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Staff Guide
Version 3.xx Software
3M Library Systems 3M Center, Building 225-4N-14 St. Paul, Minnesota 55144-1000 www.3M.com/library
2006 3M. All rights reserved. Digital Data Manager Model 747 Staff Guide 78-8123-9044-7, Rev. B 3M is a trademark of 3M. Microsoft and Windows are registered trademarks of Microsoft Corporation. All other trademarks are property of their respective owners.
Typical export workflow ........................................................................... 2 Exporting Lists and Collection Categories .............................................. 3
Step 1 Generate list files from your circulation system ..........................................................3 Step 2 Place your list files in the proper folder ........................................................................3 Step 3 - Export data lists and collection categories ...................................................................5 Step 4 Remove the memory card...............................................................................................6 Using the Export Pull Lists Only function ...................................................................................7
Introduction
About Data Manager
3MTM Digital Data Manager (Data Manager) software is used to transfer information from your circulation system onto memory cards that are used by other 3M equipment. It can also import data that other equipment has saved to a memory card.
Introduction 1
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Pull Lists Search Lists
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Shelf-order List Folder
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Search List Folder
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Pull List Folder
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Memory Card
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Pull Lists
Pull Lists
Click Refresh to display any changes such as adding or removing files from the list folders.
Figure 4: Click Refresh whenever you add or remove files from the list folders.
From the toolbar, click Export . The Export Lists and Categories dialog displays a list of the files to be exported. (See Figure 6.)
Figure 5: Check ( ) the lists and categories that you want to export.
If the memory card contains collected data or pull-list results that have not been imported, messages appear asking you to import the data. If you continue with the export without importing the data, Data Manager deletes any collected data or pull-list results on the memory card.
Export Limits Data Manager limits the maximum number of list files and collection categories that you can export. Order Lists unlimited Search Lists 31 lists maximum Pull Lists 31 lists maximum Collection Categories 40 categories maximum
Click OK. Data Manager exports the selected lists and collection categories to the memory card. Records with errors will not be exported.
Check the summary log (located in the bottom pane of the main window) for any export errors or warnings. (See Figure 10 on page 9.)
If an excessive number of errors and/or warnings appear in the summary log Correct any errors that may have been caused by your circulation data, list files, and/or export formats. See Correcting Export Errors and Warnings on page 8 for more details. Figure 6: Make sure that you are exporting the correct files with the proper labels.
IMPORTANT NOTES!
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To eject a memory card, a user must have eject privileges, which are reserved by default for administrators but can be granted to normal users. If you will be using the memory card drive, ensure that you have these privileges. DO NOT remove a memory card while the activity light on the memory-card drive is flashing. If you remove the memory card before the activity light stops flashing, you may corrupt the data files on the memory card (making it impossible for other equipment to read the data). If this happens, you may have to use Windows to reformat the memory card.
Important! - Wait until the export or import operation completes before attempting to eject the memory card. When the activity light on the memory-card drive stops flashing, the import/export operation is complete. Make sure that there are no open windows that display the memory-card drive or its contents. From the Windows Desktop, double-click My Computer. Right click on the memory-card drives Removable Disk icon (see Figure 7). The memory-card drive appears as two different removable-disk icons. The first drive letter is assigned to the CompactFlashTM portion of the drive (used by Data Manager). You may want to rename the compact flash drive with a name such as DM Drive. The second drive letter (not used) is assigned to the Secure DigitalTM portion of the drive.
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On the pop-up menu, click Eject. Important - After clicking Eject, you must wait ten seconds before removing the memory card. Wait 10 seconds and then remove the memory card.
Select (check ) the pull lists that you want to export to the memory card. If desired, from the View menu, click Preview File Export and check for errors and warnings.
From the toolbar, click (Export Pull Lists Only). The Export Lists and Categories dialog displays a list of the files to be exported.
If the memory card contains collected data or pull-list results that have not been imported, messages appear asking you to import the data. If you dont import these data, Data Manager will overwrite the pull lists.
Figure 8: The Export Pull Lists Only function exports the selected pull lists to the memory card without affecting any of the shelf-order and search lists, or collection categories already on the memory card.
Click OK. Data Manager exports the selected pull lists to the memory card. Records with errors will not be exported.
Check the summary log (located in the bottom pane of the main window) for any export errors or warnings.
After exporting lists and categories, Data Manager creates Summary and Export Logs that list any errors and warnings that occurred during the export. Once you have debugged your Data Manager export formats, most of the export errors and warnings will be caused by bad data records from your circulation system. After using Data Manager for a while, many problems with circulation records should have been identified and corrected. You may want to create an in-house policy on how to deal with problems with circulation records.
