Table of Contents

Introduction to BACKTRACK 4

ҏ What Can BACKTRACK Do? 4

ҏ How Does BACKTRACK Work? 4
ҏ Installation Notes 5
System Requirements 5
Security Key 5
ҏ Overview of the BACKTRACK Components 5
Transaction Module (Check In/Out or Restock/Take Out) 5
Report Designer Module 5
Label Design and Printing Module 6
Database Maintenance Module 6
Remote Data Collection (Optional) 6

Tutorial 1: Creating a Tracking System 7

ҏ Part 1: Define Your Tracking Needs 7

ҏ Part 2: Add a New Application Using the New Application Wizard 8
Step 1 - Name the Application 8
Step 2 - Set the Tracking Type 8
Step 3 - Define the Item Fields 9
Step 4 - Establish Security Groups 10
Step 5 - Customize the Appearance 11
Step 6 - Apply Advanced Settings 12
Step 7 - Add Item Locations 12
ҏ Part 3: Using the Advanced Setup Options 14
Editing the Item Database Fields 14
Adding Transaction Database Fields 21
Selecting Fields to Display 23
Transaction Preauthorization 23
Setting Up Additional Security 26
Automating with the Task Scheduler 28
Adding User Database Fields 30
Adding Location Database Fields 31
ҏ Part 4: Adding and Using the Application Data 31
Adding Items 31
Adding Authorized Users 33
Creating and Printing Reports 36
Creating and Printing Labels 39

Tutorial 2: Performing Daily Tracking Activities 41

 BACKTRACK Tutorial Guide
3

Checking Out Items 41

Checking In Items 44
Reserving Items 45
Moving Items 45

Appendix A  Definition of Terms 47

Appendix B  BACKTRACK System Data Flow 50

Appendix C  Database Maintenance Functions 53

ҏ Administration Functions 53
ҏ Choose Application 54
ҏ Add/Modify Data 54
ҏ Transfer Functions 54
ҏ PDT Functions 55
ҏ Sessions 56
 BACKTRACK Tutorial Guide
4

Introduction to BACKTRACK
If you are a first-time BACKTRACK user and you are wondering where you should
start, you are in the right place. This tutorial will show you how BACKTRACK's
features work together to allow you to create tracking solutions tailored to your
specific business needs. Please note, however, that this tutorial is designed to provide
a quick overview of the major BACKTRACK development steps, and is not intended to
provide a comprehensive explanation on any subject. For specific explanations of
BACKTRACK's features, see the electronic manual and online Help.

What Can BACKTRACK Do?

BACKTRACK asset and inventory tracking software is designed to provide a total
tracking solution for virtually any business. What this means is that if you want to
"keep track" of an item, you can count on BACKTRACK to tell you where it is, where
it's been, what it was used for, who used it, and who wants to use it.
BACKTRACK asset and inventory tracking software is designed to work within many
industries and can easily be customized to any type of tracking system that is needed.
Listed below are some of the types of tracking systems that BACKTRACK can
accommodate in distribution, warehousing, manufacturing, commercial services,
retail, and government markets.

i Inventory control i Rental

i Tool tracking i Equipment Tracking
i Maintenance i Safety Inspection
i Asset Tracking i Service Billing
i Time and Attendance i Work-in-process
i Contact Management i Receiving
i Job tracking i Shipping
i Job costing i Record Management/Document Control

How Does BACKTRACK Work?

First, a definition of the unifying component in BACKTRACK, the application. When we

refer to an application in this tutorial, we are talking about a collection of associated
data tables, reports, labels, and settings. These parts all pertain to the items in a
group or collection of objects that a business needs to track, inventory, or
administrate. Within an installed BACKTRACK program, there can be any number of
tracking applications. Although a single business may have no more than two or three,
the possibilities are quite limitless.

Note: For more information on the application-specific and system-wide data used in
BACKTRACK, refer to Appendix B – BACKTRACK System Data Flow.
 BACKTRACK Tutorial Guide
5

Installation Notes

System Requirements
i IBM-compatible PC with a 486 or higher processor
i Microsoft Windows 95, 98, Me, NT 4.0, Windows 2000 or XP
i 16 MB RAM minimum for Windows 95
i 32 MB RAM minimum for Windows 98 or Me
i 64 MB RAM minimum for Windows NT 4.0, 2000 or XP
i 40 MB hard disk space
i Windows-compatible monitor and video card

Security Key
BACKTRACK uses a Security Key (included with the program) to validate the
installation and control network licenses. Without the Security Key, the installation is
disabled and you will not be able to obtain a license to operate the program.
The Security Key can be installed on any Windows-based computer that has access to
the installed copy of BACKTRACK. The only requirement is that the computer
containing the Security Key be turned on and running either BACKTRACK or the
BACKTRACK Security Key checking program (checkkey.exe).
After installation, connect the Security Key to your computer's parallel port (LPT1) and
you are ready to start using BACKTRACK. If you have a printer or other device
connected to this port, simply plug it into the Security Key.

Overview of the BACKTRACK Components

BACKTRACK's components work together to provide a comprehensive tracking
solution for managing common data collection tasks.

Transaction Module (Check In/Out or Restock/Take Out)

The way this module works is dependent on the type of application that is currently
open. If the application is an Item Tracking application, then “Check In/Out” is
displayed. If the application is an Inventory Tracking application, then “Restock/Take
Out” is displayed. Once an application is created and functional, you will regularly use
the Transaction Module for all day-to-day tracking activities.

Report Designer Module

The Report Designer Module allows you to create, edit, and print reports. Reports that
use an application’s Item or Transaction databases are available only when that
particular application is open they use application-specific data. Reports that pull data
from the User or Location database (or no database at all) are always available because
these databases apply to the whole system.
 BACKTRACK Tutorial Guide
6

Label Design and Printing Module

This module allows you to create, edit, and print labels. Labels that use an
application’s Item database are available only when that particular application is open
because this is application-specific data. Labels pull data from the User database (or
no database at all) are always available because this database houses data that
applies to the whole system.

Database Maintenance Module

The Database Maintenance Module allows you to add and edit fields and data in the
following five BACKTRACK databases:
i User database - Contains records for all authorized users of the BACKTRACK
program
i Transaction database - Keeps track of item activity (including history and
reservations)
i Item database - Contains the items that are being tracked
i Relationship database - Adds ability to internally link items to a location or
another item
i Location database - Stores information on all the locations in which items can be
stored
This module also allows you to perform housekeeping functions such as backups,
archiving and rebuilding databases. You can also import or export records from each
database and adjust system settings.

Note: For a more detailed description and flow chart of the Database Maintenance
functions, refer to Appendix C – Database Maintenance Functions.

