Digital Data Manager

Model 747

Staff Guide
Version 3.xx Software

3M Library Systems
3M Center, Building 225-4N-14
St. Paul, MN 55144-1000
www.3M.com/library
© 3M 2011. All rights reserved.
Digital Data Manager Model 747 Staff Guide
78-8123-9044-7, Rev. C
3M is a trademark of 3M. Microsoft and Windows are registered trademarks of Microsoft Corporation.
All other trademarks are property of their respective owners.
Staff Guide Table of Contents
Introduction............................................................................................... 3
About Data Manager.......................................................................................................................3
Privileges required for Data Manager...........................................................................................3
Export workflow overview .............................................................................................................4

Exporting Lists and Collection Categories .............................................. 5

Step 1 – Generate list files from your circulation system ..........................................................5
Step 2 – Place the list files into their designated folders...........................................................5
Step 3 – Select and export lists and collection categories ........................................................6
Step 4 – Remove the memory card...............................................................................................7
Using the Export Pull Lists Only function ...................................................................................8

Correcting Export Errors and Warnings ................................................... 9

Description — errors and warnings .............................................................................................9
Export errors (record will not be exported) .................................................................................9
Export warnings (record will be exported) ..................................................................................9
Correction procedure...................................................................................................................10
Solving export problems .............................................................................................................12

Importing Data from a Memory Card ...................................................... 13

Typical data collection workflow ................................................................................................13
Importing collected data and pull-list results............................................................................15
Import file destinations...............................................................................................................16
Data collection text files .............................................................................................................17
Pull-list results files ....................................................................................................................18

Other Procedures .................................................................................... 19

Viewing text files...........................................................................................................................19
Clearing the database ..................................................................................................................19
Deleting imported text files .........................................................................................................20
Selecting a language....................................................................................................................20
Checking memory card contents................................................................................................21
Arranging the order of files within a folder................................................................................22

Menus and Toolbars ................................................................................ 23

Main window elements.................................................................................................................23
Toolbar buttons ............................................................................................................................23
Directory structure features ........................................................................................................24

© 3M 2011. All rights reserved.

3M Service............................................................................................... 25
Information to gather ...................................................................................................................25
3M Service phone numbers.........................................................................................................25
3M Library Systems Web Site .....................................................................................................25
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
3M equipment such as the 3MTM Digital Library Assistant (DLA). Data
Manager also can import data that other 3M equipment has saved to a
memory card.

Privileges required for Data Manager

The following computer privileges are required to perform Data Manager tasks:

Task Required Privileges Notes

To install Data Manager
To create Data Manager
folders (as part of setup)
To change Data Manager
settings
To write to Data Manager
folders
To eject the memory card
Administrator privileges
Administrator privileges
Write access to the 3M section of
the Windows Registry and 3M
folder in the Program Files folder
Read and write access to folders
Eject privileges on the memory
card
At installation, Data Manager changes
system settings so this access is available
to all system users.
The administrator must grant this access to
staff members who use these folders.
The default is to limit eject privileges to
administrators. If non-admistrators will be
working with the memory card,
administrators must give them eject
privileges.

© 3M 2011. All rights reserved. 3

Export workflow overview
The description below and Figure 1 briefly describe the typical workflow used to
export data with Data Manager software. This process is described in detail on the
following pages.
1 Generate list files from your
circulation system. Automated
Circulation
Use your circulation system to create the list System
files used by the 3MTM Digital Library Assistant
(DLA) and other equipment: 1
Shelf-order Lists – lists of items in shelf order
(in the order they are expected to appear on Shelf Pull
the shelf). Order Lists
Lists
Search Lists – lists of items that you would Search
like to find (the order does not matter). Lists
Pull Lists – lists of items that you will use the
Pull Items function to display and find (in the
order you wish to find them). 2 2 2
Location Lists – If your circulation system
uses a location-based shelving system, your
Shelf-order Search Pull
system must generate Location Lists that List Folder List Folder List Folder
identify specific locations in the library.
2 Place the list files into their designated
Data Manager folders.
These user-created folders are typically
located on the hard drive of the computer 3
that runs Data Manager software.
Note: If Location Lists are used, they must
be placed into the Shelf-order List Folder.
3 Select and export the lists and collection
categories to a memory card.
Click Refresh to display lists, collection
folders, and their contents in the Data
Manager main window.
Select (check ) the lists and collection
category labels that you want to export.

