RFID Tracking System Manager

Transcription

1 RFID Tracking System Manager User Guide Version 3.x 3M Track and Trace Solutions 3M Center, Building 225-4N-14 St. Paul, Minnesota , Rev. E

2 M. All rights reserved. 3M RFID Tracking System Manager User Guide Version 3.x , Rev. E 3M is a trademark of 3M. Microsoft, Windows, and SQL Server are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. The information contained herewithin is intended for use by 3M customers, agents and employees, and should not be distributed to outside parties.

3 3M RFID Tracking System Manager Table of Contents Overview... 1 Tracking System concepts and terminology...1 Groups...1 Folders...1 Locations...2 Computers...2 Example: Tracking System architecture...3 System Manager functions...4 Connect to the Tracking Database with System Manager...5 System Manager access...6 Logging on as a System Administrator...6 Logging on as a Group Administrator...7 Exiting from the Admin Mode...7 Setting up Groups... 8 Modifying a single Group...8 Creating and configuring a new Group...9 Splitting an existing Group into multiple Groups...10 Adding a Group...11 Modifying a Group s Settings...14 Deleting a Group...15 Managing Folders Using the Folder View Filter...21 Modifying Folder Information...22 Transferring Folders to a Different Group...23 Pre-transfer considerations...23 Folder transfer procedure...24 Setting up Data Imports Overview...26 Creating data imports for Folders...27 Creating data imports for Locations...29 Creating data imports for lists...31 Creating batch files to automate data imports...34 Batch file automation procedure...34 Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E i

4 Performing a Data Import Troubleshooting Import Errors...39 Import error and warning indicators...39 Using the data import Details tab...39 Using the Data Import Log...39 Setting up Locations Adding a location...41 Modifying a location...42 Removing a location from a group...42 Deleting a location...48 Setting up Computers Using Locator and Pad Monitor to modify computer settings...50 Adding a computer...50 Deleting a computer...52 Setting up Lists List types...53 List sources...53 Creating a list...54 Editing a list...56 Using the 3M RFID Handheld Tracker with System Manager Import and Export overview...57 Multiple-group considerations...57 Configuring Handheld Export settings...58 Step 1 Set the memory card path...58 Step 2 Define the export format...59 Step 3 Include "Alert for non-allowed group folders (****) in the export list...60 Export to Handheld procedure...61 Import from Handheld procedure...62 Removing the memory card...63 Using the Tag Programmer Introduction...64 Tag programming considerations...65 Planning...65 Programming tags for multiple groups...65 Tag programming options...65 Creating tags for multiple volumes...66 Using search lists during programming...66 Programming Folder tags...67 Programming Method 1 Manual data entry...67 Programming Method 2 Programming from a list...68 Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E ii

5 Programming Location tags...69 Programming location tags from the locations list...70 Programming messages and errors...71 Blanking tags...72 Configuring Tag Programmer settings...73 Item Tags tab...73 Other Tags tab...76 Determining tag placement...77 General tag placement guidelines...77 Tagging the front edge of a folder...78 Tagging the top edge of a folder...79 Tagging three-ring binders...80 Tagging folders with metal binding clips...81 Appendix A Creating an ODBC Data Source for Data Imports Selecting an ODBC data source option...82 Option 1 Using files as your ODBC data source...83 Step 1 Select a format for your import source files...83 Step 2 Create an import folder for your files...83 Step 3 Create files for your folders and locations...84 Step 4 Set up an ODBC data source for your files...84 Option 2 Using direct queries to an existing database as your ODBC data source...85 Creating a Microsoft Access ODBC data source...85 Creating a Microsoft SQL Server ODBC data source...86 Appendix B ODBC Data Source Examples for Data Import Files Creating an ODBC data source for CSV-delimited files...89 Creating an ODBC data source for fixed-length files...91 Creating an ODBC data source for tab-delimited files...93 Appendix C Tag Programming Troubleshooting and Log Files Tag programming Troubleshooting...95 Log Files for System Manager...95 Requesting service M service phone numbers...96 Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E iii

6 Overview Tracking System concepts and terminology The 3M RFID Tracking System consists of networked software and RFID tag-reading hardware that tracks the locations of file folders (with 3M RFID Tags attached) as they are picked up from and delivered to various locations throughout an office building. The software consists of a networked Tracking Database and a suite of 3M software applications that enable you to set up and maintain the system, check-in and check-out folders, and ultimately, to search the database to determine the locations of specific folders. The software components described below are created and maintained by System Manager Software. IMPORTANT NOTE CHANGES EFFECTIVE IN VERSION 3.10 The system now includes support for time zones. All date/time fields are stored in UTC on the database server and are converted to the client time zone and format settings that initiate the update/query. For example, if a file is checked into a pad in Boston at 11:15 AM local time, when a user in San Francisco queries the database for that record, they will see 8:15 AM appear on their screen (Eastern time is 3 hours ahead of Pacific time). Exception: In all reports, the time displayed to users will be for the server time zone only. Groups A group is a collection of file folders, locations, lists, and configuration settings that are used by a specific group of people within an office. For example, a law office may have independent groups (corporate law, IP, etc.) that operate autonomously. A System Administrator creates the various groups that will use the Tracking System. Group Administrators can add and modify records, locations, and computers for specific groups. Each folder can belong to one group only. Each location can be configured for use with one or more allowed groups. Each list (pull list, search list, shelf-order list) belongs to one group only, and may only contain folders from that group. Only users whose computers are allowed access to a group will be able to view information for that group. Folders The term folder refers to a file folder equipped with an RFID tag programmed with a unique Item ID. The following information is stored in the networked Tracking Database for each folder: the folder s ID, the folder s location, up to eight user-defined fields (imported from an office-specific records database), and other folder information. Each folder is assigned to a single group in the Tracking Database. The folder should only be checked in or checked out to locations that are members of that group. As folders move from location to location, various networked software and RFID tag-reading hardware track the locations of the folders and update the Tracking Database. As you add new folders to your office, they can be automatically imported from your database into the Tracking Database. New folder information also can be entered manually by a Group or System Administrator. In this example, an office has five separate groups that each have their own folders, locations, and lists. In this example, the Corporate group contains 206 folders that are tracked as they move to various locations. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 1

7 Locations A location refers to an office or area (often associated with a specific person) where file folders may be located. A Group Administrator creates the various locations that will use the Tracking System. Most locations are associated with a computer although some locations do not require a computer (for example, a location called off-site ). Some locations may be associated with multiple computers: for example, a large file room with one computer at each entrance. Allowed Groups The Allowed Groups setting defines which group s folders can be checked into or checked out from a location, i.e., which group(s) the location belongs to. Some locations (file rooms, or staff that work with multiple groups) may belong to more than one group. Since the primary purpose of the system is to track the locations of folders, the system allows you to inadvertently use a Tracking Pad to check-in a folder at a location that does not belong to that folder s group. The system user is alerted when this happens and the system tracks the location, even though it is not in the correct group. In this example, folders from the Corporate, IP, Litigation, and Real Estate groups can be checked into or checked out from the Reception Area location. Computers Computer configuration defines which software functions are allowed and which groups may be accessed and viewed when running Tracking System software. Allowed Groups Select the Allowed Groups check boxes in the Modify Computer dialog box to specify which groups can be accessed when using Locator, Pad Monitor and System Manager software on this computer. In order to perform data imports for all groups, a computer (3M recommends a server) must be a member of all the allowed groups. Location Most computers are associated with a location. The Modify Computer dialog box allows you to assign a location to a computer. Only a location that is a member of all the Allowed Groups selected for the computer can be assigned to the computer. (Any location that does not meet this criterion will not appear in the Location drop-down list.) Often, the location name and the computer description are similar. However, a location may be assigned to more than one computer (e.g., computers at each end of a file room may be assigned the File Room location). Users who do not require a check-in/check-out location may have a computer without a location assigned to it. In this example, 3M Locator, Pad Monitor, or System Manager software running on this computer can only view and work with the Corporate group (the only allowed group). Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 2

8 Example: Tracking System architecture The Tracking System shown in this example has two groups: Corporate and Litigation. Each group has its own folders that should only be checked into or out of locations that are members of the group. Often, locations belong to only one group, e.g., the Allie Johnson location belongs to the Corporate group. Some locations (such as the File Room) that will process folders from different groups are members of more than one group. (In this example, the File room is a member of both the Corporate group and the Litigation group.) A staff member who works for both groups may also be a member of both the Corporate and Litigation groups. Each computer is configured to define which groups can be accessed and what types of functions (Locator check-out, System Manager use, etc.) can be performed on that computer. In this example, Jill Andrews computer is set up so that when using Locator, Pad Monitor, or System Manager, she can only access the Corporate group. Tracking Database Group 1 Corporate Group 2 Litigation Group 1- Corporate Location 1 Allie Johnson Location 2 Jill Andrews Location 5 File Room1 Group 2 - Litigation Location 3 John Santos Location 4 Gary Bartz SM_019 Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 3

9 System Manager functions System Manager is the primary software application used to set up and maintain the Tracking System. To perform most System Manager functions (see table below), you must enter Admin Mode using an Administrator password. Users not having an Administrator password can program tags and perform import/export functions, but are not allowed to perform most setup tasks. The System Manager functions listed below can be performed by administrators and users as described. System Administrator Group Administrator Non-Admin Users Add a group Yes No No Modify a group Yes (all groups) Yes (specific groups) No Transfer folders from one group to another Yes (all groups) No No Add, modify, or delete locations used in the Tracking Database Yes (all groups) Yes (specific groups) No Add, modify, or delete computers used in the Tracking Database Yes (all groups) Yes (specific groups) No Add, modify, and delete folders Yes (all groups) Yes (specific groups) No View folder, location, or list information for group Yes (all groups) Yes (specific groups) Yes (specific groups) Modify list contents (add or delete Item IDs) Yes (all groups) Yes (specific groups) Yes (specific groups) Modify Programmer Settings Yes (all groups) Yes (specific groups) No Program tags for group Yes (all groups) Yes (specific groups) Yes (specific groups) Modify Data Import Settings Yes (all groups) Yes (specific groups) No Import data (folder, location, and list information) for each group from a third-party system (either directly or from a file) Yes (all groups) Yes (specific groups) Yes (specific groups) Export shelf-order and search lists to the Handheld Tracker Yes Yes Yes Import inventory data from the Handheld Tracker Yes Yes Yes View Memory Card Info Yes Yes Yes Modify Handheld Export Settings Yes Yes Yes View Data Import Log Yes (all groups) Yes (specific groups) Yes (specific groups) Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 4

10 Connect to the Tracking Database with System Manager Step 1 Open the 3M RFID Tracking System Database Connection dialog box From the Tools menu, click Database connection settings. The 3M RFID Tracking System Database Connection dialog box appears (see next page). Step 2 Enter your database connection settings 1 In the SQL Server name box, type the name of the server that hosts the RFID database. 2 In the Database name box, select the name of the RFID database. 3 In the Connect using section, choose one of the following connection options: 3M RFID Tracking System standard user If your IT staff has selected this option, the account name is pre-set. Enter the password for this account. If you do not know your password, contact your IT department. Click Connect to save these settings. Windows authentication This selection will use your Windows log-in account to access the 3M Tracking Database. Your account must have assigned rights to access and update the database. Click Connect to save these settings. Important: If you change the connection method on a workstation FROM a 3M Standard User account OR a SQL account TO Windows authentication AND the workstation has Pad Monitor software installed, you may need to change the account that the fttracker service runs under so it will connect. (See the Troubleshooting section in the RFID Tracking Pad Monitor User Guide for details.) SQL Server authentication Enter the log-in name and password of an existing SQL account that has assigned rights to the 3M RFID Tracking Database. Click Connect to save these settings. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 5

11 System Manager access Admin users are typically IT staff or other staff responsible for managing physical folder creation and identification (e.g., paralegal, file-room supervisor, etc.). There are two levels of Administrators: System Administrator A System Administrator can perform all System Manager functions for all groups. The System Admin password cannot be changed. Group Administrator A Group Administrator has access to most System Manager functions for one or more designated group(s). Each group has a user-defined Group Admin password. When configured to do so, a Group Administrator can log on for multiple groups. The Enable Admin Features dialog box allows you to log on as an Administrator for multiple groups. Logging on as a System Administrator The System Administrator password cannot be changed. 1 From the System Manager Tools menu, select Admin Mode. The Enable Admin Features dialog box appears. 2 Select the <System> check box and click OK. The Enter Password dialog box appears. 3 Type the System Administrator Password and click OK. The Enable Admin Features dialog box appears with check boxes for all groups selected. This indicates that you have administrative privileges for all groups. 4 Click OK. Copyri ght , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 6