Remote Data Collection (Optional)

Even remote tracking is a snap with BACKTRACK. The program's supported portable
data terminal (PDTs) allow users to add items and perform physical inventory
activities—wherever they are. BACKTRACK's supported PDTs are designed to perform
Check In/Out, Take Out/Restock, Move, and Physical Inventory functions for
supported PDT brands.

Note: Although remote data collection is not covered in this tutorial, you can find PDT
information in the electronic manual and online help.
 BACKTRACK Tutorial Guide
7

Tutorial 1: Creating a Tracking System

This tutorial has been separated into four parts:
1) Defining Your Tracking Needs
2) Creating an Application
3) Using Advanced Setup Options
4) Adding and Using Application Data

In this tutorial you will learn how to:

i Define your tracking needs
i Create a new application using the New Application Wizard
i Edit the Item database fields
i Add Transaction database fields
i Select fields to display
i Transaction Preauthorization
i Create additional security
i Automate using the task scheduler
i Edit the User database fields
i Edit the Location database fields
i Add items
i Add authorized users
i Generate a report
i Create and print labels

Part 1: Define Your Tracking Needs

There are two types of tracking applications that you can create with BACKTRACK:
Item Tracking or Inventory Tracking. (Remember an application is simply a collection
of associated data tables, reports, labels and settings.) For Tutorial 1 we will create an
Item Tracking system to track files in an office, where each item requires a unique
item ID number.
Now that we have determined the type of tracking application to set up (Item
Tracking), we now need to decide whether to create a new application from scratch
(using the Default application template) or to simply modify one of the application
templates provided with BACKTRACK. Ready-to-use templates are provided for these
common tracking applications:

i Archival/Off-Site Storage i Court House File Tracking i Human Resource Files

i Capital Asset Tracking i Document & File Tracking i Law File Tracking
i Child ID Program i Equipment Tracking i Libraries
i Collections i General Inventory i Tool Tracking
 BACKTRACK Tutorial Guide
8

For purposes of this tutorial we will be using the Document & File Tracking template
because it is already set up to work with an office file tracking system.

Part 2: Add a New Application Using the New Application Wizard

Now that the groundwork has been laid, you are ready to actually create an
application and begin configuring it to meet your needs. To create your new Item
Tracking application from a template, first start BACKTRACK and then select New
Application from the File menu (top left corner of the screen). The New Application
Wizard will appear.

Step 1 - Name the Application

The first step is to identify the items to be tracked and name the tracking application.

1. Enter “Files” for the type of items you want to track

2. Enter “Office File Tracking” for the application name.
3. Click the Next button to continue.

Step 2 - Set the Tracking Type

In this step you will specify the type of tracking application you would like to create.
Your application must either track items existing in multiple quantities (inventory
tracking) OR items that have unique IDs (item tracking).

Note: A predefined template is a ready-to-use collection of associated data tables,

reports, labels and settings for a specific application. If you cannot find an appropriate
template to work from, select the "Default" template. This template contains only the
standard (system) fields required in BACKTRACK, providing a starting point for
creating your own unique tracking application.
 BACKTRACK Tutorial Guide
9

1. Check the box indicating that you would like each of the files to have a unique
ID.
2. From the predefined template list, select the Documents & Files template.
3. Click Next to continue.

Step 3 - Define the Item Fields

Defining the Item database field structure includes adding user-defined item fields and
specifying the size and type of data the fields will contain. For this tutorial we will be
adding one new application-specific field.
 BACKTRACK Tutorial Guide
10

1. Click the (+) button to add a field. A new field is appended to the list of fields.
The new field contains the default field settings.
2. Change the Field Name setting to “File Category”.
3. Change the Field Length setting to 25.
4. Click the checkbox next to the Download to PDT for Add Item option.
5. Click Next to continue.

Step 4 - Establish Security Groups

In BACKTRACK, access can be granted or restricted to system files, to particular
applications, and even to specific functions within an application. By default, both the
Administrator and Everyone groups have access to all applications and all functions
within applications, while only the Administrator group has access to system files.

1. Highlight Everyone to edit this security group.

2. To grant or deny access to application functions, click the checkbox next to each
function listed on the right to select (or deselect) it. Deselect Design Report and
Design Label.
3. Click Next to continue.
 BACKTRACK Tutorial Guide
11

Step 5 - Customize the Appearance

Now we will customize the application's appearance. To change the text on the Main
Menu screen module buttons or the Transaction Toolbar buttons, all you need to do is
place your cursor on the button you wish to change and type in your desired changes.
The Main Menu screen application graphic can also be changed by entering the
directory path and filename of a new graphic (.bmp file) into the Graphic Logo for
Program text box.

Note: No matter how you change the text, the functions of the four Main Menu
buttons will remain the same; they will take you to the four BACKTRACK modules.
The functions of the Transaction Toolbar buttons will also remain the same; they will
perform transaction functions.

1. Change the text on the large Check In/Out button to “File Check In/Out” and
change the text on the left-most Transaction Toolbar buttons to “Check File
Out” and “Check File In” as shown in the screen shot above.
2. To change the graphic on the Main Menu screen, enter the directory path and
filename in the Graphic Logo For Program textbox or click the Browse (...) button
to find the graphic file you wish to use. The graphic logo must be a Windows
bitmap (BMP) file. Insert a .bmp graphic file of your choice to change the main
screen graphic logo.
3. Click Next to continue.
 BACKTRACK Tutorial Guide
12

Step 6 - Apply Advanced Settings

The advanced application wizard settings allow you to require users to enter a
password prior to performing transactions, set item ID numbers to be assigned
automatically or manually, and set up a due date and time.

Note: The text and options on this screen will change depending on whether you are
creating an item tracking or inventory tracking application.

For purposes of this tutorial, we will not make any changes to the default settings on
this screen, so simply click Next to continue to the next step of the wizard.

Step 7 - Add Item Locations

You will now be presented with a list of existing locations where items can be stored.
Depending on the template you selected in Step 1 of the wizard, a list of pre-defined
locations will display under the Existing Locations list. To add more locations, type the
location name in the Enter New Location textbox and then click the Add (+) button.
 BACKTRACK Tutorial Guide
13

1. Enter “Shelf A” for the location name.

2. Click the Add (+) button to add the new location.
3. Repeat the previous steps to add the following three additional locations.
i Shelf B
i Cabinet 1
i Cabinet 2
4. Click Finish to complete the New Application Wizard. You will be presented with
a listing of the reports and labels that were created with the Documents and
Files application template that we selected. Click No when asked if you would
like to add files to your new application.