Click Export - Data Manager processes

Library
the selected lists and exports the selected Computer
lists and categories to the memory card.
4 Remove the memory card for use in 3M
equipment.
Memory
Equipment such as the 3MTM Digital Library Card Drive
Assistant (DLA), 3MTM Conversion Station,
and 3MTM Staff Workstation can now use the 4
data on the memory card. Memory
Card 747_005_B

Figure 1 Typical Workflow

4 © 3M 2011. All rights reserved.

Exporting Lists and Collection Categories
Use the Data Manager Export function described in the following steps to
export selected lists and collection categories to memory cards for use with
the DLA or other 3M equipment.

Step 1 – Generate list files from your circulation system

Generate list files from your circulation system based
on the types of tasks that you want to perform.
See the Digital Data Manager Model 747 Data Format Automated
Circulation
Guide for list-file format requirements.
System

If your library uses a location-based shelving

system, your circulation system will also generate Shelf Pull
Order Lists
Location Lists that identify specific locations in the Lists
library. Search
Lists
You may want to update your lists as you add items 747_SG_013
to your circulation database. Update your Search
and Pull lists on a regular basis. Figure 2 Generate List Files

Step 2 – Place the list files into their designated folders

1 Move the files that you want to export into the

Automated
proper list folders. Circulation
If you replace an existing file with a newer System
file with the same name, Data Manager
assigns the export format and label from the Shelf Pull
old file to the replacement file. Order Lists
Lists
If you add a new file, Data Manager assigns Search
the default export format (if defined) to the file Lists
and the file name appears in the Label
column.
(If necessary, use the drop-down format list to
Shelf-order Search Pull
assign a different export format to the new List Folder List Folder List Folder
file.) 747_SG_012

Figure 3 Place List Files in Folders

An export format defines what information will
be displayed on the DLA and other equipment.
If Location Lists are used, they must be
placed into the Shelf-order List Folder.

2 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.

© 3M 2011. All rights reserved. 5

Step 3 – Select and export lists and collection categories

1 Insert a memory card into the memory-card drive.

2 Click Refresh .
This displays any changes such as adding or
removing files from the list folders.

3 Select (check ) the lists and collection

categories that you want to export.
Make sure that the order in which the shelf-
order lists appear in the main window matches
the physical location of items in the library.
If desired, from the View menu, click Preview
File Export and check for errors and warnings.

4 From the toolbar, click Export .

The Export Lists and Categories window
Figure 5: Check ( ) the lists and categories that
displays a list of the files and collection
you want to export.
categories to be exported. (See Figure 6.)

Export Limits
If the memory card contains collected data or
Data Manager limits the maximum number of list
pull-list results that have not been imported,
files and collection categories that you can export.
messages appear asking you to import the data.
Order Lists – unlimited
If you continue with the export without importing
the data, Data Manager deletes any collected Search Lists – 31 lists maximum
data or pull-list results on the memory card. Pull Lists – 31 lists maximum
Collection Categories – 40 maximum, always
includes Default, Inventory and Locations.
5 Click OK.
Data Manager exports the selected lists and
collection categories to the memory card.
Records with errors will not be exported.

6 Check the summary log (located in the bottom

pane of the main window) for any export errors or
warnings. (See Figure 10 on page 10.)

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 9 for more details.

Figure 6: Make sure that you are exporting the

correct files with the proper labels.

6 © 3M 2011. All rights reserved.

Step 4 – Remove the memory card
Always use the following procedure to remove the memory card from the
memory-card drive.

IMPORTANT!
You must have eject privileges to eject a memory card. These privileges are reserved by
default for administrators but may be granted to other staff. 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.

1 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.

2 Make sure that there are no open windows that

display the memory-card drive or its contents.

3 From the Windows desktop, double-click My

Computer.

4 Right click on the memory-card drive’s

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.

5 On the pop-up menu, click Eject.

Important! - After clicking Eject, wait ten seconds
before removing the memory card.
Figure 7: Right-click on the
removable disk icon and click Eject.
6 Wait 10 seconds and then remove the memory card.