12 Logging on as a Group Administrator 1 From the System Manager Tools menu, select Admin Mode. The Enable Admin Features dialog box appears. 2 Select the check box of a group where you have Admin privileges and click OK. The Enter Password dialog box appears. 3 Type the Group Password and click OK. Passwords are case-sensitive (1-20 characters). If desired, you can select another group and enter its password to enable Admin privileges for more than one group. Checks appear next to the group(s) where you currently have administrative privileges. Group Administrator passwords can be changed. (See Step 3 Change the Admin Password for the group (optional) on page 11). 4 Click OK. You can log on as a Group Administrator for more than one group. Exiting from the Admin Mode 1 From the System Manager Tools menu, select Admin Mode. The Enable Admin Features dialog box appears. 2 Deselect (uncheck) all currently selected check boxes. 3 Click OK to exit from Admin mode. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 7

13 Setting up Groups During initial installation of the Tracking System, the default group must be configured and populated with your site data. As your needs change, you may want to split groups or add new groups. Various scenarios for adding or modifying groups are described in the following procedures: Modifying a single Group on page 8 Creating and configuring a new Group on page 9 Splitting an existing Group into multiple Groups on page 10 Modifying a single Group Step 1 Configure the Group Configuring a group includes defining the group name, the field names that will be displayed in System Manager and Locator software, and the default Locator search categories for that group. See Modifying a Group s Settings on page 14. Step 2 Set up Data Imports for the new group Data imports are used to populate and update the Tracking Database. Data imports require an ODBC data source and a query written for specific data (e.g., folders, locations, and imported lists, all for specific groups). A data import can query customer databases, text files, or the Tracking Database. See Setting up Data Imports on page 26. Step 3 Perform Data Import for the new group The data import process populates the Tracking Database with all the data associated with the folders that you want to track. The import can also include locations and lists. See Performing a Data Import on page 38. Step 4 Add/configure Locations You must add and configure any new locations in the Tracking Database. See Setting up Locations on page 40. Step 5 Add/configure Computers Use the Modify Computer settings to define the location and other settings for each computer that is running Tracking System software. See Setting up Computers on page 49. Step 6 Create Lists (optional) A list is a collection of folder IDs compiled for a specific task (locating missing folders, defining the shelf order used in a file room, etc.) See Setting up Lists on page 53. Step 7 - Program Tags for the new group See Using the Tag Programmer on page 64. Step 8 - Install client software/hardware For information on installing software, see the 3M RFID Tracking System Installation Guide located in this binder under the Installation tab. You must purchase a Workstation License for each computer on which you install 3M RFID Tracking System software. Remote installation - Your IT staff may want to perform network software installations and remote configuration of computer settings for Pad Monitor, Locator, and System Manager software. Local installation - You can install Pad Monitor, and System Manager software locally (at each computer). Step 9 - Perform Handheld Tracker Inventory (optional) See Using the 3M RFID Handheld Tracker with System Manager on page 57. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 8

14 Creating and configuring a new Group Use this procedure if your site is adding a completely new group (new folders, computer, locations, etc.) to an existing installation. Step 1 Add a Group Adding a group includes defining the group name, the field names that will be displayed in System Manager and Locator software and the default Locator search categories for that group. See Adding a Group on page 11. Step 2 Set up Data Imports for the new group Data imports are used to populate and update the Tracking Database. Data Imports require an ODBC data source and a query written for specific data (e.g., folders, locations, and imported lists, all for specific groups). A data import can query customer databases, text files, or the Tracking Database. You must create separate data imports for each group defined in the Tracking Database. See Setting up Data Imports on page 26. Step 3 Perform Data Import for the new group The data import process populates the Tracking Database with all the data associated with the folders that you want to track. The import can also include locations and lists. See Performing a Data Import on page 38. Step 4 Add/configure Locations You must add and configure any new locations in the Tracking Database. See Setting up Locations on page 40. Step 5 Add/configure Computers Use the Modify Computer settings to define the location and other settings for each computer that is running Tracking System software. See Setting up Computers on page 49. Step 6 Create Lists (optional) A list is a collection of folder IDs compiled for a specific task (locating missing folders, defining the shelf order used in a file room, etc.) Each group can have its own unique set of user-defined lists. Each list name must be unique (i.e., no two lists for any of the groups can have the same name). See Setting up Lists on page 53. Step 7 - Program Tags for the new group See Using the Tag Programmer on page 64. Step 8 - Install client software/hardware For information on installing software, see the 3M RFID Tracking System Installation Guide located in this binder under the Installation tab. You must purchase a Workstation License for each computer on which you install 3M RFID Tracking System software. Remote installation - Your IT staff may want to perform network software installations and remote configuration of computer settings for Pad Monitor, Locator, and System Manager software. Local installation - You can install Pad Monitor and System Manager software locally (at each computer). Step 9 - Perform Handheld Tracker Inventory (optional) See Using the 3M RFID Handheld Tracker with System Manager on page 57. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 9

15 Splitting an existing Group into multiple Groups Use this procedure if you want to split an existing group into two or more autonomous groups. Step 1 Add a Group Adding a group involves defining the group name, the field names that will be displayed in System Manager and Locator software, and defining the default Locator search categories for that group. See Adding a Group on page 11. Step 2 Transfer selected folders to the new group See Transferring folders to a different group on page 22. Step 3 Set up Data Imports for the new group Data imports are used to populate and update the Tracking Database. Data Imports require an ODBC data source and a query written for specific data (e.g., folders, locations, and imported lists, all for specific groups). A data import can query customer databases, text files, or the Tracking Database. If you are splitting a single-group Tracking Database into multiple groups, you must create separate data imports for each group. Each group s data imports must query the customer database (or files) so only folder records that belong to that group are imported. See Setting up Data Imports on page 26. Step 4 Perform Data Import The data import process populates the Tracking Database with all the data associated with the folders that you want to track. The import can also include locations and lists. See Performing a Data Import on page 38. Step 5 Configure Locations You must add and configure any new locations and modify the Allowed Groups for existing locations in the Tracking Database. The Allowed Groups settings define which group s folders can be checked into or out from the location, i.e., which group(s) the location belongs to. See Setting up Locations on page 40. Step 6 Configure Computers Use the Modify Computer settings to define which groups can be accessed and viewed from each computer that is running Tracking System software. See Setting up Computers on page 49. Step 7 Modify lists A list is a collection of folder IDs compiled for a specific task (locating missing folders, defining the shelf order used in a file room, etc.) Each group can have its own unique set of user-defined lists. Each list name must be unique, i.e., no two lists for any of the groups can have the same name. See Setting up Lists on page 53. Step 8 Perform Handheld Tracker Inventory (optional) See Using the 3M RFID Handheld Tracker with System Manager on page 57. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 10

16 Adding a Group When you add a group you must define the group name, the field names that will be displayed in System Manager and Locator software, and the default Locator search categories for that group. After adding a group to the Tracking Database, you need to continue setting up the various components of the group, including ODBC data sources, data imports, locations, computers, and lists for the new group. For an outline of how to add and configure groups, see Setting up Groups on page 8. Step 1 Add a new group 1 Enter Admin Mode as a System Administrator. 2 From the View menu, select Groups. Groups information appears. 3 Click Add. The Add Group dialog box appears. Step 2 Define the group name and label 1 In the Name text box, type the group name. This is the group name that will be displayed in various Tracking System software modules. 2 In the Label text box, type the label name. The group label is only used with installations that interface with thirdparty applications utilizing the 3M RFID Tracking System External Interface Specification. Step 3 Change the Admin Password for the group (optional) 1 In the Admin Password text box, type the new password. 2 In the Confirm Admin Password text box, retype the new password. Default Group Password: admin (case-sensitive) Group Password limits: 1 20 characters (case-sensitive) Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 11

17 Step 4 - Define the group s Field Names 1 In the Add Group dialog box, click the Field Names tab. 2 Type the field names (column headings) that will be displayed in System Manager and Locator software (see description below). Determining Field Names The field names set in the Field Names tab should match the column order set in that group's data import query. Refer to the Query (defined in the group s Data Import for folders) for the type of data imported into each field. If you have users who routinely work with multiple groups, you may want to standardize the positions of the data fields. Column Headings During normal operation, the field names you define for a group appear as column headings in System Manager and Locator software. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 12

18 Step 5 Define the default search fields (search categories) that will appear in Locator software These are the Locate by search categories that will appear the first time a Locator software user performs a search of a group. Select search categories that will be meaningful to the common tasks and workflow at your site. Each group can have its own set of default search fields. Each Locator software user can customize the search categories that appear on their computer. 1 Click the Locator Setup tab in the Add Group dialog box. 2 Use the drop-down list boxes to define the default search categories that will initially appear in Locator software. The list box contains the field names defined in the Field Names tab as well as some predefined field names including Location. 3 Click OK. Step 6 Continue setting up the group After adding a group to the Tracking Database, you need to continue setting up the various components of the group. This includes creating ODBC data sources, data imports, locations, computers, and lists for the new group. For an outline of the steps required, see Setting up Groups on page 8. The search fields (Locate by) that you define using System Manager will appear the first time a user starts Locator software. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 13

19 Modifying a Group s Settings To modify a group s settings, you must first enter Admin Mode as an administrator for that group or as a System Administrator. You can modify the following group settings: Group name and label Admin Password for the group Default Group Password: admin (case-sensitive) Group Password limits: 1 20 characters (case-sensitive) Field names (column headings that appear in System Manager and Locator software) Default Locator search criteria 1 Enter Admin Mode as an administrator. 2 From the System Manager View menu, click Groups. Groups information appears. 3 Select (highlight) the group that you want to modify. 4 Click Modify. The Modify Group dialog box appears (see below). 5 Click on any of the three tabs (below) and make necessary changes. For detailed descriptions of the group settings, see Adding a Group on page After completing modifications, click OK. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 14

20 Deleting a Group Only a System Administrator can delete a group. Overview Before you can delete a group, you must remove all folders, locations, lists, computers or data imports that are assigned to the group. If you try to delete a group that is still being used, the following message appears: Example The procedure for deleting a group uses an example where a group named Temp was no longer needed. Before this group could be deleted, the following steps were performed: Step 1 Transfer all folders from the group that you want to delete to another group (See page 16.) Thirteen folders were transferred from the Temp group to the Corporate group. Step 2 Remove the group from the allowed group list of all computers. (See page 17.) The Temp group is removed from the allowed groups list of all computers that were assigned to the Temp group. Step 3 Delete all lists that belong to the group that you want to delete (See page 17.) All lists associated with the Temp group were deleted. Step 4 Remove the group from the allowed group list of all locations (See page 18.) The Temp group is removed from the allowed groups list of all locations that were assigned to the Temp group. Step 5 Delete all data imports for the group that you want to delete (See page 19.) Each data import associated with the Temp group was deleted. Step 6 Delete the group (See page 20.) System Manager software was used to delete the Temp group. The procedure on the following pages describes in detail how to delete a Group. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 15

21 Step 1 Transfer all folders from the group that you want to delete to another group. 1 Enter Admin mode as a System Administrator. 2 Start System Manager, then display all folders that belong to the group that you want to delete. a From the View menu, select Folders. b From the Group list box, select the group that you want to delete. In this example, the group name is Temp. A list of all folders that currently belong to the group appears. 3 Check the Location column to make sure that each folder s location is a member of the destination group. If not, you may want to use Locator or Pad Monitor software to check-out folders to a location that is a member of the destination group. 4 Transfer all folders to another group. a Select (highlight) all the folders. b Click Transfer. The Transfer Folders dialog box appears. c From the drop-down list, select the destination group. d Click OK. 5 The folders are transferred to the destination group. Lists - During transfer, any lists in the old group that contained one or more of the transferred folders will either be modified or re-created in the destination group. Order and Pull lists - Any transferred folders that appeared on order or pull lists in the old group will be removed from those lists. Search Lists - Any search lists in the old group (that contain one or more of the transferred folders) will be converted into a new search list that is assigned to the destination group. Any new search list will be assigned the same name with a two-digit number added to the end of the name. The new search list only contains folders that were transferred to the destination group. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 16

22 Step 2 Remove the group from the allowed group list of all computers. 1 Display the computers that belong to the group that you want to delete. a From the System Manager View menu, select Computers. b From the Group list box, select the group that you want to delete. In this example, the group name is Temp. c From the View list box select Only Current Group. Any computer that belongs to the group that you want to delete will be listed. 2 Remove the old group from each computer s Allowed Groups list. a Select a computer and click Modify. The Modify Computer dialog box appears. b In the Allowed Groups list, clear the group s check box. In this example, clear the Temp check box. c Repeat for all the computers listed. 3 Click OK. Step 3 Delete all lists that belong to the group that you want to delete. 1 From the System Manager View menu, select Lists. 2 From the Group list box, select the group that you want to delete. In this example, the group name is Temp. 3 From the Type list box, select All. 4 Select (highlight) a list. 5 Click Delete. 6 Repeat until all lists for that group have been deleted. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 17

