a label is printed for the item Archive item is moved to archive and possibly placed in a box D estruction item is destroyed VirtualDoxx Barcode and RFID Tracking Page 6 of 47

7 VirtualDoxx Customization for TPD After lengthy discussions with TPD staff, VirtualDoxx was customized extensively to support TPD's complex filing system with 4 file rooms and 8 record types. Further, the data being tracked was split into TWO LEVELS: 1. Case Parent Level contains data fields for the case as a whole, and check boxes indicating which of 7 main exam types have been requested/performed 2. Case File Child Level representing a physical file folder, with a barcoded label generated from VirtualDoxx and tracked forever With this Parent/Child, 2-level structure, a Case can be created once and many children can be created by referring to the existing Case Number and entering only File Type and possibly a Volume Number, if the case file has split to multiple physical volumes. A single case and one or more case files can all be created at the same time using the Data Entry screens available at the Case level. Case Files for Cases already in the database can be created by referring to the existing Parent Case Number and entering the new Case File's type. When you Download and logon to the VirtualDoxx User Interface, you will see the tree of record types, which can be expanded and collapsed: Figure 1: TPD Record Types VirtualDoxx Barcode and RFID Tracking Page 7 of 47

8 Starting VirtualDoxx To start VirtualDoxx on your local machine, the program must be launched by connecting to your network server at: VMTPDVIRDOXX Or Open your favorite web browser. 2. Browse to your local VirtualDoxx server at VMTPDVIRDOXX or Click the Download button in the top right corner. 4. VirtualDoxx will now download from your server and run locally on your computer. Figure 2: VirtualDoxx Main Web Page VirtualDoxx Barcode and RFID Tracking Page 8 of 47

9 Logging Into VirtualDoxx You may see warning messages when you download VirtualDoxx. Accept the messages by selecting Always or Yes or OK. After VirtualDoxx has launched you should see the logon screen shown below (possibly with a different photo, since they change). Figure 3: VirtualDoxx Logon Screen Enter your UserID Enter your Password Click the LOGON button Queue Statistics displayed to Administrators If you are an Administrator, the following summary of queued item counts may be displayed: VirtualDoxx Barcode and RFID Tracking Page 9 of 47

10 VirtualDoxx Screens The VirtualDoxx user interface organized into two main sections: Select list at the upper left corner, allowing users to select a Trans You can think of a Trans as a: Data View or set of data fields for a type of record A set of screens sharing the same data fields A type of record that is being tracked TPD Record Types Ini the screen shot below, there are several Trans options listed in the Select panel in the top left. Each Trans represents a record type or data view. Each record type has a different set of data fields. For TPD the Trans selections include: TucsonCase, representing all the data for a Case, with no label, barcode, or location NO LABELS are printed for this parent level NO Barcode is generated for this parent level TucsonFile, representing a Case File with a color-coded label. Barcode, or location General Files for Drugs, Firearms, Fire Debris, and Explosives DNA Files Latent Files for fingerprints FEMU files for Forensics Electronic Media Unit Toxicology Binders containing Toxicology reports TucsonBox, representing an archive box, which can contain Files TucsonLocationBarcodes printable sheets of location barcodes that can be scanned Figure 4: TPD Record Types VirtualDoxx Barcode and RFID Tracking Page 10 of 47

11 Tabbed User Interface There are several visual tabs across the top of the screen, used to move from screen to screen within the application: Project Summary - overall project information List of Users (Admins can update) List of Locations (Admins can update) List of Queues (Admins can add) List of Data Fields E-Forms for Page Preview Data Entry simple data entry for one item SpreadSheet spreadsheet-style data entry for multiple items Search Database find items already in the database and act on them Tracking scan barcodes and perform mass transfers or status updates Reports list of reports that can be run, plus list of all recent reports Figure 5: VirtualDoxx User Interface Tabs Data Entry Modes There are two modes of data entry in VirtualDoxx, single or multiple entry. Keep in mind that data entry is dependent on which data view you have selected. The default level is the Case level. Select the File level to create a single or multiple Case Files, as opposed to Cases, as in the below example. Single Data Entry Screen To enter data for a single Case, and a single Case File: Make sure Tucson Case (parent) level is selected in the top left Figure 6: Selecting Data Entry Options VirtualDoxx Barcode and RFID Tracking Page 11 of 47

