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  • 1. Document Trak
  • 2. CheckMate Document Tracking Table of ContentsSECTION 1 INTRODUCTION............................................................................................................................................ 1BEFORE YOU BEGIN ........................................................................................................................................................... 1OVERVIEW............................................................................................................................................................................. 1HOW THE SYSTEM WORKS ........................................................................................................................................................... 2Activity Codes and Transactions................................................................................................................................................ 2SECTION 2 INSTALLATION AND SETUP ........................................................................................................................ 5INSTALLING CHECKMATE ........................................................................................................................................................... 5Single-user ................................................................................................................................................................................. 5Multi-user................................................................................................................................................................................... 5STARTING CHECKMATE .............................................................................................................................................................. 5Setting-up ................................................................................................................................................................................... 6SECTION 3 USING CHECKMATE................................................................................................................................... 11THE CHECKMATE MAIN WINDOW ............................................................................................................................................ 11Check Out ................................................................................................................................................................................ 12Check In ................................................................................................................................................................................... 12Locate Item .............................................................................................................................................................................. 12Record Event............................................................................................................................................................................ 12Enter Due Date ........................................................................................................................................................................ 12Clear Screen ............................................................................................................................................................................ 13All............................................................................................................................................................................................. 13Past Due................................................................................................................................................................................... 13Reserve Item............................................................................................................................................................................. 13Revoke Reserve ........................................................................................................................................................................ 13Store Item................................................................................................................................................................................. 13Destroy an Item........................................................................................................................................................................ 13Packing Slip ............................................................................................................................................................................. 14FILE MENU ............................................................................................................................................................................... 14Portable Bar Code Reader....................................................................................................................................................... 14Printers .................................................................................................................................................................................... 14Bar Code Printing.................................................................................................................................................................... 14MAINTENANCE MENU ............................................................................................................................................................... 16Badge Data .............................................................................................................................................................................. 16Adding a Badge........................................................................................................................................................................ 16The Badge Database................................................................................................................................................................ 17The Navigation Bar.................................................................................................................................................................. 18Item Data ................................................................................................................................................................................. 19Adding an Item......................................................................................................................................................................... 19The Item Database ................................................................................................................................................................... 19Status............................................................................................................................................................................................Inventory .................................................................................................................................................................................. 21QUERY MENU ........................................................................................................................................................................... 23Item Locate .............................................................................................................................................................................. 23Create Query............................................................................................................................................................................ 24Create History Query............................................................................................................................................................... 26Run Query ................................................................................................................................................................................ 27REPORTS MENU ........................................................................................................................................................................ 28Activity Report ......................................................................................................................................................................... 29Past Due Report....................................................................................................................................................................... 30Checkout Report ...................................................................................................................................................................... 31Checkout List ........................................................................................................................................................................... 31Reservation Report................................................................................................................................................................... 32Storage Report ......................................................................................................................................................................... 32Event Date Report.................................................................................................................................................................... 33Reprint Packing Slip Report .................................................................................................................................................... 33
