Digital Data Manager Model 747

Digital Data Manager Model 747 Staff Guide 3M Library Systems 3M Center, Building 225-4N-14 St. Paul, Minnesota 55144-1000 www.3m.com/library Copyright 2000, 2001, 2002 3M IPC. All rights reserved. 75-0500-4514-4, Rev. C

Table of Contents Overview... 1 Typical list export workflow... 1 Typical Data Collection Workflow...2 Export Procedure... 3 Step 1 Generate list files from your circulation system... 3 Step 2 Place your list files in the proper folder... 3 Step 3 - Export data lists and collection categories... 4 Step 4 Remove the memory card... 5 Export Errors and Warnings... 6 Overview... 6 Export Errors... 6 Export Warnings... 6 Correcting export errors and warnings... 7 Export Error Troubleshooting Guide... 9 Import Procedures... 10 Importing collected data... 10 Viewing imported text files... 11 Import File List Order... 11 Import File Naming Convention... 11 Deleting imported text files... 12 Other Procedures... 13 Selecting a Language... 13 Checking the contents of the memory card... 13 Arranging the order of files within a folder... 14 Clearing the Database... 14 Menus and Toolbars... 15 Main Window Elements... 15 Directory Structure Features... 16 Troubleshooting... 17 3M Service Phone Numbers...17

Overview Typical list export workflow Once you complete the initial setup of 3M Digital Data Manager software (Data Manager), day-to-day operations are relatively simple and straightforward. 1 Generate list files from the automated circulation system. Use your automated circulation system to create the various list files that are used by the 3M Digital Library Assistant (DLA) and other equipment. Shelf-order Lists lists of items in shelf order (the order in which they are expected to appear on the shelf). Search Lists lists of items that you would like to find (the order does not matter). 2 Place the list files into the appropriate Data Manager folder. These user-created folders are typically located on the hard drive of the computer that runs Data Manager software. 3 Select the lists and collection categories that you want to export. The shelf-order and search-list folders and their contents appear on the Data Manager s main window. Select (check to export. ) the lists that you want Select (check ) the collection category labels that you want to export. 4 Export the selected lists and collection categories to a memory card. Click Export : Data Manager processes the selected lists and exports the selected lists and categories to the memory card. 5 Remove the memory card for use in other 3M equipment. Other equipment (e.g., DLA, 3M Digital Conversion Station, and 3M Digital Staff Workstation) that are equipped with a memory card drive can use the data on the memory card to perform various tasks. 75-0500-4514-4, Rev. C; 060-A 1

Typical Data Collection Workflow Collection categories are typically exported at the same time that you are exporting list files. 1 Select the collection category labels that you want to export. Select (check ) the collection category labels that you want to 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. If you enable the DLA s Background Inventory function, the DLA will collect item IDs from each Digital ID tag 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. Select the category where you want to save the current list of collected item IDs, and click Save. 2 75-0500-4514-4, Rev. B; 060A

Export Procedure Use the Export function to export selected lists and collection categories to memory cards for use with the DLA and other equipment. Step 1 Generate list files from your circulation system Generate list files from your circulation system based on the types of tasks that you want to perform. See the Data Format Guide for list file format requirements. You may want to update your lists as items are added to your circulation database. Step 2 Place your list files in the proper folder 1 Move the files that you want to export into the proper folders. If you replace an existing file with a newer file with the same name, the export format and label for the old file is assigned to the replacement file. If you add a new file, the default export format (if defined) is assigned to the file and the file name appears in the Label column. 2 Click Refresh to display any changes such as adding or removing files from the list folders. Refresh the window when your add or remove any data lists from the list folders. 75-0500-4514-4, Rev. C; 060-A 3

Step 3 - Export data lists and collection categories 1 Insert a memory card into the memory card drive. 2 Select (check ) the lists that you want to export. The order that the shelf-order lists appear in the main window should match the physical location of items in the library. 3 Select (check ) the collection categories that you want to export. 4 Click the Export button. The Export Lists and Categories dialog displays a list of the files to be exported. (See Figure 2.) If necessary, click Cancel to stop the Export operation. 5 If the memory card contains collected data that has not been imported, a message appears asking you to import the data. If you continue with the export without importing the data, Data Manager deletes all the data on the memory card. Figure 1: Check ( want to export. ) the lists and categories that you 6 Click OK. Data Manager exports the selected lists and collection categories to the memory card. Records with errors will not be exported. 7 Check the summary log for any export errors or warnings. (See Export Errors and Warnings.) Figure 2: Make sure that you are exporting the correct files with the proper labels. 4 75-0500-4514-4, Rev. B; 060A

