FileTracker - The Barcode Software Center
Contents
1. FileTracker User Manual 12 MEC Software Appendix A Barcode Scanners Barcode scanners are available with a wide variety of features FileTracker will work with most types of scanners here are the basic requirements Able to read Code 39 barcodes also known as Code 3 of 9 Practically every scanner manufactured anywhere in the world can read this type of barcode Keyboard Wedge interface The scanner sends the barcode data to the computer s keyboard buffer When you scan a barcode it looks exactly as though you had typed the information by hand the barcode data will appear on the screen wherever the keyboard cursor is located Keyboard wedge interfaces are generally of two basic types One uses a Y shaped cable to physi cally plug the scanner in between the keyboard and the computer A USB keyboard wedge inter face plugs into a USB port on the computer insertion of the barcode data into the keyboard s buffer is done automatically in software FileTracker does not care which of these two types of interface is used You can test a keyboard wedge scanner by displaying Notepad or a word processor program and then scanning a barcode The data from the barcode should appear on the screen Scanning Technology Scanners are available to read barcodes using a variety of methods FileTracker does not care what type of scanner is used the choice has more to do with operator convenience The one type of scanner that we do not recommend is2. IEC software FileTracker A User Manual Version 1 0 File Tracker User Manual Version 1 0 Copyright 2004 Measurement Equipment Corporation All Rights Reserved Distributed by The Barcode Software Center 1113 Hull Terrace Evanston Illinois USA 60202 Tel 847 866 7940 Fax 847 866 9836 www makebarcode com MEC Software Introduction In a perfect world the folder you need is always in the file room exactly where it should be Since this is not a perfect world it is not uncommon to find that the file is out being used by someone else The trick then is to locate the folder as efficiently as possible FileTracker can save time and money by instantly displaying the name of the person who has checked out a file Check out and Check in are quick and efficient barcode tracking labels virtually eliminate file identification errors FileTracker is simple and basic and very easy to use This manual should provide you with all the information you need to use the program effectively Installation Install the program Run the installation program SetupFileTracker exe located on the CD ROM or downloaded via the internet This program will automatically extract all of the files and install FileTracker Move the database file Information about all of your files will be kept in a single database file named FileTrackerData mdb By default this file is installed in the C Program Files FileTracker folder on the comp
3. a wand that physically contacts the face of the label The file tracking labels will be read multiple times over their life span dragging a scanning wand across the face of the label will eventually degrade the barcode image and require printing a new label Linear CCD Scanners Inexpensive and practical Typically short range up to a few inches but this is really not an issue for scanning file folders Linear Laser Scanners A bit more expensive quick with a longer range than CCD up to roughly 8 to 10 inches Raster Laser Scanners Project a cross hatch of laser beams like the typical grocery store scan ner Very nice for hands off scanning but probably not worth the extra cost for reading file folders 2D Scanners and Imagers Capable of reading 2 dimensional barcodes Not needed for FileTracker If 2D capability is needed for other reasons FileTracker is perfectly happy to work with this type of scanner provided it has a keyboard wedge interface File Tracker User Manual 13
4. ame Do Company o Case Project To Need Label Vv Delete Cancel Save FileTracker User Manual 10 MEC Software Need File is automatically checked when a new record is created The next time tracking labels are printed this file will be included When the form is filled in click Done to save the record Display and edit information about an existing file Click Find a File to display the search screen this is the same screen that is available from the Main Menu discussed earlier in the manual The difference is that when a file is selected for viewing here you can edit the information The one piece of information you cannot change is the Tracking Number Once assigned a tracking number is permanent the only way to change the tracking number is to delete the record and then re enter the information as a new record Edit File Information Tracking No 123456783 Last Name Queue First Name Suzie MiddeName Bn Company Jie Case Project 30948 C lt Need Label v Checked out to Bob on 08 09 2004 08 17 pm History Delete Cancel Save Check Need Label if you would like a new tracking label the next time labels are printed The box is automatically checked for new records and is automatically un checked when labels are printed The delete button will remove the file s record from the database use this with caution you will be prompted to confirm that you really want to delete the
5. e field will be printed at the top of each tracking label Set the Label Top Margin and Label Left Margin in decimal inches For example 0 25 for a quarter inch This make take a bit of experimentation to get the settings just right for your particular printer When you are finished click Done to save the settings and return to the Main Menu FileTracker User Manual 4 MEC Software Main Menu File Tracking System The Main Menu provides access to all of FileTracker s functions Check Out Remove a file from storage Check In Return a file to storage Find a File Look up the current status of a file Manage List of Files Supervisory functions to manage the files in the system About Display information about FileTracker Settings Configure FileTracker Quit Quit the program FileTracker User Manual 5 IMEC Software Check Out Check Out Scan or enter the identification of the person taking the folder and then scan the tracking barcode for each folder As each folder is scanned it will appear on the list When all of the folders have been scanned click Check Out File Tracker User Manual 6 MEC Software Check In To check folders back in scan the tracking barcode for each folder When all the folders have been scanned click Done FileTracker User Manual 7 MEC Software Find a File Trk Case Project Name Company 1001 Explosio Doaks John Q Acme Rocke