  • 3. CheckMate Document Tracking Statistics Report ....................................................................................................................................................................... 34 Badge List ................................................................................................................................................................................ 35 Item List ................................................................................................................................................................................... 35 UTILITIES MENU ....................................................................................................................................................................... 36 Print Bar Codes ....................................................................................................................................................................... 36 Arbitrary Label ........................................................................................................................................................................ 37 Activity Codes .......................................................................................................................................................................... 37 Backup ..................................................................................................................................................................................... 38 Reindex .................................................................................................................................................................................... 38 Cleanup.................................................................................................................................................................................... 38 Purge........................................................................................................................................................................................ 38 Setup ........................................................................................................................................................................................ 38 Lock.......................................................................................................................................................................................... 38 Unlock...................................................................................................................................................................................... 39 Password.................................................................................................................................................................................. 39 FOR FURTHER INFORMATION .................................................................................................................................................... 39 SECTION 4 USING THE PORTABLE BAR CODE READER ....................................................................................... 40
  • 4. CheckMate Document TrackingSection 1IntroductionThis manual is a basic overview and installation manual. Section 1 is a brief overview of the CheckMate Document Tracking system.Following the overview is Section 2 Installation and Setup. Be sure to read this section carefully before installing CheckMate.Section 3 contains detailed instructions for using CheckMate Document Tracking.And Section 4 contains instructions for initializing and using the portable bar code reader for those systems that support portable datacollection.CheckMate contains an extensive on-line help system. Use the How To section of the Help Contents to locate step by step information forbasic functions. To get help on specific items, press F1 while that item has the focus. Use Help Search to locate further information.For information regarding any specially customized features in your version of CheckMate and any related setup issues, refer to the on-line helpsystem. Select Help Contents from the Help menu. Then click the large blue arrow; look there for any customizations specific to yourinstallation.Before you beginThis guide assumes that you are already familiar with the Windows operating environment. For help with Windows, please refer to yourWindows supporting documentation.OverviewCheckMate Document Tracking is an automated checkout system based on bar code technology and the personal computer. It uses the speedand accuracy of bar codes to make data collection easy. Scan an Activity Code, then a Badge representing a person or place. Finally scan alabeled Item. The computer records the data for you immediately so that anyone with access to the data can see the current status of the item.Historical data is retained so that, even though the items moves and changes, you can always review those movements and changes. -1-
  • 5. IntroductionHow the system worksCheckMate Document Tracking software answers the question “Who took what when?” and turns your file room into a library. Scan an activitycode. Scan a bar coded badge. Scan the bar codes on a batch of documents. CheckMate knows who has those files and so do you.Documents can be patient files, client files, x-rays, drawings, lab samples, tapes or anything that moves and shouldnt get lost.Badges can represent people, departments, workstations, or anyone that needs access to items.When you set up the system, you describe Badge and Document barcodes so the system can recognize them. From then on you never have totell CheckMate what kind of data was entered. It knows.CheckMate’s features include: • Overdue reporting • Audit trail • Reservation system • Archiving • Tickler date • Multiple key cross reference • Key word searchData collection can take place at a PC, at many stations on a LAN or WAN, or anywhere using a battery powered portable bar code reader.Gather data into the portable bar code reader and transmit it to the personal computer. With the computer you can report and examine the collecteddata.CheckMate Document Tracking presents data via both a general grid view with several sort orders available and single item forms on itsmaintenance screens. It provides flexible means of searching for and reporting of information.CheckMate recognizes Activity Codes indicating the action being taken with current items: checking items in or out, changing storagelocations, searching for items, scheduling events, reserving items for a particular user, revoking a reservation, and printing a “packing slip” witha list of the items currently checked out.Activity Codes and TransactionsActivity Codes Code Activity O Check items out I Check items in L Search for items E,N,2 Record events D Check items out with a specific due date C Clear the current activities A List all items checked out to a badge P List all items checked out to a badge that are overdue H Reserve an item R Revoke an item reservation B Change item storage locations U Destroy an item S Print a packing list -2-
  • 6. CheckMate Document TrackingCheckMate records transactions. Most transactions consist of an activity, a badge and an item. Scan an activity, scan a badge then scan one ormore items. When you’re done, you may switch to another activity, switch to another badge, or print a list of all items for the last activity andbadge.Check Out Scan or type O to check out one or more items. You next enter a badge code before entering item codes. Items that are checked out will show the name associated with the badge code on an item or checkout report. If your badge Text2 field is a three character grouping code (department, building etc.), you may enter the group code in place of the badge and choose from a drop-down list of badge names and codes in that group.Check In Scan or type I to check in one or more items. You then enter a badge code before entering item codes. If your badge Text2 field is a three character grouping code (department, building etc.), you may enter the group code in place of the badge and choose from a drop-down list of badge names and codes in that group.Locate Item Scan or type L or choose Locate from the Query menu to open the Item Locate form. Select the type of item field to search by clicking a selection in the “Search For” box on the lower right corner. Type all or part of the item property for which you are searching in the “Start with” box. Optionally, you can enter text in the “Include only” box. Only items that contain that text in the search field will be listed. Press the OK button. A list of all of the items that fit the criteria in your search will be displayed.Record Event CheckMate tracks events such as “Renewal” in the first Date field in the item record. When an event occurs, scan or type E to record the occurrence of the event, scan a badge and all the items for which you wish to record that event. CheckMate automatically reschedules these items for their next event using the Interval specified in for the item or in Setup. Inspection and Inspection 2 may be used as tickler dates also. Activity codes N and 2 are used for those date fields.Enter Due Date Scan or type D to check out an item with a due date other than the date calculated from the intervals you have entered. Enter the new due date and choose OK. You then enter a badge code and item codes in the usual way. Checked out items will continue to be due on this date until another online activity is selected. The specified due date will supercede any specified checkout intervals.Clear Screen Scan or type C to clear the transaction history display from the main screen and the pending transaction entries. No data updates are made. All historical information will still be available by Activity report. -3-
