Digital Data Manager Model 747

Transcription

1 Digital Data Manager Model 747 Staff Guide Version 3.xx Software 3M Library Systems 3M Center, Building 225-4N-14 St. Paul, MN

2 3M All rights reserved. Digital Data Manager Model 747 Staff Guide , Rev. C 3M is a trademark of 3M. Microsoft and Windows are registered trademarks of Microsoft Corporation. All other trademarks are property of their respective owners.

3 Staff Guide Table of Contents Introduction... 3 About Data Manager...3 Privileges required for Data Manager...3 Export workflow overview...4 Exporting Lists and Collection Categories... 5 Step 1 Generate list files from your circulation system...5 Step 2 Place the list files into their designated folders...5 Step 3 Select and export lists and collection categories...6 Step 4 Remove the memory card...7 Using the Export Pull Lists Only function...8 Correcting Export Errors and Warnings... 9 Description errors and warnings...9 Export errors (record will not be exported)...9 Export warnings (record will be exported)...9 Correction procedure...10 Solving export problems...12 Importing Data from a Memory Card Typical data collection workflow...13 Importing collected data and pull-list results...15 Import file destinations...16 Data collection text files...17 Pull-list results files...18 Other Procedures Viewing text files...19 Clearing the database...19 Deleting imported text files...20 Selecting a language...20 Checking memory card contents...21 Arranging the order of files within a folder...22 Menus and Toolbars Main window elements...23 Toolbar buttons...23 Directory structure features M All rights reserved.

4 3M Service Information to gather M Service phone numbers M Library Systems Web Site...25

5 Introduction About Data Manager 3M TM Digital Data Manager (Data Manager) software is used to transfer information from your circulation system onto memory cards that are used by 3M equipment such as the 3M TM Digital Library Assistant (DLA). Data Manager also can import data that other 3M equipment has saved to a memory card. Privileges required for Data Manager The following computer privileges are required to perform Data Manag er tasks: Task Required Privileges Notes To install Data Manager To create Data Manager folders (as part of setup) To change Data Manager settings To write to Data Manager folders To eject the memory card Administrator privileges Administrator privileges Write access to the 3M section of the Windows Registry and 3M folder in the Program Files folder Read and write access to folders Eject privileges on the memory card At installation, Data Manager changes system settings so this access is available to all system users. The administrator must grant this access to staff members who use these folders. The default is to limit eject privileges to administrators. If non-admistrators will be working with the memory card, administrators must give them eject privileges. 3M All rights reserved. 3

6 Export workflow overview The description below and Figure 1 briefly describe the typical workflow used to export data with Data Manager software. This process is described in detail on the following pages. 1 Generate list files from your circulation system. Automated Circulation Use your circulation system to create the list System files used by the 3M TM Digital Library Assistant (DLA) and other equipment: 1 Shelf-order Lists lists of items in shelf order (in the order they are expected to appear on Shelf the shelf). Order Lists Search Lists lists of items that you would Search like to find (the order does not matter). Lists Location Lists If your circulation system uses a location-based shelving system, your system must generate Location Lists that identify specific locations in the library. 2 Place the list files into their designated Data Manager folders. 3 Pull Lists lists of items that you will use the Pull Items function to display and find (in the order you wish to find them). These user-created folders are typically located on the hard drive of the computer that runs Data Manager software. Note: If Location Lists are used, they must be placed into the Shelf-order List Folder. Select and export the lists and collection categories to a memory card. Click Refresh to display lists, collection folders, and their contents in the Data Manager main window. Select (check ) the lists and collection category labels that you want to export Shelf-order List Folder Search List Folder Pull Lists Pull List Folder 4 Click Export - Data Manager processes the selected lists and exports the selected lists and categories to the memory card. Remove the memory card for use in 3M equipment. Equipment such as the 3M TM Digital Library Assistant (DLA), 3M TM Conversion Station, and 3M TM Staff Workstation can now use the data on the memory card. Memory Card Drive Library Computer 4 Memory Card 747_005_B Figure 1 Typical Workflow 4 3M All rights reserved.