Detecting circulation errors and warnings Export debugging may require you to repeat the export process as you try to eliminate any export errors and warnings. To ensure that export errors and warnings are reported for each export, follow the guidelines below. Export errors and warnings are only reported if the list file(s) were processed during export. Errors and warnings are reported if: The file is new. The file has been changed and saved. An existing file is replaced with a new file that has the same name. A files export format or label was changed. If none of the above applies, you can select Clear Database from the File menu. For example: if you export a file and encounter 50 errors and you export it again without changing the file (or changing any of the items listed above), The file is not processed. The number of warnings and errors reported for that file will be zero. The 50 records that had errors will not be exported.
Export errors
(record will not be exported) If an export error is reported for a circulation record, that record WILL NOT be exported. Records that are not exported due to errors can affect the operation of the DLA and other equipment. For example: missing records will not be accessible in search, shelving, check-shelf, and other DLA functions. In some functions, if the tags for these items are read, a not in database message is displayed.
Export warnings
(record will be exported) If an export warning is reported for a circulation record, the record WILL be exported but it may be missing portions of the primary and secondary information that were missing from the circulation data. The DLA and other equipment will successfully process items whose records were exported with warnings. Any missing primary or secondary information fields will not be displayed on the DLA or other equipment.
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Export Log
The Export Log provides specific information to help you determine where each warning or error occurred.
Check the Summary Log for any errors or warnings. The summary log appears in the bottom portion of the main window.
If the summary log includes warnings or errors, view the Export Log for details.
Summary Log
The Summary Log displays the total number of records exported and how many warnings and errors occurred.
Click the View Export Log button. The Export Log opens in a Notepad window.
Check for errors and warnings. Figure 10: The Summary Log and the Export Log help you identify export errors and where they occurred.
Use the export log to determine where the errors and warnings occurred in the list file. Warning notations specify the Item ID and the line number (in the list file) where the missing primary or secondary information occurred. Error notations specify the line number (in the list file) where the invalid barcode was found and the invalid barcode. If an export operation generates excessive errors and/or warnings:
Export Log
Export Format Problems Determine if your Data Manager settings are causing the errors and/or warnings. Errors may be caused by: Incorrect barcode validation settings Incorrect export formats that are extracting an incomplete barcode Missing or incomplete barcodes may be caused by bad circulation system data (see below)
List File
Data Problems If your export formats are set up correctly, you may want to correct any problems in your circulation system data and try generating the list file(s) again. Missing or incomplete barcodes will cause errors. The process used to generate list files may be flawed.
Optional print the Export Log or save the Export Log file to a different location on your hard drive. This is helpful if there are a large number of errors that you have to correct.
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Figure 11: The Export Log indicates the line numbers in the list file where errors or warnings occurred.
Collect Data
7/34 Press Trigger To Begin
Clear
Save Back
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At the Collect Data screen, press Save. Select the category where you want to save the current list of collected item IDs, and click Save. Figure 12 Import Workflow
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Step 2 Use Data Manager to import the collected data and convert them into text files.
2 Click Import
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4 Click OK.
Any collected data and pull list results are imported from the memory card to the userdefined import locations.
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Figure 13 Import Data and Convert to Text Files
Make sure that the correct Import Format is assigned to each collection category. (See the Data Format Guide for information on import formats.) Click the drop-down menu (located next to each category in the Format column) to select the import format. (See Figure 14.) During import, Data Manager automatically applies default pull-list formats [(-) Not-Pulled, and (+) Pulled] to any pull-list results that are imported.
Insert the memory card into the memory-card drive. Figure 14: Use the pop-up menu to assign an import format to each collection category.
The Import dialog box shows the categories and/or pull lists that you are about to import. (Figure 15.)
Click OK; Data Manager imports all of the collected data and pull-list results from the memory card.
Data Manager formats the imported Item IDs based on the import format that you assigned to the collection category. If Data Manager detects a new collection category on a memory card, the Add Category dialog box appears. Data Manager removes any duplicate Item IDs that may occur within a collection category.
Data Manager saves the formatted text files in userdefined folders on your hard drive. Data collection text files are saved in category folders located in the Import File Destination folder. (See the Installation and Setup Guide.) Pull-list results text files are saved in the Pull Lists folder that you defined in the Folders dialog box. (See the Installation and Setup Guide.)