  • 7. IntroductionAll For a list of all items checked out to a particular badge, scan or type A. You will need to enter a badge ID number. If a badge is visible on the main form for the next transaction, that badge will be suggested but you may change to any badge.Past Due For a list of all past due items checked out to a particular badge, scan or type P. You will need to enter a badge ID number. If a badge is visible on the main form for the next transaction, that badge will be suggested but you may change to any badge.Reserve Item You may place an item on reserve for a specific badge by scanning or typing H, then entering the badge and item numbers. If a check in or out is attempted on an item that is reserved for another badge on the reservation day or for Reservation Interval days after, you will be warned that the item is reserved. When you check a reserved item out to the badge that reserved it, the reservation is fulfilled and deleted from the system.Revoke Reserve Scan or type R to revoke a reservation. You must then enter the badge and item numbers for the specific reservation.Store Item Scan or type B to change the storage location for one or more items. Enter the new location and scan as many items as you want to store in that new location. Tracked items may be stored in a container that is also a tracked item. Scan the barcode on the container when prompted for the storage location then scan the items being stored. When a container item is checked out, all items contained within are checked out as well. Items must be checked back in individually.Destroy an Item Scan or type U to permanently remove an item record from the Item database. A record of the item removal is kept in history and may be reported on an Activity Report.Packing Slip Scan or type S to print a packing slip or receiving document listing all items for the most recent activity and badge. -4-
  • 8. CheckMate Document TrackingSection 2Installation and SetupInstalling CheckMateSingle-userMake sure you have at least 20 megabytes free space on your hard drive prior to installing. If you have a large number of items to track, you willprobably need more available space once you get everything entered into the system. 1. Start 32-bit Microsoft Windows. 2. Insert Document Tracking CD into your CD-ROM drive. 1. If the CD does not autorun, start My Computer and double-click on the CD-ROM drive. 3. Follow directions on the screen.Multi-userMake sure you have at least 20 megabytes free space on each hard drive prior to installing. Program files must be installed on the server, andsupporting files (Borland Database Engine and Crystal Reports) must be installed on each workstation. The same installation CD is used in bothcases.Step One - Install Server Files 2. Start 32-bit Microsoft Windows. 3. Insert Document Tracking CD into your CD-ROM drive. 4. If the CD does not autorun, start My Computer and double-click on the CD-ROM drive. 5. Follow directions on the screen. At the “Select Components” window, select Network Files Only Installation.Step Two - Install Work Station Files (this must be done on each work station) 1. Start 32-bit Microsoft Windows. 2. Insert Document Tracking CD into your CD-ROM drive. 6. If the CD does not autorun, start My Computer and double-click on the CD-ROM drive. 3. Follow directions on the screen. At the “Select Components” window, select Work Station Only Installation.Installing a new CheckMate system is a three-step process. The first part installs the CheckMate program files. These include the workingexecutable as well as empty database files, ini files, and essicm32.dll a file that facilitates communication with portable bar code devices and barcode label printers. The second part installs Crystal Reports, one of the most popular reporting tools available. The third part installs the BorlandDatabase Engine. Borland products have always been at the forefront of Database design.CheckMate applications supporting Symbol Palm OS® devices include a Palm Desktop installation set.If you are upgrading from a previous version of CheckMate, you may be asked to enter a path to your old files. CheckMate will use that path toconvert your old CheckMate data to fit the structure required for the new CheckMate program. CheckMate will convert your data at the end ofthe installation process.Starting CheckMateTo start CheckMate, click the CheckMate icon in the CheckMate program group or the CheckMate icon on the desktop. You will be asked fora password. Enter admin. It is recommended that this password later be changed using the Password option under the Utilities menu.The admin password allows supervisory rights. For more information on passwords, see the discussion under the Utilities Menu. -5-
  • 9. Installation and SetupSetting-upBefore using CheckMate for the first time, you must set several system options. You may want to enter all of your item data prior to beginningchecking items in and out, or start the process and add data as you go. In either case it is best to enter a small set of data for testing. It is better,for example, to discover that item names are sorted more usefully if you enter them as last, first then as first last in a small sample of your data.The settings for options can be changed later.System OptionsTo set the system options, choose Utilities, and then choose Setup.PreferenceInitial Setup: Company Name Enter Your Company Name Here. This will appear on window and report headers. -6-
  • 10. CheckMate Document TrackingInitial Setup: Online Timeout Once you’ve selected an activity, CheckMate will continue that activity until you change to another activity or until the Online Timeout interval passes. Specify the length of time (in seconds) before the activity clears. If you want to be required to start fresh after being interrupted make it short. If you need time between items while entering a series of similar transactions make it longer.Initial Setup: Checkout Interval Specify the usual number of calendar days that an item can remain checked out. An item’s Due Date is assigned by adding this interval to the current date. Each badge has an optional Checkout Interval. Give badges with special requirements their own interval. A badge’s checkout interval takes precedence over the system interval entered here when calculating the due date for a transaction Each item has an optional Checkout Interval. Give items with special requirements their own interval. An item’s checkout interval takes precedence over the badge interval or the system interval entered here when calculating the due date for a transaction. A specific due date can be entered using the checkout activity code “D” which overrides the date calculated using these intervals.Initial Setup: Backup Interval Enter the number of days between backup reminders. For example, if you want to be reminded to backup once per week, enter 7 here. See Utilities for more information on Backups.Initial Setup: Reservation Interval Specify the default number of days an item will be reserved. Warnings are given for this number of days after the reservation date when the item is checked in or out.Initial Setup: Active Interval Specify the number of days before an item is considered as inactive. Inactive items may be excluded from a Locate activity.Initial Setup: Purge Interval If items should be destroyed after a certain length of time with no check in or out activity, specify that time (in days) here. Set to 0 (zero) if your items will never need to be purged. See Utilities for more information on Purging items. This option may not be available on all Checkout systems.Initial Setup: Date Intervals CheckMate can create a transaction that shows an Event occurred and schedule the next Event at the same time. If items must be reviewed at a regular interval, specify that interval in days here. Select Visible if you wish to see the Event Date field on the item maintenance record. Select Report if you would like the option to print a report of all items with an Event Date within a given range. Enter the default number of days between events in the Interval field. Select Warn if you wish to be warned when a checkout will overlap the event date. When an Event activity is recorded, CheckMate will write a transaction in its Activity History and change the item’s Event date to Interval number of days from the current date. The Event date prompt may be changed on the item record. This control will have the same name as the first date field in the item record. These options are available for all three Date fields in the item record.Duplicate on Add Check Duplicate on Add if you would like the option to duplicate the current item record when adding a new item. -7-
  • 11. Installation and SetupNew Stock Default When an item record with an unknown bar code is checked in or out, CheckMate will respond according to the default set here. Choose Edit to open the maintenance window and enter the item information immediately. Choose Initialize to add a record with just the item bar code. Specific information can be entered later. Choose Reject to refuse the transaction until the item information has been entered via the Maintenance screen.New Badge Default When an unknown badge bar code is referenced in a transaction, CheckMate will respond according to the default set here. Choose Edit to open the maintenance window to enter the badge information immediately. Choose Initialize to add a record with just the badge bar code. Specific information should be entered later. Choose Reject to refuse the transaction until the badge information has been entered via the Maintenance screen.Stock Bar Code Type Specify whether the item bar code should be numeric only or alpha-numeric. This option should not be changed lightly after you have begun entering item data. Changing from alpha-numeric to numeric only will cause any existing codes with alpha characters to be rejected.Badge Bar Code Type Specify whether the badge bar code should be numeric only or alpha-numeric. This option should not be changed lightly after you have begun entering badge data. Changing from alpha-numeric to numeric only will cause any existing codes with alpha characters to be rejected.AutoAssign Bar Codes If the bar code type is numeric only, CheckMate can auto assign the next available number. This function will not work if alpha- numeric barcodes exist.Prompts OK Badge and Item field prompts may be changed on their respective data entry forms by double-clicking on the data field. Once the prompts have been set to their desired specification, click prompts OK to lock them in place.Restore Button This button will restore your badge and Item prompts to factory defaults (those prompts that existed the first time you started CheckMate).ScannersBar Code Readers: Wedge Scanner Type Select the wedge scanner type used with CheckMate. Click the Print Config button for a printed set of configuration bar codes to set the Scanner.Bar Code Readers: Attach Portable Bar Code Reader This option is only available on bar code reader enabled versions of CheckMate. Check this in order to select the serial communication port to be used for communication with the portable bar code reader. See Section 4 for specific information on the portable bar code reader. -8-