12 Filling out the Single Data Entry Screen Navigate to the Data Entry tab Fill in the required and optional data fields described below Create one parent Case and one child Case File, specifying File Type Parent Case Fields are at the top - Field numbers 1-15 Child Case File Type field# 16 defines the type of printed folder label to be created Click the Save To Database or Print or Add Row button details below Additional Case Files may be created later, over time, as additional exams are requested, but using a different screen see below. Figure 7: Data Entry for Single Case and Case File Label VirtualDoxx Barcode and RFID Tracking Page 12 of 47

13 Case Data Entry Fields The fields on the Single Data Entry screen can be text fields, drop-downs and check boxes. Fields with an * are required Location is a VirtualDoxx Meta-Data field to track physical location of Case Files Notes is a VirtualDoxx Meta-Data field that allows Notes for ANY record Print Pos/Row# is used to enter a label position for printing on partially used sheets # Field Format Required Notes Location Drop-down No Defaults to FileRoomXXX based on File Type 1 *Case# Text Yes 2 Drugs Check box No General File Room 3 Drug Type Drop-down No CNA is the only option 4 Firearms Check box No General File Room 5 Fire Debris Check box No General File Room 6 Explosives Check box No General File Room 7 DNA Check box No DNA File Room 8 Latent Check box No LAT File Room 9 FEMU Check box No FEMU File Room 10 Toxicology Check box No TOX Binders 11 Analyst1 Drop-down No Location Code for Analyst 12 Analyst2 Drop-down No Location Code for Analyst 13 Analyst3 Drop-down No Location Code for Analyst 14 Analyst4 Drop-down No Location Code for Analyst 15 *Crime Class Drop-down Yes Value is just 2 digits; Drop-down shows text 16 *File Type Drop-down Yes General, DNA, Latent, FEMU, or Toxicology Volume# Text No NOT DISPLAYED, since only one case can be created and no value is entered for Volume 1 Notes Text No Print Pos/Row# Text No Next row on Spreadsheet, Enter a value if you want to SKIP LABELS because label sheet is partially used. Enter 3 to print on the third label. Figure 8: TPD Data Fields VirtualDoxx Barcode and RFID Tracking Page 13 of 47

14 Single Data Entry Screen The Case level data entry screen is shown below. the top of the Data Entry screen contains fields for the Case (parent) level the bottom of the screen allows creation of one Case File (child) record at the same time additional Case Files may be created later, over time, as additional exams are requested, but using a different screen see below you must create both a Case and a single Case File The screen shot below shows what appears to be a valid set of input data: Location is not required it will default to FileRoomGEN in this example Required Case Number is entered VirtualDoxx will check for Duplicates One optional Analyst has been selected Required Crime Class is entered Exam Type is Fire Debris, which is General File Type Optional Note is also entered The Case File label, if printed, will print in position 1 on the sheet of labels Figure 9: Data Entry Screen Filled In VirtualDoxx Barcode and RFID Tracking Page 14 of 47

15 Case Data Entry Screen Buttons The Single Data Entry screen allow you to enter the information for one Case and one Case File Button Image Function Description Print Saves new Case to VirtualDoxx Database Prints label for Case File Does not show Page Preview Save To Database Saves new Case to VirtualDoxx Database Saves new Case File to VirtualDoxx Database Asks user whether or not to put new Case File in Print Queue for printing later Add Row To Spreadsheet SpreadSheet Saves Case and Case File to Spreadsheet, as a single row You can accumulate multiple Cases in the Spreadsheet Then Print or Save them all at once, rather than individually If there is any data on the screen currently, add it as a new row to the Spreadsheet Go to SpreadSheet screen Page Preview If there is any data on the screen currently, add it as a new row to the Spreadsheet Go to Page Preview to display all data entered so far as labels Clear Input Fields Clear all input fields Stay on this screen Print Alignment Pop up Print Alignment Wizard Allow user to modify label print alignment Used if printed labels are not centered on form Figure 10: Data Entry Buttons VirtualDoxx Barcode and RFID Tracking Page 15 of 47