© 3M 2011. All rights reserved. 7

Using the Export Pull Lists Only function

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 remain unaffected.
The Export Pull Lists Only function will
delete any existing Pull lists on the memory
card.

Procedure

1 Select (check ) the pull lists that you

want to export to the memory card.
From the View menu, click Preview File
Export and check for errors and
warnings.

2 From the toolbar, click

(Export Pull Lists Only).
The Export Lists and Categories dialog
displays a list of the files to be exported.

Figure 8: The Export Pull Lists Only function exports the

If the memory card contains collected data
selected pull lists to the memory card without affecting
or pull-list results that have not been
any of the shelf-order lists, search lists or collection
imported, messages appear asking you to
categories already on the memory card.
import the data.
If you don’t import these data, Data
Manager will overwrite the pull lists.

3 Click OK.
Data Manager exports the selected pull
lists to the memory card.
Records with errors will not be exported.

4 Check the summary log (located in the

bottom pane of the main window) for any
export errors or warnings.

8 © 3M 2011. All rights reserved.

Correcting Export Errors and Warnings
Description — errors and warnings
Before exporting lists and
categories, you may want to
preview the file export.
From the View menu, click
Preview File Export and
check for errors and
warnings.

Figure 9 Preview File Export displays record number, item ID barcode,

primary information, secondary information and location ID barcode (if
used)

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 awhile, 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.
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, secondary and location (if used)
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, secondary or location (if used)
information fields will not be displayed on the DLA or other
equipment.
© 3M 2011. All rights reserved.
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 file’s 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.
9
Correction procedure

1 Click the Export button to

export list files to a memory
card.

Export Log
The Export Log provides
specific information to help
you determine where each
warning or error occurred.

2 Check the Summary Log for

any errors or warnings. View
The summary log appears in Export Log
the bottom portion of the main
window.

3 If the summary log includes

warnings or errors, view the
Export Log for details. Summary Log
The Summary Log
a Click the View Export Log displays the total
number of records
button. exported and how
many warnings and
The Export Log opens in a errors occurred.
Notepad window.

b Check for errors and

warnings.

Figure 10: The Summary Log and the Export Log help you identify
export errors and where they occurred.
Continued on next page…

10 © 3M 2011. All rights reserved.

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 Export Log
primary, secondary or location (if
used) 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:

1 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 List File
Incorrect export formats that
are extracting an incomplete
barcode
Missing or incomplete
barcodes may be caused by
bad circulation system data
(see below)

2 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.
747_007
This is helpful if there are a large
number of errors that you have to Figure 11: The Export Log indicates the line numbers in the list file
correct. where errors or warnings occurred.