  • 12. CheckMate Document TrackingInventory This option is only available on a portable bar code reader enabled version of CheckMate Document Tracking. Inventory may be taken of items In, items Out or items Not In. Specify the type of inventory in the Setup form. In the case of an Items Not In inventory a placeholder bar code system must be in place. The item must have a bar code and its normal storage place must have a matching bar code. The placeholder bar code will be scanned. This is normally a toolcrib situation. For an All In inventory scan all of the items that are in their normal storage location. For an All Out inventory scan the badge responsible for the area where the items are found and scan each item there. CheckMate will check those items against the badge that checked them out. Specify here whether this is an All In, All Out or All Not In Inventory.Specifications This is a read-only form with descriptive information about variable functions in this version of CheckMate.Serial PrinterPrinter Type Select the printer model from the drop-down list.Format Select the label format to be used when printing bar code labels. Click the Save button to accept the format and the Download button to load the format to the printer. Load a format for Item labels and another format for badge labels.Dip Switch Settings Once a printer model is selected, the correct dip switch settings will be displayed here. If you are having trouble printing, turn off the printer, make the switches on the back of the printer match the placements here and try printing again.Attach Label Printer This option is only available on bar code printer enabled versions of CheckMate. Check this in order to select the serial communication port to be used for communication with the portable bar code reader.Print Server If the bar code printer is on another workstation on the network, enter here the TCP/IP address or name of the workstation attached to the printer. The print server workstation must be running CheckMate at the time labels are requested for labels to print. -9-
  • 13. CheckMate Document TrackingSection 3Using CheckMateUse CheckMate to manage your item database. Use the Main Windows to perform activities and transactions; CheckMate will keep track of itemcheckins and checkouts, as well as reservations, and changes in storage locations. At the time it updates the current database files, it also writes anentry in the Activity History file. A new history file is created each month named for the current year and month. Most data lookups look at thecurrent files. However, you may also see what has happened over time by reports and queries of these Activity History files. Keep as much historywith you data as you want and have room for. It will not interfere with daily operations.Tools are available in the CheckMate menus to accomplish the following:Use the Portable Bar Code Reader tools to upload and process your data collected away from the computer.Use the Maintenance tools to add new item records. Make modifications to existing data.The Query function lets you view as little or as much information about your items and badges as you want. Save queries for quick, easy customreporting.CheckMate provides predefined Reports for easy access to your data.CheckMate Utilities allow you to maintain the integrity of your database with reindex and cleanup routines and backups, feature password pro-tection, batch bar code printing, and data purging.The CheckMate Main WindowUse the main window to create activity transactions. Scan an activity, scan a badge and scan an item – that’s a transaction. There may be prompts orwarnings to help you as needed. Scan more items. When you’re done, switch to another activity, another badge, or print a list of all the items for thecurrent activity and badge as a packing slip or receipt.You may select an activity by clicking the radio button, scanning a bar code from a menu card or keying in the Activity Code at the “Scan Label”prompt. Continue to scan or key data here.Once badges and items have barcodes, you can accomplish most tasks without putting down your scanner. CheckMate recognizes the kind of datayou are entering and displays the parts of the transaction you are building below the transaction window.Scanning is efficient and less prone to error but if a barcode is damaged just key in the value and press Enter. - 11 -
  • 14. Using CheckMateScan a badge next. The name associated with the badge is displayed. If you are checking out, a badge with status “S” will generate a warning andbe rejected.Scan an Item next. If there are current reservations or a warning date that has passed, you are notified and offered the choice of continuing orcanceling the transaction. A completed transaction is displayed in the transaction window for your reference. Continue to scan items, scan adifferent badge or change activities as needed.Pressing [F2] opens the Badge Maintenance screen, showing the record for the current badge. Pressing [F4] opens the File Maintenance screenshowing the record for the current item.Once you are familiar with the Activity Codes, you may want to resize or click the x above the Activity group to close the Activities box and makemore room for the transaction display. You may resize or reopen the Activities box at any time.Check Out Scan or type O to check out one or more items. You next enter a badge code followed by item codes. Items that are checked out will show the name associated with the badge code on the item, checkout and past due reports. If your badge Text2 field is a three character grouping code (department, building etc.), you may enter the group code for the badge and choose from a drop-down list of badge names and numbers. A due date for each item is calculated from the item Checkout Interval if present, the badge Checkout Interval if present, or the system Checkout Interval.Check In Scan or type I to check in one or more items. You next enter a badge code followed by item codes. If your badge Text2 field is a three character grouping code (department, building etc.), you may enter the group code for the badge and choose from a drop-down list of badge names and numbers.Locate Item Scan or type L or choose Locate from the Query menu to open the Item Locate form. Use it to get a quick answer to the question “Where is the ______ File?” See the Query menu for specific instructions on using the Locate screen.Record Event CheckMate tracks events such as “renewal” in the first Date field in the item record. When an event occurs, scan or type E to record the occurrence of the event. CheckMate suggests the next Event Date based on the Event Interval specified in Setup. Approve or change the date then scan a badge and all the items for which you wish to record that event. CheckMate writes the transactions in its Activity History and reschedules these items for their next event. N and 2 are the activity codes for the second and third date events.Enter Due Date Scan or type D to check out an item with a due date other than the calculated due date. Enter the desired due date and choose OK. Complete the checkout by entering badge and item. Checked out items will continue to be assigned this due date until another online activity is selected or the Online Timeout is activated. - 12 -
  • 15. CheckMate Document TrackingClear Screen Scan or type C to clear the transaction history window. You may do this for privacy concerns, to make it clear where a group of transactions begins or to force the start of a new transaction. No data is changed. All historical information is retained and is available by Activity report or History Query.All For a list of all items checked out to a particular badge, scan or type A. If a badge is visible on the main form, it will be suggested. You may change to a different a badge ID number.Past Due For a list of all past due items checked out to a particular badge, scan or type P. If a badge is visible on the main form, it will be suggested. You may change to a different a badge ID number.Reserve Item Place an item on reserve for a specific badge by scanning or typing H, then entering the badge and item codes. Either the item’s barcode or primary identifier may be entered. If a checkout is attempted on an item that is reserved for another badge on the reserve day or for reserve interval days following, you will be warned that the item is reserved for another badge. At that point you may complete or cancel the checkout. If you check in an item during that same time period, you see a message about the reservation. This alerts you so that you can notify the badge reserving the item that it is now available.Revoke Reserve Scan or type R to revoke a reservation. You then enter the badge and item numbers for the specific reservation. You may use either the item’s primary identifier or its barcode for this activity.Store Item Scan or type B to change the storage location for one or more items. You are prompted for the new location. Use a description such as Second Floor or the barcode of container item. The container item may be a box for off-site storage or a packet that contains several related items. Scan an item. A transaction is written to the Activity History and the new location is recorded the item’s record. Continue scanning items for that location. To change to a new location, enter the B activity code again. The Locate function and some reports display this location so you can see where an item is supposed to be when it is not checked out. If a container is checked out, all the items in it are checked out as well.Destroy an Item Scan or type U to permanently remove an item record from the item database. The Activity History of the item including its removal is retained and may be reported on an Activity Report or the History Query. - 13 -