16 Input Edits and Duplicate Checking Before you Save or Print labels, VirtualDoxx will edit the input and alert you to any issues found: Edit Checks For Details Required Field Fields with * Case Number, Crime Class, and File Type are required. Too Long Value is too long Max length can be specified Too Short Value is too short Min length can be specified Duplicate Value already exists and must be unique Duplicate Case Numbers not allowed for Cases For Case Files, the combination of Case Number, File Type, and Volume# must be unique Validation Error Value does not exist Can NOT create a Case File for which NO Case exists In the screen shot below, there are multiple errors: the Case Number already exists it is a Duplicate the Crime Class, which is required, has not been entered the File Type, which is required, has not been entered the Notes entered are too long (maximum 250 characters) Figure 11: Input Edit Messages SpreadSheet Multiple Data Entry VirtualDoxx Barcode and RFID Tracking Page 16 of 47

17 To enter data for one or multiple labels and save them all to the database, use the SpreadSheet Tab Navigate to the SpreadSheet tab. Enter label data as you would an Excel file. Click Save To Database when finished. The Spreadsheet Data entry screen allows creation of MULTIPLE CASES and Multiple Children for each case, one case per line. As with the single label data entry, multiple entry mode will check for duplicates and alert you. The SpreadSheet screen has multiple rows; it is used to accumulate multiple records entered one at a time on the Single Data Entry screen. The Add Row button on Data Entry adds a new row to the spreadsheet. The SpreadSheet screen is shown below. There are many fields for TPD, so when they are arranged in columns, the screen is very wide. You may need to use the horizontal scroll bars. Below is a screen shot of a SpreadSheet with 5 Cases Entered, followed by Page Preview. NOTE: All 5 label designs are shown in the preview. The 5 th label is a black and white Toxicology label. Figure 12: TPD 5 Label Designs VirtualDoxx Barcode and RFID Tracking Page 17 of 47

18 Save To Database without Printing Once you have entered your data, there are two main options: Save without Printing Print, which also saves all the data from all the pages you print If you chose to Save to Database without printing, and the data passes all edit checks, you will be prompted, as follows: Figure 13: Saving Unprinted Records in Print Queue VirtualDoxx Queues are lists of records that need actions performed on them. You can view all the records in a queue to see, in a single list, all the records needed for a certain task. For instance, the Print Q will be filled with labels that need to be printed. There are many things you can do with Queues, but the once saved records are in the Print Queue, you can print them from the SpreadSheet. Save To Database created two levels of records: parent Case records child Case File records But only the Case Files have Barcodes or labels there are NO LABELS for Cases. So you must switch to the Case File data view -TucsonFile to open the Print Q. VirtualDoxx Barcode and RFID Tracking Page 18 of 47

19 SpreadSheet Page Preview Clicking Page Preview on the SpreadSheet will display all the labels, just as they will be printed, except that any sequence numbers have not yet been assigned to the barcodes: Figure 14: Page Preview VirtualDoxx Barcode and RFID Tracking Page 19 of 47

20 Back to Data Button This button will take you from Page Preview back to single Data Entry, to enter another Case: Figure 15: Back To Data Button VirtualDoxx Barcode and RFID Tracking Page 20 of 47

21 Searching The Database To search the database for records: Navigate to the Search Database tab. Enter your search criteria in the correct field(s) Click the Search button at the bottom of the screen Use % for wild card searches. For instance, searching for Smi% in the analyst search box without the quotes will return all records with analysts whose name s start with Smi. The Search screen shown below shows a search by Case#, for the case created above: Figure 16: Database Search VirtualDoxx Barcode and RFID Tracking Page 21 of 47

22 Default Search Criteria What was not so obvious in the prior search is that the default search is for Active records ONLY. Search for a specific Record Status by selecting it in e Status search criteria SCROLL DOWN the list of search criteria to see it. Figure 17: Default Search Criterion is All Active Records At the top of the screen you can also limit your search to only the selected Record Type by checking or un-checking the Limit Search To Selected button. Figure 1: Limit Search to Selected Data View VirtualDoxx Barcode and RFID Tracking Page 22 of 47

23 Selecting Search Results Once you have searched and found one or more matching records, they are displayed. Here, there is only 1 matching result: 18: Search Results with Single Record Figure Click anywhere in the row to Select the record, turning the row red. Figure 19: Search Results with Single Selected Record VirtualDoxx Barcode and RFID Tracking Page 23 of 47

