kwiklook Core Operating Manual

kwiklook Core Operating Manual

Table Of Contents Orientation Tutorial for Operators...1 kwiklook Basics for Operators...1 Starting a kwiklook Session...2 kwiklook Log On...3 Introducing the kwiklook workspace...4 The Status Bar...5 Navigator Menu...6 The Menu Bar...7 Database Editing Functions...8 kwiklook Log Off...9 Passwords, Security and Access... 10 Closing kwiklook... 10 Facility Detail... 11 Changing your Password... 12 Human Resources... 13 Adding a Staff Record... 13 Adding an External Service Provider Record... 17 Adding External Service Provider Staff... 19 Accessing After Hours Contact List... 21 Printing a Report... 22 Selecting a Location... 24 The Kwiklook Help System... 26 Index... 29 ii

Orientation Tutorial for Operators kwiklook Basics for Operators This guide is for kwiklook Operators and provides an overview of the kwiklook workspace including: how to start and finish a kwiklook session, how to use the kwiklook Toolbox and Menu bar. 1

kwiklook Core Administration Manual Starting a kwiklook Session Every time you want to use kwiklook you must first Log-on. The Log-on procedure authenticates who you are from the Log-on Name and Password you enter. Note: Your Log-on Name and Password is created when your Staff Record or Service Provider Records is added, this is normally done by your system administrator or manager. Refer to Managing Users & User Groups for more information about User's. If kwiklook is already running the kwiklook Log-on window is displayed on the screen ready for you to begin your session. If kwiklook is not running and the kwiklook Log-on window is not displayed on the screen you will need to start kwiklook by double-clicking the blue kwiklook icon on the desktop. Alternatively, kwiklook can be started by selecting the kwiklook menu in the Windows Start Bar Start > Programs > kwiklook > kwiklook. 2

Orientation Tutorial for Operators kwiklook Log On To Log On (the kwiklook User Log On window should appear in on the display): 1. In the kwiklook User Log On window select the Log On Name field and type your Log On Name. 1. Press the Tab key on the keyboard to select the next field - the Password field. 2. Type your Password in the Password field, then press the Tab key again. 3. If the Facility drop-list (shown in the image above) appears you must select the Facility you want to Log On to, otherwise skip to the next step. Note: The Facility drop-list appears only if you have access to multiple facilities. 1. Press the Enter key on the keyboard or just click the OK button. If you entered a valid Login Name and Password the main kwiklook application window opens and displays your User Name and your User Group in the Status Bar. Tip: You can always see who is currently logged-in just by observing the Status Bar. Note: If the Change Password window appears after Log On you must enter a new Password and confirm it as prompted. 3

kwiklook Core Administration Manual Introducing the kwiklook workspace The kwiklook workspace is an area where you can perform many functions. 4

Orientation Tutorial for Operators The Status Bar The Status Bar is located at the lower right of the main application window and identifies the current user in session with kwiklook, the User Group and the Facility (Enterprise Installations only) that the User is logged on to. 5

kwiklook Core Administration Manual Navigator Menu The kwiklook Navigator Menu is the vertical menu to the left of the main application window and provides quick access to the most frequently used program resources and functions. By simply clicking once on a button link in the Navigator a procedure is started. listed in the Navigator menu to expand and view the available menu items. The Green arrow to the left of the group name indicates the active module. Use the Expand and Contract buttons to open and close groups and to select the active application module. 6

Orientation Tutorial for Operators The Menu Bar The Menu Bar provides a means of accessing information and starting procedures and is organised into a logical format to help you find a logical When you want to find information or perform an action in kwiklook, just select the relevant item on the Menu Bar. The horizontal menu bar will always display menu items for the Core (shared program resources) and menu items for the active module. This keeps the menu content concise and relevant to the selected module. 7

kwiklook Core Administration Manual Database Editing Functions There are three database editing functions that you will use in kwiklook: New, Detail and Delete. These functions are represented by buttons on each window containing records that may be edited. The diagram (left) shows how the buttons are presented under a table in kwiklook. The following table identifies each button and how it is used. Button Description Used when... New - adds a new record to the database. you want to create a new record. Detail - opens the selected (highlighted) record to view and / or edit the record. Delete - removes the selected (highlighted) record from the database. you want to view or edit a record. you want to remove a record. 8

