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smartadmin

user guide

version 2.3

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Copyrights & Trademarks


Copyright 2012 - 2013 Bibliotheca, all rights reserved. Bibliotheca provides this document to customers and prospective customers only. The content of this document is strictly confidential and may not to be reproduced in any form or transferred by any means, in whole or in part, to any third party without the explicit and prior written consent of Bibliotheca. Liber8, smartadmin, smartgate manager, smartstock manager, smartstation manager, smartdispenser manager, and smartreturn manager are trademarks of Bibliotheca. All external references to these products must be indicated with the Trademark symbol and credited to Bibliotheca. 3M Standard Interchange Protocol is the copyright of the 3M Corporation 1997, 1998, 2005. Windows is a registered trademark of the Microsoft Corporation in the United States and other countries.

Terms & Conventions


Text boxes containing an orange circle and white i contain important information pertaining to the use or configuration of the product. These may also contain tips or recommendations from Bibliotheca or Bibliotheca customers.

Text boxes containing a red triangle and exclamation point contain either information critical to the successful use or configuration of the product, or a warning. It is important to read and consider the information presented in the hazard text boxes carefully.

Text boxes containing a blue square and question mark contain a definition or explanation of a specific term or concept that may not be immediately apparent or common knowledge to all users. The information in these text boxes should assist the readers understanding of this documents content. Clickable/Writeable Fields Bold Text denotes a button, tab, text field, or menu that a user can select or otherwise interact with. Location/Reference Italic text denotes the location of a file or folder on a computer, or a specific section within the document or reference to a separate document

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Table of Contents

Introduction ....................................................................................................................................................................... 5 1 General Overview .................................................................................................................................................... 6 1.1 1.2 1.3 2 Logging in to the system ........................................................................................................................................... 6 Retrieving a Forgotten Password ............................................................................................................................ 6 Change Display Language...................................................................................................................................... 6

Using the Home Screen ............................................................................................................................................ 7 2.1 2.2 2.3 Headers and footers ................................................................................................................................................. 7 The Available Device list ........................................................................................................................................... 7 The Monitored Device list ......................................................................................................................................... 8

Device Details ........................................................................................................................................................... 9 3.1 3.2 3.3 3.4 3.5 3.6 Commands ................................................................................................................................................................. 9 Status .......................................................................................................................................................................... 10 Work Items ................................................................................................................................................................. 11 Device Information .................................................................................................................................................. 11 Screenshot ................................................................................................................................................................ 12 Layout ........................................................................................................................................................................ 12

Transactions ............................................................................................................................................................. 13 4.1 4.2 4.3 4.4 liber8 Devices........................................................................................................................................................ 13 smartreturn Devices ............................................................................................................................................. 15 View as Statistics ...................................................................................................................................................... 16 View as Report ......................................................................................................................................................... 17

Device Configuration ............................................................................................................................................. 18 5.1 5.2 Overview ................................................................................................................................................................... 19 Edit Settings ............................................................................................................................................................... 19

Statistics ................................................................................................................................................................... 20 6.1 6.2 6.3 6.4 liber8 Devices........................................................................................................................................................ 20 People Counters ...................................................................................................................................................... 20 Export Reports ........................................................................................................................................................... 21 Sample reports ......................................................................................................................................................... 21

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My Account ............................................................................................................................................................. 24 7.1 7.2 7.3 Reset Password ......................................................................................................................................................... 24 My Account .............................................................................................................................................................. 25 My Alerts .................................................................................................................................................................... 26

Troubleshooting ....................................................................................................................................................... 27

Contact Bibliotheca Support ......................................................................................................................................... 29