Figure 15: Data Manager software only imports categories that contain Item IDs. Import Errors A Not all data on card could be imported error message appears if some of the data on the memory card is corrupted. Use Windows to reformat the memory card. This may be caused by removing the memory card from the DLA before all the data is transferred.
After a successful Import, Data Manager deletes all collected data and pull-list results from the memory card. Only data that are successfully imported are cleared.
Figure 16: The main window provides easy access to view, modify, save, print, and delete the imported text files.
Pull-list Results
Data Manager stores all the pull-list results files in the Pull Lists Folder that you defined in Admin Setup.
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Figure 17: You can use Windows Explorer to access the imported text files.
Data collection file-naming convention The data collection text files created with each import operation are stored in the Import File Destination folder.
Figure 18: The text files created during each import operation are stored in the Import File Destination folder.
When you import pull list results, Data Manager creates two files for each pull list on the memory card. Each text file consists of a list of Item IDs and any other information defined in your import format. Pulled (+) file this text file includes the item IDs (and any other information defined in your import format) of all the items that were pulled (removed) from the pull list. Pulled files have a (+) character in their file name. Not pulled (-) file this text file includes the item IDs (and any other information defined in your import format) of all the items that were not pulled from the pull list. Not pulled files have a (-) character in their file name.
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Other Procedures
Viewing text files
Using Data Manager to view a text file
Use Data Manager to select the collection file that you want to view. Each import operation results in a separate file.
To view an imported text file... 1 Select (highlight) a file in the main window. 2 Click View File to open the selected file in Notepad (or your designated text file viewer).
The selected file opens in Microsoft Notepad or whatever text file (.txt) viewer that you set up in Windows.
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Using Windows Explorer to open a text file You can also use Windows Explorer to locate and open the text files (files with a .txt extension). The selected file opens in Microsoft Notepad or whatever software you designated as your Windows text file (.txt) viewer. Once the file is open, you can use the text viewer to save the file to a different location.
Figure 20: Select the file that you want to view and click View File.
18 Other Procedures
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Select the file that you want to delete. From the List Actions menu, click Delete. The file is deleted from your hard drive.
Figure 21: You can use Data Manager to delete imported text files.
Selecting a language
The user interface can be displayed in a number of different languages. The administrator can specify which languages appear in the Language menu. To select a language
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From the View menu, click Language. Select a language from the list. The menus appear in the language that you selected.
Other Procedures 19
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Insert a memory card into the memory-card drive. From the View menu, click View Export Info. Data Manager reads the data at the Export/Import location (memory-card drive). The Database Information dialog box displays the contents of the memory card and the following information: Creation Date - the date that the data was exported to the memory card Version the version of database that was exported to the memory card Total Items the total number of items that were exported to the memory card Barcode Filters indicates if Data Manager exported a barcode filter collection to the memory card
Figure 23: Whenever you export to a memory card, data that is already on the memory card is deleted.
20 Other Procedures
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Open a folder and select the file you want to move. Click the (Up or Down buttons) to move the file up or down within the folder. You cannot use the Up and Down buttons to move files from one folder to another. If you add new files after re-ordering the list, the new files will be added to the end of the list.
Other Procedures 21
File List
Progress Area
Summary Area
Toolbar buttons
Export exports data from selected list files in a format usable by the DLA. Import imports pull list results and collected Item IDs (saved in categories) and creates a formatted text file for each category that you import. Export Pull Lists Only this is a modified version of the Export function where only the selected (checked) pull lists are exported to the memory card. Unlike a regular export, any order or search lists and collection categories already on the memory card will be unaffected. Export Pull Lists Only function will overwrite any existing Pull lists on the memory card. Refresh updates the display to reflect the files and subdirectories after a change. View File opens the selected list file in Notepad. If you edit the file, you must save the file to ensure that the edits are included in subsequent Exports. View Export Log displays the Export log for the most recent Export. This log is cleared for each new export. Move Up and Move Down moves the selected list up and down within a folder. Items cannot be moved between folders. Help Displays an on-line version of this manual.
Export
View File
Move Up
Help
Import
Refresh
Move Down
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All lists checked A RED check mark in the check box shows that all of the lists are selected.
No lists checked A cleared (no check mark) check box shows that none of the lists are selected.
Some lists checked A GRAY check mark in the check box shows that you checked some of the search lists.
3M Service Numbers
Call one of the following numbers for software support. In the United States 1-800-328-0067 (Option 1) In Canada English Franais 1-800-268-6235 1-800-567-3193
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