© 3M 2011. All rights reserved. 11

Solving export problems
Problem
Errors occur during export.
The number of records
exported is less than
expected.
An excessive number of
barcodes are being reported
as “Invalid.”
Records are exported with
missing data or incorrect
fields.
Some of the expected
information in the Primary or
Secondary information fields
is not being displayed on the
DLA or other equipment.
After exporting, the DLA
does not recognize a valid
database on the memory
card.
Windows “Cannot Unmount
Volume” Error Message
After selecting lists to
export, an unexpected
number of lists are included
in the export.
The Export Log does not
include any export errors or
warnings.
Invalid barcodes are being
reported as “Valid.”
12
Possible Solutions
An Item ID (barcode) is missing or in the wrong position in the list file generated
from you circulation system. This could be a bad circulation record or a problem with
the process that generates the file from your circulation system.
Incorrect List Barcode Validation Parameters set in Data Manager.
Incorrect Export Format parameters (barcode start position, barcode field length,
etc.) that are extracting an incomplete barcode (Item ID) from the record.
Verify that there is enough hard-drive disk space available. (A minimum of 200 MB is
recommended before attempting an export operation.)
Make sure a file or directory is not being used or accessed by another application (for
example, a list file may be opened in Notepad while you attempt to export it; or a list
folder is open in Windows Explorer).
After exporting, view the export log and check to see if records were not exported due
to an error(s).
If you do not see any errors in the export log (Data Current for:), you may have to select
Clear Database from the File menu and re-export the file. Now, if you check the Export
Log, you should see any errors that occurred.
Verify the List Barcode Validation settings (Admin Setup menu). Be sure to enter any
“Additional Valid Characters” as required.
Check for incorrect export format settings (such as start position and length).
Check your circulation system for mistakes in barcode entries, missing barcodes, etc.
Make sure that the process that generates the files from your circulation system is set
up correctly.
Check the export format parameters (e.g., start position) for the problem field(s). If
you make changes, preview the export to check your changes.
Make sure that you assigned the correct export format to the list file.
Check for errors in the circulation system data.
Data Manager allows you to export a maximum of 40 characters for the Primary Info Field
and 40 characters for the Secondary Info Field.
Because the Primary Info field on the DLA uses a large, bold font, approximately 25
characters are viewable in the DLA’s Primary Info Field. The Secondary Info field on the
DLA displays approximately 29 characters.
If you are using a newer-style (blue) memory-card drive (SanDisk Model SDDR-73),
make sure that you are running Windows 2000 Service Pack 3.
Verify that the Export/Import Location is set to the memory-card drive.
Always right click the My Computer icon and select Eject to remove the memory card.
Failure to follow this procedure may corrupt the database or require you to use
Windows Explorer or the handheld to reformat the memory card.
If you see this error message while using Windows to eject the memory card, click
Continue. This will not affect the data on the memory card.
Some of the lists in the subdirectories may have been mistakenly checked.
Open all subdirectories and uncheck unwanted files.
-Or-
Select Uncheck All from the List Actions menu, and check only the lists that you want
and retry the export.
If a list file was not changed since the last time it was exported, the Export Log may
show “Data Current for:” (with no errors or warnings listed) next to the list name.
Select Clear Database from the File menu and re-export the file. Now, if you check the
Export Log, you should see any errors that occurred.
Verify the Barcode Validation settings (Admin Setup menu). Be sure to enter any
“Additional Valid Characters” as required.
© 3M 2011. All rights reserved.
Importing Data from a Memory Card
Typical data collection workflow
Collection categories labels are typically exported at the same time that you export list files.
Step 1 – Export collection categories to a memory card
and use the DLA to collect and save Item IDs.
1 Select the collection category labels you want to export.
Select (check ) the collection category labels that you
want to export.
The Default, Inventory and Locations collection categories
are automatically included in each export.
2 Export the selected lists and collection categories to a
memory card.

Click Export and the selected collection category labels

are exported to the memory card.
3 Insert the memory card into the DLA.
The exported collection categories appear on the DLA.
4 Use the DLA to collect item IDs.
Use the DLA’s Collect Data function to collect item IDs or, if
your library uses a location-based shelving system, use the
procedure following Step 5.
If you enable the DLA’s Background Inventory function,
the DLA will collect item IDs from all RFID tags it reads
(while in any DLA function) and automatically save them to
the memory card in the Inventory category.
5 Save collected Item IDs in a collection category.
a At the Collect Data screen, press Save.
b Select the category where you want to save the current list
of collected item IDs, and click Save.

If your library uses location tags…

Continue with these steps to a) collect item IDs, and
b) automatically reassign scanned items to a specific location.

1 Press Inventory on the DLA Home screen to access the Figure 12 Import Workflow
Inventory Location function.

2 As directed on the screen, scan the location tag where you

want all scanned items to be assigned.
3 Scan one or more items that you want to assign to the location
tag you scanned in Step 2. If necessary, press Clear to delete
any items that do not belong in the list.
Note: If your library uses location tags, see the
Digital Library Assistant User Guide for more
information.

4 Press Save to reassign all items in the list to the location tag
you scanned, and save the items to the Locations category. Continued on next page…

© 3M 2011. All rights reserved. 13

Step 2 – Use Data Manager to import the collected
data and convert them into text files.

1 Remove the memory card from the DLA and

insert it into the memory-card drive.
1

2 Click Import .

3 The Import dialog box appears.

This dialog box lists all the Collection
Categories and Pull Lists that are on the
memory card. Note: 747_006

Note: 40 maximum collection categories

may be used. The categories list always
includes the Default, Inventory and
Locations categories.

3
4 Click OK.
Any collected data and pull list results are
imported from the memory card to the user-
defined import locations.

4
Figure 13 Import Data and Convert to Text Files

14 © 3M 2011. All rights reserved.