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Introduction
The smartadmin system is designed to make managing your Bibliotheca library devices as easy as possible. The Bibliotheca-hosted system gathers and displays data about part statuses (i.e. printer paper low/out), nearly instantaneous transaction details, allows for customer-controlled software upgrades 1, and sends SMS 2 and/or email alerts regarding tracked devices. The smartadmin interface displays this data in an easy-to-view format, allowing staff to check the status of the librarys connected devices in a single glance. The rest of this document discusses in detail the features which will be available to you in smartadmin, how to view them and how to get the most out of them. Features covered are: Accessing the system: Login, request a forgotten password, and contact Bibliotheca. The home screen: Understand the summary of your monitored systems. Viewing device details: View detailed status reports and device details, such as software versions, etc. Viewing transactions: Gives a guide to the transactions area, how to navigate and use this functionality and the best ways to find what you need. Device configuration: Configure your devices and understand the details of various device configurations. Contains tips for good device management. Gathering statistics: Gives a guide to the available statistics including the built in graphs and available export functions. Managing your account: Edit your account details such as your login password. Setting up alerts: Enable or disable device/part alerts sent via email or SMS

1 2

Not all Bibliotheca products at this time Requires that library to have an SMS service that can accept messages as emails

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1 General Overview
In short the Bibliotheca smartadmin solution is a web-hosted, browser-based application that makes managing your Bibliotheca library devices simple and intuitive, from a single webpage. Follow the instructions below to access the site and take your first steps into device management.

1.1

Logging in to the system

The system is designed so that access details are created for you there is no registration function. This user guide assumes the computer user has the required system permissions. Please contact your librarys administrator to ensure your user has been created and granted the necessary permissions. Access & Login to smartadmin: 1. 2. 3. 4. Open a browser window. Navigate to https://www.mysmartadmin.com Ensure you have been provided with suitable login details. Enter the User Name and Password in the corresponding blanks and click Log In. On your home page you can see a list of devices. Each device has a status listed against it. Filter the list of devices using the list. 5. button to set the filter and the button to refresh the

Click Back or Home to return to the home page.

1.2

Retrieving a Forgotten Password

If you have forgotten your password, you can request that a new one is sent to your registered email address. Retrieve a Forgotten Password: 1. 2. 3. Click the Forgotten Password button. Enter your User Name in the respective field and click the Send button You will receive an email containing a temporary password within 5 10 minutes. If you do not see the email with that time, check you Junk Mail of Spam folder. If you still do not see it, please contact your library administrator. Login using your temporary password. Bibliotheca recommends setting a new password immediately after logging in.

4.

1.3

Change Display Language

To change the displayed language, click on a flag in the bottom right-hand corner. The flag on the upper level denotes the current language option (also shown in the upper right hand corner of the screen).

Language Selection

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2 Using the Home Screen


The home screen is your base of operation. From here you can find most of the information you need right at your fingertips.

Home Page The Available Device list, on the left-hand side, is an expandable tree of devices sorted by location. The table on the right-hand side summarizes the statuses of the selected devise.

2.1

Headers and footers

At the top of the screen is the navigation bar, which contains a set of links enabling you to navigate to the different sections of the site and a flag displaying your currently selected language. Scrolling over a link on the navigation bar will cause it to brighten and an orange triangle will appear below.

Below the footer you will find a set of clickable flags to change the language for viewing smartadmin. For simplicity only English screenshots will be shown in this document.

2.2

The Available Device list

The Available Devices list on the left hand side of the screen is an expandable tree of all the devices that you have permission to view. This list may be filtered using the filter controls at the top of the screen. Some devices belong to a device group that contains a hierarchy of devices. For example, consider a sorter containing a single sorter line with several smartreturn book drops feeding into it. These can be grouped into a single smartsort group.

A tree view is a graphical representation of data which has subsets of items. These can be multi-level (as in this instance) and are represented on screen by indentation of each subsequent level.

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Each listed device is highlighted in one of the following colours to represent the devices status: Red - Error Orange - Warning Purple Uncertain/No Communication with Device Light Blue/Grey Power Off White Running

Devices from the Available Device list can be added to the Monitor Device list to display information about the device in greater detail. To add a devices to the Monitored Device list, check the corresponding checkbox for the desired devices and click the Save button. For convenience, a Check/Uncheck All button has been provided to conveniently check or uncheck all devices.