  • 16. Using CheckMatePacking Slip Scan or type S to print a document listing all items for the most recent Activity and badge. This may be used as either a receipt or a packing slip.File MenuPortable Bar Code ReaderInitialize your portable bar code reader, upload and process data. See Section 4 Using the Portable Bar Code Reader for specific instructionson the portable functions.PrintersSpecify the printer to be used for printing reports and packing slips.Bar Code PrintingIf you do not have an Intermec serial bar code printer, this menu will not be available to you. If you have an Intermec serial bar code printer,follow the instructions below for setting up bar code printing.Bar code labels are printed to an Intermec serial bar code printer. The bar code printer is controlled by one station, and any station can printlabels.Initial Setup 1. Connect the Intermec printer to the controlling workstation, making note to which serial port it is connected. 2. Turn on the printer. 3. From the controlling workstation, start CheckMate. 4. Select Utilities | Setup | Serial Printer, 5. Check Attach Label Printer. 6. Select the Printer Type and Com Port. - 14 -
  • 17. CheckMate Document Tracking 7. Select the desired label format from the selection box, then click Save and then Download. You may have different formats for badge and item labels. Download both. This prepares the printer to print bar codes.Suspend/Resume PrintingSuspend Printing This option is available only on the workstation that controls the bar code printer. To disable bar code label printing: Click File, then click Suspend Label Printing.Resume Printing This option is available only on the workstation that controls the bar code printer. To enable bar code label printing: Click File, then click Resume Label Printing.Printing Labels Bar code labels can be printed from the Utilities | Print Bar Codes menu. Choose to print a single label, or a range of labels.If your bar code label doesn’t print If your bar code label does not print, it may be because label printing has been turned off by the controlling workstation. One workstation controls the bar code printer. (Check with your supervisor to find out which one.) That workstation can turn bar code printing on or off using options on the File menu. - 15 -
  • 18. Using CheckMateMaintenance MenuUse the tools in the Maintenance menu to keep your databases up to date.Badge DataUse the Badge Maintenance Window to view, edit, add or delete badge records. You can view the data either one record at a time or in a list.Click on the tabs at the top of the form to switch views: Form to see records one at a time, Grid to see them in a list.Adding a BadgeEnter fields in the Badge Maintenance form as described below. New badges may be added during a transaction if Edit or Initialize is specifiedin Setup.Use the Print Button, if available, to print a bar code label for the displayed badge.Use the List Out Button to preview a report of items checked out to this badge or only those that are past due.Use the Search Button to look up a badge by any of the search keys. - 16 -
  • 19. CheckMate Document TrackingThe Badge DatabaseThe following fields may be filled out for the badge maintenance form. Some of these fields are required for a badge.Data field prompts may be changed by double-clicking in the data field. The Setup Screen Prompts form allows you to enter new promptinformation for the form, the grid and if necessary for the sort order or report name.To activate a hot key for a form prompt or sort order, specify an ampersand (&) before the desired letter. Hot-keys require an Alt-Lettercombination (i.e., in the example form below, Alt-d would take you directly to the form Badge ID field. Name Enter the badge name. For ease in searching, names should be entered last name first (i.e., SMITH, JAMES). Required field.Badge Enter the badge bar code. Badge codes must be within a given range. Required field.Status Generally badge status will be left blank. A badge status of “S” indicates a badge is suspended and may not check out items.C/O Interval Enter a badge-specific checkout interval (in days). If the C/O Interval is left blank, the default set in Utilities | Setup will be used for checkouts. Item checkout interval supersedes the badge and system intervals. - 17 -
  • 20. Using CheckMateBadge Date Enter a date specific to the badge. Badge date appears on badge list reports.Text 1, 3 and 4 Optional text fields.Text 2 Optional text field. The badge database may be sorted by Text 2. When checking an item out online, you may enter a three-character text 2 code and choose the badge from a list of all badges that match that code. Some reports may be printed according to Text 2.The Navigation BarUse the navigation bar the move quickly throughout the database. The button functions are listed next to their picture below. Database Begin CheckMate will move to the beginning of the database according to the sort order is selected. Database Record Prior CheckMate will move to the previous record according to the sort order is selected. Database Record Next CheckMate will move to the next record according to the sort order is selected. Database End CheckMate will move to the end of the database according to the sort order selected. Database Record Add CheckMate will add a new record. If you have checked Duplicate on Add in Utilities | Setup, you will be asked if you would like to duplicate the record you were looking at prior to pressing Add or to enter a blank record. Database Record Delete CheckMate will delete the current record. Item records must be checked in prior to deleting. Badge records may not be deleted if there are item records checked out to them.Database Record Edit Click the Edit Record button to edit the current database record. Database Record Save Click the Save Record button to quickly save changes to the current database record. - 18 -
  • 21. CheckMate Document Tracking Database Record Cancel Click the Cancel button to revert edits back to the original record. Database Record Refresh Click the Refresh button to re-read the data from the database for the current record.Item DataUse the Item Maintenance Window to view, edit, add or delete item records. You can view the data either one record at a time or in a list.Click on the tabs at the top of the form to switch views: Form to see records one at a time, Grid to see them in a listSee the Badge Database discussion for information on the navigation bar and buttons on this screen.Adding an ItemTo add a new item, click the Add button. Enter fields in the Main Item form as described below. New items may be added during a transactionif Edit or Initialize is specified in Setup. If Edit is specified, this window opens for you to fill in. If Initialize is specified, a record is addedwith just the barcode in the required fields. The Name assigned begins with “*New” so they are easy to find when you are ready to fill in thedetails later.The Item DatabaseInformation pertaining to the items is maintained in the Item database. The following fields may be filled out for the Item maintenance form. Somefields are required for an item record.Data field prompts may be changed by double-clicking in the data field. The Setup Screen Prompts form allows you to enter new promptinformation for the form, the grid and if necessary for the sort order or report name. - 19 -
  • 22. Using CheckMateTo activate a hot key for a form prompt or sort order, specify an ampersand (&) before the desired letter. Hot-keys require an Alt-letter combination(i.e., in the example form below, Alt-u would take you directly to the form Document Number sort order field).Item Number Enter the primary identification code for the item. This may be a social security number, account number, or any other unique identifier that is meaningful to you. If you do not have a unique identified associated with the item, copy the value of the bar code field below. The Item Number should not be changed. Required field.Bar Code Enter the unique bar code associated with the item. Bar codes may be pre-printed or printed from CheckMate. Item bar codes must be within a given range and may be changed if a label is damaged and you want to replace it later. The Activity History contains the Item Number, Bar Code and Item Name so even if you change the Bar Code, the other keys may be used to find the history of an item. Required fieldItem Name Enter the name that best identifies the item. For ease in searching, names should be entered last name first (i.e., SMITH, JAMES). Required field.Storage Enter the home location for the item when it is not checked out. This may be a room, a shelf, a box, or any meaningful location. If a barcoded item such as a box is the storage location, the Item Number not the Bar Code is kept in this field. Normally you will fill in this field by entering Storage Activity transactions at the Main Scan Label prompt. Editing the field on the Maintenance Screen does not record a transaction in the Activity History.Checked Out When an item is checked out, CheckMate fills in this field with the checkout date. This field is not editable.To When an item is checked out, this field is filled in with the name of the badge which checked out the item. This field is not editable.Last Activity CheckMate displays the date and time of the most recent check out or check in. This is the date used when excluding items as Inactive on the Locate screen. This field is not editable.Due When an item is checked out, CheckMate displays the date the item is due to be returned. This field is not editable.Reserved If an item has been reserved, CheckMate displays True in this field. This field is not editable. - 20 -