Step 4 Remove the memory card Always use the following procedure to remove the memory card from the memory-card drive. The user who logs on to the Data Manager computer must have Administrative Privileges. CAUTION 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 Media LED 2 activity light on the memory-card drive stops flashing, the import/export operation is complete. 2 Close all windows on the Windows desktop and any open windows in Windows Explorer. 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 s Removable Disk icon. A pop-up menu appears. Power LED ON = computer is on and reader is plugged into the USB port. Media LED1 - NOT USED Media LED 2 ON = when memory card is inserted correctly. Flashing = when there is activity (writing data) to or (reading data, downloading) from the memory card. 747_Sandisk_001 Figure 3: Wait until Media LED 2 stops flashing before attempting to eject the memory card. 5 On the pop-up menu, click Eject. Important - After clicking Eject, you must wait ten seconds before removing the memory card. 6 Wait 10 seconds and then remove the memory card. The current user logged on to the computer must have Administrative Privileges to use the eject feature. If the current logon does not have Administrative Privileges and you click Eject, the following message appears: Figure 4: Right click on the removable disk icon and click Eject. 75-0500-4514-4, Rev. C; 060-A 5

Export Errors and Warnings Data Manager creates Summary and Export Logs that report any errors and warnings that occurred during the export. Errors and warnings are only reported if the list file(s) were processed during export. If a list file does not change and you export it again, the file is not processed and the number of warnings and errors reported for that file will be zero. Files are processed during the export if: The file is new. The file has been changed and saved. Certain administrative settings that affect the processing (a different export format or label was assigned) have changed. You select Clear Database from the File menu. Overview Export Errors During export, any record in a list file that generates an error (invalid barcode) 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 included in search, shelving, check-shelf-order, and other functions. Export Warnings During export, any records in a list file that generate a warning (missing primary or secondary information fields) are exported. The DLA and other equipment will successfully process items whose records were exported with warnings. Any missing primary or secondary information fields will not appear on the DLA or other equipment. 6 75-0500-4514-4, Rev. B; 060A

Correcting export errors and warnings Procedure 1 Export list files. 2 Check the Summary Log for any errors or warnings. The summary log appears in the bottom portion of the main window. Summary Log 3 If the summary log includes warnings or errors, view the Export Log for details. Figure 5: The Summary Log displays the total number of records exported and how many warnings and errors occurred. a Click the View Export Log button. The Export Log opens in a Notepad window. b Check for errors and warnings. Continued on next page Figure 6: The Export Log provides specific information to help you determine where each warning or error occurred. 75-0500-4514-4, Rev. C; 060-A 7

4 Use the information in 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 or secondary information occurred. Error notations specify the line number (in the list file) where the invalid barcode was found and the invalid barcode. If an export operation generates excessive errors and/or warnings: 1 Determine if your Data Manager export formats are causing the errors and/or warnings. 2 If your export formats are set up correctly, you may want to correct any problems in your circulation system and try generating the list file(s) again. Optional print the Export Log or save the Export Log file to a different location on your hard drive. This is helpful if there is a large number of errors that you have to correct. 8 75-0500-4514-4, Rev. B; 060A

Export Error Troubleshooting Guide Problem Records are exported with missing data or incorrect fields. Possible Solutions Check the export format parameter values for the problem field(s). Make sure that the correct export format is assigned to the list file. Check for errors in the circulation system data. Errors occur during export. Verify that there is enough hard-drive disk space available. (A minimum of 200 MB is recommended before attempting an export operation.) Refresh the display and try exporting again. (Some files in the list folders may have changed or were removed.) 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). After exporting, the DLA does not recognize a valid database on the memory card. Windows Cannot Unmount Volume Error Message After selecting lists to export, a different number of lists are included in the export. The number of records exported is less than expected. The Export Log does not include any errors or warnings for one or more lists. Invalid barcodes are being reported as Valid. An excessive number of barcodes are being reported as Invalid. Some of the expected information in the Primary or Secondary information fields is not being displayed on the DLA screen. 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. See on page 6 for more information. Failure to follow this procedure may corrupt the database or require you to use Windows Explorer to reformat the memory card. 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. After exporting, view the export log and check to see if records were not exported due to an error(s). If you don t 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. 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. Verify the Barcode Validation settings (Admin Setup menu). Be sure to enter any Additional Valid Characters as required. Check for incorrect format parameter settings (such as position offset). Check your circulation system for mistakes in barcode entries, missing barcodes, etc. 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. 75-0500-4514-4, Rev. C; 060-A 9