2.3

The Monitored Device list

The Monitored Device list, located on the right hand side of the screen, contains a list of devices selected from the Available Device list. Devices can be viewed in greater detail and/or controlled from the Monitored Device list. Multiple devices running the same software version can be managed at once using the Summary buttons. Each device in the list is identified by an icon representing the device model (smartserve 400, smartreturn 300, etc.). The four columns immediately following the device icon displays the owner of the device, the devices location, the devices name, and the devices status. More information about the devices status can be displayed by holding the mouse over the device icon until any error message is displayed. There are three buttons to the right of the status column:

Details Displays information about the devices status in greater detail, including statuses for some of the devices parts. Transactions Displays all patron transactions for the device. Configuration Allows users to view and edit the device configuration.

The Transactions and Configuration columns may both have a Summary button at the bottom that allows for multiple devices to be managed at once. Clicking Summary in the Transactions column adds together all the transactions for all the devices in the list. Clicking Summary in the Configuration column allows you to view or edit the configuration for the listed devices.

You may not see all these buttons as they are permission-dependent.

If you cannot see a configuration item you are expecting to see it is because the values do not match across all the selected devices. Find those devices that differ and set them to match the rest.

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3 Device Details
Click the details button to display the device details for the selected device, as shown below.

Device Details The left-hand side displays the available commands for the device. The right-hand side displays a tabbed view of the devices current Status, any Work Items queued for the device, Device Information, a current Screenshot of the device, and the Layout of sorters. All or some of these tabs may be displayed depending on the device type and the permissions granted to your user. Click the Back button to return to the Home screen.

3.1

Commands

The left hand side of the screen contains a list of commands for the device. Some of all of these commands will be available depending on the device, the devices software version, and the permissions granted to your user. Possible Command actions available from the left hand side of the screen are: View Diagnostic Log This button becomes active only if diagnostic logs are available on the server. From here you may proceed to the diagnostic log viewing page, explained later in this manual. Get Diagnostic Log This button starts an upload of all current diagnostic logs from the selected kiosk onto the server. Once they have been uploaded you will be able to view the logs. Get Configuration This button retrieves the configuration file for the selected device. Upload Offline Transactions This button forces the device to try and upload its offline transaction file to the LMS. This action will fail if there is no LMS connection or if no offline transaction file is present. You can use the Offline Transaction File part type to see if there is a file which needs to be uploaded. Delete Offline Transactions This button forces a delete of the offline transaction file on the selected device

The [BACK] button is used to return to the home screen.

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3.2

Status
The Name column describes the part. The Last Update column displays the last time smartadmin updated the parts status. The Status column displays the parts status using the same status colours as described in Section 3.2 The Available Device list except that green is substituted for white (no issues). The Information column displays additional details about a parts status. This may be an error message such as Printer paper low. Security pedestals and sorter bins also display patron counts and percentage full respectively.

The Status tab details the individual parts for the device. Each part is detailed in four columns:

Security Pedestal Patron Count

Return Bins Fill Levels

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3.3

Work Items

The Work Items tab lists the commands queued for the selected device.

Work Items Whenever a command is issued to a device it is listed in the work item queue for that device. Periodically the device checks with smartadmin for any work items. Each Work Item is described in six columns: Work Item Description of the Work Item Last Update Last time the device was detected by smartadmin. Received Has the work item been received by the device? State Longer work items may display In Progress if the work item takes longer to complete. Message Additional information regarding the Work items state. (Permission Dependant) Action Presents a Delete button to remove the work item from the queue. Work items can be removed before they are received but once the device has started processing the work item it cannot be cancelled. You may also see work items that you have not requested or that seem to continually appear and disappear. This is normal as you are looking at what is queued against the device, not what you have requested. Someone else with different permissions may have asked the device to something that you cannot ask it to do. Some work items are generate automatically by smartadmin and are used to tell the device to send information, such as statistical transactions, up to the server.