7 Exporting Lists and Collection Categories Use the Data Manager Export function described in the following steps to export selected lists and collection categories to memory cards for use with the DLA or other 3M equipment. Step 1 Generate list files from you r circulation system Generate list files from your circulation system ba sed on the types of tasks that you want to perform. See the Digital Data Manager Model 747 Data Format Guide for list-file format requirements. If your library uses a location-based shelving system, your circulation system will also generate Location Lists that identify specific locations in the library. You may want to update your lists as you add items to your circulation database. Update your Search and Pull lists on a regular basis. Shelf Order Lists Automated Circulation System Search Lists Figure 2 Generate List Files Pull Lists 747_SG_013 Step 2 Place the list files into their designated folders 1 Move the files that you want to export into the proper list folders. If you replace an existing file with a newer file with the same name, Data Manager assigns the export format and label from the old file to the replacement file. If you add a new file, Data Manager assigns the default export format (if defined) to the file and the file name appears in the Label column. (If necessary, use the drop-down format list to assign a different export format to the new file.) An export format defines what information will be displayed on the DLA and other equipment. If Location Lists are used, they must be placed into the Shelf-order List Folder. Shelf Order Lists Shelf-order List Folder Automated Circulation System Search Lists Search List Folder Pull Lists Pull List Folder Figure 3 Place List Files in Folders 747_SG_012 2 Click Refresh to display any changes such as adding or removing files from the list folders. Figure 4: Click Refresh whenever you add or remove files from the list folders. 3M All rights reserved. 5

8 Step 3 Select and export lists and collection categories 1 Insert a memory card into the memory-card drive. 2 Click Refresh. This displays any changes such as adding or removing files from the list folders. 3 Select (check ) the lists and collection categories that you want to export. Make sure that the order in which the shelforder lists appear in the main window matches the physical location of items in the library. If desired, from the View menu, click Preview File Export and check for errors and warnings. 4 From the toolbar, click Export. The Export Lists and Categories window displays a list of the files and collection categories to be exported. (See Figure 6.) If the memory card contains collected data or pull-list results that have not been imported, messages appear asking you to import the data. If you continue with the export without importing the data, Data Manager deletes any collected data or pull-list results on the memory card. 5 Click OK. Data Manager exports the selected lists and collection categories to the memory card. Records with errors will not be exported. Figure 5: Check ( ) the lists and categories that you want to export. Export Limits Data Manager limits the maximum number of list files and collection categories that you can export. Order Lists unlimited Search Lists 31 lists maximum Pull Lists 31 lists maximum Collection Categories 40 maximum, always includes Default, Inventory and Locations. 6 Check the summary log (located in the bottom pane of the main window) for any export errors or warnings. (See Figure 10 on page 10.) If an excessive number of errors and/or warnings appear in the summary log Correct any errors that may have been caused by your circulation data, list files, and/or export formats. See Correcting Export Errors and Warnings on page 9 for more details. Figure 6: Make sure that you are exporting the correct files with the proper labels. 6 3M All rights reserved.

9 Step 4 Remove the memory card Always use the following procedure to remove the memory card from the memory-card drive. IMPORTANT! You must have eject privileges to eject a memory card. These privileges are reserved by default for administrators but may be granted to other staff. If you will be using the memory card drive, ensure that you have these privileges. DO NOT remove a memory card while the activity light on the memory-card drive is flashing. If you remove the memory card before the activity light stops flashing, you may corrupt the data files on the memory card (making it impossible for other equipment to read the data). If this happens, you may have to use Windows to reformat the memory card. 1 Important! - Wait until the export or import operation completes before attempting to eject the memory card. When the activity light on the memory-card drive stops flashing, the import/export operation is complete. 2 Make sure that there are no open windows that display the memory-card drive or its contents. 3 From the Windows desktop, double-click My Computer. 4 Right click on the memory-card drive s Removable Disk icon (see Figure 7). The memory-card drive appears as two different removable-disk icons. The first drive letter is assigned to the CompactFlash TM portion of the drive (used by Data Manager). You may want to rename the compact flash drive with a name such as DM Drive. The second drive letter (not used) is assigned to the Secure Digital TM portion of the drive. 5 On the pop-up menu, click Eject. Important! - After clicking Eject, wait ten seconds before removing the memory card. 6 Wait 10 seconds and then remove the memory card. Figure 7: Right-click on the removable disk icon and click Eject. 3M All rights reserved. 7