You have completed the New Application Wizard steps for creating an application. In
Part 3 of this tutorial you will edit your application using the advanced setup options.
 BACKTRACK Tutorial Guide
14

Part 3: Using the Advanced Setup Options

In this section of the tutorial you will learn how to:
i Edit the Item database fields
i Add Transaction database fields
i Select fields to display
i Create additional security
i Automate using the task scheduler
i Edit the User database fields
i Edit the Location database fields

Editing the Item Database Fields

Editing the Item database field structure includes adding user-defined fields and
specifying the size and type of data the fields will contain. In this part of the tutorial
we will be making several changes to the existing Item database field structure.

Note: Reference the Application Checklist in Appendix A for a list of Item database
fields that are automatically included when you create an application (these predefined
fields are called system fields).

1. Select the Database Maintenance module from the opening Main Menu screen.
2. Select the Administration Functions button, and then select the Maintain
Application button from the next screen. This will bring you to the Select an
Application for Maintenance dialog.

3. Highlight Office File Tracking, click the Edit button, and then select Advanced
Edit to bring up the Edit Application Options dialog.
 BACKTRACK Tutorial Guide
15

Note: The text and options on this screen will change depending on whether you are
creating an item tracking or inventory tracking application.

4. Click the Edit Item Structure button to bring up the Item File Structure
Maintenance dialog.

When working with the Item File structure there are several functions that you can set
up per field. The following examples show how to modify an existing field, add a new
field, add a math function to a field, and add a relationship to a field.
 BACKTRACK Tutorial Guide
16

Modifying Existing Fields

This exercise shows how to modify an existing field through Advanced Edit. We will be
modifying three fields for this application.
1. Click on the Item Number field to select it.
2. Highlight the Field Name text and replace it with “File ID”.
3. Click the Item Description field to select it.
4. Highlight the Field Name text and replace it with “File Description”.
5. Click on the Long Description field to select it and change the Length setting to
200.
6. Place a checkmark in the box next to Send ‘File Description’ to PDT to display
this field on the lookup field on the PDT.

Adding New Fields

This exercise will demonstrate how to add new fields to the item database through
Advanced Edit. We will be adding three fields.
1. First we will add a “Check Out Period” field. When you insert a new field,
BACKTRACK will insert the field directly above the currently highlighted field.
With this in mind, click on the appropriate field in the field list.
2. Click the Insert button. The new field contains the default settings.
3. Change the Field Name to “Check Out Period”.
4. Select Numeric for the Field Type.
5. Change the Field Length to 3.
6. The second field we are going to add is a “File Life in Years” field.
7. Click Insert to add a new field. (Remember that BACKTRACK will insert the field
directly above the currently highlighted field.)
8. Select Numeric for the Field Type.
9. Change the Field Length to 3.
10. The third field we are going to add is a “Client Number” field.
11. Click Insert to add a new field.
12. Select Numeric for the Field Type.
13. Change the Field Length to 10.

Setting Up a Math Calculation Field

The purpose of this exercise is to add a field in the item database that will be the
result of a math calculation. We will be modifying an existing field to add a math
function to that field. Our purpose is to set up a field that will calculate the
destruction date based on the initial file date and the life of the document.
1. On the Item File Structure Maintenance dialog, click on the Destruction Date
field.
2. Click on the Math Function button to bring up the Math dialog.
 BACKTRACK Tutorial Guide
17

3. To set up the formula for the calculation, first type a left parenthesis “(“ in the
Expression box.
4. Next select the File Life in Years field from the Insert Field drop-down list and
then click on the Insert Field button to place it in the formula.
5. In the Expression box, enter an asterisk “*“ (the multiplication character) after
the [File Life in Years] field.
6. We want to multiply the File Life in Years by the number of days per year, so
type “365” after the multiplication character.
7. To complete this segment of the equation, add a right parenthesis “)” at the end
of the equation.
8. Now we will add this to the initial file date to calculate the destruction date.
Enter a “+“ (the addition character) at the very end of the equation.
9. Now select the Initial File Date field from the Insert Field drop-down list and
then click the Insert Field button. The math string should look like the one
displayed above.
10. Click the OK button to finish. The math function we just created will now
display on the Item File Structure Maintenance dialog as shown below.
 BACKTRACK Tutorial Guide
18

Attaching a Relation Database to a Field

In this exercise we will attach a database from outside of BACKTRACK to a field in the
Item database. This will allow you to attach drop-down list of the data that is pulled
directly from the external database.

1. Highlight the File Category Field from the fields listed.

2. Next click the Add Relation button. The Set Relation dialog will appear.

3. Click the browse button to locate the database (DBF) file to relate to the File
Category field. Note: This is the Categories.dbf file on the tutorial disk provided.
4. In the Select field to relate drop-down list, click on File_Categ.
 BACKTRACK Tutorial Guide
19

5. Place a check in the checkbox next to Use database for field validation/lookup
and then in the Select field to display on lookup drop-down list, again click on
the File_Categ field.
6. Click OK and the Code Page dialog will appear. Note: The Code Page dialog will
appear only if the software you used to create the database did not create a code
page.

7. Select the appropriate Platform and Code Page, then click the Select button. The
following prompt will then appear.

8. Click Yes to create an index for this relationship. The relationship will be
displayed in the Math/Relations/Input Options box, indicating that the
relationship has been established.
 BACKTRACK Tutorial Guide
20

9. Click the Finish button and then click Yes to have BACKTRACK save the
changes to the file structure and return to the Edit Application Options dialog.

Calculating a Due Date/Time

This exercise provides an example of how to set each record to have a different check
out period. For this example, we will set up the item check out period to be based on a
numeric database field that has been previously added (you must also select a unit of
time such as Days, Weeks, Months, etc.)
1. In the Edit Application Options dialog, place a check in the Calculate Due
Date/Time checkbox.

Note: The text and options on this screen will change depending on whether you are
creating an item tracking or inventory tracking application.

2. Click the radio button next to Use Database Field. And select Check Out Period
from the drop-down list.
3. Click OK to complete the Item database setup.
 BACKTRACK Tutorial Guide
21

Adding Transaction Database Fields

BACKTRACK will automatically track Check In/Out, Take Out/Restock, and Move
transactions, and will tag both the user and the item to a specific activity. You can
also track additional information by adding custom fields (up to ten) to the
Transaction database.
1. In the Database Maintenance module, click the Administration Functions
button and then click Maintain Application.
2. From the Select an Application for Maintenance dialog, select the Office File
Tracking application, click Edit, and then click Advanced Edit.
3. Now on the Edit Application Options dialog, click the Edit Transaction
Structure button. The Transaction File Structure Maintenance dialog appears.