23 Step 4 Remove the group from the allowed group list of all locations. 1 Display the locations that belong to the group that you want to delete. a From the System Manager View menu, select Locations. b From the Group list box, select the group that you want to delete. In this example, the group name is Temp. c From the View list box select Only Current Group. Any location that belongs to the group that you want to delete will be listed. 2 Remove the location(s) from the group. a Select a location and click Modify. b In the Modify Location dialog box, clear the Current Group check box. c Click OK. 3 Repeat the above step for all the other locations. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 18

24 Step 5 Delete all data imports for the group that you want to delete. 1 From the System Manager Group list box, select the group that you want to delete. In this example, the group name is Temp. 2 From the Tools menu, click Data Import Settings. The Data Import Settings dialog box appears. 3 Select (highlight) a data import from the list. 4 Click Delete. 5 Select and delete all of the data imports. 6 After all of the data imports have been deleted, click Close. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 19

25 Step 6 Delete the group. 1 From the System Manager View menu, click Groups. The Groups information appears. 2 Select (highlight) the group that you want to delete. 3 Click Delete. The Delete Group dialog box appears. 4 Click Yes. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 20

26 Managing Folders Using the Folder View Filter The System Manager Folder view lets you specify which folders are displayed. 1 From the System Manager View menu, select Folders. Folder information is displayed, as well as the Filter Setup drop-down list, text box, and Filter button. 2 From the Filter Setup drop-down list, select the field that you want to filter, e.g., client, ID, etc. 3 In the text box, type the first few characters of the information that you want to display. The filtering will also include any characters that occur to the right of what you typed. You can also click the browse [ ] button and select from a list of all entries for the selected field. 4 Click Filter. The Folders list will refresh and display the folders that you specified. Filtering examples Example 1 In this example, type Ac in the text box to display all the folders whose Description fields begin with Ac. In this instance, all the Acquisition papers (6 items) are displayed. Example 2 In this example, the first four numbers of the Item ID (4262 = Jones Bros.) are entered to filter the display. 29 folders are displayed. To refine the filtering, you could type additional characters (e.g., ) and click Filter. Now, 5 folders are displayed. Copyright , 3M. All rights reserved. RFI D Tracking System Manager User Guide, Rev. E 21

27 Modifying Folder Information Folder information can only be modified by Group or System Administrators. 1 Enter Admin Mode as a Group or System Administrator. 2 From the System Manager View menu, select Folders. Folder information and several buttons are displayed. 3 Select (highlight) the folder you want to modify, then double-click the row or click the Modify button to open the Modify Folder dialog box. 4 Modify the information by: Typing the information in the text boxes, or Selecting an item from the lower list and clicking Copy. This inserts the information into the text boxes. 5 When the information is complete, click OK. Copyright , 3M. All rights reserved. RFI D Tracking System Manager User Guide, Rev. E 22

28 Transferring Folders to a Different Group Occasionally, you will need to transfer folders from one group to another group. This typically occurs when your site s needs change, and you want to create new groups or split up existing groups. Pre-transfer considerations Data Import If you are splitting a group into multiple groups, you must create separate data imports for each group. Each group s data imports must query the customer database (or files) so that only folder records that belong to that group are imported. Perform the transfer before performing a data import. Import errors will occur if you attempt to import folders into the new group when the folders already exist in the old group. (The Tracking Database does not allow the same folder to exist in two different groups.) Field data compatibility If you transfer folders from a group whose data fields (columns) are different from the destination group, the folder s field data does not change to reflect the new group (i.e., data may appear under the wrong column heading, some data may be missing). Lists During transfer, any lists in the old group that contained one or more of the transferred folders will either be modified or recreated in the destination group: Order and Pull lists Any transferred folders that appeared on order or pull lists in the old group will be removed from those lists. Search Lists Any search lists in the old group that contain one or more of the transferred folders will be converted into a new search list. The new search lists are assigned to the destination group. Any new search list will be given the same name with a two-digit number added at the end of the name. The new search list will only contain folders that were transferred to the destination group. This is corrected once you perform a data import for the group. (The data import used by the destination group will import the new field data and place it in the correct position.) Location compatibility When you transfer folders to a different group, the Tracking Database location for each folder remains the same. There could be situations where you transfer folders to a new group and the current folder location does not belong to the new group. In this case, you should physically locate and check-out the folders to a new location that belongs to the new group. (You can do this before or after the transfer.) Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 23

29 Folder transfer procedure In the following example, six (6) folders from the Corporate group are transferred to the IP Group. Do not run a data import until you have completed this transfer procedure. Step 1 Determine location compatibility with the new group (optional) You may want to make sure that the current locations of all the folders that you want to transfer are members of the group that you want to transfer them to (destination group). If the folders are not in a location that belongs to the destination group, you will want to check-in the folders to a location that is a member of the destination group. (See example below.) 1 Log into Admin Mode as a System or Group Administrator. 2 From the System Manager View menu, select Folders. 3 From the Group list box, select the group that contains the folders that you want to transfer. (In this example, the group name is Corporate.) 4 Find the folders that you want to transfer. 5 Make sure that the current location for each folder is a member of the destination group. In this example: The Carolann Jones location belongs to the Corporate group but does not belong to the IP group (destination group). If desired, use Pad Monitor or Locator software to check-out the folders at the Carolann Jones location to a location that belongs to the destination group. You may also decide to perform the check-out after you transfer the folders to the destination group. Copyright , 3M. All rights rese rved. RFID Tracking System Manager User Guide, Rev. E 24

30 Step 2 Select and transfer the folders 1 From the System Manager View menu, click Folders. 2 From the Group list box, select the group that contains the folders that you want to transfer. 3 Select (highlight) the folders that you want to transfer. 4 Click Transfer. The Transfer Folders dialog box appears. 5 From the drop-down list, select the destination group (the group where you want to transfer the folders). Note the number of folders that are being transferred. 6 Click OK. The folders are transferred to the destination group. 7 During transfer, any lists in the old group that contained one or more of the transferred folders will either be modified or re-created in the new group: Order and Pull lists - Any transferred folders that appeared on order or pull lists in the old group will be removed from those lists. Step 3 Create search or pull lists (optional) If desired, you can create a search list or pull list of all the folders that you want to transfer. This could be helpful if you want to use the Handheld Tracker to locate some of the folders that are in locations that are not members of the destination group. Search Lists - Any search lists that contain one or more of the transferred folders from the old group will be converted into a new search list. The new search lists are assigned to the destination group. Any new search list will be given the same name with a two-digit number added at the end of the name to ensure that each name is unique. The new search list will only contain folders that were transferred to the destination group. Note: If you display new folders in their new group, data may appear under the wrong column headings, or some data may be missing. This is normal and is due to different field name setups in the new group. This will be corrected when you run a data import for the group. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 25

31 Setting up Data Imports Data imports are used to populate and update the Tracking Database. Data imports require ODBC data sources and a query written for specific data, e.g., folders, locations, and imported lists, all for specific groups. A data import can query customer databases, text files, or the Tracking Database. For more information on setting up ODBC Data Sources, see Appendix A Creating an ODBC Data Source for Data Imports on page 82. Data imports are usually automated with a batch file to run unattended on a server where System Manager resides. See Creating batch files to automate data imports on page 34. Overview Data Import Types There are three data import types: Folder imports A folder import is required to initially populate the Tracking Database with folder records from the customer database and then, on a regular basis, to add new folders to the Tracking Database. Location imports During installation, it is often easier to automatically create locations by importing a list of locations instead of manually creating each location. List imports These imports populate the various lists (shelf-order, pull, and search lists) used by a group. Only items from a particular group can appear on the lists used for that group. Multiple group considerations If your site has multiple groups or if you plan to convert your site to multiple groups, you should consider the following: Each group requires its own set of data imports. Data imports from one group cannot include folders from another group. If you have staff that work with multiple groups, try to standardize the position of the common data fields (columns such as location, description, client number) that will be displayed in the various software modules. Naming Data Imports and lists The data imports and lists that you create for each group cannot have the same name. To ensure unique naming, you may want to include the group name in any data import or list. For example: Folder_Import_Corporate Folder_Import _Litigation Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 26

32 Creating data imports for Folders Before you can create a data import, you must create an ODBC data source that identifies the data source (a file or database) you will use. Each group will have its own data import. The folder import query defines the column order of information displayed in Locator and System Manager software. To assist users, consider placing the most frequently used information in the first few columns. (Column 1 is reserved for IDs.) Step 1 Create an ODBC Data Source for your data import To import folders, you must first create an ODBC data source and then use System Manager software to create data imports for each type of data (folders, locations, and lists). For more information on creating an ODBC data source, see Appendix A Creating an ODBC Data Source for Data Imports on page 82. Step 2 Add a new data import to the selected group 1 From the System Manager Group drop-down list, select a group. In this example, Litigation. 2 From the System Manager Tools menu, select Data Import Settings. The Data Import Settings dialog box appears. 3 Create (Add) a new data import: a Click Add. b In the Name text box, type a name for your folder data import (in this example, Folder Import- Litigation ). c From the Type list, select Folder. d Select (check) the Selected for Import check box. With this check box selected, this data import adds data to the Tracking Database each time you run a data import for this group. This helps ensure that new folder records are automatically added to the Tracking Database each time you run a data import. If you deselect (uncheck) this check box, this particular folder import will not run when the data import for this group is run. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 27

33 Step 3 Define the Source parameters 1 In the Modify Data Import Connection text box, type the ODBC data source name. This is the ODBC data source you created earlier. 2 For more information on setting up ODBC Data Sources, see Appendix A Creating an ODBC Data Source for Data Imports on page 82.Type the desired query in the Query text box using basic SQL syntax. The query defines the column order of the data displayed in Locator and System Manager software. The column names above the text box (set in the Modify Group dialog box) define the actual column-heading text that appears in Locator and System Manager software. The order here should match the order defined in the query. A query to a database should define the table names and fields where the data resides in the order that you want it displayed. The query in this example uses the following syntax: Select ID, Client_Name, Description, Attorney, Client_Number from FolderImportFile.txt where Department = 'Litigation' Where FolderImportFile.txt is a file in the directory defined in the ODBC data source called Litigation_Import_Source. Step 4 Test (preview) the data import The Preview feature allows you to test all aspects of the data import that you just created, including: ODBC data source File/database locations Query syntax 1 Click the Modify Data Import Preview button to verify the query and the connection. A Data Import Preview screen (similar to the one shown) will appear. 2 Make sure that all the data appears as intended. The column headings should match the data fields. The query determines the order the data appears in Locator and System Manager software. System Manager Modify Group screen settings determine the column heading text and order of the column headings. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 28

34 Creating data imports for Locations Data Imports for locations are typically used during installation as a convenient way to add large numbers of locations. Importing locations is easier than using System Manager software to add them manually. Step 1 Create an ODBC data source for your data import To import locations, you must first create an ODBC data source and then use System Manager software to create data imports for each type of data (folders, locations, and lists). For more information on creating an ODBC data source, see Appendix A Creating an ODBC Data Source for Data Imports on page 82. Step 2 Add a new data import to the selected group 1 From the System Manager Group drop-down list, select a group. In this example, Litigation is selected. 2 From the System Manager Tools menu, click Data Import Settings. The Data Import Settings dialog box appears. 3 Create (add) a new data import: a Click the Data Import Settings Add button. The Add Data Import dialog box appears. b In the Name text box, type a name for your folder data import (in this example, Location Import ). c From the Type list, select Location. d Select (check) the Selected for Import check box. When selected, this data import adds the locations to the Tracking Database when you run a data import for this group. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 29

35 Step 3 Define the source parameters 1 In the Modify Data Import Connection text box, type the ODBC data source name. This is the ODBC data source you created earlier. 2 Type the desired query in the Query text box (use basic SQL syntax). The order of the field included in your query must match the Columns order shown above the query text box: Columns: [ID] [Name] [Label] [ID] = a unique location ID for each location (this ID is programmed onto location tags) [Name] = the location name displayed in System Manager, Locator, and Pad Monitor software [Label] = a short name (up to 10 characters), will be displayed on the Handheld Tracker when locations are referenced The query in this example uses the following syntax: Select ID, Name, Label from Locations_Import.txt Where Locations_Import.txt is a file in the directory defined in the Litigation_Import_Source ODBC data source. A query to a database should define the table names and fields where the data resides in the order that you want it displayed. Step 4 Test (preview) the data import The Preview feature allows you to test all aspects of the data import that you just created including: ODBC data source File/database locations Query syntax 1 Click the Modify Data Import Preview button to verify the query and the connection. A Data Import Preview screen (similar to the one shown) should appear. 2 Make sure that all data appears in the order shown and that the column headings match the data fields. The order must be: [ID] [Name] [Label]. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 30