24 Printing Labels The single Data Entry and multiple SpreadSheet screens can be used to create new Cases and new Case Files: New Cases will be saved to database without printing, since there is no label for a Case New Case Files will be saved to database. If user clicks Print button, they will also be printed. Here is a screen shot of a new case just entered, with acceptable values: Figure 2: Empty Single Data Entry Screen VirtualDoxx Barcode and RFID Tracking Page 24 of 47

25 Printing a Single Case File Label for a New Case After entering data as above, click the Print button and you will see: Then select the correct printer and click OK: Then select Yes or No: NOTE: If you click NO, the data will remain in the spreadsheet, but you will NOT be able to Print or Save it, because the Case was ALREADY SAVED above. Instead, go to the search screen and Search for that Case Number. Double click to see the Case Detail view and click Create File. VirtualDoxx Barcode and RFID Tracking Page 25 of 47

26 Printed Label Example The printed label from the example above looks like this, on the printed page: Figure 20: Printed Page with One Label VirtualDoxx Barcode and RFID Tracking Page 26 of 47

27 Page Preview Before Printing We recommend reviewing the labels visually before printing click on Page Preview. VirtualDoxx printing is WYSIWYG (What You See Is What You Get), so the page preview should look identical to the printed labels, except for one thing the Sequential Number in the barcode has NOT yet been assigned. It will be assigned when the record is actually printed, using the next available unused sequence number. From this Page Preview, you can click the Print button and perform the same print steps as above. If you don't like what you see in Page Preview, you can click the SpreadSheet tab at the top to return to the SpreadSheet, possibly correcting the data by editing it right in the Spreadsheet. If you click Back to Data button, you will return to the single Data Entry screen, where you can enter another Case and Case File. Figure 21: Page Preview - Print Position 1 VirtualDoxx Barcode and RFID Tracking Page 27 of 47

28 Print Position for Partially Used Label Sheets There are 6 labels on each sheet of V8960 label forms (6-up). If you only need to print 1 or 2 labels, you will end up with a partially used sheet, with 1, 2 or 3 unused labels, and 1, 2, or 3 used EMPTY positions. You don't want to print labels in the empty positions, but VirtualDoxx has no idea which sheet you put in the paper tray. You must tell VirtualDoxx if there are empty label positions that need to be skipped over. There is a field on each data entry screen to support this need: On the single Data Entry screen, the field at the bottom is called Print Pos/Row# If you enter data for multiple Cases, and click Add Row, this number will increment automatically to show that the next Case will be inserted into the SpreadSheet on row 2. On the SpreadSheet the field at the top is: If you type in 3 and click Page Preview, then you will see the label print position adjusted: Figure 22: Page Preview with Starting Print Position VirtualDoxx Barcode and RFID Tracking Page 28 of 47

29 Spreadsheet Page Preview with Print Position If you enter a starting Print Position of 5 for the same data, Page Preview will show only 2 labels: Figure 23: Page Preview - First Page Page Next/Page Back Buttons Since there are multiple pages, click Page Next to see Page 2 and Page Back to go the opposite direction. Figure 3: Page Next and Page Back Buttons VirtualDoxx Barcode and RFID Tracking Page 29 of 47

30 Printing Multiple Cases from SpreadSheet Either from the SpreadSheet or Page Preview, you can click Print to print ALL of the labels currently in the spreadsheet. Select a printer: Figure 4: Multiple Case Creation Confirmation Figure 5: Print Dialog VirtualDoxx Barcode and RFID Tracking Page 30 of 47

31 Multiple Sheets of Printed Labels The Printed Sheets of labels should match the multiple pages in Page Preview, but now the sequential numbers have been assigned and the barcodes include this value: Figure 6: Multiple Printed Pages VirtualDoxx Barcode and RFID Tracking Page 31 of 47

32 Printing Records Saved to the Print Q The Data Entry and Spreadsheet screens are primarily for creating new records. Once a record has been created, without printing, you may want to print it later. Or a label already printed may not be usable, and needs to be re-printed. One common practice is to Save To Database without printing, in order to be able to print many labels at one time, using full sheets, or just to separate the printing process from data entry. When you Save To Database and reply Yes to the following message, then all the new Case Files are automatically queued for printing. Figure 7: Save to Database without Printing You are currently on the parent Case data view. Switch to the Case File data view - click on TucsonFile: To Print them, go the the SpreadSheet screen and click Open Queue: Select the Print Q: Figure 8: Select a Queue VirtualDoxx Barcode and RFID Tracking Page 32 of 47