4. Click the Insert button. A new field is automatically appended to the field list.
The new field contains a default name and default settings.
5. Highlight the Field Name text and replace it with “Client Number”.
6. Select Numeric as the field type.
7. Change the Field Length setting to 10.
8. From the Display On options, select the Check Out and Physical (PDT)
transaction activities (areas in which the added application fields will be used).
9. Click the Add Relation button to create a database relation for this field. (Refer
to the previous “Attaching a Relation Database to a Field” section to see an
example of these steps.)
10. Attach the Client Number Name.dbf file (on the tutorial disk) and then select
CLIENT_NUM as the field to relate.
11. Check the Use database for field validation/lookup option and the Only allow
valid data option.
12. From the Select field to display on lookup drop-down list, select CLIENTNAME.
 BACKTRACK Tutorial Guide
22

13. Check the box to Send ‘CLIENTNAME’ to PDT, which will allow you to view the
client name when selecting this field on the PDT.
14. Click OK to return to the Transaction File Structure Maintenance dialog.

15. Click the Finish button and then click Yes to have BACKTRACK save the
changes to the file structure.
16. To have this field automatically update a field in the Item Database, use the
Update Item function.
17. Click the Update Item button. The following dialog will appear.

18. From the Update On drop-down list, select Check Out and then from the drop-
down list below it, select Client Number from the available Item database fields.
19. Because the Client Number field is a numeric field, you have the option to
replace, add, or subtract the value from the existing data. Select Replace as the
method of updating this field.
20. Click OK to return to the Transaction File Structure Maintenance dialog.
21. Click Finish and save the changes.
 BACKTRACK Tutorial Guide
23

Selecting Fields to Display

After you have created an application and adjusted the Item database structure, you
have the option to choose additional fields to display on the Locate Item screen. To
modify the display screen, follow the steps below.
1. Click the Display Options button located on the Edit Application Options dialog.
The Display Options dialog appears.

2. Under the Locate Item Screen list, select the File Category field (place a
checkmark in the box). Those fields with checkmarks next to them in the field
list will display on the Locate Item screen.
3. We must now reorder the field display on each screen. Click on the File
Category field to highlight it and then drag and place it under the File ID field in
the list.
4. When you have finished selecting and arranging the fields, click OK.
5. Click OK to accept the custom application settings and return to the Edit
Application Options dialog.

Transaction Preauthorization
The Transaction Preauthorization options allow you to set criteria to determine if a
transaction should be authorized. This is a useful tool in many tracking applications
because it can check the criteria and notify you of the status before the transaction
takes place. For example, you could stop an item from being checked out to a user
who already has overdue items checked out in his or her name. You could also
authorize a check out transaction only if the person is a member of a particular
security group. The Transaction Preauthorization options also allow you to display a
message during a transaction if specific criteria are met. For example, if a user tries to
check out an item that is reserved for use by someone else, you can display an "Item
has a reservation" message (or any message you choose).
 BACKTRACK Tutorial Guide
24

Displaying a Notification Message for Reserved Items

The following example shows how to use the Transaction Preauthorization function to
display a message when checking in items that have been reserved. For purposes of
this example, we will look at a file room application where several hundred files are
being checked in and out on a daily basis. Rather than file away all files when they are
checked in, we would like to set aside those files that have been reserved to save on
the extra work it would take to file them away and then turn around and have to
retrieve them again a short time later. This helpful advance notification of reserved
items is possible using the Transaction Preauthorization function.
1. In the Database Maintenance module, click the Administration Functions
button and then select Maintain Application.
2. Highlight an application name, click Edit, and then select the Advanced Edit
button. The Edit Application Options dialog appears.
3. Click the Transaction Preauthorization button. The Transaction Preauthorization
dialog appears.
4. For this example, we would like to be notified of files that have reservations when
we are checking them in, so from the Select Criteria For: drop-down list, select
Check In.

5. To set the criteria to determine when your reservation notification message will
appear, click the Add Criteria Line button. The Display When dialog appears.
6. As shown in the figure below, set up the criteria to check the Reservation
Database for any Reserved Date fields that are less than or equal to the current
date.
 BACKTRACK Tutorial Guide
25

7. In BACKTRACK you can reserve an item for a specific date and time, or, you can
also set your reservation for the next time the item becomes available. In this
example we want to be sure to allow for both types of reservations, so we must
specify both a reserved date and a reserved time to ensure that the notification
message will appear in either case. Therefore, we need to set up a second set of
criteria to check the Reservation Database for any Reserved Time fields that are
equal to WHEN (when next available), as shown in the figure below.

8. Now back on the Transaction Preauthorization dialog, type "Item has a

reservation" for the message to be displayed.
9. We want to set aside all reserved files, but we do want them to be checked in
first, so click the Allow Transaction checkbox to allow the reserved files to be
checked in to the file room.
The completed Transaction Preauthorization setup should look similar to that shown
in the figure below.
 BACKTRACK Tutorial Guide
26

Setting Up Additional Security

For this tutorial we will restrict some of the functions of BACKTRACK to a select group
of users and set up a system password to protect our tracking system. In order to
accomplish this, we will need to first set up a security group and then change
BACKTRACK's system settings.
BACKTRACK comes pre-configured with two security groups, “Administrator” and
“Everyone.” You can use either or these groups or you can create your own custom
security groups to restrict user access as needed.
For this tutorial, we will be adding another group called "Limited Access 1." This
custom-configured security group will limit its users to maintaining Item database
files, printing reports, and printing labels.

Creating a Custom Security Group

1. On the Main Menu screen, select the Database Maintenance button and then
select the Administration Functions button.
2. Select the Change Security Settings button. The Security Group dialog will
appear.
 BACKTRACK Tutorial Guide
27

3. With the Application tab selected, click the Add button to create a new “Limited
Access 1” security group.
4. Select the Office File Tracking application (place a checkmark next to that
application).
5. Check the boxes next to the functions listed so that only the Add/Modify Items,
Print Report and Print Label functions have checkmarks next to them. Click
OK when you are finished.

Changing System Settings

1. On the Main Menu screen, select Database Maintenance.

2. Select the Administration Functions button, and then select the Change
System Settings button. The System Settings dialog will appear.
 BACKTRACK Tutorial Guide
28

3. Check the box next to Require System Password for Admin Functions. A
message will appear reminding you to set password, click OK.
4. To set the password, click Set System Password. The Change Password dialog
will appear.

5. Enter a password and then click OK.

6. Re-enter your password and then click OK to return to the System Settings
dialog.
7. Click OK when you are finished.

Automating with the Task Scheduler

BACKTRACK has an advanced setup feature that allows you to schedule timed
functions to run regularly and/or every time you start the program. The timed
functions allow any toolbar function to be run at a specific time of the day.