36 Creating data imports for lists A list is a collection of folder IDs compiled for a specific task, such as: locating missing folders, defining the shelf order used in a file room, etc. Lists can be created and used manually (using System Manager) or can be created manually and populated with imported data using the System Manager Data Import function (ODBC data source required). The Data Import function requires a data import for each list. The data import will be different for different types of lists, e.g., the query for a shelf order list must sort all the IDs in the order that they are stored in a file room. Before you can import folder IDs into a list, you must: 1 Create a list to accept the imported IDs. See Creating a list on page Create a data import for the list. Step 1 Create an ODBC data source for your data import To import list data, you must first create an ODBC data source and then use System Manager software to create data imports for lists. For more information on creating an ODBC data source, see Appendix A. Step 2 Add a new data import to the selected group 1 From the System Manager Group drop-down list, select a group. In this example, Litigation is selected. 2 From the System Manager Tools menu, click Data Import Settings. The Data Import Settings dialog box appears. 3 Create (add) a new data import: a Click the Data Import Settings Add button. The Add Data Import dialog box appears. b In the Name text box, type a name for your folder data import (in this example, Shelf Order_Corporate ) Each list name (for any group) must be unique, i.e., duplicate list names are not allowed. c From the Add Data Import Type list, select List. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 31

37 Step 3 Select a list from the Import to List drop-down list 1 From the Add Data Import - Import to List dropdown list, select a previously created list where the imported data will be stored. Only lists whose List Source is Manual will appear. (See the List Sources description below.) During import, any data stored in the list selected in the Import to List drop-down list will be deleted and replaced with the imported data. If no lists appear in the Import to List dropdown list, you must use System Manager to manually create a list that you can assign to your list import. (See Creating a list on page 54.) 2 Select (check) the Selected for Import check box. If you select this check box, each time you run a data import for this group the data in the Import to List list will be replaced by the data defined in the data import. The Import to List drop-down list contains the names of all lists in the currently selected Group whose list source is Manual. Any list that has been selected as an import to list for another data import will not appear in the dropdown list. If you deselect (uncheck) this check box, this particular list import will not run when you run the data import for this group. This may be desirable if you do not want to replace the data in the list selected in the Import to List dropdown list. List Sources Manual A "manual" list source indicates that the list was created using System Manager and it has not been selected as an import to list. After you create a list you can: Use System Manager to add IDs to the list (keeps the list source status as manual ), or Assign the list to a data import in the import to list and allow imported data to populate the list (changes the list source status to imported ). Imported An "imported" list source indicates that a manual list was created using System Manager and then selected in a data import s Import to List drop-down list box. After a list is selected in a data import s Import to List drop-down list: Its list source status will change from Manual to Imported, and The list will not appear in the Import to List drop-down list for any other data imports. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 32

38 Step 4 Define the source parameters 1 In the Connection text box, type the name of the ODBC data source that you created earlier. 2 Type the desired query in the Query text box using basic SQL syntax. [ID] = Unique ID for each folder (the folder ID is programmed onto folder tags and used to track the folder) The query in this example uses the following syntax: Select ID from missing_folders.txt Where missing_folders.txt is a file in the directory defined in the Corporate_Import_Source ODBC data source. A query to a database should return Item IDs only. Step 5 Test (preview) the data import The preview feature allows you to test all aspects of the data import that you just created, including: ODBC data source File/database locations Query syntax 1 Click Preview to verify the query and the connection. A Data Import Preview screen will appear. 2 Make sure that all the data appears as shown. Lists only include individual folder IDs. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 33

39 Creating batch files to automate data imports 3M recommends the creation of a batch file on a server to automate data imports for all the groups. This batch command will run all imports (whose Selected for Import check boxes are selected) for all the "Allowed Groups" on a server. System Manager software allows you to create different batch files that import specific data including: Folders, locations, and lists Folders only Locations only Lists only To automate the data import, use the Windows Scheduled Task Wizard to schedule the data import batch file(s) to automatically run one or more predetermined times each day. Following are detailed instructions on how to set up and automate a batch file. Batch file automation procedure If your site uses multiple groups The computer where the data import batch files are located will only run data imports for the groups the computer belongs to (groups selected in the Modify Computer dialog box). Step 1 - Create a batch file(s) 1 Log on using an Administrator ID and password to make sure that the proper access rights are in place so the import will run. If you use a regular user's ID, you may not have access and the import will fail. 2 Create a batch file that will import the desired data as follows: To import all folders, lists, and locations Create a batch file with the following path and commands: "C:\Program Files\3M\FT\Filetracker\FTManager.exe" -Tool DataImport -Batch Note: The drive letter (C: in this example) may be different at your site. This batch file will perform a data import for folders, locations, and lists for all groups selected as "allowed groups" for the computer. To import specific data You can create multiple batch files that allow you to import specific data (folders only, lists only, locations only, or combinations) at different times. a Create a batch file with the following path and commands: "C:\Program Files\3M\FT\Filetracker\FTManager.exe" -Tool DataImport -Batch b Add any combination of the following commands to the end of the command line that you created in step a. (Each command must have a space before it.) -Folders -Locations -Lists Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 34

40 Examples "C:\Program Files\3M\FT\Filetracker\FTManager.exe" -Tool DataImport -Batch (Imports all data: folders, locations, and lists) "C:\Program Files\3M\FT\Filetracker\FTManager.exe" -Tool DataImport -Batch -Folders (Imports folders only) "C:\Program Files\3M\FT\Filetracker\FTManager.exe" -Tool DataImport -Batch Folders - Locations (Imports folders and locations only) 3 Save the batch file in the C:\Program Files\3M\Ft\FileTracker directory. The drive letter (C: in this example) may be different at your site. Step 2 Start the Scheduled Task Control Panel 1 From the Control Panel directory, doubleclick Scheduled Tasks. 2 Double-click Add Scheduled Task. The Scheduled Task Wizard appears. Copyright , 3M. All rights reserved. RFID Tr acking System Manager User Guide, Rev. E 35

41 Step 3 Use the Scheduled Task Wizard to schedule the import batch file Perform this step for each of the batch files that you created in Step 1. 1 Click Browse and select the batch file that you just created. The file should be in the C:\Program Files\3M\FT\FileTracker directory. 2 Type a name for the import task. 3 Select Daily. 4 Click Next. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 36

42 5 Set the Start time. 6 Enter the user name and password. Make sure that the user name that you enter has the proper access rights to run this task. 7 Click Finish. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 37

43 Performing a Data Import Most sites automate the Data Import function by creating a batch file that runs at night. The batch file can run imports for multiple groups. (For instructions on how to automate data imports, see Creating batch files to automate data imports on page 34). Manual data imports can only be run for one group at a time. 1 From the System Manager Group drop-down list box, select the group whose data you want to import. 2 From the System Manager Tools menu, click Data Import. 3 The Data Import dialog box lists which data import sources will be imported into the Tracking Database. If a particular import source is not listed, click Cancel and then select Data Import Settings from the System Manager Tools menu. Make sure that all desired Selected for import check boxes are selected. 4 When you are satisfied with the data import source list, click Import. The progress of the import process is reported at the bottom of the dialog box. 5 If an import was successful (no errors or warnings), a green check mark appears next to the import category. Import errors or warnings are indicated by a graphic symbol next to the import name (see next page). Copyright , 3M. All rights reserved. RFID Tracking S ystem Manager User Guide, Rev. E 38

44 Troubleshooting Import Errors Import error and warning indicators Import errors or warnings are indicated by a graphic symbol next to the import name: Yellow triangle Import completed with warnings Red triangle Import completed with errors Red X Import did not complete because of errors Red circle Import canceled Using the data import Details tab The Details tab contains a listing that includes a short explanation of what caused each error. You also can view the Data Import Log (see below) to view an archived listing of the same details. 1 Click the Data Import Details tab to display any errors or warnings that occurred during the import process. 2 Scroll down the list to find a brief explanation of what caused the error. To find a specific text string in the list, type the text string in the text box and click Find. To save the listing as a text file, click Save As. This may be helpful if you want to the details to an IT person, administrator, or 3M Technical Support. Using the Data Import Log The Data Import Log lists details of all the data imports run for a particular group. These details include: when the data import was performed, where the import was performed, and the import results (number of errors, etc.). The data import log stores import data for approximately 90 days. To view the Data Import Log 1 From the System Manager Tools menu, select Data Import Log. Date/time stamped records for each data import are listed. The first column shows the results of the import (successful, errors, warnings). 2 To view details of a data import, select (highlight) a data import and click Details to open a text file that displays additional information. This is the same information displayed in the Details tab of the Data Import dialog box. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 39

45 Setting up Locations A location refers to an office or area (often associated with a person) where file folders may be located. A Group or System Administrator creates the various locations that will be used by the Tracking System. Most locations are associated with a computer, although some locations do not require a computer (for example, a location named off-site ). IMPORTANT NOTE CHANGES EFFECTIVE IN VERSION 3.10 The system now includes support for time zones. All date/time fields are stored in UTC on the database server and are converted to the client time zone and format settings that initiate the update/query. For example, if a file is checked into a pad in Boston at 11:15 AM local time, when a user in San Francisco queries the database for that record, they will see 8:15 AM appear on their screen (Eastern time is 3 hours ahead of Pacific time). Exception: In all reports, the time displayed to users will be for the server time zone only. Multiple group considerations The Allowed Groups setting in the Modify Location dialog box defines which group s folders can be checked into or checked out from this location, i.e., which group(s) the location belongs to. Since the main purpose of the system is to track the locations of folders, the system permits you to inadvertently use a Tracking Pad to check-in a folder from one group to a location that does not belong to that group. The user is alerted when this happens and the system tracks the location, even though it is not in the correct group. In this example, folders from the Corporate, IP, Litigation, and Real Estate groups can be checked into or checked out from the Reception Area location. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 40

46 Adding a location Once you use a location for check-in or check-out, you cannot delete that location. Step 1 - Define the Name and Label The location ID, name, and label must be unique, i.e., no location can share an ID, name, or label with another location. 1 From the System Manager View menu, click Locations. 2 From the Group list box, select the group where you want to create the new location. A System Administrator can select any group. A Group Administrator for specific groups can only add locations to those groups. 3 Click the Add button. The Add Location dialog box appears. 4 In the ID text box, type the location ID. Once created, the location ID cannot be changed or deleted. 5 In the Name text box, type the name for the location. This is the location name that will be displayed in various software modules. 6 In the Label text box, type the label. This is the location name the Handheld Tracker will display. Step 2 Define the Allowed Groups for this location The Allowed Groups setting defines which group s folders can be checked into or checked out from the location, i.e., which group(s) the location belongs to. 1 The Current Group check box should show the group selected in the main System Manager window. (This is often the only allowed group.) 2 If desired, select the check box for any Other Groups that this location must be able to access. If you logged on as a Group Administrator, some or all of the other groups may be grayed out and not accessible. 3 Click OK. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 41

47 Modifying a location As your needs change, you can modify the location name/label and change which groups that location belongs to (allowed groups). Location Name/Label The location name and label can be changed at any time. Allowed Groups A location cannot be removed from a group if it is: the Checkout to location for any Pull List in the group, or the Location assigned to any computer in the group. Removing a location from a group Before you can remove a location from a group, you must modify any settings for computers and pull lists that link the location to the group. After changing these settings, you can remove the group from the location s list of allowed groups. In this example, a person/location (Mike Hollings) no longer works for the IP group so his location must be removed from the IP group. Before the Mike Hollings location can be removed from the IP group, you must: 1 Modify any IP-group Pull List that uses Mike Hollings as a Checkout to location by selecting a new Checkout to location. 2 Make sure that any computer assigned to the Mike Hollings location does not include the IP group in the allowed groups list. 3 Optional: Move any IP-group folders checked out to Mike Hollings to another location. The procedure on the following pages provides detailed instructions for removing a location from a group. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 42

48 Step 1 Determine which group features are associated with the location. If you attempt to remove a location from a group, a message may appear with instructions on what must be changed before the system will allow you to proceed. 1 Select the location that you want to modify. a Enter Admin mode as a System or Group Administrator. b From the System Manager View menu, select Locations. c In the Group list box, select the group that you want to modify. d Select (highlight) the location that you want to remove from the group. 2 Click Modify. The Modify Location dialog box appears. 3 Clear (deselect) the Current Group check box to remove the location from that group. In this example, clear the IP check box. 4 Typically, a Modify Location message appears that lists what you must modify before you can remove the location from the group. If no message appears, click OK and skip the rest of this procedure. If a message appears, perform the rest of this procedure. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 43