10 Using the Export Pull Lists Only function This is a modified version of the Export function where only the selected (checked) pull lists are exported to the memory card. Unlike a regular export, any order or search lists and collection categories already on the memory card will remain unaffected. The Export Pull Lists Only function will delete any existing Pull lists on the memory card. Procedure 1 Select (check ) the pull lists that you want to export to the memory card. From the View menu, click Preview File Export and check for errors and warnings. 2 From the toolbar, click (Export Pull Lists Only). The Export Lists and Categories dialog displays a list of the files to be exported. If the memory card contains collected data or pull-list results that have not been imported, messages appear asking you to import the data. If you don t import these data, Data Manager will overwrite the pull lists. Figure 8: The Export Pull Lists Only function exports the selected pull lists to the memory card without affecting any of the shelf-order lists, search lists or collection categories already on the memory card. 3 Click OK. Data Manager exports the selected pull lists to the memory card. Records with errors will not be exported. 4 Check the summary log (located in the bottom pane of the main window) for any export errors or warnings. 8 3M All rights reserved.

11 C orrecting Export Errors and Warnings Description errors and warnings Before exporting lists and categories, you may want to preview the file export. From the View menu, click Preview File Export and check for errors and warnings. Figure 9 Preview File Export displays record number, item ID barcode, primary information, secondary information and location ID barcode (if used) After exporting lists and categories, Data Manager creates Summary and Export Logs that list any errors and warnings that occurred during the export. Once you have debugged your Data Manager export formats, most of the export errors and warnings will be caused by bad data records from your circulation system. After using Data Manager for awhile, many problems with circulation records should have been identified and corrected. You may want to create an in-house policy on how to deal with problems with circulation records. Export errors (record will not be exported) If an export error is reported for a circulation record, that record WILL NOT be exported. Records that are not exported due to errors can affect the operation of the DLA and other equipment. For example: missing records will not be accessible in search, shelving, check-shelf, and other DLA functions. In some functions, if the tags for these items are read, a not in database message is displayed. Detecting circulation errors and warnings Export debugging may require you to repeat the export process as you try to eliminate any export errors and warnings. To ensure that export errors and warnings are reported for each export, follow the guidelines below. Export errors and warnings are only reported if the list file(s) were processed during export. Errors and warnings are reported if: The file is new. The file has been changed and saved. An existing file is replaced with a new file that has the same name. A file s export format or label was changed. If none of the above applies, you can select Clear Database from the File menu. Export warnings (record will be exported) For example: if you export a file and encounter 50 errors and you export it again If an export warning is reported for a circulation record, without changing the file (or changing any of the record WILL be exported but it may be missing the items listed above), portions of the primary, secondary and location (if used) information that were missing from the circulation data. The file is not processed. The DLA and other equipment will successfully The number of warnings and errors process items whose records were exported with reported for that file will be zero. warnings. The 50 records that had errors will not be Any missing primary, secondary or location (if used) exported. information fields will not be displayed on the DLA or other equipment. 3M All rights reserved. 9

12 Correction procedure 1 Click the Export button to export list files to a memory card. Export Log The Export Log provides specific information to help you determine where each warning or error occurred. 2 Check the Summary Log for any errors or warnings. The summary log appears in the bottom portion of the main window. View Export Log 3 If the summary log includes warnings or errors, view the Export Log for details. a Click the View Export Log button. The Export Log opens in a Notepad window. Summary Log The Summary Log displays the total number of records exported and how many warnings and errors occurred. b Check for errors and warnings. Continued on next page Figure 10: The Summary Log and the Export Log help you identify export errors and where they occurred. 10 3M All rights reserved.