To set up a timed backup function:

1. In the Database Maintenance module click the Administration Functions
button, then select Task Scheduler. The BACKTRACK: Scheduled Tasks dialog
appears.

2. Click the Add button.

 BACKTRACK Tutorial Guide
29

3. Highlight the Function option in the Select Process list and then select Backup
from the Function to Perform list.
4. Schedule the task to run Weekly.
5. Then check Monday, Tuesday, Wednesday, Thursday and Friday for the days
to run this task.
6. Enter 5:00 for the Start Time and then select pm.
7. Select the appropriate path and filename.
8. Click OK to return to the BACKTRACK: Scheduled Tasks dialog.

9. Click Close to exit the Task Scheduler.

 BACKTRACK Tutorial Guide
30

Adding User Database Fields

After you have set up your security groups, you are now ready to define the structure
of the User database. This includes adding user-defined fields and specifying the size
and type of the data the fields will contain.

1. From the Database Maintenance module, select Administration Functions and

then select Maintain User Database.
2. Click the Edit User Structure button to bring up the Edit User Structure dialog.

3. Click the Insert button and add a field called “Department”. (Remember that
BACKTRACK will insert the field directly above the currently highlighted field.)
4. Change the Field Length setting to 20.
5. Click Yes for the Index setting. (This will allow you to sort based on the
Department field.)
6. Click the Insert button and add a field called "Picture."
7. Change the Field Type to Picture. (Note: To display the graphic, you must add a
picture field to the screen in the Customize Add/Modify Screen dialog and
choose the "Picture" database field.)
8. Check the Send ‘System User Name’ to PDT option to allow viewing of this field
as the related name to the User ID field.
9. Click the Finish button and then click Yes to have BACKTRACK save the
changes to the file structure.
 BACKTRACK Tutorial Guide
31

Adding Location Database Fields

In order to give more definition to the locations that we set up in the New Application
Wizard, we are now going to add a second descriptive location field to the Location
database.
1. From the Database Maintenance module, select Administration Functions and
then select Maintain Location Database.
2. Click the Edit Location Structure button to bring up the Edit Location
Structure dialog.

3. Click the insert button and add a field called “Description”.

4. Change the Field Length setting to 25.
5. Check the Display Field check box to enable the description field to be displayed
along with the Location field throughout the BACKTRACK program. The Send
‘Description’ to PDT check box will appear.
6. Check the box next to Send ‘Description’ to PDT to enable us to view the
description field when using the PDT.
7. Click Finish and then click Yes to have BACKTRACK save the changes.

Part 4: Adding and Using the Application Data

In this section of the tutorial we will demonstrate how to:
i Add items
i Add authorized users
i Generate a report
i Create and print labels

Adding Items
We are now ready to enter items into the Item database. Follow the steps below to add
the item data as shown in the table.
 BACKTRACK Tutorial Guide
32

Item 1 Item 2 Item 3 Item 4 Item 5

Location Cabinet 1 Cabinet 2 Cabinet 1 Shelf A Shelf B

File Desc Miller File Jones File Olson File Rental File Maintenance
File
File Category Client Client Client Building Building

Confidential Yes Yes Yes No No

Long Desc Miller Contract, Jones Contract, Olson Contract, Building Rental Building
documents, documents, documents, documents Maintenance
Conversations Conversations Conversations records
File Life in Years 7 7 7 10 10

Check Out Period 5 5 5 1 1

1. On the Main Menu screen, select the Database Maintenance button.

2. Click the Add/Modify Data button, and then the Items button. This will bring
you to the Item Data File dialog. Because you are creating a new application, you
will be presented with a blank item record showing the system fields, as well as
the user-defined fields that we added in the previous section.

3. Click the Add button to add an item to the database. A New Item dialog will
appear.
 BACKTRACK Tutorial Guide
33

4. Select a location where the item will be stored.

5. Fill in the item fields and repeat the steps above to add the item data for each
item given in the table.

6. Once you have finished entering the items into the database, click the Save
button to accept the entries.

Adding Authorized Users

Now that we have set up the User database file structure, locations, and security, we
are ready to enter names into the User database. Follow the steps below to add the
user data as shown in the table.
 BACKTRACK Tutorial Guide
34

User 1 User 2 User 3 User 4

System User Name
bsmith sfrank rjensen tmiller

Security Group Administrator Everyone Limited Access 1 Limited Access 1

Employee Last Name Smith Frank Jensen Miller

Employee First Name Bill Samantha Rick Tami

Department Management Administration Clerk Clerk

Phone 552-851-5656 552-851-5655 552-851-5654 552-851-5654

EXT. 100 231 434 435

1. On the Main Menu screen, select the Database Maintenance button.

2. Select the Add/Modify Data button, and then the Users button. This will bring
you to the User Data File dialog. The first record of the user database will display
the data fields for a sample user.

3. Click the Add button to insert a blank record. Fill the blank record with user
information provided in the sample user data table.
 BACKTRACK Tutorial Guide
35

4. Once you have entered all of the users, click the Save button to accept the
entries.
5. Click on the "<<No Picture Defined. Click here to define!>>" message to locate the
graphic for that record.

Note: When you are in the User Data File Record View, you can select Table View
from the Edit menu to view the users that you have added.
 BACKTRACK Tutorial Guide
36

Creating and Printing Reports

After you have entered data into BACKTRACK's databases, you will want to collect all
pertinent information in the form of reports. You can report on data in the User,
Location, Item, Relationship, and Transaction databases. The reports are
customizable, so you can include any or all of the system fields, as well as the
application-specific (user defined) fields.
1. On the Main Menu screen, select the Design/Print Reports button.
2. This will bring up the Select Report dialog. Select the New button to create a
report. The New Report dialog will appear.
3. Click the Report Wizard button to bring up Step 1 of the Report Wizard.

4. Select the Item database to use its data for the report and then click Next. Step
2 of the Report Wizard appears.
 BACKTRACK Tutorial Guide
37

5. Select the following fields to appear on the report and then click Next to
continue to Step 3 of the Report Wizard.
i File ID
i File Description
i Long Description
i File Category
i Assigned Location

6. Select Assigned Location from the top drop-down list of fields (directly beneath
"Which fields would you like to sort?") and check the Group option to organize
the report by location.
7. Select File Category from the second drop-down list of fields (as shown in the
screen shot) to order the files per category in each location. Click Next to
continue to Step 4 of the Report Wizard.
 BACKTRACK Tutorial Guide
38

8. Select File Category under the Fields To Calculate list and check Count Detail
Lines to have BACKTRACK count all files in each category. Then click Next to
continue to Step 5 of the Report Wizard.