49 Step 2 Find and remove all the group s folders from the location and check them out to a new location (optional). 1 If there are folders from the group that are checked out to the location that you are removing, a Modify Location warning appears. 2 If desired, use System Manager software to determine which folders (if any) from the group are currently checked out to the location: a Enter Admin mode as a System or Group Administrator. b From the System Manager View menu, select Folders. c In the Group list box, select the group that you want to remove the location from (in this example, IP). d In the Filter Setup list boxes, select Location and then select the specific location that you are modifying (in this example, Mike Hollings). e Click the Filter button. Any folders checked out to that location are listed. (In this example, three folders are at the Mike Hollings location.) 3 Physically remove all the group s folders from the location. In this example, remove the three folders that are at the Mike Hollings location. 4 Use Pad Monitor or Locator software to change the location of all the folders. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 44

50 Step 3 Make sure that the location you are removing is not the Checkout to location for any of the group s pull lists. Only perform this step if the Modify Location message (see example) indicates that the group has a pull list that referenced the location. 1 From the System Manager View menu, click Lists. 2 From the Group list box, select the group that you want to remove the location from (in this example, IP). 3 From the Type list box, select Pull. Any pull lists created for this group are listed. 4 Select (highlight) the pull list. 5 Click the Properties button. The List Properties dialog box appears. 6 Make sure that the Checkout to location is a location that is a member of the group. In this example, the Mike Hollings location is no longer a member of the IP group and should be changed to a different location. 7 Select a different location in the Checkout to list box. In this example, Jill Andrews (a member of the IP group) was selected as the Checkout to location. 8 Repeat the above procedure for any other pull lists. 9 Click OK. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guid e, Rev. E 45

51 Step 4 - Make sure that any computer assigned to the location that you are removing does not include the group in its "allowed groups" list. 1 From the System Manager View menu, click Computers. 2 From the Group list box, select the group that you want to modify (in this example, IP). 3 From the View list box, select Only Current Group. All computers associated with that group are listed. 4 From the list, select (highlight) the computer assigned to the location (in this example, Mike Hollings). 5 Click the Modify button. The Modify Computer dialog box appears. 6 In the Allowed Groups list, clear the check box for the group. In this example, Mike Hollings (the location that this computer is assigned to) is no longer a member of the IP group. Therefore, his computer cannot have IP as an allowed group. 7 Click OK. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 46

52 Step 5 Remove the group from the location s allowed groups list. Now that you have removed any references that this location had to its old group, you can remove the old group from the location s allowed groups list. The location (Mike Hollings) is now removed from the IP group. Step 6 - Remove the location from the group. 1 Select the location that you want to modify (Mike Hollings in this example). a Enter Admin mode as a System or Group Administrator. b From the System Manager View menu, select Locations. c In the Group list box, select the group that you want to modify. d Select the location that you want to modify. 2 Click Modify. The Modify Location dialog box appears. 3 Clear (deselect) the Current Group check box to remove the location from that group. In the example, clear the IP check box. 4 Click OK. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 47

53 Deleting a location Only locations that have never been used can be deleted. Locations that cannot be deleted can be removed from all groups. These locations will still appear when all locations are displayed in the main System Manager window. A location can only be deleted if There are no history entries referencing the location (no check-ins, checkouts, or tags programmed at that location), and The location is not a member of any group. Consider disabling a location instead of deleting it so the folder history information will be maintained. Deleting a location that has never been used 1 From the System Manager View menu, click Locations. 2 From the View drop-down list box, select All Locations. 3 Select the location that you want to delete. 4 Click Modify and make sure that all the Allowed Group check boxes are cleared (not selected) on the Modify Location dialog box. 5 Click OK on the Modify Location dialog box. 6 From the Edit menu, click Delete. A Delete Location dialog box appears. 7 Click Yes. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 48

54 Setting up Computers The Modify Computer dialog box contains settings that define which software functions are allowed and which groups can be accessed and viewed when Tracking System software is running on a specific computer. Allowed Groups Select the Allowed Groups check boxes in the Modify Computer dialog box to specify which groups can be accessed when using Locator, Pad Monitor and System Manager software on this computer. When assigning a location to the computer, only locations that belong to all of the computer's allowed groups will be available for selection in the Location drop-down list. In order to perform data imports for all the groups, a computer (server or workstation) where System Manager resides must be a member of all the allowed groups. Location Most computers are associated with a location. The Modify Computer dialog box allows you to assign a location to each computer. Only locations that are members of all the allowed groups selected for the computer can be assigned to the computer. (Any location that does not meet this criterion will not appear in the Location drop-down list.) Often, the location name and the computer description are similar. However, a location may be assigned to more than one computer, e.g., computers at each end of a file room may both be assigned the location file room ). Users who do not require a check-in/check-out location (searchonly or IT/Admin users) may have a computer without a location assigned to it. Reception Area In this example, the office manager wants people to be able to checkin folders from all groups to the reception area but wants to limit the receptionist s access to just the Corporate group. The Modify Location settings allow The Modify Computer settings for the four different groups to be checked in Reception Area only allow the person using to or checked out to the Reception this computer to access the Corporate location. group when running Locator, Pad Monitor, and System Manager software. SM_020 Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 49

55 Using Locator and Pad Monitor to modify computer settings Once you use System Manager software to add a computer, the computer information can be modified using any of the following software: Remotely, from any computer, a System Administrator can use System Manager software to add, modify, or delete any computer from any group used in the Tracking System. Locally (from the computer that you want to modify) using Locator Software (Admin privileges required). Locally (from the computer that you want to modify) using Pad Monitor Software (Admin privileges required). Adding a computer Computers can only be added using System Manager software in Admin mode. Step 1 Add a new computer to the Tracking Database 1 Start System Manager software. 2 Enter Admin Mode as either a System Administrator (allows you to add computers for any group) or a Group Administrator for one or more specific groups (allows you to add computers to those groups). 3 From the System Manager View menu, select Computer. 4 Click the Add button. The Add Computer dialog box appears. Copyright , 3M. All rights reserved. RFI D Tracking System Manager User Guide, Rev. E 50

56 Step 2 Configure the new computer The following settings will be shared by all RFID Tracking System software (System Manager, Locator, Pad Monitor, etc.) that may be loaded on the computer. A Group or System Administrator can use Locator or Pad Monitor locally (at the computer) to modify the computer settings. Computer name Description Allow Checkout from Locator Type the network name of the computer. Type a descriptive name for the computer. Select this check box if you want this computer user to be able to use Locator software s Checkout feature to change the location of folders that belong to the computer s allowed groups. Clear this check box to prevent this computer user from using Locator software s Checkout feature (Checkout feature disabled). Allow System Manager use Allowed Groups Location Select this check box to allow the user of this computer to run System Manager software. Clear this check box to prevent any user of this computer from running System Manager software. In the Allowed Groups section, select the check boxes of groups that can be accessed when using Locator, Pad Monitor, and System Manager software on this computer. If you are configuring a server to run data imports, it is recommended that the server be a member of all the allowed groups. Select the location (if needed) that you want to assign to this computer from the Location dropdown list. Only locations that include all the allowed groups selected for the computer can be assigned to the computer. Any location that does not meet this criterion will not appear in the Location dropdown list. Copyright , 3M. All rights reserved. RFID Tracking Sy stem Manager User Guide, Rev. E 51

57 Deleting a computer A computer can be deleted only if it does not belong to any group. Step 1 Remove the computer from all groups. 1 Select the computer that you want to delete. a Log into Admin Mode as a System or Group Administrator. b From the System Manager View menu, select Computers. c From the View drop-down list, select All Computers. d Select (highlight) the computer that you want to delete. 2 Click the Modify button. The Modify Computer dialog box appears. 3 On the Modify Computer dialog box, clear all check boxes in the Allowed Groups list. 4 Click OK. The No Location Set dialog box appears. 5 At the No Location Set dialog box, click No. Step 2 Delete the computer. 1 Select (highlight) the computer that you want to delete. 2 Click Delete. 3 At the Delete Computer dialog box, click Yes. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 52

58 Setting up Lists A list is a collection of folder IDs compiled for a specific task, such as locating missing folders, defining the shelf order used in a file room, etc. Each group can have its own unique set of user-defined lists. Each list name must be unique, i.e., no two lists for any of the groups can have the same name. Lists are created using System Manager software. Once created, folder IDs can be added to the list using one of two methods: Manually using System Manager (manual list) or Imported from a data source using the Import function (imported list). List types Order Lists These lists are used by the Handheld Tracker for the Check Shelf Order function. The order of this list should match the order of the folders stored in your file room. Search Lists Items on a search list can be found during routine use of the Handheld Tracker or during a dedicated search. Search lists are active during programming to identify folders that you may not want to tag, e.g., you can create a ready for archive list. Pull Lists These lists are used by the Handheld Tracker for the Pull Items function. Items on a pull list can be located by the Handheld Tracker and automatically checked out to a predetermined location during the "import from handheld" process. List sources "Imported" list source Imported lists can be populated with Item IDs from text files, spreadsheets, or data extracted from an external database. An Imported list source status is assigned to a list when that list is assigned to a data import. Once a list is assigned to a data import, it cannot be assigned to any other data imports. A list file usually just contains Item IDs. If other columns are included in the file, the first column must contain the Item ID. All Item IDs imported into an imported list must already exist in the group where the list was created. Updating imported lists If selected for import, an imported list is updated each time a data import is run. If necessary, a Group Administrator can use System Manager to manually add or delete items from an imported list. An imported list file only contains Item IDs of records (folders) that are already in the Tracking Database. "Manual" list source A Manual list source status is given to any list that has not been assigned to a data import. These lists are created and edited using the System Manager List Contents dialog box. Copyright , 3M. All rights reserved. RFID Tracking System Mana ger User Guide, Rev. E 53

59 Creating a list Step 1 Define List Properties for the new list 1 Start System Manager software. 2 From the System Manager View menu, select Lists (or you may click the View Lists icon). 3 From the Group drop-down list, select a group. 4 Click the New button. The List Properties dialog box appears. 5 Enter a Name and Label for the list. The Label is the list name displayed on the Handheld Tracker. Each list name must be unique, i.e., no two lists for any of the groups can have the same name. 6 Select the list Type from the drop-down list box. 7 If you are creating a Pull list, select a check-out location from the Checkout to drop-down list. When importing Pull results from the Handheld Tracker, any item on this list that was pulled (using the Handheld Tracker Pull Items feature) will be checked out to the Checkout to location set here. 8 Click OK. The new list will appear in the Lists displayed on the System Manager main window. All new lists are automatically selected for export. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 54

60 Step 2 Add Items to the list Adding items to an imported list Use System Manager software to assign the new list to a data import and then run a data import to add items to the list. For information on how to assign the list to a data import, see Creating data imports for lists on page 31. Adding items to a manual list 1 In the System Manager Lists display, select (highlight) a list. 2 Click the Contents button. The List Contents dialog box appears. 3 Use one of the two methods below to add items to the list. Method 1 Select items from the Tracking Database and click Add to add them to the list. 1 In the lower portion of the window, click the Folders tab and then click the Show Folders button. All the items currently in the Tracking Database for the current group are displayed. 2 Select one or more items that you want to add to the list. To help locate an item, click the column headings to sort the list by that column. 3 Click Add to add the item(s) to the list. Method 2 Type or copy-and-paste entries. 1 Click the Advanced tab and enter Item IDs. Manual entry - Type the Item ID of the item that you want to add to the list. Copy and paste - Copy a list of items from another application and paste the list into the text box. If you paste multicolumn text into the text box, the IDs must be in the first column. 2 Click the Check button to make sure that the ID(s) that you entered are in that group. 3 Click the Add button. Copyright , 3 M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 55

61 Editing a list Non-admin users can edit lists (add or remove items) that have a "manual" list source. Admin users can edit both manual and imported lists. Selecting a list to edit 1 In the System Manager Lists display, select (highlight) a list. 2 Click the Contents button. The List Contents dialog box appears. Adding items to the list For detailed instructions on how to add items to a list, see Step 2 Add Items to the list on page 55. Removing items from a list 1 Display the List Contents dialog box. 2 Select one or more items from the list. 3 Click the Remove button. Changing the order of the list You can re-order items in the list by using the up/down arrows located to the right of the list. 1 Select (highlight) an item in the list. 2 Click the Up or Down arrow to move the item up or down in the list. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 56