13 Use the export log to determine where the errors and warnings occurred in the list file. Warning notations specify the Item ID and the line number (in the list file) where the missing primary, secondary or location (if used) information occurred. Error notations specify the line number (in the list file) where the invalid barcode was found and the invalid barcode. Export Log If an export operation generates excessive errors and/or warnings: 1 Export Format Problems Determine if your Data Manager settings are causing the errors and/or warnings. Errors may be caused by: Incorrect barcode validation settings Incorrect export formats that are extracting an incomplete barcode Missing or incomplete barcodes may be caused by bad circulation system data (see below) List File 2 Data Problems If your export formats are set up correctly, you may want to correct any problems in your circulation system data and try generating the list file(s) again. Missing or incomplete barcodes will cause errors. The process used to generate list files may be flawed. Optional print the Export Log or save the Export Log file to a different location on your hard drive. This is helpful if there are a large number of errors that you have to correct. Figure 11: The Export Log indicates where errors or warnings occurred. 747_007 the line numbers in the list file 3M All rights reserved. 11

14 Solving export problems Problem Possible Solutions Errors occur during export. An Item ID (barcode) is missing or in the wrong position in the list file generated from you circulation system. This could be a bad circulation record or a problem with the process that generates the file from your circulation system. Incorrect List Barcode Validation Parameters set in Data Manager. Incorrect Export Format parameters (barcode start position, barcode field length, etc.) that are extracting an incomplete barcode (Item ID) from the record. Verify that there is enough hard-drive disk space available. (A minimum of 200 MB is recommended before attempting an export operation.) Make sure a file or directory is not being used or accessed by another application (for example, a list file may be opened in Notepad while you attempt to export it; or a list folder is open in Windows Explorer). The number of records After exporting, view the export log and check to see if records were not exported due exported is less than to an error(s). expected. If you do not see any errors in the export log (Data Current for:), you may have to select Clear Database from the File menu and re-export the file. Now, if you check the Export Log, you should see any errors that occurred. An excessive number of Verify the List Barcode Validation settings (Admin Setup menu). Be sure to enter any barcodes are being reported Additional Valid Characters as required. as Invalid. Check for incorrect export format settings (such as start position and length). Check your circulation system for mistakes in barcode entries, missing barcodes, etc. Make sure that the process that generates the files from your circulation system is set up correctly. Records are exported with Check the export format parameters (e.g., start position) for the problem field(s). If missing data or incorrect you make changes, preview the export to check your changes. fields. Make sure that you assigned the correct export format to the list file. Check for errors in the circulation system data. Some of the expected information in the Primary or Secondary information fields is not being displayed on the DLA or other equipment. After exporting, the DLA does not recognize a valid database on the memory card. Data Manager allows you to export a maximum of 40 characters for the Primary Info Field and 40 characters for the Secondary Info Field. Because the Primary Info field on the DLA uses a large, bold font, approximately 25 characters are viewable in the DLA s Primary Info Field. The Secondary Info field on the DLA displays approximately 29 characters. If you are using a newer-style (blue) memory-card drive (SanDisk Model SDDR-73), make sure that you are running Windows 2000 Service Pack 3. Verify that the Export/Import Location is set to the memory-card drive. Always right click the My Computer icon and select Eject to remove the memory card. Failure to follow this procedure may corrupt the database or require you to use Windows Explorer or the handheld to reformat the memory card. Windows Cannot Unmount Volume Error Message After selecting lists to export, an unexpected number of lists are included in the export. The Export Log does not include any export errors or warnings. Invalid barcodes are being reported as Valid. If you see this error message while using Windows to eject the memory card, click Continue. This will not affect the data on the memory card. Some of the lists in the subdirectories may have been mistakenly checked. Open all subdirectories and uncheck unwanted files. -Or- Select Uncheck All from the List Actions menu, and check only the lists that you want and retry the export. If a list file was not changed since the last time it was exported, the Export Log may show Data Current for: (with no errors or warnings listed) next to the list name. Select Clear Database from the File menu and re-export the file. Now, if you check the Export Log, you should see any errors that occurred. Verify the Barcode Validation settings (Admin Setup menu). Be sure to enter any Additional Valid Characters as required. 12 3M All rights reserved.