9. Leave the report style and font settings at their defaults and click Next to
continue to Step 6 of the Report Wizard.

10. Title the report “Files per Location”. Then select Save and Print Report.
 BACKTRACK Tutorial Guide
39

Creating and Printing Labels

BACKTRACK allows you to design and print labels to identify the items you are going
to track. The BACKTRACK Label Designer makes this easy by enabling you to pull
information from its databases and then print that information on the labels. You have
the option of creating labels using the Item, User, Location, and Transaction
databases, and you can also use PDT commands. We will be creating two labels, one
using the Item database and another using the User database.

Printing Item Labels

1. On the Main Menu screen, select the Design/Print Labels button. The Select
Label dialog will appear.

2. Highlight the File Data Label, then click Edit to view the label. (This label design
is part of the Documents & Files Predefined template package.) A label similar to
the one shown below will display in the BACKTRACK Label Designer.

3. Select Close from the File menu to close the BACKTRACK Label Designer and
return to the main BACKTRACK program.
 BACKTRACK Tutorial Guide
40

Setting Up a Label Design Link from the Add/Modify Item Screen

You can attach a label design to print directly from the Add/Modify Item (or
Add/Modify User) screen. This will allow you to print an item label after entering a new
record.
1. Select the Database Maintenance module from the Main Menu screen.
2. Select Administration Functions and then select Maintain Application.
3. Click on the “Office File Tracking” application and then click the Edit button.
4. Select Advanced Edit to take you to the Edit Application Options dialog.
5. Click the Customize Add/Modify Item Screen button.
6. On the toolbar located across the bottom of this dialog, select the button for Set
label design for Print Label button. The Select Label Design dialog will appear.

7. Select the Front Label Design option and then check the label design named
“File Data Label”. Note: If you are printing on the front and back of a label, you
would set the back here as well.

Printing ID Badges
BACKTRACK automatically assigns an ID number to each user in the User database.
This makes it easy to create and print ID badges for the users who will be performing
transactions within BACKTRACK. ID badges are used for identifying the users of the
system.
1. From the Select Label dialog, highlight User Labels.
2. Click the Print button to print the predefined user ID labels.

Note: If desired, you can set up a link to print this label design directly from the
Add/Modify User screen by clicking the Set label design for Print Label button
option on the Customize Add/Modify User Screen dialog.
 BACKTRACK Tutorial Guide
41

Tutorial 2: Performing Daily Tracking Activities

Using the application that we created in Tutorial 1, we will now perform some daily
tracking activities (transactions). In Tutorial 2 you will learn how to:
i Check out items
i Check in items
i Reserve items
i Move items

Checking Out Items

BACKTRACK works just like an electronic library with this type of application. When
an item is checked out it is “stamped” with the name and user ID, and an entry is
made in the Transaction database recording the user, date, and time of the
transaction.

Note: Each item in the Item database is considered to be unique, and once it has
been checked out it is not available for check out by another user until it is checked
back in. However, users may make reservations on items that are checked out.

1. To check out a file click the Check File Out button on the Transaction Toolbar
or the File Check In/Out Main Menu button. (Remember that the text on both
of these buttons was changed in Tutorial 1.)

Note: When you select File Check In/Out (Main Menu button), it defaults to the mode
that was last used (i.e. check in or check out.).
 BACKTRACK Tutorial Guide
42

2. Click the List button, select bsmith from the list of users, and then click the
Select button.

3. Now you can select the file that you would like to check out. Click the Locate
Item button to bring up a list of all available items.

4. From the list of items, click on the Smith File (first item) to check it out and
then click the Select button to add this item to the check out list.
5. Click the Check Out button to perform the transaction.
6. For this application we also need to track the client number for each file that is
checked in or out. Because we added this field to the Transaction database in
Tutorial 1, we are now prompted to add the Client Number at check out time.
Select 1240|Frank Court from the drop-down list.
 BACKTRACK Tutorial Guide
43

Note: If you are checking out multiple files at one time, checking the Use the
following data for all remaining items selected for checkout option will allow you
to bypass this step for the other items.

7. The next dialog box to appear lists the file that has been successfully checked
out. Click the OK button to continue.

Note: You can click the Print button on the Check Out Receipt dialog to print out a
hard copy receipt of the items checked out.
 BACKTRACK Tutorial Guide
44

Checking In Items
When an item is checked in, an entry is made in the Transaction database recording
the date and time of the transaction. The Check In dialog allows for multiple items to
be checked in at one time.

Note: Once an item has been checked in, it is then available to be checked out again
by another user. Reservations can always be made on items, whether they are
checked out or not.

1. To check in a file click the Check File In button on the Transaction Toolbar or
the File Check In/Out Main Menu button. (Remember that the text on both of
these buttons was changed in Tutorial 1.)
2. Select bsmith from the list of authorized users.
3. You can now enter the list of files that you would like to check in. Click the
Locate Item button to bring up a list of all available items.

4. From the list of items, click on the Smith File to check it in and then click the
Select button to add this item to the check in list.
5. Click the Check In button to perform the transaction.
6. The next dialog box to appear lists the file that has been successfully checked in.
Click the OK button to continue.

Note: You can click the Print button on the Check In Receipt dialog to print out a
hard copy receipt of the items that were checked in.
 BACKTRACK Tutorial Guide
45

Reserving Items
The Reservations function allows you to reserve a file for a specific date and time. Item
reservations can be made at any time, whether an item is checked out or not. The
reservation is removed when the reserving user checks the item out, the reservation
expires, or it is deleted from the View Reservations dialog.
1. Click the Reserve button on the Transaction Toolbar to enable the reservations
mode.
2. Click the List button and select sfrank as the user. Click OK.
3. Now you can enter the list of items that you would like to reserve. Click the
Locate Item button to bring up a list of all available items.
4. From the list of items, click on the Olson File and then click the Select button
to add this item to the reservation list.
5. Now you must set the reservation options. Enter “07/27/1998” as the Date and
“08:23 am” for the Time. When you have finished, click OK to return to the
Reservations dialog.

6. Click the Reserve button on the Reservations dialog to perform the transaction.
7. The next dialog box to appear shows you that the Olson File has been
successfully reserved. Click the OK button to close this dialog.