62 Using the 3M RFID Handheld Tracker with System Manager The 3M RFID Handheld Tracker performs several functions in the Tracking System. To perform these functions, the Handheld Tracker must share data with the Tracking Database. System Manager imports data from and exports data to the Handheld Tracker via a memory card. Import and Export overview Imports and exports are performed using a memory-card drive connected to a computer running System Manager software. Data Exports The System Manager Export to Handheld function will only export lists for groups that are selected in the computer s allowed groups settings. 1 Data required by the Handheld Tracker such as inventory database, search lists, shelf-order lists, pull lists, etc. are exported from System Manager to a memory card. Also, Handheld Tracker software (installed on the same computer as System Manager) is exported to the memory card for use by the Handheld Tracker. 3 RFID Handheld Tracker Inventory Find Items Check Shelf Order Search for Items Inventory Find Order Search 2 The memory card is then inserted into the Handheld Tracker. The type of data exported and how it appears on the Handheld Tracker is defined by the export format. Data Imports 1 As you use the Handheld Tracker to perform various tasks, the data created by the Handheld Tracker (inventory locations, pull results) are saved to the memory card. HHT_040 Handheld Tracker 2 The memory card is then inserted into the memory-card drive and System Manager can import the data to update the Tracking Database with any new locations. Multiple-group considerations For most multiple-group sites, you should select the Alert for nonallowed group folders search list for export onto a memory card. This list contains all the items in the Tracking Database that do not belong to any of the group lists that were exported to the memory card. While using the Handheld Tracker, if you read an item that belongs to another group, the Handheld Tracker will display **** in a box next to the Item ID and group label. This indicates that you have found a folder that may be in the wrong area. For example, to perform inventory for the "Corporate" and "Litigation" groups, you would export lists for those groups. If, while performing inventory or other functions, you read a folder from the Real Estate group, the **** notation alerts you that this folder is probably misplaced and in the wrong area. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 57

63 Configuring Handheld Export settings These settings define which data will be exported for use with the Handheld Tracker, and how the data will appear on the Handheld Tracker s screen. Each group has its own Export Format settings. The memory card path that you set for one group will not appear for any other group. Step 1 Set the memory card path 1 Start System Manager software. 2 From the Group drop-down list, select a group ( Litigation in this example). 3 From the Tools menu, click Handheld Settings. The Handheld Settings dialog box appears. 4 Set the Memory Card Path. This is the drive letter for the memorycard drive connected to your computer. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 58

64 Step 2 Define the export format About the Handheld Tracker display The Export Format defines which information is displayed on the Handheld Tracker. This information appears on the Handheld Tracker during tasks such as Inventory, Check Shelf Order, etc. Primary Information This information is displayed in a bold font on the first line of the Handheld Tracker screen. (The Handheld Tracker displays approximately 25 characters of primary information.) Secondary Information This information is displayed in a regular font on the second line on the Handheld Tracker screen. (The Handheld Tracker displays approximately 29 characters of secondary information.) Inventory 0/3 Press Trigger to Begin Chowen Co. Rental agreement - Power Equi Primary Information (approximately 25 characters) Secondary Clear View Information F_021(approximately 29 characters) Save Chowen Co. Rental agreement - Power Equi Home Defining the export format 1 Log in as a Group or System Administrator. 2 From the System Manager Group drop-down list, select a group. 3 From the System Manager Tools menu, select Handheld Settings. The Handheld Settings dialog box appears. 4 Click the Export Format tab. 5 Select the information that will be displayed on the Handheld Tracker. a Use the two drop-down lists to select the fields that you want to display as Primary Information on the Handheld Tracker. You can select from any of the Tracking Database fields. b Use the two drop-down lists to select the fields that you want to display as Secondary Information on the Handheld Tracker. Select information that will help you identify an item. 6 Preview the Export Format Click the Preview button to display the information you have selected to display on the Handheld Tracker. The preview shows the text that the Handheld Tracker will attempt to display. The actual number of characters displayed on the Handheld Tracker is approximately 25 characters for primary information and 29 characters for secondary information. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 59

65 Step 3 Include "Alert for non-allowed group folders (****) in the export list For most multiple group sites, you should export the Alert for non-allowed group folders search list onto a memory card. This list will appear on the Handheld Tracker as a search list called ****. The **** list contains all the items in the Tracking Database that do not belong to any of the group lists that were exported to the memory card. If you export the **** search list, when the Handheld Tracker reads an item that does not belong to any of group lists on the memory card, the Handheld Tracker will display * * * * in a box next to the item plus the Item ID and group name. If you do not export the **** search list, when the Handheld Tracker reads an item that does not belong to any of group lists on the memory card, the Handheld Tracker will display a "not in database" message. This may be confusing for some users. If the "Alert for non-allowed group folders" is not listed in the Export to Handheld dialog box 1 Click the Lists button. The Export List Selections dialog box appears. 2 Click the Search tab. 3 Make sure that you select (check) the Alert for non-allowed group folders selection. 4 Click OK. Copyright , 3M. All rights reserved. RFID Tra cking System Manager User Guide, Rev. E 60

66 Export to Handheld procedure The System Manager Export to Handheld function will export lists for all groups selected in the computer s allowed groups settings. 1 Insert a memory card into the memory-card drive. 2 From the System Manager Tools menu, select Export to Handheld. The Export to Handheld dialog box will appear. 3 Verify the Lists to be exported. The Export to Handheld dialog box lists the information that will be exported to the memory card. Click Lists to deselect any lists that you do not want to export. Only lists that belong to groups that you select in the computer s allowed groups settings will be exported. 4 Click Export to start the export process. 5 Check for warnings or errors. If the export was successful (green check marks appear in front of each task), click Close. If the export included warnings or errors, click the Details tab for a listing of any problems. 6 Important: Wait for the activity light on the memory-card drive to stop flashing. 7 Activate the Windows Removable Disk Eject function (see Removing the memory card on page 63). 8 Remove the memory card. Copyright , 3M. All rights reserved. RFID Tra cking System Manager User Guide, Rev. E 61

67 Import from Handheld procedure Use this procedure to update the Tracking Database with inventory data (folder locations) and pull results recorded and saved by the Handheld Tracker. Data collected and saved by the Handheld Tracker is time-stamped, so importing into the Tracking Database is not time-critical. 1 Insert a memory card (holding Handheld Tracker data) into the memory-card drive. 2 From the System Manager Tools menu, select Import from Handheld. The Import from Handheld dialog box appears, showing the number of items that will be imported. 3 Click Import. Inventory information (folder locations) and pull results are imported from the memory card and are used to automatically update the Tracking Database. Once the data are imported, they are deleted from the memory card. 4 Check the progress screen for any errors or warnings. If the import process was successful (green check marks in front of each task), click Close. If warnings or errors appear, click the Details tab for a listing of any problems. 5 Activate the Windows Removable Disk Eject function (see Removing the memory card on page 63). Import Errors If an error or warning occurs, you will be given the option of not deleting the data from the memory card. Copyright , 3M. All rights reserved. RFID Trac king System Manager User Guide, Rev. E 62

68 Removing the memory card Always use this procedure to remove the memory card from the memory-card drive. IMPORTANT! DO NOT remove a memory card while the activity light on the memory-card drive is flashing (blinking), You may corrupt the data on the memory card, making it impossible for other equipment to read the data. If the memory card becomes corrupted, you may have to use Windows to reformat the memory card. Follow these steps to remove the memory card Important! Wait until the export or import operation completes (red media activity light stops flashing) before attempting to eject the memory card. 1 Make sure that there are no open windows that display the memory-card drive or its contents. 2 From the Windows Desktop, double-click My Computer. 3 Right-click on the memory-card drive s Removable Disk icon and select Eject from the pop-up menu. 4 Important Wait 10 seconds, then remove the memory card. Right-click on the removable disk icon and click Eject. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 63

69 Using the Tag Programmer For details on tag placement and tag programming strategies for your site, refer to the 3M Customer Implementation Plan. Introduction The Tag Programmer function is used to program the RFID tags used by the 3M RFID Tracking System. To start the Tag Programmer From the System Manager Tools menu, select Tag Programmer. RFID tags perform two functions: Folder (or item) tags are attached to individual file folders that you want to track. Location tags are used to identify locations where folders are stored (an office location, file room, shelf, etc.) For instructions on using the Tag Programmer function, see the following sections: Tag programming considerations on page 65. Programming Folder tags on page 67. Programming Location tags on page 69. Configuring Tag Programmer settings on page 73. Determining tag placement on page 77. OR Click the Tag Programmer icon. SM_014 Start Tag Programmer To configure the Tag Programmer From the System Manager Tools menu, select Tag Programmer Settings (Administrator password required). Copyright , 3M. All rights reserved. RFI D Tracking System Manager User Guide, Rev. E 64

70 Tag programming considerations Planning To help ensure that all folders are tagged correctly, you should develop a systematic folder-tagging plan. It is important to have someone at the site who is responsible for managing tag programming, both initial and ongoing. A tagging plan should ensure that untagged items are not mixed with tagged items. While initially programming tags, it may be beneficial to also perform other house cleaning activities such as replacing torn folders, repairing number tabs, updating from an obsolete folder style, archiving folders, etc. For details on tag placement and tag programming strategies for your site, refer to the 3M Customer Implementation Plan. Programming tags for multiple groups Tag-programming strategies for sites with multiple groups will vary depending on how your site segregates folders: If the folders for each group are segregated from the other groups, you may want to set up and program tags for one group at a time. If each group's folders are intermixed with other groups folders, you may have to set up and program tags for all groups at the same time. Allowed groups You can only program tags for folders and locations that belong to one of the "Allowed Groups" assigned in the System Manager computer's Modify Computer dialog box. Tag programming options The Tag Programmer function provides options for entering Item IDs for the tags that you program. Manual ID entry Programming from a list You must type the Item ID in the ID text box for each tag that you program. Tag Programmer Settings include ID validation options to help ensure that each ID is typed correctly. Tag Programmer settings determine whether a user can enter new IDs into the Tracking Database while programming tags. Some sites may have a keyboard-wedge device (e.g., barcode scanner) to scan the Item ID to enter it in the ID text box. The Item IDs are automatically entered from a list instead of being typed. To program from a list, start System Manager, select a group of folders from the folder view, and click Program Tag. When Tag Programmer starts, the Item ID of the first item on the list is automatically entered into the ID text box. Each time you program a tag, the Item ID of the next item on the list is automatically entered into the ID text box. During initial tag programming, the folders that you tag should be in the same approximate order as the list that you are using. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 65

71 Creating tags for multiple volumes Your site should have a strategy for tagging multiple volumes (related information stored in separate folders) that you want to track. Each volume that you want to tag and track must have a unique Item ID. The record for each volume (unique ID) can be created and imported into the Tracking Database. If your records management software does not allow you to create unique IDs for volumes, you can use System Manager to create new IDs for multiple volumes. New IDs for individual volumes can be created during programming if the Allow user to confirm IDs not found in database function is selected. The IDs for multiple volumes often include a root ID number with an appended volume number. For example: (original ID) V2 (volume 2) V3 (volume 3) V4 (volume 4) Make sure that the Maximum Length ID Validation setting will allow you to append the Item ID with additional characters. You can use System Manager to create unique IDs and program tags for related volumes that you would like to track. For more information on ID lengths, see ID Validation settings on page 74. Using search lists during programming During the initial tag programming process, you can create search lists of the Item IDs of folders that you do not want to tag (for example, folders that are ready for off-site archiving). If the Warn if ID is on a search list setting is selected, any search list that you create will be active during the tag-programming process. If you attempt to program a tag for an item that is on an active search list, an Item ID is on Search Lists message appears. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 66

72 Programming Folder tags You can only program tags for folders that belong to one of the "Allowed Groups" set in the Modify Computer dialog box for the tag-programming computer. See Setting up Computers on page 49. Programming Method 1 Manual data entry 1 Select Item from the Type dropdown list. 2 Type the Item ID in the ID text box. 1 Select Item The number below the ID box indicates the number of characters typed. 2 Enter the ID If your site uses barcodes, use a barcode scanner to scan the item. The scanned ID appears in the ID box. 3 Click Program Tag 3 Click Program Tag. 4 Place the tag over the center of the Tracking Pad. 4 Place the tag in the middle of the Tracking Pad 5 Remove the tag The tag is automatically programmed. 5 Remove the tag from the Tracking Pad. 6 Attach a tag to the inside of the folder. For tag-placement guidelines, see Determining tag placement on page Repeat the above procedure until all folders are tagged. 6 Attach tag to the inside of the folder (alternate placement) SM_015 Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 67