Importing collected data and pull-list results
After using the DLA to collect and save Item IDs to the memory card and/or
modify the pull lists, use Data Manager to import the data from the memory
card. The import function creates text files that are formatted based on the
import format that you assign to each category.

1 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.

2 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.

3 On the toolbar, click Import .

The Import dialog box shows the categories and/or
pull lists that you are about to import. (Figure 15.)

4 Click OK; Data Manager imports all of the collected data

and pull-list results from the memory card.
a 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.

b Data Manager saves the formatted text files in user-
defined 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.)
5 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 15: Data Manager software only imports
categories that contain Item IDs.
Note: 40 maximum collection categories may be
used. The categories list always includes the
Default, Inventory and Locations categories
shown above.
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.

© 3M 2011. All rights reserved. 15

Import file destinations
When you import collected data from the
memory card, Data Manager creates individual
text files that are saved to collection folders.
Data Manager creates a folder for each
collection category that you define and
places these folders in the Import File
Destination folder that you specified in the
Folders dialog box. Note: 40 maximum
collection categories may be used. The
Default, Inventory and Locations categories
are always included by default.
Data Manager saves the data collection text
files to each category’s folder.
Data Manager saves the pull-list results text
files to the Pull Lists folder. Figure 16: The main window provides easy access to
You can access these text files through view, modify, save, print, and delete the imported text
Collection Categories in the main Data files.
Manager window (see Figure 16) or by using
Windows Explorer (see Figure 17).

Pull-list Results

Data Manager stores

all the pull-list results
files in the Pull Lists
Folder that you defined
in Admin Setup.

Data Collection Files

Data Manager creates a folder for each

collection category and places them in
the Import File Destination folder that
you defined in Admin Setup.

747_011

Figure 17: You can use Windows Explorer to access the imported text files.

16 © 3M 2011. All rights reserved.

Data collection text files
The formatted text files created during an import operation are
stored in collection category folders located in the Import File
Destination folder.

Import file list order

The text file consists of a list of collected Item IDs that
are listed in shelf order (The Item IDs are only shown
in shelf order if the collected Item IDs appear in one or
more of the shelf-order lists on the memory card).
Any collected Item ID that does not appear on any
of the shelf-order lists on the memory card
appears at the bottom of the list.
Various parameters in the Import Formats allow the
import function to add Primary, Secondary and
Location information to the Items IDs in the text file.

See the Installation and Setup Guide for information

on defining folder locations.

Data collection file-naming convention

The data collection text files created with each
import operation are stored in the Import File
Destination folder.

Inventory 02-03-03 (16).txt

Import
Category The date when
Name this file was created
Number of Item
747_009 Ids in this file

Figure 18: The text files created during each

import operation are stored in the Import File
Destination folder.

© 3M 2011. All rights reserved. 17

Pull-list results files

The DLA tracks which items were removed (pulled) from each pull
list and which items remain (not pulled) on each pull list.
The DLA saves “pull-list results” on the memory card.
After you have pulled all the items that you could locate, use Data
Manager to import the pull-list results as text files.
You can use pull-list-results files to:
Update the “pull status” on your circulation system.
Create search lists that include items that were not found. You
can export these lists to a memory card.

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.

Pull-list-result file naming convention

Hold 1 10-22-01 (+ 23 ) 1 .plr

Uniqueness Number
Pull List added to the file name if
Name Number of Item identical imports are
IDs in this file performed on the same date.

The date when Pull Result Type

this file was imported + items were pulled
- items were not pulled 747_SG_014

Figure 19 Pull List Naming Convention

18 © 3M 2011. All rights reserved.

Other Procedures
Viewing text files
Using Data Manager to view a text file

1 Use Data Manager to select the collection
file that you want to view.
Each import operation results in a
separate file.
2 On the toolbar, click View File .
The selected file opens in Microsoft
Notepad or whatever text file (.txt) viewer
that you set up in Windows.
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).
747_012

Using Windows Explorer to open Figure 20: Select the file that you want to view and
a text file click View 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.

Clearing the database

The Clear Database function forces the software to
reprocess all the files during the next export. After
reprocessing, the Summary and Export Logs will display all
the errors and warnings after the next export.