  • 23. CheckMate Document TrackingText 1 - 4 Up to four text fields are available for tracking data. Text fields 1 and 2 may also be used for search and sort order. Text fields 3 and 4 data are available on item reports.C/O Interval Enter an item-specific checkout interval (in days). If the C/O Interval is left blank, the badge checkout interval will be used. If the badge checkout interval is also blank, the default set in Utilities|Setup will be used for checkouts. Item checkout interval supercedes badge or default intervals.Status This user maintained drop-down list may contain item status, item grouping, or any repeated text that would be easier to select from a list than to type.Date 1 - 3 Up to three date fields are available for tracking data. Date fields may be used to store a date particular to the item (such as birthday, or enrollment date) or for scheduling events (such as renewal or disposal). Events are scheduled according to the information specified in the Utilities | Setup form. Changing these dates via an Activity writes a transaction in the Activity History. Editing the field directly does not.Number 1 – 3 Up to three number fields are available for tracking numeric data.File Type File type is a user maintained list of items that may be displayed in a drop-down list in the item maintenance screen. You may change title Status to any text that is meaningful to you on the Item Maintenance screen. This menu selection title will change to match. Enter desired text in the entry field under Add and press Enter. The text will be added to the list. To delete an item from the list, highlight the item by clicking it with the mouse and hit the Delete Button.Inventory This option is only available on a portable bar code reader enabled version of CheckMate Document Tracking. Inventory may be taken of items In, items Out or items Not In. Specify the type of inventory in the Setup form. In the case of an Items Not In inventory a placeholder bar code system must be in place. The item must have a bar code and its normal storage place must have a matching bar code. The placeholder bar code will be scanned. This is normally a toolcrib situation. For an All In Inventory scan all of the items that are in their normal storage location. For an All Out inventory scan the badge responsible for the area where the items are found and scan each item there. CheckMate will check those items against the badge that checked them out. Select the Inventory function on the portable bar code reader. For an All Out inventory scan or key the badge responsible for the area where the items are found, otherwise, scan or key the badge belonging to the person responsible for taking inventory. - 21 -
  • 24. Using CheckMateScan all the items in that location.At the computer, in the Setup form, specify whether this is an All In, All Out or All Not In Inventory prior to processing the portabledata.Upload and process the portable data. CheckMate will compare the collected data against items expected to be found at thatlocation. Once All In or All Out data is processed, the Inventory must be discarded or posted before any transactions are recorded(as they may affect the inventory results).Select Report Exceptions (For an All Not In inventory this report is found under the Reports menu, otherwise it is found under theMaintenance | Inventory menu.). CheckMate will print a report of all inventory discrepancies. Use this report to verify thediscrepancies.Use the Utilities | Discard Inventory to discard current inventory data and start over. For an All Not In inventory there is no data topost so you must Discard it to end the inventory cycle.If you are satisfied with the All In or All Out inventory results, Post the changes (Maintenance | Inventory | Post Inventory). In an AllIn inventory any items not scanned will be checked out to the badge specified in Setup as the badge for Inventory Adjustments. In anAll Out inventory items not already there will be checked out to the badge responsible for the area in which they were found. - 22 -
  • 25. CheckMate Document TrackingQuery MenuUse Item Locate for a quick search of the database to answer the questions “Do we have it?” and “Where is it?” For more detailed informationand specific search criteria, use Create Query.Item Locate - 23 -
  • 26. Using CheckMateThis is the same screen that opens in response to entering the L activity code.Select the item property to search (Bar Code, Name, Number, Text 1 or Text 2) by clicking on the field you are searching in the Search For boxin the lower right corner.Enter all or part of the item for which you are searching in the “Start with” box.Optionally, you can type a phrase in the “Include only” box. Only items with search keys which contain that phrase will be listed.Optionally, check the “Show Active Only” box to limit the response to items with Last Activity within the Active Interval specified on theUtilities | Setup screen.Press the OK button. A list of items that fit the specified criteria will be displayed.To close the Locate window, press the Cancel button.Create QueryThe Query functions lets you view as little or as much information about your badges and items as you want. Save queries for quick and easyreporting.Create user-defined, exportable queries of your data. - 24 -
  • 27. CheckMate Document TrackingAvailable/Display Fields The Available Fields window contains a list of all available reporting fields. Item fields begin with a prefix “s.”. Badge fields begin with a prefix “m.”. Checkout specific fields (e.g. due date) begin with a prefix “a.”. To include a field on the report, move the field name from available fields to display fields by double-clicking on the field name or highlighting the field name and clicking the move (>) button. To remove a field from the Display Fields list, highlight the field name and click the remove button (<) or double-click on the field name.Selection Criteria To specify selection criteria, highlight the field you wish to select from and click the Select Field button. Specify the selection criteria and the value you wish to select by. For example, to select all items that are currently out and have not been returned since September 1, 2004 do the following: 1. highlight the field “a. Date Out” 2. click the Select field button 3. click the Greater than radio button 4. enter 08/31/2004 for your selection value This will exclude everything checked out on or before 09/01/2004 and not yet returned. To exclude checkouts after 09/31/2004 (only items checked out in September of 2004 and still out), use the secondary selection criteria. Add the following steps to those above: 5. highlight the field “a.Date Out” (if it is not already) 6 click the and Select button 7 click the Less than radio button 8 enter 10/01/2004 The primary and secondary selection criteria do not have to be the same. You may just as easily exclude all items with a bar code greater than 090000. You may choose selection criteria from either the Available or Displayed Fields lists. You may order the columns of output by dragging names of display fields to the correct spot before you click Show. You may also reorder and resize columns in the display.Sort Order Your query results may be sorted by one or two fields. Sort fields may only be selected from the Displayed Fields list. To specify a primary sort, highlight the desired field in the Displayed Fields list and click the Order By button. After the primary sort is selected, specify a secondary sort by highlighting the desired field in the Displayed Fields list and click the and By button. Clear a Selection To clear a sort order or select by field, click the Select Field or Order By button while there are no fields highlighted. To clear highlights from all fields, click the Erase Highlight button.Output Show: Select show to view your query results in the lower portion of the query form. Output: Choose to save your query for future running, or output your results to a text (.txt) or database (.dbf) file or to a printer. Saved queries may be run from the Query | Recall menu. Output text and database files may be opened in other applications and manipulated or printed. - 25 -
  • 28. Using CheckMateCreate History QueryThe history query function is exactly the same as the Current Query, the only difference is that you are querying the monthly history of transactionsrather than current information. A History Query can answer the question “What files were checked out in September, 2004?” long after the itemsare returned. - 26 -
  • 29. CheckMate Document TrackingRun QueryOpen and run a previously saved query. A query that has been saved may be opened and run again using current data. Queries are saved inSQL (standard query language) and query results may be exported to text or database files. - 27 -
  • 30. Using CheckMateReports MenuThe following reports are available with CheckMate. If you cannot get the information you need with a standard report, use the Query tool toreport user-defined information. Reports may be printed directly, or previewed and then either printed or exported to a variety of file types. - 28 -