Moving Items
Select the Move button on the Transaction Toolbar to move an item to either a
different location or to a parent item. When an item is moved, an entry is made in the
Transaction database recording the item, user, date, and time of the transaction.
 BACKTRACK Tutorial Guide
46

1. Click the Move button on the Transaction Toolbar.

2. Click the List button, then select tmiller as the user from the list of users, and
then click the OK button.
3. Now you can enter the file that you would like to move. Click the Locate Item
button to bring up a list of all available items.
4. From the list of items, click on Rental File and then click the Select button to
add this item to the list of items to move. A dialog (shown below) will appear to
allow you to specify where you would like to move the item.

5. Select the Location option, select Shelf B from the list, and then click OK.
6. Click the Move button to perform the transaction.
7. The next dialog box to appear shows you that the Rental File has been
successfully moved. Click the OK button to close this dialog.
 BACKTRACK Tutorial Guide
47

Appendix A  Definition of Terms

Application - An application is a collection of fields, reports, and labels that you use
to track a specific type of item. Reports and labels are created for and associated with
a particular application and can be used as part of your tracking system. Although
you can create an unlimited number of applications with BACKTRACK, only one
application can be active at a time.

Child Item - An item in the Item database that is connected or related to another
item. For example, a tool chest (parent item) may hold various tools (child items).

Inventory Tracking Application - This type of application tracks items that are not
unique, exist in multiple quantities, and are consumable items. Some examples would
include label stock, office supplies, raw materials for manufacturing, or finished goods.

Item - An item is simply anything that needs to be tracked. Each item is stored in the
item database with an item number that uniquely identifies it.

Item Database - This is a type of database in BACKTRACK that stores information

about the items to be tracked. Reports and labels may be created using this database.
There is one (1) item database for each application.

Item Tracking Application - This type of application tracks items that are uniquely
identified, exist in limited quantities, and are not consumable items. Some examples
would include books, office files, client records, assets, or tools.

Location - A location is entered in the location database to indicate a place where an

item can be found. For example, files in a file-tracking application might be located in
File Cabinet #3, Storage Room, Library, etc.

Location Database - This database is used by BACKTRACK to store information on all

of the locations that are available. There is only one (1) location database that is
shared by all applications.

Parent Item - An item in the Item database that other items are related to. For
example, a tool chest (parent item) may hold various tools (child items).
 BACKTRACK Tutorial Guide
48

Relationship - Items in BACKTRACK can be related to one another. This relationship

is referred to as a parent/child relationship, meaning that any transactions that occur
to a parent item will also occur to the child items related to the parent item. For
example, in a tool-tracking application you may have tools (child items) that are
usually found in a toolbox (parent item). Checking out the toolbox (parent item) also
checks out the tools (child items) that are related.

Relationship Database - A relationship database is used internally by BACKTRACK to

generate a relationship between items.

Reservation - A transaction in BACKTRACK that notes when a particular item is

requested by a user for a specific date and time.

Security Group - A security group is a set of access privileges that can be used to
limit or grant access to different applications and different functions within
applications. All users must be assigned a security group; however, the security
option can be turned off to allow unrestricted access to all users.

Security Key - A piece of hardware that needs to be connected to the parallel port on
your computer. A Security Key is required to run BACKTRACK.

System Field - A system field is a required database field that is used internally by
BACKTRACK for storing information about an item, location, or user. System fields
cannot be deleted; however, their descriptions can be changed to be more specific to
an application.

Transaction - An action performed on the items stored in the Item database. For
example, Check In/Out, Take Out/Restock, Move, or Reserve.

Transaction Database - This type of database stores all of the information about item
usage in BACKTRACK. Reports and labels may be created using this database. There
is one (1) transaction database for each application.

User - A user is simply someone who has been authorized to use BACKTRACK and has
been entered into the BACKTRACK user database. All users are assigned a unique
user number.
 BACKTRACK Tutorial Guide
49

User Database - The user database stores all of the information about the users
authorized to use BACKTRACK. Reports and labels may be created using this
database. There is only one (1) user database that is used for all applications.

User-Defined fields - User-defined fields are added during the creation of an

application and are specific to a particular application and its purpose.
 BACKTRACK Tutorial Guide
50

Appendix B  BACKTRACK System Data Flow

The following chart lays out both the application-specific and system-wide data stored
by BACKTRACK.
 BACKTRACK Tutorial Guide
51

The application-specific data stored by BACKTRACK includes:

i One unique record for each item in the application (the Item database).
i Information regarding reservations and holds that have been placed on items for
future or extended use (the Reservations database).
i The transaction activity file or "audit trail" that details all activity and actions that
affect the movement and location of each item (the Transaction database).
i Reports and labels that have been generated by the user and customized to a
particular application.

The system-wide data stored by BACKTRACK includes:

i One unique record for each valid system user (the User database).
i Location information with one record for each possible location from which an
item will need to be tracked, either when checked in or checked out. Note that a
location does not have to be an actual location but may be a general region or
even someone's office.
i Configurable security settings that apply equally to all applications, items, users,
locations, etc. These security settings deal with system password protection and
levels of global authority.
i Customizable toolbars that can be used to create shortcuts to frequently used
functions. For example, toolbar button shortcuts can be set to print daily reports
or new item labels.
 BACKTRACK Tutorial Guide
52

Item Database Default Fields

Field Name Field ID Type Length Function
Item number ITEM_NO Character 1-50* Unique value used to identify specific item.
Item description ITEM_DESC Character 1-240 Name or description of item.
System Quantity ITEM_QTY Numeric 15 Quantity available of specific item in inventory.
Assigned Location ASSIGN_LOC Character 1-240* Location where the item is stored.
Has parent Location PARENT_ITM Logical 1 (T or F) T=parent is an item in BackTrack. F= parent is a location.
Current State ITEM_STATE Character 3 Current condiction of item. Valid values are IN or OUT
Current size is determined by the size of USER_NO in the user
database. Stores the user number of the user who has checked this
User Number USER_NO Character 1-50 item out. This field is blank if ITEM_STATE = IN.
Current size is determined by the size of USER_NAME in the user
database. Stores the name of the user who has checked this item
System User Name USER_NAME Character 1-240 out.
Stores item type. Only 3 valid types: ACTIVE, INACTIVE,
Current Status STATUS Character 10 DESTROYED.
Initail File Date INIT_DATE Date 8 Date the item was added to the database.
Last Active Date L_ACT_DATE Date 8 The last date a user used the item in a transaction.
Due Date DUE_DATE Date 8 The due date of the item.
Due Time DUE_TIME Character 8 The time of day the item is due on the due date.
Flag to indicate if any transactions involving this item should be
Tracked Activity? TRACK_ACTV Logical 1 (T or F) recorded in the transaction database.
Item Tagged ITEM_TAG Logical 1 (T or F) Tag used to reference specific items for reports or labels

Item Multi-user Cnt ITEM_SIGN Numeric 3 This field is used for ensuring record integrity for multi-user versions.