Orientation Tutorial for Operators kwiklook Log Off Ways to Log Off - terminate your kwiklook session: Click the Log Off button in the Navigator Menu. Select the Ctrl & L keys on the keyboard. Select Security > Log Off on the menu bar. After successfully Logging Off the kwiklook User Log On window appears ready for the next Log On. Caution: Always be sure to end your kwiklook session when leaving the workstation unattended. Never leave your session open to others! 9

Passwords, Security and Access Closing kwiklook To close kwiklook: 1. Select: File Exit on the menu bar. The Leaving kwiklook dialog appears. 2. Select Close from the options dialog: a. Close - exits the program. b. Log Off - terminates the current Log On ready for the next User Log On. c. Resume - resumes the current session. 3. kwiklook terminates the current User Log On and closes. Tip: it is not necessary to shutdown kwiklook every time you want to end your session. Just select the Log Off button in the Navigator. See: Logging-Off. 10

Passwords, Security and Access Facility Detail SORRY, THIS DOCUMENTATION IS INCOMPLETE. 11

kwiklook Core Administration Manual Changing your Password Overview You can change your password at any time if you know your existing Password. You must be logged-in to Kwiklook to change your Password. If you don't remember your Password see Overriding a Password. Instructions If you wish to change your Password, use the Change Password procedure: 1. Select Security Change Password from the menu bar. 2. In the Change Password window enter your current password in the Current Password field. 3. Enter you new Password in the New Password field. 4. Enter you new Password again in the New Password [again] field. 5. Select Ok. You have changed your Password! 12

Human Resources Adding a Staff Record Overview By adding Staff records a detailed reference to Staff information is established. Various kwiklook modules refer to Staff records for obtaining details and for reporting purposes. Open Staff 1. Go to: Records Staff on the menu bar. Alternatively, select Staff in the Navigator menu. 2. The Staff window opens. 3. Select the New button. The New Staff Detail window opens. General tab 1. Complete the following fields in the General tab: a. Title. b. Given Names. c. Family Name. d. Department - this drop-list references the Staff Departments & Positions file (under Parameters on the Menu Bar). e. Position - this drop-list references the Staff Departments & Positions file (under Parameters on the Menu Bar). f. Work Phone. g. Ext. h. Mobile. 2. To add a photo image of the Staff person select the Load Image File button and select the image file or video source where the image is stored or can be obtained. See Loading an Image File for more information. 3. If the Staff member is to be a kwiklook User complete the Log On Information section: a. enter a Log On Name, e.g. JohnD. b. enter a Password e.g. 12345 (minimum 5 x characters). c. select a User Group. 13

kwiklook Core Administration Manual Details tab Information in this tab is optional and may be used to store further particulars. 6. Complete the following fields in the Details tab: a. Email Address. b. After Hours Phone. c. After Hours Contact - select this check-box is this person is to be available on the After Hours Contact List. d. Code Name - this is an optionally enabled field (if enabled on Position) used to record a call-sign or other alias. 7. Member Information - this group is only used with the kwiklook Attendance Kiosk and / or for the production of personal photo identification cards. Select the Show Member No field to view the auto-generated member number. 8. Complete the optional In Case of Emergency group fields: a. Contact Name. b. Phone. c. Relationship. 9. Complete the Overseas Contact fields: Personal tab a. Phone. b. Details. 1. Complete the optional Personal Details group fields: a. Sex. b. Date of Birth. c. Street. d. Town - use the Select button to lookup the Post Code or Town. See: Selecting a Post Code. e. State / Province. f. Post Code. g. Home Phone. 2. Complete the optional Residency group fields: a. Country of Birth. b. Nationality. c. Residency Status. d. Details. 14

Human Resources Medical tab 1. Select New to record a Medical Condition for the person. The New Medical Condition window opens. 2. Select the Medical Condition from the Condition drop-list. 3. Select Save. The Medical Condition appears in the table. 4. Repeat from Step One(1) to add additional Medical Conditions. Employment tab 1. Complete the optional fields: b. Employer - defined in Records Employers. a. Payroll Number. 2. Complete the optional Employment group: a. Start Date - enter the commencement Date of employment. b. Termination Date - enter the employment termination Date. Leave blank when adding a new Staff person. c. Terminated - select this check-box to indicate that employment has been terminated. Leave blank when adding a new Staff person. 3. Complete the optional Contract group: a. Start Date - enter the contract commencement Date. b. End Date - enter the Contract End / Expiry Date. c. Document - click Select to view "My Documents" and load the Employee Contract document. d. Trainee/Apprentice - used to identify trainees / apprentices. 4. Complete the optional Superannuation group: Credentials tab a. Fund Name. b. Policy No. Note: This tab is part of the OH&S Certification module and is only available if licensed and enabled. 1. Select the Occupation of the Employee. 2. Select the Load/Check Default Credentials button to load the default credentials (if any) established for Staff and / or for the selected Occupation (if any). 15

kwiklook Core Administration Manual Any Credentials that have been established as defaults are loaded into the table. To update Credentials records added see OH&S Certification updating a Credential. a. The New Staff Record appears in the Staff window. Note: If you completed the Log On Information section the Staff person is now a kwiklook User and has been added to Users: Security Users. 16