3.4

Device Information

The Device Information tab provides summary details about the device, such as the applications installed and their current versions.

Device Information tab

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For users of smartadmin 2.3 onwards, Device Information now shows the Windows OS version that the device is currently running, the Primary Serial number of the device (kiosk, gate etc) and the Secondary Serial number for peripheral equipment attached to the device (paystation, returns bin). The Installed Apps info bar (under Device Details) now shows version numbers of any software installed on the device as a 4 digit code instead of 3. This is for Support services.

3.5

Screenshot

The Screenshot tab is available for some devices and displays a current screenshot for the device. This is not a real-time view of the screen; instead smartadmin periodically uploads a screenshot from the device. It can be used for diagnostic purposes if a patron is having trouble with a device.

3.6

Layout

The Layout tab is only available for smartreturn or smartsort devices (AMH range). This tab displays the current state of all bins in the sorting line, as shown below.

Layout tab The sorting line is periodically refreshed so you can leave smartadmin on this screen and the image will be updated whenever smartadmin gets an update from the smartreturn device.

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4 Transactions
Transaction statistics can be displayed for liber8 and smartreturn devices. Click the transactions button to display the devices transaction history.

4.1

liber8 Devices

liber8 transactions can be viewed by date for one or multiple devices.

View liber8 transactions Required Date The top left hand corner contains the date for the currently displayed transactions. Click the Required Date field and select a date from the pop-up calendar to display the transactions for the selected device(s).

The View Transactions screen only displays transactions for a single date. For multiple dates, use the statistics view.

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Transactions Summary The Top right hand corner contains a summary of transaction types. Hold the mouse over the button to display the device(s) from which the list is compiled.

Click the button to list only transactions for that transaction type or click the View All button to list all transactions for the selected device(s) in the bottom half of the screen.

Transaction Details The bottom half of the screen contains a detailed view of the selected transactions.

Click the o o o o o

button to display detailed information about an individual transaction including:

The Item ID or Title Whether the transaction was a Success or a description as to why the transaction failed Amount Due for Item Amount Paid for Item Payment Type

Click the Hide Detail button to hide the transaction details and refresh the Transactions Summary.

Click Back to return to the home screen.

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4.2

smartreturn Devices

smartreturn transaction statistics can be viewed for multiple devices across different time periods.

View smartreturn transactions - Statistics Select a Date Range & Frequency The top portion of the screen contains a Frequency drop-down menu as well as a Start Date and End Date. Select a Frequency (5 minutes, hourly, daily, weekly, monthly, or yearly). Specify a Start Date and End Date. Click the Show button to view the transactions as Statistics or a Report.

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4.3

View as Statistics

To view transactions in as statistics with a graphic representation, select the Statistics tab. Transaction details are displayed in eleven columns: Date Item Check-in item Check-in Failed Item Renew Item Renew Fail Return Session User Login User Login Failed LMS Offline Successful Transactions Failed Transactions

Graph Statistics To view statistics as a graph: 1. 2. Select a Transaction Detail to graph from the drop-down menu. Select a Graph Type from the drop-down menu.

Export Statistics To export transaction statistics in a CSV file: 1. Click the Export to data CSV button.

Click Back to return to the home screen.

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4.4

View as Report

To view transactions as a report, select the Report tab.

View smartreturn transactions - Report Export Report To export the transactions report in a CSV file, click the Export to data CSV button. Click Back to return to the home screen.

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5 Device Configuration
Click the configuration button to display the configuration settings for that device. The Device Configuration screen allows you to edit your devices ini or XML configuration files using an interface that is more user-friendly than manually editing the files. It also includes such handy features as range checking and drop down lists for selectable items. .ini files are system files which are used to store configuration of certain applications. Each application contains at least one ini file, which is read on start-up of the application and edited to change any configurable options. XML files are more complex than ini files but function in a similar manner.