73 Programming Method 2 Programming from a list 1 Using System Manager, display a folder list containing the items that you want to tag. 2 From the list, select (highlight) a group of items that require tag programming. 3 Click Program Tag. The Tag Programmer function starts and the information and ID for the first highlighted list item is automatically entered Physically locate the folder shown in the Tag Programmer screen. 4 Locate the folder that matches the Item ID displayed on the screen Place the tag in the middle of the Tracking Pad The ID and description of this folder appear on the screen. If necessary, click Cancel to skip to the next item on the list Place the tag over the center of the Tracking Pad. The tag is automatically programmed. A green Tag programmed screen appears. 6 Remove the programmed tag 6 Remove the programmed tag from the Tracking Pad. The next folder on the list appears in the Tag Programmer screen. 7 Attach the tag to the inside of the folder. Make sure to alternate tag placement. 7 Attach tag to the inside of the folder (alternate placement) 8 Repeat the above procedure until all folders are tagged. SM_011 Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 68

74 Programming Location tags You can only program tags for locations that belong to one of the "Allowed Groups" set in the Modify Computer dialog box for your computer. See Setting up Computers on page 49. Location tags represent various locations (work areas, offices, file rooms, etc.) at your site. 1 Select Location You can also program location tags from a list. 2 Enter the Location ID 1 In the Tag Programmer s Type list box, select Location. 3 Click Program Tag 2 Type the Location ID in the ID text box. The Location ID must be in the Tracking Database before you can program a location tag. 3 Click Program Tag. Location information appears on the screen. 4 Place the location tag in the center of the Tracking Pad. A green Tag programmed screen appears. 4 Place the location tag in the middle of the Tracking Pad John Santos 5 Remove the location tag from the Tracking Pad. 5 Remove the tag 6 Repeat the above procedure until all location tags are programmed. SM_012 Copyright , 3M. All rights rese rved. RFID Tracking System Manager User Guide, Rev. E 69

75 Programming location tags from the locations list 1 From the System Manager View menu, select Locations. 2 From the Locations list, select (highlight) one or more location(s) that require tag programming. 3 Click Program Tag. The Tag Programmer function starts and the information and ID for the first highlighted list item is automatically entered. 4 Place the tag in the center of the Tracking Pad. The tag is automatically programmed. A green Tag programmed screen appears. 5 Remove the programmed tag from the Tracking Pad. The next location on the list appears in the Tag Programmer screen. 6 Repeat the above procedure until all location tags are programmed. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 70

76 Programming messages and errors If the Item ID is not in the Tracking Database Use the System Manager Tools menu Tag Programmer Settings selection to set permissions that allow users to program a tag for a not-in-database item. (For more information, see Allow user to confirm Item IDs not found in database on page 73.) The following messages will vary according to the tag programming permissions that you set: Programming allowed Programming not allowed A message warns that the ID is not currently in the Tracking Database. The user has the option of programming the tag or clicking Cancel. A message warns that the ID is not currently in the Tracking Database. The user cannot program a tag for an item that is not in the Tracking Database. If you try to program a tag that has already been programmed During programming, if you place a programmed tag on the Tracking Pad: A message indicates that a programmed tag has been detected. Information about the tag (Type and Item ID) appears in the upper right-hand corner. When a programmed tag is detected, you can either: Remove the tag and program a different tag. or Click Program Tag to reprogram the tag with the new information. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 71

77 Blanking tags The Blank Tag function converts a previously programmed tag back into a blank tag. You can also reprogram over any tag that is already programmed. 1 Select the System Manager Tag Programmer function. 2 From the Type drop-down list, select Blank Tag. The Blank Tag function only appears if you enabled it in the Tag Programmer Settings dialog box (see Allow Blank Tag programming on page 76). Tracking Pad 3 Place the tag that you want to blank in the center of the Tracking Pad. The tag type and ID of the tag appear in the upper right portion of the dialog box. SM_007 4 Click Blank Tag to return the tag to an unprogrammed state. 5 A green Blank Tag! message confirms that the tag has been returned to an unprogrammed state. Copyright , 3M. All rights reserved. RFI D Tracking System Manager User Guide, Rev. E 72

78 Configuring Tag Programmer settings 1 From the Tools menu, click Tag Programmer Settings. 2 Customize the following Tag Programmer settings for your site: Allow users to confirm IDs not found in database ID validation settings Disable-tag and blank-tag programming options Item Tags tab Allow user to confirm Item IDs not found in database This setting controls whether users are allowed to program a tag for an Item ID that is not in the Tracking Database. Enabled You can program a tag for an item that is not in the Tracking Database. Disabled You cannot program a tag for an item that is not in the Tracking Database. If you try to program a tag with an ID that is not in the Tracking Database: A message states that the ID is not currently in the Tracking Database. You have the option of programming the tag or clicking Cancel. If you try to program a tag with an ID that is not in the Tracking Database: A message states that the ID is not currently in the Tracking Database. You cannot program a tag if the ID is not in the Tracking Database. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 73

79 ID Validation settings These settings help identify typing errors that could occur during tag programming. In addition, these validations are applied during data import and any other folder additions. Set the ID validation parameters to include all the various Item ID lengths and characters used at your site. The ID is not valid message appears if you enter an Item ID that does not meet the ID validation criteria. In this example, the minimum and maximum ID lengths are set to 14 (the number of characters in each unique Item ID). Length settings Parameter Description Legal Values Minimum Length The minimum length of a valid Item ID If all Item IDs are a fixed length, the minimum length should be the same as the maximum length. Maximum Length The maximum length of a valid Item ID If all Item IDs are a fixed length, the maximum length should be the same as the minimum length. Set the maximum length to allow any additional characters that may be added to some Item IDs (e.g., appending Item IDs with volume numbers). Character settings Parameter Description Legal Values Allow all characters Select valid characters Allows any character in the Item ID. The valid characters allowed in the Item ID. Allows you to enter any character in the Item ID. Digits (0-9) Alphabetic letters (A-Z) Additional valid characters (any additional string of characters). Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 74

80 Play tag placement sounds (1/2/3 beeps) Select this check box on the Tag Programmer Settings dialog box to enable the tag placement sounds that provide audio cues for staggering tag placement. These sounds can help indicate the tag positions: 1 beep = upper, 2 beeps = middle, 3 beeps = lower Folder 1 Folder 2 Folder 3... Upper Middle Lower SM_006 Warn if ID already programmed Select this check box to have Tag Programmer display a message if you attempt to program a tag when the Tracking Database history indicates that someone has already programmed a tag for this item. Warn if ID is on a Search List Select this check box to enable the activation of search lists during tag programming. If you enter an Item ID that is on an active search list, a message appears and the search list name is displayed. Copyright , 3M. All rights reserved. RFID Tr acking System Manager User Guide, Rev. E 75

81 Other Tags tab Allow Disable Tag programming Disabling a tag permanently alters the tag so that it cannot be read or programmed. Deselect Turns off the feature to help ensure that staff will not inadvertently disable a tag. This is the default setting. Select Enables the feature, allowing you to disable tags. When selected, the Disable Tag option appears as a selection in the Tag Programmer Type dropdown list. Reasons to disable a tag Most sites do not enable the Disable Tag feature unless there is a specific need. Instead of disabling a tag, you may want to use the Blank Tag feature to convert a programmed tag back to an unprogrammed state. 1 Disable a tag when replacing a programmed tag (that is permanently affixed to a folder) with a new tag. For example, if you want to combine a number of folders with individual tags into one large binder, you could disable all of the individual tags and create one new tag for the bound set. 2 If you inadvertently apply two tags to a folder, you should disable one of the tags and only use the other one. Allow Blank Tag programming When enabled, you can use the Blank Tag function to convert a previously programmed tag back into a blank tag. This feature is useful if your site re-uses file folders. For more information, see Blanking tags on page 72. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 76

82 Determining tag placement Refer to the 3M Customer Implementation Plan prepared for your site for detailed information on tag placement. General tag placement guidelines Determining where the tags will be placed Each site should first determine the general area where the tags will be attached. This helps ensure that the tags will be within the read range of the Handheld Tracker when performing inventories and checking shelf order. File Drawer If the files are stored in a file drawer or bin, the tags are attached (on the inside of the folder) along the top edge of the folder. Shelf Tags are attached (on the inside of the folder/binder) along the edge that is toward the front of the shelf where they will be stored. Handheld Tracker Acme Corp. Initial filing documents Top File Drawer Attach tags (inside the folder) along the edge that is accessible to the Handheld Tracker when the folder is stored on a shelf or file drawer. SM_004 Front Shelf Position the long edge of the tag parallel to the edge of the folder. Length (2.25 in.) Initial filing documents Acme Corp. Tag orientation The long edge of the tag should be parallel to the outside edge of the folder. This helps ensure that the Handheld Tracker can effectively read the tags. Length (2.25 in.) Width (2.0 in.) Position the long edge of the tag parallel to the edge of the folder. Width (2.0 in.) SM_006 Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 77

83 Tagging the front edge of a folder Preferred tag area The 6-inch preferred tag area runs along the front edge of the folder. Try to keep all tags within this area. For best tag-reading performance when using the Handheld Tracker, position tags as close to the edge of the folder as possible. To avoid damaging the tag, keep it at least 1/4-inch from the edge of the folder. Tag positioning for your site may correspond to a visual reference on the outside of the folder. During normal use, this visual reference helps users to position the folder so that the tag is centered on the Tracking Pad. For tag placement guidelines for your site, see the 3M Customer Implementation Plan. Alternating tag placement Alternate tag placement so the tags on adjacent folders do not directly overlap each other. Folders whose tags will be read from the front should have their tags placed along the front edge of the folder. As you tag the folders, alternate tag placement between the upper, middle, and lower positions. (Placement may be modified if necessary.) The long edge of the tag should be parallel with the front edge of the folder. During initial tag programming of file rooms, you should tag folders in the order that they will be stored in the file room. Upper Middle Lower Expandable Binding Alternate tag placement within the Preferred Tag Area Initial filing documents ~6 in (15 cm) Acme Corp. Preferred Tag Area The preferred tag area often corresponds to a visual reference on the outside of the folder (in this case, a label). Tags are always attached on the inside of the folder. 1/4 in. (1/2 in. max) Minimum distance from expandable binding to acceptable tag area 1/4-1/2 in. 1/4 in.(1/2 in. max) Apply tags within a 6-inch (approximate) area along the front edge of the folder. 1/4 in. (1/2 in. max) Minimum distance from edge of folder to edge of tag Folder 1 Folder 2 Folder 3 Folder 4 Folder 5 Folder 6... Tag each folder in the order that they appear on the shelf. Alternate the placement of tags between upper, middle, and low positions. SM_003 Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 78

84 Tagging the top edge of a folder Preferred tag area The 6-inch preferred tag area is inside the folder across the top edge. Try to keep all tags within this area. For best tag-reading performance when using the Handheld Tracker, position tags as close to the edge of the folder as possible. To avoid damaging the tag, keep it at least 1/4-inch from the edge of the folder. Tag positioning for your site may correspond to a visual reference on the outside of the folder. During normal use, this visual reference helps users to position the folder so that the tag is centered on the Tracking Pad. For tag placement guidelines for your site, see the 3M Customer Implementation Plan. Alternating tag placement Alternate tag placement so that the tags on adjacent folders do not directly overlap each other. Folders whose tags will be read from the top should have their tags placed along the top edge of the folder. Alternate tag positions between left, middle, and right positions as shown. (Placement may be modified if necessary.) The long edge of the tag should be parallel with the top edge of the folder. During initial tag programming of file rooms, you should tag folders in the order they will be stored in the file room Acme Corp. Initial filing documents Apply tags within a 6-inch area along the top edge of the folder The preferred tag area often corresponds to a visual reference on the outside of the folder (in this case, a label). Tags are always attached on the inside of the folder. Preferred Tag Area Folder 1 Alternate tag placement within the Preferred Tag Area Folder 2 Folder 3 Left Right Middle Alternate tag positions between left, middle, and right. SM_008 Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 79

85 Tagging three-ring binders To help prevent damage to the tags, do not attach tags near the binder rings. These areas can apply pressure to the tags and possibly damage them. Preferred tag area The approximately 6-inch preferred tag area is typically along the binding. Try to keep all tags within this area. DO NOT apply tags near the binder rings. For best tag-reading performance when using the Handheld Tracker, position tags as close to the edge of the binder as possible. To avoid damaging the tag, keep it at least 1/4-inch from the edge of the binder. Tag positioning for your site may correspond to a visual reference on the outside of the binder. During normal use, this visual reference helps users to position the binder so the tag is centered on the Tracking Pad. For tag placement guidelines for your site, see the 3M Customer Implementation Plan. Alternating tag placement Alternate tag placement so the tags on adjacent binders do not directly overlap each other. Alternate tag positions between the upper and lower positions as shown. (Placement may be modified if necessary.) The long edge of the tag should be parallel with the long edge of the binder. Apply tags within a 6-inch area that is along the edge of the binder Distance from tag to binding 1/4 in. (1/2 in. max) Preferred Tag Area Alternate tag placement within the Preferred Tag Area Upper Lower Binder 1 Binder 2 Binder 3 Binder 4 SM_007 6 in (15 cm) Keep tags away from binder rings that could damage the tags. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 80