Human Resources Adding an External Service Provider Record Overview You can add a new External Service Provider Company or Individual (Sole) Trader. The Following rules apply when adding an External Service Provider: o You cannot add External Service Provider Staff to a External Service Provider with the Individual option selected, as this setting is used to represent an External Service Provider that is a sole trader or other Individual that employs not Staff. Instructions 1. Go to: Records External Service Providers on the menu bar. 2. In the External Service Providers window select the Insert button. 3. The New External Service Provider window appears. 4. In the Service Provider Name section select Individual or Company. Note: Select Individual if the External Service Provider is an sole trader or professional who does not have any employees. Select Company if the External Service Provider is a Company with Staff. 5. Complete fields in the Service Provider Name section. 6. Select the Service that the Service Provider provides from the Service drop-list. e.g. Emergency Services. 7. Select the Service Type that the Service Provider provides from the Service Type drop-list. e.g. Police. Tip: The contents in these drop-lists can be modified in the Service Description Tree: Lists Service Description Tree. 7. Complete the Address, Contact and all other fields. 17

kwiklook Core Administration Manual 8. If the Service Provider is a Company select OK to save the new Service Provider. If the Service Provider is an Individual and you want the Service Provider to be able Login to Kwiklook proceed with the following steps 9-14. 9. Select the Enable Log On box. 10. Complete steps 10 a. & b. only if the External Service Provider is to be a User of kwiklook: a. Enter a Log On Name e.g. JohnW and Password e.g. 12345 (minimum 5 x digits). b. Select a User Group from the User Group drop-list. 11. Select OK to save the new Service Provider Record. 12. The new External Service Provider is now displayed in the External Service Providers window. 13. Congratulations! You have added a Service Provider. Select Close. 18

Human Resources Adding External Service Provider Staff Overview You can add the Staff or others who or represent a Company type Service Provider. You cannot add Staff to a Service Provider that is an Individual (single Person). You can add Staff to an External Service Provider via External Service Provider Records or via External Service Provider Staff Records. Option 1 - add External Service Provider Staff via External Service Providers 1. Go to Service Providers: Records Service Providers. 2. In the External Service Providers window select the Service Provider you want to add the Staff member to by highlighting it. 3. Select the Detail button. 4. In the External Service Provider Detail window select the Staff tab. Any Staff or representatives of the Service Provider are diaplayed here. 5. Select the New button to add a Staff member. 6. In the External Service Provider Staff Detail window enter all details in the fields provided. 7. Only if the External Service Provider Staff member to be a kwiklook User proceed with Steps 7 a., b., c., otherwise proceed to "Step 8". a. Enter a Log On Name e.g. JohnW. b. Enter a Password e.g. 1234 (minimum 5 x digits). c. Select a User Group from the User Group drop-list. 8. Select OK to save the new Service Provider Staff Record. 9. The Service Provider Staff Record is displayed in the External Service Provider Detail window. 10. Congratulations! You have added a Service Provider Staff Record. Start from step 2 to add another. Select OK to leave the External Service Provider Detail window then select Close to leave the External Service Providers window. Option 2 - add External Service Provider Staff via the External Service Provider Staff 1. Select Records Ext. Service Providers Staff on the menu bar. 2. In the Ext. Service Provider Staff window select the New button. 19

kwiklook Core Administration Manual 3. In the Select an External Service Provider window select the External Service Provider (Company) to whom the Staff member is employed by - highlight the External Service Provider and click the Select button. 4. Compete "Steps 6-10" in "Option A" above. 20

Human Resources Accessing After Hours Contact List Overview Staff and External Service Providers who have been nominated and selected as After Hours Contacts (in Staff and External Service Provider Records) are available in the After Hours Contact list. Instructions 1. Select Records After Hours Contact List or select After Hours Contact List from the Navigator menu under the Human Resources section. The After Hours Contact List window opens listing all after hours contacts and their phones numbers. 21