To clear the database

From the File menu, click Clear Database.

© 3M 2011. All rights reserved. 19

Deleting imported text files
When you import collected Item IDs from the memory card,
Data Manager saves the data collection text files to the Import File
Destination folder that you defined in the Folders dialog box.
Data Manager saves the pull list results text files to the Pull Lists folder.

Using Data Manager to delete files

1 Select the file that you want to delete.

2 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

1 From the View menu, click Language.

2 Select a language from the list.

The menus appear in the language that
you selected.

Figure 22 Selecting a Language

20 © 3M 2011. All rights reserved.

Checking memory card contents
To avoid deleting lists that you already exported
to a memory card, you should check the
memory card contents before exporting new
lists.

Whenever you export data to a memory

card, any data that already exists on the
memory card is deleted.

1 Insert a memory card into the memory-card

drive.

2 From the View menu, click View Export

Info.
Data Manager reads the data at the
Export/Import location (memory-card
drive).

3 The Database Information dialog box

displays the contents of the memory card
Figure 23: Whenever you export to a memory card,
and the following information:
data that is already on the memory card is deleted.
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

© 3M 2011. All rights reserved. 21

Arranging the order of files within a folder
The order that the shelf-order lists appear in the main window
should match the physical location of items in the library.

Arranging shelf-order lists

If your shelf-order data lists are organized so that the items
from one list are shelved immediately next to items in another
list, make sure that the order of the lists (as seen in the main
window) matches the shelving order in the library.

Arranging search lists

The DLA scans the search lists from top to bottom. If a search
item appears on multiple search lists, the DLA will display the
list label of the first list that includes the item.

To change the order of a list

1 Open a folder and select the file you want to move.

2 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.

Figure 24 Changing the Order of a List

22 © 3M 2011. All rights reserved.

Menus and Toolbars

Main window elements

Menu bar – The menu names are located at the Menu Bar
top of the screen. Toolbar
Toolbar – The buttons access the most common
functions of the application.
File list – This area displays the folders and list
files located in the shelf-order list, search list, pull
list, and collection category folders. File List

List columns can be resized by dragging the

right side column line in the header row of the
grid.
Progress area – This area shows the current
state of the export process and indicates Progress Area
progress through each state.
Summary area – A summary of the export
Summary Area
process is displayed here. A scroll bar is
displayed as needed.

Toolbar buttons Figure 25 Main Window Elements

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 Export
version of the Export function where only the Pull
selected (checked) pull lists are exported to the Lists View Move
Export Only File Up Help
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 747_004
Import Refresh View Move
Pull lists on the memory card. Export Down
Log
Refresh Lists – updates the display to reflect the
files and subdirectories after a change.
Figure 26 Tool Bar Buttons
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.

© 3M 2011. All rights reserved. 23

Directory structure features
Each list and category displayed in the main window
has a master checkbox that controls the selection of
the lists or categories located within that directory.
Select this checkbox (red check mark) to select all
of the lists or categories that are located within the
directory.
Clear this checkbox to select none of the lists or
categories that are located within the directory.
A GRAY check mark in the check box shows that
you checked some of the lists in that directory.

Figure 27 Directory Structure Features

All lists checked

A RED check mark in the check box
shows that all of the lists are selected.

Red check mark

No lists checked
A cleared (no check mark) check box
shows that none of the lists are
selected.

Check box cleared

Some lists checked

A GRAY check mark in the check box
shows that you checked some of the
search lists.

Gray check mark

24 © 3M 2011. All rights reserved.

3M Service
Information to gather
Before you call for service, please have the following information available:
• The name, address, and telephone number of your facility
• A description of the problem or the issue you want addressed
• The model number and serial number of the equipment (located on the
serial label), if the call is in regard to a system problem
Model Number __________________________________
Serial Number __________________________________

3M Service phone numbers

For questions regarding your system, call one of the following numbers.
In the United States In Canada In other countries
1-800-328-0067 English 1-800-268-6235 Call your local 3M office.
Francais 1-800-567-3193

3M Library Systems Web Site

The 3M Library Systems Web site can be located at http://www.3M.com/library.
For additional information in the United States about 3M SelfCheck systems, go to
http://www.3M.com/us/library.

© 3M 2011. All rights reserved. 25