Device Configuration screen

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5.1

Overview
button and field and a Refresh button displays only the configuration

The top of the Device Configuration screen contains a Filter button. Entering text in the field and clicking the Filter settings matching the entered text.

The configuration settings can be viewed using four tabbed views. By default these are: Easy, Librarian, Time Settings (smartreturn devices only), and Raw. Each tab contains the same settings organized differently so that the Easy view makes more sense to administrators than the Librarian view would to staff. Tabbed views are permission dependent. It is possible to create custom tabbed views for your library. Please contact Bibliotheca support for assistance with creating tabbed views. Each setting can be edited directly or may contains a different set of settings, which can be expanded or hidden by clicking the + or buttons, respectively. Each setting is listed with a brief description of the setting, the current value and a configurable setting description. Setting descriptions are unique to the current tab view so each tab may have its own nickname for the same setting.

If you leave the configuration screen by clicking any other link in the system without first clicking the Update button any changes you have made will immediately be lost.

5.2

Edit Settings

Holding the mouse over a setting highlights it in grey. Click on a setting to display a pop-up window and edit its properties.

Edit Setting Setting can be edited using a checkbox, text box, calendar, drop-down menu, or numeric value, depending on the particular setting. After editing a setting click the OK button to confirm or the Cancel button to discard any changes. Click the button to display more details about the setting. When expanded this reveals a button to Restore to Default, which reverts that particular setting back to its original configuration.

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6 Statistics
Click Statistics from the top navigation bar to display the statistics screen. Using the statistics screen you can summarize and analyse transaction data and people counts across a range of dates. Statistics are only available for liber8 devices and security pedestal people counters. After clicking Statistics, an initial drop-down menu with two options is displayed.

Statistics parameter selection

The statistics feature is only available for liber8 and smartgate devices at this time.

6.1

liber8 Devices

To create a report for liber8 kiosks: 1. 2. 3. 4. 5. Select Device from the initial drop-down menu and click View. Select a Grouping Style from the drop-down menu. Currently Weekly and Daily grouping styles are available. Use the Select Devices drop-down menu to select the devices for the report. Multiple devices may be selected using the checkboxes. Select a date range using the Date From and a Date To calendars. Click View Report.

6.2

People Counters

To create a report for people counter activity: 1. 2. 3. 4. 5. Select People Footfall from the initial drop-down menu and click View. Select a Report Style from the drop-down menu. Currently Year By Month, Week By Day, and Day By Hour report styles are available. Use the Device drop-down menu to select the devices for the report. Multiple devices may be selected using the checkboxes. Select a date range using the Date From and a Date To calendars. Click View Report.

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6.3

Export Reports

Once a report has been created, it can be exported by selecting an export format from the dropdown menu and clicking Export. Exported files are saved to the browsers designated download folder.

Export file formats

6.4

Sample reports

Below are some sample generated outputs showing the types of reports you may see. This also includes a view of the graphs which are included as part of the output.

Device Report, Grouped Daily

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Device Report, Grouped Hourly

Footfall Report, Grouped Year by Month

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Footfall Report, Grouped Week by Day

Footfall Report, Grouped Day by Hour

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7 My Account
Click My Account from the top navigation bar to access your account details. This allows you to manage your login accounts password, email address, and alerts.

7.1

Reset Password

You can reset your password from the Reset Password tab.

Reset Password tab To change your account password: 1. 2. 3. 4. Enter your Current Password in the corresponding field. Enter your New Password in the corresponding field and enter it again in the field to Confirm New Password. Click Reset Password to change your account password. Click Continue on the confirmation pop-up to confirm the change. Your password must be at least 6 characters long. Try to choose something that will be difficult for people to guess, but that you are likely to remember.

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7.2

My Account

You can change the email address and account name associated with your login account on the My Account tab.

My Account tab To change your account email address: 1. 2. 3. Enter your new email address in the New Email field. Click Save to save the new address. Click Continue on the confirmation pop-up to confirm the change.

To change your account name: 1. 2. 3. Enter a new account name in the field for Full Name. Click Save to save the new account name. Click Continue on the confirmation pop-up to confirm the change.