  • 31. CheckMate Document TrackingActivity ReportUse this option to print a list of transactions by date.Select to report on one, or a range of badges, a day or a range of dates. Choose to select items by their Bar Code or Item Number , then enter therange of values to report. Select one, several, or all activities. Print the report directly to your Report printer or preview the report and print orexport from the Preview window. Default values are all badges, all items, this month.Sample Printout09/16/2001 YOUR COMPANY NAME HERE Page: 1 ACTIVITY REPORT BADGETIME BAR CODE BADGE NAME ID NAMEDate: 09/19/2001 Activity: STORAGE15:15:33 01000 JONES, THOMAS09/19/2001 STORAGE 1Date: 09/19/2001 Activity: OUT15:25:33 000001 SMITH, AARON 010010 THOMAS, ANGELINA15:25:33 000001 SMITH, AARON 234998 WILLIAMS, GERALD09/19/2001 OUT 2 - 29 -
  • 32. Using CheckMatePast Due ReportUse this option to print a list of items that are now checked out and are past their due date. - 30 -
  • 33. CheckMate Document TrackingCheckout ReportUse this option to print a list of items that are now checked out. Report checked out items by Badge name, Badge ID or Badge Text 2.Enter the selection criteria and print the report directly to your Report printer or preview the report and print or export from the Previewwindow.Sample Printout02/16/2001 YOUR COMPANY NAME HERE Page: 1 CHECKOUT REPORTBAR CODE ID NAME DATE OUT DATE DUE DAYS OUT BADGE: LAWRENCE, CAMILE177770 28423213 ALBERTS, WOODROW 08/14/2001 08/28/2001 37735765 12048854 KAISER, DOROTHY 07/30/2001 08/13/2001 54 BADGE: SMITH, ANTHONY132440 53382133 THOMAS, CLYDE 08/16/2001 08/30/2001 35166600 X341353 MATTHEWS, ANDREA 04/30/2001 05/14/2001 143Checkout ListUse this option to print a list of currently checked out items by Badge Name, Item Bar Code or Item ID.Select one or a range of values to report. Enter the selection criteria and print the report directly to your Report printer or preview the reportand print or export from the Preview window.Sample Printout02/16/2001 YOUR COMPANY NAME HERE Page: 1 CHECKOUT LISTID NAME BADGE DATE OUT DATE DUE132440 THOMAS, CLYDE SMITH, ANTHONY 08/16/2001 08/30/2001 - 31 -
  • 34. Using CheckMate166600 MATTHEWS, ANDREA SMITH, ANTHONY 04/30/2001 05/14/2001Reservation ReportUse this option to print a list of items that are now reserved. Report reserved items by badge name, badge ID or phone number. Select a daterange to report. For example, choose all items reserved for today or only items reserved for a single badge next week.Enter the selection criteria and print the report directly to your Report printer or preview the report and print or export from the Previewwindow.Sample Printout02/16/2001 YOUR COMPANY NAME HERE Page: 1 RESERVATION REPORT ITEM ID NAMERESERVE DATE: 02/17/2001 BADGE: 00001 – SMITH, ANTHONY 134400 CONSTANTINE, RORY 441556 WILLIAMS, COOPERStorage ReportPrint a list of items by storage location. Checkout information is included for items that are currently checked out.Enter the selection criteria and print the report directly to your Report printer or preview the report and print or export from the Previewwindow. Choose to report by one storage location, all storage locations, or items that have no storage specification. - 32 -
  • 35. CheckMate Document TrackingSample Printout02/16/2001 YOUR COMPANY NAME HERE Page: 1 STORAGE REPORTID NAME CHECKED OUT TO DATE STORAGE: BLUE ROOM991111 COOPERS, LYBRAND SMITH, ANTHONY 02/10/2001100923 WILLIAMS, CLARA991444 KAISER, DOROTHY THOMAS, CLYDE 02/04/2001661777 PFIZER, LAWRENCEEvent Date ReportPrint a report of events scheduled for a particular time period (e.g., next week). Use an Event Date Report to find which items need attention.Event Date Report option is only available if Report is selected for the Event Date in Utilities|Setup.Enter the first and last dates in the desired range and print the report directly to your Report printer or preview the report and print or exportfrom the Preview window.Sample Printout02/16/2001 YOUR COMPANY NAME HERE Page: 1 EVENT DATE REPORTDATE 1 BAR CODE DOC NUMBER DOC. NAME LOCATION02/21/2001 991111 1234V2REE COOPERS, LYBRAND RED ROOM02/24/2001 991444 599D934DD KAISER, DOROTHY BLUE ROOMReprint Packing Slip ReportReprint a packing slip for a particular badge and time period.Enter the first and last badges and dates. Although you may request a Packing Slip for any type of activity initially, only Check Out transactionsappear on a reprint. This report goes to the printer selected as the Packing Slip printer. - 33 -
  • 36. Using CheckMateStatistics ReportPrint a statistical analysis of activities occurring during a given time frame.Specify one or more activities, items, badges and days.Enter the selection criteria and print the report directly to your Report printer or preview the report and print or export from the Previewwindow.Sample Printout02/16/2001 YOUR COMPANY NAME HERE Page: 1 STATISTICS REPORT DATE ACTIVITY COUNT 02/02/2001 IN 1 0UT 12 RESERVED 3 REVOKED 1 STORAGE 1 18 - 34 -
  • 37. CheckMate Document TrackingBadge ListPrint a list of badges and badge-specific data from the badge database. Select one badge or a range of badges by name or badge ID. Enter the selection criteria and print the report directly to yourReport printer or preview the report and print or export from the Preview window.Sample Printout02/16/2001 YOUR COMPANY NAME HERE Page: 1 BADGE LIST CHECK OUTID NAME COMMENT PHONE INTERVAL STATUS000001 SMITH, ANTHONY 4507 9 A000538 ANDREWS, LLOYD ADMIN LEAVE 4509 S000785 JONAS, WARREN 4515000454 KOPECKI, ARIES 4543Item ListPrint a list of items and item-specific data from the item database. Select one item or a range of items by name or item ID.Enter the selection criteria and print the report directly to your Report printer or preview the report and print or export from the Previewwindow.Sample Printout02/16/2001 YOUR COMPANY NAME HERE Page: 1 FILE LISTID NAME COMMENT STORED AT CHECKED BY000001 ANDERSON, KARI BLUE ROOM SMITH, ANTHONY000002 CARLETON, MILES RED ROOM000004 ANDRESEN, JOSEPHINE SEE ALSO 009239 RED ROOM KOPECKI, ARIES000007 HENDERSON, FLOYD GREEN ROOM - 35 -
  • 38. Using CheckMateUtilities MenuPrint Bar CodesBadgeUse this option to print badge labels. Choose to print a single badge label or a range of labels by badge ID number. Badge bar codes may beprinted in badge ID or name order. Enter the selection criteria and print the bar codes directly to your Report printer or preview the report thendirect it to your Report printer, Intermec label printer or an export file. Bar codes are formatted to fit Avery Label Stock #5160 on your Reportprinter.ItemsUse this option to print item labels. Choose to print a single item label or a range of labels by item ID number. Item bar codes may be printed initem ID or name order. Enter the selection criteria and print the bar codes directly to your Report printer or preview the report then direct it toyour Report printer, Intermec label printer or an export file. Bar codes are formatted to fit Avery Label Stock #5160 on your Report printer. - 36 -
  • 39. CheckMate Document TrackingArbitrary LabelUse this option to print any barcode that will be useful to you such as the text for a storage location. This option is only available in systemsusing Intermec Bar Code Label Printers.Activity CodesPrint a set barcodes for just the Activities you commonly use. - 37 -
  • 40. Using CheckMateBackupCheckMate uses the Xceed compression utility to make a self-extracting backup of all of the files in your CheckMate folder. The backup is afull backup including program files and may be used for moving the files from an old computer to a new one, or to restore data that has beenaccidentally deleted or damaged.To backup your CheckMate files:1. Choose Backup from the Utilities menu.2. Select the destination path for the self-extracting backup file (floppy disk, network drive or zip drive recommended).3. Select the name of the backup file. CheckMate recommends the prefix CM followed by the date (YYMMDD example CM990320.EXE)..The backup file is a self-extracting compressed file and may be run from Windows Explorer/File Manager or from DOS.To restore from backup:1. Use DOS or the Windows Run Command to run the backup file.2. Specify a folder to decompress the CheckMate files into.CheckMate may be set to remind you to create a backup. See Days Between Backup in the Setup form. If you restore in the same folder asyour current CheckMate program all data will be overwritten with that contained in the backup. You must reindex after restoring before usingthe system.ReindexSelect this option at any time to rebuild the index files. The index files control the sequencing of your data. If a power outage or other failureoccurs while you are using CheckMate, you will want to reindex. If you get a message on startup telling you that you need to reindex, Do ItImmediately! Updates written using damaged index files can cause corruption of your data.CheckMate must be Locked before reindexing can begin. Reindexing is available only to someone with Supervisor rights.CleanupThis option regains the disk space occupied by records marked as deleted. Use this option periodically to compact the data files. When youdelete a record or checks in an item, CheckMate actually only marks the record as deleted so that it will not be located or listed again. Toactually remove these records from the data files and release the disk space they occupy, the Cleanup option must be used.CheckMate must be Locked before cleanup can begin. Cleanup is available only to someone with Supervisor rights.PurgeThe Purge command will delete all item records that have not had any activity for the length of time specified in the Setup form for PurgeInterval. CheckMate will ask you to confirm that you wish to delete all item records for that time frame. After the confirmation, CheckMatewill report back the number of item records deleted. Be very careful when purging records because there is no way to undo a Purge. Make abackup before you purge.CheckMate must be Locked before a Purge can begin. Purge is available only to someone with Supervisor rights.SetupUse Setup to view or modify system options. See Installation and Setup for specific information on Setup functions.LockSome utilities may only be used when there is only one copy of CheckMate running. These utilities include Reindex and Cleanup, Backup andPurge. In order to have access to these utilities, CheckMate must be locked. Each utility will notify you if using the utility requires that there be noother users. - 38 -