Import Procedures Importing collected data After using the DLA to collect and save Item IDs to the memory card, 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 Assign the desired Import Format to each collection category. Click the drop-down menu (located next to each category in the Format column) and select the import format. 2 Insert the memory card into the memory card drive. 3 On the toolbar, click Import. The Import Categories dialog box shows the categories that you are about to import. 4 Data Manager imports all of the collected data 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 category on a memory card, the Add Category dialog box appears. Figure 7: Use the pop-up menu to assign an import format to each collection category. Data Manager removes any duplicate Item IDs that may occur within a category. b Data Manager saves the formatted text files in the Import File Destination folder. Each import operation creates a separate text file for each category that contains Item IDs. The file name includes the import date. Data Manager creates a separate folder for each collection category. These category folders are located in the Import File Destination folder. 5 After a successful Import, Data Manager deletes all collected data from the memory card. Only data that are successfully imported are cleared. Figure 8: Data Manager software only exports categories that contain Item IDs. 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. 10 75-0500-4514-4, Rev. B; 060A

Viewing imported text files The formatted text files that are created during an import operation are stored in the Import File Destination folder. 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. Using Windows Explorer to open a text file 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 9: Select the file that you want to view and click View File. 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 or more of the shelf-order lists on the memory card). Any collected Item ID that does not appear on any of the shelf-order lists on the memory card appear at the bottom of the list. Import File Naming Convention The text files created with each import operation are stored in the Import File Destination folder. Figure 10: The text files created during each import operation are stored in the Import File Destination folder. 75-0500-4514-4, Rev. C; 060-A 11

Deleting imported text files When you import collected Item IDs from the memory card, Data Manager saves the resulting text files to the Import File Destination folder. Using Data Manager 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. Figure 11: You can use Data Manager to delete imported text files. Using Windows Explorer 1 Use Windows Explorer to open the Import Destination folder. Each collection category has a folder to store the text files. Each import operation creates a separate date-stamped text file for each category that contains Item IDs. 2 Use Windows Explorer to copy, move, or delete the files from their current location. Figure 12: The text files created with each import operation are stored in the Import File Destination folder. 12 75-0500-4514-4, Rev. B; 060A

Other Procedures Selecting a Language 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. Checking the contents of the memory card 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. Figure 13: Whenever you export data to a memory card, any data that already exists on the memory card is deleted. Barcode Filters indicates if Data Manager exported a barcode filter collection to the memory card. 75-0500-4514-4, Rev. C; 060-A 13

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 description 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 appended to the end of the list. 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. 14 75-0500-4514-4, Rev. B; 060A

Menus 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 within the Shelf order lists and Search lists folders. Menu Bar Toolbar List columns can be resized by dragging the right side column line in the header row of the grid. Export progress area This area shows the current state of the export process and indicates progress through each state. Export summary area A summary of the export process is displayed here. A scroll bar is displayed as needed. File List Export Progress Area Export Summary Area Toolbar buttons Export exports data from selected list files in a format usable by the DLA. Import imports collected Item IDs (saved in categories) and creates a formatted text file for each category that you import. Refresh 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 can not be moved between folders. Help Displays an on-line version of this manual. 75-0500-4514-4, Rev. C; 060-A 15

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. 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. Some lists checked A GRAY check mark in the check box shows that you checked some of the search lists. Check box cleared Gray check mark 16 75-0500-4514-4, Rev. B; 060A

Troubleshooting 3M Service Phone Numbers For any questions regarding Digital Data Manager software, call one of the following numbers and ask for software support. In the United States 1-800-328-0067 (Option 1) In Canada English 1-800-268-6235 Français 1-800-567-3193 In Other Countries Call your local 3M office. 75-0500-4514-4, Rev. C; 060-A 17