15 Importing Data from a Mem ory Card Typical data collection workflow Collection categories labels are typically exported at the same time that you export list files. Step 1 Export collection categories to a memory card and use the DLA to collect and save Item IDs. 1 Select the collection category labels you want to export. Select (check ) the collection category labels that you want to export. The Default, Inventory and Locations collection categories are automatically included in each export. 2 Export the selected lists and collection categories to a memory card. Click Export and the selected collection category labels are exported to the memory card. 3 Insert the memory card into the DLA. The exported collection categories appear on the DLA. 4 Use the DLA to collect item IDs. Use the DLA s Collect Data function to collect item IDs or, if your library uses a location-based shelving system, use the procedure following Step 5. If you enable the DLA s Background Inventory function, the DLA will collect item IDs from all RFID tags it reads (while in any DLA function) and automatically save them to the memory card in the Inventory category. 5 Save collected Item IDs in a collection category. a At the Collect Data screen, press Save. b Select the category where you want to save the current list of collected item IDs, and click Save. If your library uses location tags Continue with these steps to a) collect item IDs, and b) automatically reassign scanned items to a specific location. 1 Press Inventory on the DLA Home Inventory Location function. screen to access the 2 As directed on the screen, scan the location tag where you want all scanned items to be assigned. 3 Scan one or more items that you want to assign to the location tag you scanned in Step 2. If necessary, press Clear to delete any items that do not belong in the list. 4 Press Save to reassign all items in the list to the location tag you scanned, and save the items to the Locations category. Figure 12 Import Workflow Note: If your library uses location tags, see the Digital Library Assistant User Guide for more information. Continued on next page 3M All rights reserved. 13

16 Step 2 Use Data Manager to import the collected data and convert them into text files. 1 Remove the memory card from the DLA and insert it into the memory-card drive. 1 2 Click Import. 2 3 The Import dialog box appears. This dialog box lists all the Collection Categories and Pull Lists that are on the memory card. Note: Note: 40 maximum collection categories may be used. The categories list always includes the Default, Inventory and Locations categories. 747_ Click OK. Any collected data and pull list results are imported from the memory card to the userdefined import locations. 4 Figure 13 Import Data and Convert to Text Files 14 3M All rights reserved.

17 Importing collected data and pull-list results After using the DLA to collect and save Item IDs to the memory card and/or modify the pull lists, use Data Manager to import the data from the memory card. The import function creates text files that are formatted based on the import format that you assign to each category. 1 Make sure that the correct Import Format is assigned to each collection category. (See the Data Format Guide for information on import formats.) Click the drop-down menu (located next to each category in the Format column) to select the import format. (See Figure 14.) During import, Data Manager automatically applies default pull-list formats [(-) Not-Pulled, and (+) Pulled] to any pull-list results that are imported. 2 Insert the memory card into the memory-card drive. Figure 14: Use the pop-up menu to assign an import format to each collection category. 3 On the toolbar, click Import. The Import dialog box shows the categories and/or pull lists that you are about to import. (Figure 15.) 4 Click OK; Data Manager imports all of the collected data and pull-list results from the memory card. a Data Manager formats the imported Item IDs based on the import format that you assigned to the collection category. If Data Manager detects a new collection category on a memory card, the Add Category dialog box appears. Data Manager removes any duplicate Item IDs that may occur within a collection category. b Data Manager saves the formatted text files in userdefined folders on your hard drive. Data collection text files are saved in category folders located in the Import File Destination folder. (See the Installation and Setup Guide.) Pull-list results text files are saved in the Pull Lists folder that you defined in the Folders dialog box. (See the Installation and Setup Guide.) 5 After a successful Import, Data Manager deletes all collected data and pull-list results from the memory card. Only data that are successfully imported are cleared. Figure 15: Data Manager software only imports categories that contain Item IDs. Note: 40 maximum collection categories may be used. The categories list always includes the Default, Inventory and Locations categories shown above. Import Errors A Not all data on card could be imported error message appears if some of the data on the memory card is corrupted. Use Windows to reformat the memory card. This may be caused by removing the memory card from the DLA before all the data is transferred. 3M All rights reserved. 15

18 Import file destinations When you import collected data from the memory card, Data Manager creates individual text files that are saved to collection folders. Data Manager creates a folder for each collection category that you define and places these folders in the Import File Destination folder that you specified in the Folders dialog box. Note: 40 maximum collection categories may be used. The Default, Inventory and Locations categories are always included by default. Data Manager saves the data collection text files to each category s folder. Data Manager saves the pull-list results text files to the Pull Lists folder. You can access these text files through Collection Categories in the main Data Manager window (see Figure 16) or by using Windows Explorer (see Figure 17). Figure 16: The main window provides easy access to view, modify, save, print, and delete the imported text files. Pull-list Results Data Manager stores all the pull-list results files in the Pull Lists Folder that you defined in Admin Setup. Data Collection Files Data Manager creates a folder for each collection category and places them in the Import File Destination folder that you defined in Admin Setup. 747_011 Figure 17: You can use Windows Explorer to access the imported text files. 16 3M All rights reserved.