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7.3

My Alerts

You can manage the alerts for your account from the My Alerts tab. From here you can set if, how, and how often you receive alerts for device part statuses.

My Alerts screen Setup Alert: 1. 2. 3. 4. Check the Enable Alerts checkbox to allow alert notifications. Select the category of alerts you wish to view. Check the corresponding checkboxes to receive Mobile or Email alerts. Use the Severity slide scale to set the alert priority: o o o 5. Low You will receive an alert after a long period of time. (e.g. 60 minutes) Medium You will receive an alert after a medium period of time. (e.g. 20 minutes) High You will receive an alert after a short period of time. (e.g. 2 minutes)

Leave the Continuous checkbox unchecked to receive a single alert about that part or check the checkbox to receive alerts until the condition causing the alert is rectified. If checked, you will receive continuous alerts at a rate consistent with the Severity for that issue. Click Save to save your alerts.

6.

The alert timing for different Severity levels can be configured by your librarys administrator. A high severity with a continuous reminder could result in a large number of emails or SMS alerts being sent to your account if a part has a long standing problem.

Your library administrator can also change your alert options and they can also set alerting times for the location of the device, e.g. they can turn alerting off for Monday and Wednesday if the library is closed on those days. They can also turn alerting off outside opening hours, so that they can allow alerts to only be sent between 13:00 and 18:00 on a Thursday.

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8 Troubleshooting
Problem I cannot log in Cause No username/password User locked out Forgotten password Solution Contact your administrator to create you an account Contact your administrator to unlock you Use the forgotten password feature to have a new one emailed to you Check with your administrator and they can allocate you the correct devices Select the device in the left hand list to see it in the monitored view Contact the site and see if they can manually force a connection between the device and smartadmin Ensure you enter your current password correctly or ask your administrator to change your password for you Ensure that your new password and confirm new password fields match each other Increase the password strength of your new password. This means changing the length and using numbers and/or nonalphabetic characters such as !, , $, %, & etc. Ensure that you enter a valid email address The system has not yet received a status update. The system is operating normally, wait a while longer The system is operating normally. You have permission to view the configuration but not to save. Contact your administrator if you believe this to be incorrect The offline transaction file cannot upload without an LMS connection There is no file to upload / delete Check you have registered for alerts against the part category (e.g. printer) Check you have alerts enabled under the My Account

I cannot see my device

Device not allocated

Device unselected

My transactions / statuses are not updating

Device has no connection

I cannot change my password

Old password incorrect

New passwords do not match

Password not strong enough

I cannot change my email I have changed the paper in my printer but it still reports as paper low I can view the configuration and change items but have no save button

Email not valid Slow connection

No save permission

Offline transaction delete failed

upload

No LMS connection

No offline transaction file No alerts You have not saved your alert selections You have turned off alerts

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section. Your administrator has decided not to send alerts for the device location for the time of the alert There is a problem with your email address Check with your administrator

Confirm your email address is the one you expect under the My Account section and that you are receiving emails from other sources Check with your administrator

The email system at your library is slow or has problems receiving emails from sources outside of your library

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Contact Bibliotheca Support


Contact Bibliotheca Support 24/7 around the globe: Phone +61 (3) 9811 4750 877.207.3127, select option 2 +41 41 726 9950 +49 7121 9264 115 +45 7027 1008 877.207.3127, select option 2 +33 (0)1 56 24 11 76 +39 800 011 060 +31 (0)229-505538 +44 (0)161 498 1150 Email support-au@bibliotheca.com support-ca@bibliotheca.com support-ch@bibliotheca.com support-de@bibliotheca.com support-dk@bibliotheca.com support-us@bibliotheca.com support-fr@bibliotheca.com support-it@bibliotheca.com support-nl@bibliotheca.com support-uk@bibliotheca.com

Please be ready with your librarys customer number, case number, any applicable error messages or conditions, and the product version or serial number.

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