Printing a Report Overview A Report can be generated for printing simply by selecting the Print button. Although the primary function is to print the Report, the Report may be generated in other formats depending upon what option is selected in the Report Options window before running the Report. Output Options Print The Print output option will send the Report straight to the default printer selected in File Print Setup. Email The Email output option creates a new Email message using the default email client on the computer. The Report attached in *.PDF file format. There are two options that determine which email client is used: o o MAPI - uses the email client on the computer. SMTP - uses the kwiklook email client. See Email Setup and Configuration for more information. PDF When this output option is selected the Report is generated in *.PDF file format and opened in the default reader which is Adobe Reader. The file is saved to My Documents on the computer. Excel When this output option is selected the Report is output to *.CSV data format, which is an Excel readable format ideal for data export or where information needs to be transferred to other systems. The file is saved to My Documents on the computer. Instructions 1. In the window or menu you are working in, select (highlight) the record you want to print, or don't select any record if you want to print all records. Note: If you are running a Report that does not require selection of a record (e.g. from the Menu Bar) then ignore the above step. 2. Select the Print button (under the table) or select the Report item (from the Menu Bar), depending where you are printing from. 3. In the Report Options window select one of the following output options: a. Print - to print the Report to the printer. 22

Printing a Report b. Email - to generate a new email message with the Report attached in *.PDF file format. c. PDF - to generate and open the Report in *.PDF file format. d. Excel - to generate the Report as a data file and open it in Microsoft Excel. 4. Select OK to run the Report. The resultant output depends up on your selected report output option (above). Refer to the relevant section below for further details of each report output format. 23

Selecting a Location Overview The Location entry form is used throughout kwiklook where the entry of a Location is required to identify the location of something. If the Location Tree is enabled the Location entry form consists of a number of drop-list fields and an optional Location Map entry. The drop-list fields provide a logical, consistent way of reporting while the Location Map entry provides a graphical identification of the Location. Location There are three ways to select the location: 1. By Locality Name. 2. By Locality Type. 3. Or, by selecting from the Region (Optional), Site, Area/Level, Locality drop-lists. In addition, a narrative description of the location detail is required. Location Plans 24

Selecting a Location 1. If the Mark Location on Plan button is enabled you may be required to identify the Location on a graphically. 25

The Kwiklook Help System kwiklook is distributed with HTML (F1) Help and *.PDF format manuals. Help and Manuals are accessed via the Help menu. Getting Help from within kwiklook Select F1 on the keyboard or Select the Help button on the window you are working with, a Help topic containing relevant Help will appear. Getting Help from the Navigator menu Select the Help button for Help with Operations procedures. Getting Help from the Help menu The Help menu provides a Search for Help on... menu item Help Search for Help on... that displays the Contents and Index where you can search for a particular help topic just be entering the words you want to search for. Software Tutorials Software Demonstrations show you how things are done. When you see this movie Image select it to start the demonstration. Getting around in Help 26

The Kwiklook Help System The Forward button moves forward and the Back button moves backwards through previously viewed topics (if any). Try them out NOW! The Contents, Index and Search tabs in the kwiklook Help window (select Show if not in view) are used to find Help: 27

Index A Adding... Service Provider Staff... 19 Staff... 13 Adding...... 13 Adding...... 17 Adding...... 19 B Button Functions... 8 C Changing...... 12 Core Menu Bar... 7 Quick Start Guide... 1 Status Bar... 5 Toolbox... 6 Core... 1 Core... 5 Core... 6 Core... 7 Core... 26 D Database Functions... 8 G Getting Started Orientation Tutorial for Operators 1 Getting Started... 1 H How to... add a Service Provider Record... 17 add a Staff Record... 13 I add Service Provider Staff... 19 Introduction K The Kwiklook workspace...4 Kwiklook Quick Start Guide...1 Kwiklook...1 L Logging-In to Kwiklook...3 Logging-Off...9 M Menu The Menu Bar...7 Menu...7 O Orientation Tutorial for Operators...1 S Security Adding a Service Provider Record... 17 Adding a Staff Record... 13 Security... 13 Security... 17 Service Providers Adding a Service Provider... 17 Staff Adding a Staff Record... 13 Starting a Kwiklook Session...2 Status Bar...5 W Workspace 29

kwiklook Core Administration Manual Menu Bar... 7 Status Bar... 5 Toolbox... 6 Workspace...5 Workspace...6 Workspace...7 Workspace... 4 30