19 Data collection text files The formatted text files created during an import operation are stored in collection categ ory folders located in the Import File D estination folder. Import file list order The text file consists of a list of collected Item IDs that are listed in shelf order (The Item IDs are only shown in shelf order if the collected Item IDs appear in one o r more of the shelf-order lists on the memory card). Any collected Item ID that does not appear on a ny of the shelf-order lists on the memory card appears at the bottom of the list. Various parameters in the Import Formats allow the import function to add Primary, Secondary and Location information to the Items IDs in the text file. See the Installation and Setup Guide for information on defining folder locations. Data collection file-naming convention The data collection text files created with each import operation are stored in the Import File Destination folder. Inventory (16).txt Import Category Name 747_009 The date when this file was created Number of Item Ids in this file Figure 18: The text files created during each import operation are stored in the Import File Destination folder. 3M All rights reserved. 17

20 Pull-list results files The DLA tracks which items were removed (pulled) from each pull list and which items remain (not pulled) on each pull list. The DLA saves pull-list results on the memory card. After you have pulled all the items that you could locate, use Data Manager to import the pull-list results as text files. You can use pull-list-results files to: Update the pull status on your circulation system. Create search lists that include items that were not found. You can export these lists to a memory card. When you import pull list results, Data Manager files for each pull list on the memory card. creates two Each text file consists of a list of Item IDs and any other information defined in your import format. Pulled (+) file this text file includes the item IDs (and any other information defined in your import format) of all the items that were pulled (removed) from the pull list. Pulled files have a (+) character in their file name. Not pulled (-) file this text file includes the item IDs (and any other information defined in your import format) of all the items that were not pulled from the pull list. Not pulled files have a (-) character in their file name. Pull-list-result file naming convention Hold (+ 23 ) 1.plr Pull List Name The date when this file was imported Number of Item IDs in this file Pull Result Type + items were pulled - items were not pulled Uniqueness Number added to the file name if identical imports are performed on the same date. 747_SG_014 Figure 19 Pull List Naming Convention 18 3M All rights reserved.

21 Other Procedu res Viewing text files Using Data Manager to view a text file 1 Use Data Manager to select the collection file that you want to view. Each import operation results in a separate file. 2 On the toolbar, click View File. The selected file opens in Microsoft Notepad or whatever text file (.txt) viewer that you set up in Windows. To view an imported text file... 1 Select (highlight) a file in the main window. 2 Click View File to open the selected file in Notepad (or your designated text file viewer). 747_012 Using Windows a text file Explorer to open You can also use Windows Explorer to locate and open the text files (files with a.txt extension). The selected file opens in Microsoft Notepad or whatever software you designated as your Windows text file (.txt) viewer. Once the file is open, you can use the text viewer to save the file to a different location. Figure 20: Select the file that you want to view and click View File. Clearing the database The Clear Database function forces the software to reprocess all the files during the next export. After reprocessing, the Summary and Export Logs will display all the errors and warnings after the next export. To clear the database From the File menu, click Clear Database. 3M All rights reserved. 19

22 Deleting imported text files When you import collected Item IDs from the memory card, Data Manager saves the data collection text files to the Import File Destination folder that you defined in the Folders dialog box. Data Manager saves the pull list results text files to the Pull Lists folder. Using Data Manager to delete files 1 Select the file that you want to delete. 2 From the List Actions menu, click Delete. The file is deleted from your hard drive. Selecting a language Figure 21: You can use imported text files. Data Manager to delete The user interface can be displayed in a number of different languages. The administrator can specify which languages appear in the Language menu. To select a language 1 From the View menu, click Language. 2 Select a language from the list. The menus appear in the language that you selected. Figure 22 Selecting a Language 20 3M All rights reserved.