86 Tagging folders with metal binding clips To help prevent damage to the tags, do not attach tags where the folder s metal binding clips may contact and damage the tag. Preferred tag area The 6-inch preferred tag area usually runs along the front edge of the folder. Try to keep all tags within this area. To help avoid damaging tag, keep tags at least ¼ to ½ inch from the edge of the folder. You may attach tags underneath metal binding clips. DO NOT apply tags over metal binding clips. Distance from tag to edge of folder 1/4 in. (1/2 in. max) Keep tags away from flexible binders. Apply tags within a 6-inch (approximate) area that is along the edge of the binder 6 in. (15 cm) Attach the tag underneath any metal tabs Alternating tag placement Alternate tag placement so that the tags on adjacent folders do not directly overlap each other. Alternate tag positions between the upper and lower positions as shown. (Placement may be modified if necessary.) The long edge of the tag should be parallel with the front edge of the folder. Upper Alternate tag placement within the Preferred Tag Folder 1 Folder 2 Folder 3 Folder 4 Lower SM_010 Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 81

87 Appendix A Creating an ODBC Data Source for Data Imports Data imports are used to populate and update the Tracking Database. Data imports include the ODBC data source name and a query written for specific data (e.g., folders, locations, and imported lists, all for specific groups). A data import can query customer databases, text files, or the Tracking Database. Typically, the ODBC data source and the Data Import function are set up and run on the Tracking Database server. Any other computer (with System Manager software installed) you use to import data into the Tracking Database must have the same ODBC data source. For detailed information on the type of ODBC data source selected for your application, refer to the 3M Customer Implementation Plan document that was created for your site. Selecting an ODBC data source option The Tracking Database is populated and periodically updated with external data from an ODBC data source. To import these data, you must create an ODBC data source and then use System Manager software to create Data Imports for each type of data (folder information, locations, and lists). The System Manager import function can be performed manually or automated using a batch file. The batch file is typically set up to run automatically on a daily basis. Any installation of System Manager (on other computers) that you might use to import data will require the same ODBC data source and drivers. There are two ODBC data source options Option 1 Using queries to files (See Option 1 Using files as your ODBC data source on page 83 for detailed instructions.) This option uses customer-generated files that System Manager software can query for updates. You generate these files from another system and then move them into a designated import folder. System Manager data imports must be set up to query these source files to populate and update the Tracking Database. You can generate new, updated files as needed. Different ODBC drivers are available for various source-file formats including CSV, fixedlength fields, delimited text, etc. Option 2 Using direct queries to an existing database With this option, System Manager data imports are set up to directly query your company s database. (See Option 2 Using direct queries to an existing database as your ODBC data source on page 85 for instructions.) Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 82

88 Option 1 Using files as your ODBC data source If your site uses this option, you will create intermediate files that System Manager software uses to update the 3M RFID Tracking Database. Additional installations of System Manager software (on other computers) that you use to import data will require the same ODBC data source and drivers. Step 1 Select a format for your import source files Select a format that is easy for your site to generate on a consistent basis. Various ODBC drivers are available allowing you to set up ODBC data sources for CSV, fixed, delimited text, and other file formats. Data requirements The data file can contain multiple columns but the 3M RFID Tracking Database is limited to eight (8) columns of data plus one column that contains the Item ID. If necessary, your query can concatenate multiple columns from the file into a single column in the Tracking Database. Place the most important identifying fields in the first three columns. The information in first three columns appears in Locator software s History view. Column information appears in other Tracking System software and is useful for identifying folders. Item ID The first column must contain the Item ID (a unique number for each folder that you want to track). This example shows three columns of tab-delimited data. Column names are included in a Column Name Header. Column names Column names, which appear in various Tracking System software, are often included in a column name header. You can change these names using System Manager software. If a fixed-length format is used and your file includes a column name header, the first line (column name header) must be comma-delimited. Step 2 Create an import folder for your files Create an import folder on your server to store all the database import files that you will use to populate and update the Tracking Database. Because the ODBC data source points to this folder, it is important that you always store your files in this folder. For best performance, create this folder on the same server where the Tracking Database resides. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 83

89 Step 3 Create files for your folders and locations Use your existing records system to create separate files for the folders and locations that you want to add to the Tracking Database. See Data requirements on page 83 for more information. 1 Create a file for the folders that you want to add to the Tracking Database (see example). If your site has multiple groups, you have two choices: Each group must have its own file that only contains the folders for that group, OR if one file with multiple groups is used, there should be a field in the file that allows a dataimport query to extract just one group. The text file for folders must contain the Item ID (folder ID) in the first column. Create a file that includes all the folders you want to track. 2 Create a file for the locations that you want to add to the Tracking Database (see example). The locations file can contain multiple columns of data although the Tracking Database is limited to three fields (columns) for each location. You can use custom queries to concatenate fields from the file to create these three fields. For example, your file may contain columns for first name and last name and your query may combine both into one field in the Tracking Database. Create a file that includes all the locations at your site. Step 4 Set up an ODBC data source for your files The ODBC data source that you set up must match the format of the files that you generate at your site. See the 3M Customer Implementation Plan for the ODBC type selected for your site. Setup instructions are provided in the following sections See Creating an ODBC data source for CSV-delimited files on page 89 See Creating an ODBC data source for fixed-length files on page 91 See Creating an ODBC data source for tab-delimited files on page 93 Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 84

90 Option 2 Using direct queries to an existing database as your ODBC data source The fields required for the 3M RFID Tracking Database are listed in the 3M Customer Implementation Plan that was created for your site. Creating a Microsoft Access ODBC data source 1 Start the ODBC Data Source Administrator control panel (part of Administrative Tools). 2 Click the System DSN tab. 3 Click Add. 4 Select the Microsoft Access Driver. 5 Click Finish. 6 Enter a name and description for this connection. 7 Click Select to locate and select the Access database you want to use. 8 Click OK to save the database location. 9 Click OK to save the ODBC data source. Copyright , 3M. All rights reserved. RFID Trac king System Manager User Guide, Rev. E 85

91 Creating a Microsoft SQL Server ODBC data source The fields required for the Tracking Database are listed in the 3M Customer Implementation Plan that was created for your site. 1 Start the ODBC Data Source Administrator control panel (part of Administrative Tools). 2 Click the System DSN tab. 3 Click Add. 4 Select the SQL Server driver. 5 Click Finish. 6 Use the Create a New Data Source to SQL Server wizard to create an ODBC data source. a Name Specify the name of the data source. b Description Add a description of the data source. c Server From the drop-down list, select the name of the server running SQL Server. 7 Click Next. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 86

92 8 Specify connection information a Select the method of authentication: Windows NT authentication (recommended) Specifies that the SQL Server ODBC driver requests a secure (or trusted) connection to a SQL Server running on Windows SQL Server authentication Forces SQL Server to use standard login security to establish connections using this data source. b Select the Connect to SQL Server default settings for the additional configuration options check box. 9 Click Next. 10 Select (check) the Change the default database to check box. 11 Type 3M_RFID_DB (or whatever you have named the RFID database) in the drop-down list box. 12 Click Next. Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 87

93 13 If possible, use the default settings shown. 14 Click Finish. The ODBC Microsoft SQL Server Setup summary screen appears. 15 Click Test Data Source. The ODBC Data Source Wizard tries to establish a connection using the information (server names, authentication methods, etc.) that you used to define the connection. 16 Click OK if the Test Results screen displays TESTS COMPLETED SUCCESSFULLY! If the test failed, go back and check your settings. Copyright , 3M. All rights reserved. RFID Tr acking System Manager User Guide, Rev. E 88

94 Appendix B ODBC Data Source Examples for Data Import Files Creating an ODBC data source for CSV-delimited files A. Select a driver for your data source 1 Start the ODBC Data Source Administrator control panel (part of Administrative Tools). 2 Click the System DSN tab. 3 Click Add. 4 At the Create New Data Source dialog box, select Microsoft Text Driver (*txt;*csv). 5 Click Finish. 6 At the ODBC Text Setup dialog box, type a Data Source Name. Record the Data Source Name. You will need it later. 7 Clear (uncheck) the Use Current Directory check box. This is required to enable the Select Directory button. 8 Click Select Directory. From the Drives drop-down menu, select the import folder that you created earlier (see page 83). Copyright , 3M. All rights reserved. RFID Tracking System Manager User Guide, Rev. E 89

95 B. Configure the ODBC Setup for CSV-delimited files This procedure creates a schema.ini file that tells the ODBC driver how to query each file. 1 Click Options. 2 Click Define Format. The Define Text Format dialog box appears. 3 From the Tables list, select the file that you created for your folders (folders.csv.txt in the example). 4 Select CSV Delimited from the Format dropdown list. 5 Select (check) the Column Name Header check box if your files include a header. This instructs the software to ignore the first line in each file during import. 6 Click Guess to have the system examine the selected file and generate the data type, name and width values for the columns in the selected table. 7 Check the Columns settings for each column. a One-by-one, select each of the column names and make sure the column settings are as follows: Data type: Char Name: should match column name included in column name header. If not, type the desired name. Width: 255 b If you make any changes, click Modify. 8 Repeat steps 4-8 for the locations file (CSV) in the Tables list. 9 Click OK. Copyright , 3M. All rights reserved. RFID Trac king System Manager User Guide, Rev. E 90

96 Creating an ODBC data source for fixed-length files A. Select a driver for your data source 1 Start the ODBC Data Source Administrator control panel (part of Administrative Tools). 2 Click the System DSN tab. 3 Click Add. 4 At the Create New Data Source dialog box, select Microsoft Text Driver (*txt;*csv). Click Finish. 5 At the ODBC Text Setup dialog box, type a Data Source Name. Record the Data Source Name. You will need it later. 6 Clear (uncheck) the Use Current Directory check box. This is required to enable the Select Directory button. 7 Click Select Directory. From the Drives drop-down menu, select the folder that you created earlier. Copyright , 3M. All rights reserved. RFID Trac king System Manager User Guide, Rev. E 91

97 B. Configure the ODBC Setup for fixed-length files This procedure creates a schema.ini file that tells the ODBC driver how to query each file. 1 Click Options. 2 Click Define Format. The Define Text Format dialog box appears. 3 From the Tables list, select the file that you created for your folders. This fixed length file has three columns, 14 characters, 20 characters, and 50 characters. 4 Select Fixed Length from the Format drop-down list. 5 Select (check) the Column Name Header check box if your files include a header. If Format is fixed-length and Column Name Header is selected, the first line must be comma-delimited. 6 Check Columns settings for each column. a One-by-one, select each of the column names and make sure the column settings are as follows: Data type: Char Name: should match column name included in column name header. If not, type the desired name. Width: make sure the column width matches your file. b If you make any changes, click Modify. 7 Repeat Steps 4-7 for the locations file (fixedlength format) in the Tables list. 8 Click OK. Copyright , 3M. All rights reserved. RFID Tra cking System Manager User Guide, Rev. E 92

98 Creating an ODBC data source for tab-delimited files A. Select a driver for your data source 1 Start the ODBC Data Source Administrator control panel (part of Administrative Tools). 2 Click the System DSN tab. 3 Click Add. 4 At the Create New Data Source dialog box, select Microsoft Text Driver (*txt;*csv). 5 Click Finish. 6 At the ODBC Text Setup dialog box, type a Data Source Name. Record the Data Source Name. You will need it later. 7 Clear (uncheck) the Use Current Directory check box. This is required to enable the Select Directory button. 8 Click Select Directory. From the Drives drop-down menu, select the folder that you created earlier. Copyright , 3M. All rights reserved. RFID Trac king System Manager User Guide, Rev. E 93

99 B. Configure the ODBC Setup for tab-delimited files This procedure creates a schema.ini file that tells the ODBC driver how to query each file. 1 Click Options. 2 Click Define Format. The Define Text Format dialog box appears. 3 From the Tables list, select the file that you created for your folders. 4 Select Tab Delimited from the Format dropdown list. 5 Select (check) the Column Name Header check box if your files include a header. This instructs the software to ignore the first line in each file during import. 6 Click Guess to have the system examine the selected file and generate the data type, name and width values for the columns in the selected table. 7 Check the Columns settings for each column. a One-by-one, select each of the column names and make sure the column settings are as follows: Data type: Char Name: Should match column name included in column name header. If not, type the desired name. Width: 255 b If you make any changes, click Modify. 8 Repeat Steps 4-8 for the locations file (tab delimited) in the Tables list. 9 Click OK. Copyright , 3M. All rights reserved. RFID Trac king System Manager User Guide, Rev. E 94