6. l run in demonstration mode The pop up window will ask for the installation key each time you start the program To unlock a demonstration version of FileTracker you will need an unlock key From the Main Menu click on About to display information about the program a numeric installation code will appear directly below the program s version number Provide this number to MEC Software or an authorized distributor and you will be given a numeric code and instructions for unlocking Connect a Barcode Scanner See Appendix A for information about connecting and using a barcode scanener File Tracker User Manual 3 MEC Software Configure FileTracker Click Settings to display the configuration screen You will need to provide the supervisor password SUPV Database Path Bashful Devel MEC Products FileT racker FileT rackerD ata mdb see Printer Lexmark Optra M410 E Company Name M y Law Firm Label Top Margin jo Label Left Margin o Cancel Enter the complete pathname to the FileTrackerData mdb file in the Database Path field You can click the button to the right of the field to display a browser window Select the printer that will be used to print the barcode tracking labels This can be any laser preferred or inkjet printer Blank tracking labels can be purchased at any office supply store the format is 30 labels per letter size sheet 3 columns and 10 rows The information you enter in the Company Nam
7. r User Manual 8 MEC Software i File Information Checked out to Bob on 08 09 If a file proves difficult to track down clicking the History button will display information about the file s travels in reverse chronological order This information may help locate a file File History 08 09 2004 Checked 08 05 2004 Checked in 08 05 2004 Checked in 087 0572004 Checked out 08705 2004 Record created FileTracker User Manual 9 MEC Software Manage List of Files You will be prompted for the supervisory password SUPV and the Manage Files menu will appear From here you can print file tracking labels add new files to the database or find an existing file Manage Files Print Labels Add New File Ltindatile Add a new file Use this function to add new folders to the database Fill in the Edit File Information screen with details about the new file Be sure to fill in the Tracking No field with a unique identifier FileTracker will remind you if you forget to fill this in or if the number is already in use Note The current version of FileTracker does not assign Tracking Numbers automatically This is because the majority of users want to enter numbers that are used in their existing manual sys tems Options for automatic tracking numbers will be included in a future release of File Tracker Edit File Information J Tracking No rg LastName OO First Name Middle N
8. record Printing Labels A barcode tracking label is affixed to each file folder Each label includes the name of the company entered on the configuration screen the name assigned to the folder and the folder s tracking number barcode The barcode is the folder s license plate that uniquely identifies it My Law Firm 10015 Queue Suzie Blivit To print tracking labels click on Print Labels The labels will be printed on sheets of 30 labels each 3 columns 10 rows You may have available a partially used sheet with some missing labels and FileTracker User Manual 11 MEC Software the screen that appears next lets you tell FileTracker where to start printing Click on the first label where printing should start In this example the first 7 labels have already been removed from the sheet we have clicked on the label in row 3 column 2 and that is where printing will begin Starting Label If some labels have been removed from the sheet of labels please indicate where printing should begin Cancel Continue Insert enough sheets of labels into the printer and click Continue The labels will be sent to the printer and a message Did the labels print successfully will appear If the labels printed properly click Yes and Need Label will be automatically unchecked for all files If you answer No the Need Label check boxes will be left alone and you can reprint the labels
9. t Sled 1002 Explosio Doaks John Q MEC 12345678 OUT 30948 Queue Suzie Blivit Ajax 10045 Labels Vu Trien NYC Mayor s Office 1003 test Blank Martin Emanue Martin and Co 1006 87985 hello goodbye later joeshmoe 1007 08912 Cohen Eric x Search For l Each Enter a file number all or part of the last name company name or case project you are looking for Leave blank to list all files Eca To display information about a file scroll down the list and double click on a list entry You can limit the list to a few files by entering what you are looking for in the Search For field For example entering AR will pare the list down to files with tracking numbers case project codes names or companies beginning with AR To display all items in the database leave Search For blank and click Search Note that if a file is currently checked out the word OUT appears in the second column of the list Double clicking on a file displays information including whether the file is checked in or out If the file is checked in that is indicated by a green band with the words Checked In ia File Information loj x Tracking No 1001 LastName Doaks FirstName John Middle Name Q Company Acme Rocket Sled Case Project Explosion Checked in History A red band indicates that the file is checked out and includes the name of the person and the date and time at which the file was checked out FileTracke
10. uter where you installed FileTracker It is often a very good idea to move this file to a shared network computer that is backed up regularly perhaps a server If you have purchased licenses for multiple worksta tions they will all share the same data file Install the barcode font The FileTracker package includes a TrueType font for printing barcodes on the tracking labels Click on Start gt Settings gt Control Panel gt Fonts to display your font folder Click on File gt Install New Font and browse to find C Program Files FileTracker C39_60HN TTF Highlight this file and click Open to install the font If you are using a demonstration version of the program the font file is a demonstration font named C39 60HD TTF same typeface but selection of characters limited to 0 4 and A E Start FileTracker and enter the installation key Run FileTracker by clicking on Start gt Programs gt MEC Software gt FileTracker The first time you run FileTracker a pop up window will ask you for the installation key You have 3 options e Enter the installation key printed on the label affixed to your CD ROM This will install FileTracker as a fully functional program e If you downloaded the program from the internet and do not have an installation key you can try out FileTracker by clicking Install as Demonstration FileTracker will operate normally but will limit you to 25 file records e If you click Cancel FileTracker wil
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