23 Checking memory card contents To avoid deleting lists that you already exported to a memory card, you should check the memory card contents before exporting new lists. Whenever you export data to a memory card, any data that already exists on the memory card is deleted. 1 Insert a memory card into the memory-card drive. 2 From the View menu, click View Export Info. Data Manager reads the data at the Export/Import location (memory-card drive). 3 The Database Information dialog box displays the contents of the memory card and the following information: Creation Date - the date that the data was exported to the memory card Version the version of database that was exported to the memory card Total Items the total number of items that were exported to the memory card Barcode Filters indicates if Data Manager exported a barcode filter collection to the memory card Figure 23: Whenever you export to a memory card, data that is already on the memory card is deleted. 3M All rights reserved. 21

24 Arranging the order of files within a folder The order that the shelf-order lists appear in the main window should match the physical location of items in the library. Arranging shelf-order lists If your shelf-order data lists are organized so that the items from one list are shelved immediately next to items in another list, make sure that the order of the lists (as seen in the main window) matches the shelving order in the library. Arranging search lists The DLA scans the search lists from top to bottom. If a search item appears on multiple search lists, the DLA will display the list label of the first list that includes the item. To change the order of a list 1 Open a folder and select the file you want to move. 2 Click the (Up or Down buttons) to move the file up or down within the folder. You cannot use the Up and Down buttons to move files from one folder to another. If you add new files after re-ordering the list, the new files will be added to the end of the list. Figure 24 Changing the Order of a List 22 3M All rights reserved.

25 M enus and Toolbars Main window elements Menu bar The menu names are located at the top of the screen. Toolbar The buttons access the most common functions of the application. File list This area displays the folders and list files located in the shelf-order list, search list, pull list, and collection category folders. List columns can be resized by dragging the right side column line in the header row of the grid. Progress area This area shows the current state of the export process and indicates progress through each state. Summary area A summary of the export process is displayed here. A scroll bar is displayed as needed. Toolbar buttons Export exports data from selected list files in a format usable by the DLA. Import imports pull list results and collected Item IDs (saved in categories) and creates a formatted text file for each category that you import. Export Pull Lists Only this is a modified version of the Export function where only the selected (checked) pull lists are exported to the memory card. Unlike a regular export, any order or search lists and collection categories already on the memory card will be unaffected. Export Pull Lists Only function will overwrite any existing Pull lists on the memory card. Refresh Lists updates the display to reflect the files and subdirectories after a change. View File opens the selected list file in Notepad. If you edit the file, you must save the file to ensure that the edits are included in subsequent Exports. View Export Log displays the Export log for the most recent Export. This log is cleared for each new export. Move Up and Move Down moves the selected list up and down within a folder. Items cannot be moved between folders. Help Displays an on-line version of this manual. Menu Bar Figure 25 Main Window Elements Export Import Export Pull Lists Only File List Progress Area Summary Area Refresh View Export Log Move 747_004 Down 3M All rights reserved. 23 View File Toolbar Move Up Figure 26 Tool Bar Buttons Help

26 Directory structure features Each list and category displayed in the main window has a master checkbox that controls the selection of the lists or categories located within that directory. Select this checkbox (red check mark) to select all of the lists or categories that are located within the directory. Clear this checkbox to select none of the lists or categories that are located within the directory. A GRAY check mark in the check box shows that you checked some of the lists in that directory. Figure 27 Directory Structure Features All lists checked A RED check mark in the check box shows that all of the lists are selected. Red check mark No lists checked A cleared (no check mark) check box shows that none of the lists are selected. Check box cleared Some lists checked A GRAY check mark in the check box shows that you checked some of the search lists. Gray check mark 24 3M All rights reserved.

27 3M Service Information to gather Before you call for service, please have the following information available: The name, address, and telephone number of your facility A description of the problem or the issue you want addressed The model number and serial number of the equipment (located on the serial label), if the call is in regard to a system problem Model Number Serial Number 3M Service phone numbers For questions regardin g your system, call one of the following numbers. In the United States In Canada In other countries English Call your local 3M office. Francais M Library Systems Web Site The 3M Library Systems Web site can be located at For additional information in the United States about 3M SelfCheck systems, go to h ttp:// 3M All rights reserved. 25