33 Print Queue Data in SpreadSheet After you click opening the Print queue, all items will be displayed in the SpreadSheet, one item per row. All of the rows are LOCKED and the values can NOT be changed in the SpreadSheet, because the records have already been saved to the database. The first column shows that the source of this row is DB->Q, which means it is a Database record that was put into a Queue. Figure 24: Print Queue Items in Spreadsheet after Open Queue Click Page Preview or Print to print the labels. If you enter a Starting Print Position of 6, the printed page will look like this: Figure 25: Print Q Page Preview VirtualDoxx Barcode and RFID Tracking Page 33 of 47

34 Creating Volume Label for a Record in the Print Q There is a simple short-cut if you want to create a Volume Label for an existing folder, with different Volume Number. Case Number, File Type, and Volume# uniquely identify each Case File. If a Case File gets large, it may need to go to a second volume. This second volume must have a separate label, with a unique barcode. This can be accomplished by creating a new folder with the same Case# and File Type, but Volume# 2. In this way, the second volume can be uniquely barcoded and identified. NOTE: For Volume 1, NO VOLUME# IS ENTERED. The Volume field is left empty. One way to create Volume 2 for an existing folder is to Search for the first volume and put it in the print queue. If you just Open the Print Q and print it, you will get a re-print of the label for Volume 1. But if you Click in the Volume Number column in the SpreadSheet and enter 2 as the Volume Number, it will change the Source of the row to Key, indicating this row is now NEW DATA, as if keyed in from scratch. And the new record can now be Printed or Saved To Database, like any other new record. NOTE: The Volume Number is NOT displayed on the printed label, except for Toxicology. Figure 26: Spreadsheet with Queue Item VirtualDoxx Barcode and RFID Tracking Page 34 of 47

35 Search Results Detail After performing a search, the results are displayed in the Search screen as rows. Double-Click on any row to open up that record and view detail. Figure 27: Case Level (Parent) Record Detail View VirtualDoxx Barcode and RFID Tracking Page 35 of 47

36 Adding a New Exam Type to an Existing Case Sometimes a new Exam Type needs to be added to an existing case. For example, drugs were found at a crime scene and fingerprints were taken. When the case is initially created, only one exam type will be entered by checking one of the check boxes in this case either General for the drugs or Latent for the fingerprints. But two different file folders are required for the two different exams. When the second exam is entered into VirtualDoxx, a second check box must be checked, for the second exam type. However, the Case record detail view is LOCKED when first displayed none of the fields can be updated. Click the Unlock button to unlock the record, allowing fields to be updated. Check the second exam type check box Click Update button to update the record. If you fail to click Update, no update will occur. NOTE: Only authorized users can update the contents of a record. If the Update privilege is not granted to the user who is logged on, the Unlock button will be inactivated - the record can not be unlocked. Figure 29: 28: Unlocked Locked Record Detail VirtualDoxx Barcode and RFID Tracking Page 36 of 47

37 Updated Record Detail After clicking Update, you will see a confirmation message and BOTH Drugs and Latent check boxes are now checked. Also please note that the Last Update information is now filled in for the Latent check box, showing that field was updated by Tucson Admin, along with the Date and Time. Figure 30: Updated Record Details Showing DNA Check Box VirtualDoxx Barcode and RFID Tracking Page 37 of 47

38 Creating a Case File from the Parent Case Detail View When you click on Create File in the Detail View of a Case, several things happen automatically: 1. VirtualDoxx switches to the Case File Data View, if you are currently in a different data view. 2. VirtualDoxx goes to the Data Entry screen for the Case File record type 3. All fields from the parent Case File are copied into the Data Entry screen, so that the new Case File has all the correct information from the Parent Case If the record is a Case record, there will be a button on the detail view to Create File - a child Case File. Figure 31: Case File Creation using Create File from Case Detail VirtualDoxx Barcode and RFID Tracking Page 38 of 47

39 Entering Data for the New Case File Created from Parent Case In order to create the new Case File: Select a new File Type for the new Case File in this case Latent Or, if the new Case File is the same File Type as one that already exists, you must enter a new Volume# If you don't change the File Type or Volume Number, you will get a message rejecting the new record as a duplicate of one already in the database. Duplicate Error Highlighted on Input Screen Figure 32: VirtualDoxx Barcode and RFID Tracking Page 39 of 47