  • 41. CheckMate Document TrackingTo lock CheckMate, select the Lock command from the Utilities Menu. This will prevent the opening of additional copies of CheckMate. A"Locked" message will appear on your screen. Now if someone tries to start CheckMate they will be notified that it is not available at themoment. Copies of CheckMate that are currently running will be able to use the system until they exit.Even though CheckMate is now locked, you cannot use the utility you want until all other users have exited. Each utility will notify you ofother users on the system when you try to use it. Once they have all exited, you can use the utility you need.When you are finished with your utility, be sure to unlock the system or exit to allow other users access.UnlockUse the Unlock command when lock required utilities are finished. This will allow other users access to the CheckMate system. Exiting alocked copy of CheckMate will automatically unlock the system.PasswordCheckMate supports a three-level password system. All activities are available at Supervisor level. Most activities are available at User levelwith the exception of Setup, Reindex, Cleanup, Purge and Password. At View Only level, all files are read only.Typically, CheckMate is shipped with one password activated. This password is "admin" and is at supervisor level. It is strongly suggested that thispassword be changed immediately. To set a password: 1 Select the Password Command from the Utilities Menu. 2 You will be prompted for your password. Enter your current Supervisor level password. 3 From the Activity box select whether you want to Add, Edit, or Delete a password. 4 From the Password Level box, select which type of password you want to set. 5 In the first edit box, type the password and press Enter. Now, type the password a second time and press Enter again. (Note: if you are deleting a password, skip this entire step and proceed to the next step.) 6 In the second edit box, type the name of the user. You will be notified that the password has been set, changed or removed for that user.For Further InformationFor detailed information on CheckMate Document Tracking, refer to the on-line help system. Use the How To section of the Help Contents tolocate step by step information for basic functions. To get help on specific items, press F1 while that item has the focus. Use Help Search tolocate further information.For further information on using the portable bar code reader, refer to the CheckMate on-line help section on portable data collection and to theportable reference card.For information regarding any special customized features in your version of CheckMate and any related setup issues, refer to the on-line helpsystem. Select Help Contents from the Help menu. Then click the large blue arrow: Look here for any customizations specific to yourinstallation. - 39 -
  • 42. Using CheckMateSection 4Using CheckMate with a WinMobileOverviewCommunication between the WinMobile personal digital assistant (PDA) and CheckMate is controlled by ActiveSync®operations. Every time you perform an ActiveSync® operation, you will upload any collected data from the WinMobiledevice to the computer. If CheckMate is running during a ActiveSync® operation and new data is uploaded, you will beasked if you wish to process the information. If CheckMate is not running when new data is uploaded, you will be asked ifyou wish to process the uploaded data next time CheckMate runs.Installing Checkout on the WinMobile DeviceMake sure the WinMobile is connected to the computer via ActiveSync®.Select Initialize Reader from the File|Portable Bar Code Reader menu.The install file will be copied to the CabFiles folder on the WinMobile. From the Start menu on the WinMobile choosePrograms and File Explorer. In the dropdown device menu choose My Device|CabFiles. Click on the SystemServices, Inc.CAB file to install Checkout. available under Start|Programs with the icon:If the initialization is successful, the Checkout program should beUsing the Checkout Program on WinMobileUse Checkout to perform the following activities: Out, In, Store, Event, Inventory and Destroy.To start the Checkout program, use the stylus to tap the Checkout icon. You will see a screen similar to the one on thenext page: - 40 -
  • 43. CheckMate Document TrackingUse the drop-down list (Out ▼) to select the activity you wish to perform.Collect transaction information such as badge, stock identifier (i.e., bar code), and (for class C items) quantity.Most activities have the keys at the bottom of the screen available. You may enter numbers with the bar code laser scanner,stylus or by tapping the number keys. You may advance entered information into the appropriate field (i.e. bar code intostock field) by writing the information (or writing and tapping numbers) and tapping the Enter button or using the stylus toenter a / (backslash). Scanning a bar code will automatically enter it into the data collection field and move on to the nextfield.Once you have selected the activity, a data collection screen is displayed.Out – Select Out to check one or more items out to a badge.CHECK OUT is used to check out items to badges. The badge ID and item ID will be displayed as they are scanned.Items are checked out by first selecting Out from the dropdown list, scanning a badge ID, then scanning all the item barcodes that are being checked out by that badge. Once data is entered, it stays current until it is changed. Once a badge isentered, it does not need to be scanned again for more than one item. - 41 -
  • 44. Using CheckMateIn – Select In to check in items that were previously checked out to badges.The badge ID and item ID will be displayed as they are scanned. Items are checked in by first selecting In from thedropdown list, scanning a badge ID, then scanning all the item bar codes that are being checked in by that badge. Oncedata is entered, it stays current until it is changed. Once a badge is entered, it does not need to be scanned again for morethan one item.Store – Record where your items are stored using this function.You may specify that your items are stored in particular boxes (which may also be stock items) which are in turn stored inparticular cartons (which may also be stock items). You don’t have to store items within other stock items, you may use anystorage location you want (such as a shelf number or a room name). To store items, first select Store from the dropdown list.Next, enter operator if needed, then location where the items will be stored. Locations must be prefixed with the letter L. - 42 -
  • 45. CheckMate Document TrackingNow scan all the items that are to be stored there. To change the location name for the next batch of items, select Store againand enter a new location ID and item IDs.Event – Use this option to record a significant event, which takes place periodically in the life of an item, for example“Calibration”.By scanning the event date, CheckMate records in history that this event has taken place on this date at this time. At thesame time, CheckMate reschedules the next date for this event. The scheduled date is recorded in the date1 field of thestock record. The next scheduled event date is based upon the system event interval, which you entered in theUtilities|Setup form. Enter the operator if necessary, scan the responsible badge then scan items to indicate an event hastaken place and reschedule the next event date.Inventory – CheckMate supports three different types of Inventory methods: All In, All Out or All Not In. Datacollection procedures differ depending on the selected method. - 43 -
  • 46. Using CheckMateFor an All In inventory, scan the badge of the person responsible for taking the inventory. Scan everything in the locationyou wish to inventory. An all Out inventory assumes that each item has a bar-coded placeholder (usually used fortoolcribs). For an All Out inventory, scan a special badge that is used only for inventory and should never have itemschecked out, then scan the placeholder bar code for each item that is not in its place. For an All Not In inventory scan thebadge of the person responsible for the area you are in which you are taking inventory (i.e., an office) and scan the items inthat area. Scan a different badge when moving to a different area.Destroy – Select Destroy to record the destruction of one or more items.DESTROY is used to record then destruction of items. The badge ID and item ID will be displayed as they are scanned.Items are marked destroyed out by first selecting Destroy from the dropdown list, scanning a badge ID, then scanning allthe item bar codes that are being destroyed by that badge. Once data is entered, it stays current until it is changed. Once a - 44 -
  • 47. CheckMate Document Trackingbadge is entered, it does not need to be scanned again for more than one item. When Destroy data is processed byCheckMate, the destroyed items are removed from the database and a historical record is created to track the event.After you have collected data that you wish to upload to CheckMate, put the Pocket PC in the dock, make sure there is anActiveSync® connection and choose File|Portable Bar Code Reader|Upload Data from CheckMate. - 45 -
  • 48. CheckMate Document Tracking CheckMate for Windows Item Tracking Activity Codes*I* CHECK IN DESTROY *U* I U*O* CHECK OUT PACKING SLIP *S* O S*L* LOCATE ITEM STORE ITEM *B* L B*D* ENTER DUE DATE ALL OUT TO BADGE *A* D A*E* EVENT DATE 1 RESERVE ITEM *H* E H*N* EVENT DATE 2 REVOKE RESERVE *R* N R*2* EVENT DATE 3 CLEAR SCREEN *C* 2 C - 47 -