40 Saving or Printing the New Case File Created from Parent Case After you enter the new File Type and/or Volume Number, click one of the following: Save To Database to save the record without printing Page Preview to see the new label before printing Print to print the label individually In this example, we clicked Save To Database: The new record is being saved without printing, but you have the option to put the new record in the Print Queue, to be printed later. If you search for the Case#, you will see the Case and both Case Files: Please note the following: The Case has both Drugs and Latent check boxes checked The first Case File has only Drugs checked, since this is the Drugs (General) label The second Case File has only Latent checked, since this is the Fingerprint (Latent) label Only the two Case Files have a Location - there is no Folder or Label for the parent Case The Location for each Case File was determined by the File Type, since no Location was entered Each Case File has a unique Barcode there is no Barcode for the Case parent level VirtualDoxx Barcode and RFID Tracking Page 40 of 47

41 Search Results Right-Click Option Records can be highlighted, selected, and right-clicked from the search results to perform quick tasks. When right-clicked records will display the following menu: Figure 33: Search Result Right Click Menu for Single Record To get to the menu perform the following instructions: 1. Search for records needed using the Search Database tab. 2. SHIFT-Click and CONTROL-Click on records to select only wanted records. 3. Right-Click on the selected records. 4. Select the action to perform on the selected records. Viewing the record will open a new window with that record s data and information and may look like the following: VirtualDoxx Barcode and RFID Tracking Page 41 of 47

42 Queues VirtualDoxx Queues are used as a place to isolate records that need actions performed on them. They provide a single location to access all the records needed for a certain task. For instance, the Print Q will be filled with labels that need to be printed. VirtualDoxx Barcode and RFID Tracking Page 42 of 47

43 Updating a Record To update a record the following instructions should be performed: 1. Search for the record to be updated. 2. Double-Click on the record to open it. 3. Note that the data is grayed out 4. Click the "Unlock" button, note the grayed out text is now visible. 5. Edit the records information to your liking. 6. Click the "Update" button to save the changes to the database. VirtualDoxx Barcode and RFID Tracking Page 43 of 47

44 Using the Tracking Screen The VirtualDoxx Tracking Screen can be used by following this example: 1. Navigate to the "Tracking" tab. 2. Select a "Default Destination" or "Default Status" if needed. 3. Scan a barcode while the barcode text box is highlighted. 4. Continue scanning until all items have been scanned. 5. Select destinations and a status for each record scanned. 6. Click the "Finished Scanning" button. The Tracking Screen can be seen below: VirtualDoxx Barcode and RFID Tracking Page 44 of 47

45 Running Reports VirtualDoxx Reports can be accessed and used by following the below instructions: 1. Navigate to the "Reports" tab. 2. Select a report to run from the drop-down menu. 3. Click "Run Report" 4. Double-Click the latest report added to the list below. The reports tab can be see below: VirtualDoxx Barcode and RFID Tracking Page 45 of 47

46 Administrative Tasks If you are an administrator you may complete the following tasks, but first navigate to the Project Summary tab: Adding a New User A VirtualDoxx User is a person who can Logon to VirtualDoxx 1. From the Project Summary tab, click Add User. 2. Enter a new UserID, name, password (twice), and optional address. 3. Select the users role. (TPD is NOT using the Requestor Role currently) 4. Give the user access to at least one Data View (Layout). 5. OPTIONALLY make user a location at the same time by entering a Location Barcode and optional description. The Add User window can be see below: VirtualDoxx Barcode and RFID Tracking Page 46 of 47

47 Adding a New Location Users with Administrative privileges can Add New Locations 1. From the Project Summary tab, click Add Location. 2. Enter the location's barcode and description. 3. If the location is a Home Location, such as FileRoom, check the box. 4. OPTIONALLY make the new location a user at the same time by entering UserID, Password, Role and Layouts, as detailed above. The Add Location window can be see below: Adding a New Queue Queues are lists of Cases or Case Files requiring action, such as printing or review 1. From the Project Summary tab, click Add Queue. 2. Enter the Queue's ID, E-Form, type, and description. 3. Click "OK" The Add Queue window can be see below: VirtualDoxx Barcode and RFID Tracking Page 47 of 47