User Database Default Fields

Field Name Field ID Type Length Function
User Number USER_NO Character 1-50 Unique value used to identify a specific user.
System User Name USER_NAME Character 1-240 Name or description of the user.
Security Group USER_GRP Character 20 Name of the security group of which the user belongs.
User Tag Flag USER_TAG Logical 1 (T or F) Tag used to reference specific users for reports or labels.
User Password USER_PASS Character 10 Encrypted passord for the user.
User Password Chksum USER_CHKSM Character 5 Checksum used for decrypting USER_PASS.

User Multi-user Cnt USER_SIGN Numeric 3 This field is used for ensuring record integrity for multi-user versions.

Transaction Database Default Fields

Field Name Field ID Type Length Function
Stores the type of transaction occured (Check In/Restock, Check
Transaction Type TRANS_TYPE Character 10 Out/Take Out, Move).
User Number USER_NO Character 1-50 Stores the user number of the user that performed the transaction.
User Name USER_NAME Character 1-240 Stores the name of the user that performed the transaction.
Location Description LOC_DESC Character 1-240* Location where the item is stored.
Item number ITEM_NO Character 1-50* Unique value used to identify a specific item.
Item description ITEM_DESC Character 1-240 Name or description of item.
Item Quantity ITEM_QTY Numeric 15 Quantity available of specific item in inventory
Transaction Date TRANS_DATE Date 8 Date of the transaction.
Transaction Time TRANS_TIME Character 8 Time of the transaction.
This field is a date/time stamp for when the transaction was
Transaction Sequence TRANS_ SEQ Character 13 processed in BackTrack.
Item Due Date DUE_DATE Date 8 The due date of the item.
Item Due Time DUE_ TIME Character 8 The time of day the item is due on the due date.

Signature TRANS_SIGN Numeric 3 This field is used for ensuring record integrity for multi-user versions.
*The total character for the Item ID and Location cannot exceed 240
 BACKTRACK Tutorial Guide
53

Appendix C  Database Maintenance Functions

The Database Maintenance module has six button options: Administration

Functions, Choose Application, Add/Modify Data, Transfer Functions, PDT
Functions, and Sessions.

Administration Functions
The Administration Functions include the following options.
Maintain Application - This option allows you to modify a particular application.

Customize Toolbar - This option allows you to create a optional customized tool bar
for easy one-button access to program Functions, Open Applications, Print Labels,
Print Reports, Do Exports, Do Imports, or Run commands.

Change Security Settings - This option allows you to set access to application
function security.

Maintain User Database - This option allows you to add, modify or delete fields in the
User database. Changes to the User database are system wide changes and will affect
other applications. Once you have set up the fields in the User database structure to
fit your tracking needs, you can modify the appearance of the add/modify (User Data
File) screen to suit your data entry routine.
 BACKTRACK Tutorial Guide
54

Maintain Location Database - This option allows you to add, modify or delete fields in
the Location database. Changes to the Location database are system wide changes
and will affect other applications. Once you have set up the fields in the Location
database structure to fit your tracking needs, you can modify the appearance of the
add/modify (Location Data File) screen to suit your data entry routine.

Change System Settings - This option allows you to configure how the BACKTRACK
system behaves. Changes made here are system wide, affecting all applications.
Some of the settings include Maximum Location Length, Security, and
Time/Year/Date Display.

Task Scheduler – BACKTRACK’s Task Scheduler allows you to schedule timed

functions to run regularly and/or every time you start the BACKTRACK program. The
timed functions allow any toolbar function to be run at specific times of the day while
any workstation running the BACKTRACK program is operational.

Rebuild Data Files - This feature enables you to do some general housekeeping on
database files, while optimizing them for peak performance.

Choose Application
This allows you to open an application file set from the available list of applications.

Add/Modify Data
This allows you to add or modify items, locations, or users (data only). This is the data
entry portion of the program.

Transfer Functions
The Transfer Functions allow you to transfer files or data to and from a BACKTRACK
application. Brief descriptions of the options are listed below.
Import Data - This feature allows you to retrieve data from existing files into
BACKTRACK’s user database, item database, or location database. This feature is
useful if the required data for BACKTRACK already exists in another format; thus,
saving the time that it would take to re-key that information. Note: Care must be
taken when importing data into BACKTRACK, as the database files used by
BACKTRACK expect specific types of data in certain fields (i.e. user ID field accepts
only numeric data). BACKTRACK will try to change the imported data into the correct
data type (numeric, alpha, or character) for the field into which the data is being
imported.

Export Data - The export feature enables you to extract information from
BACKTRACK’s user database, item database, location database, reservation database,
or transaction database for use in another software environment. For example, you
could export data from the transaction database and then transfer this data into a
spreadsheet application to analyze item usage trends determine patterns in user
transactions, or tie the exported data into an existing accounting system.
 BACKTRACK Tutorial Guide
55

Backup - This feature makes a backup copy of all the databases, reports, and labels
for all applications that have been created in BACKTRACK. Backups are stored in one
large file that can either be saved to a floppy disk or to a specific directory on a hard
drive. It is recommended that you create a separate subdirectory just for your backup
files, preferably on a hard drive that is periodically backed up to tape (i.e. a network
drive).

Restore - The Restore option is used for recovering data from a previous Backup that
you have made. This option is usually only needed if data loss has occurred, either
through equipment problems or through user error. Note: Caution must be taken
when restoring from a backup, as any database entries, new applications, labels, and
reports that have been generated since the last Backup was made will be lost.

Archive Items and Archive Transactions - After using BACKTRACK for a period of
time, the database files can become large and waste disk space, slowing down the
system's performance. Normally, old records that have not been used for a long time
may not ever be needed again in the future. BACKTRACK's archive features allow you
to move or delete records from the item database and from the transaction database.
The Archive Transactions feature allows you to setup a cut-off date that enables
BACKTRACK to delete transaction records prior to the predetermined date.

Transfer Applications - The Transfer Applications function allows you to selectively

back up portions of the BACKTRACK system with or without the data in the database
files. This option is very useful for creating applications that can easily be provided to
other BACKTRACK users. If you have backed up the BACKTRACK system and restored
it on another computer, you can update the database structure and reports by
transferring the applications without data. When the destination computer restores
the transferred data, the database structure, reports, labels, imports and exports will
be added to the existing system.

PDT Functions
The PDT Functions are for use with BACKTRACK's supported Portable Data Terminals
(PDTs). The supported PDTs allow you to perform BACKTRACK's Check Out/Take
Out, Check In/Restock and Move functions. In addition, the PDT modules allow you
to remotely add items and carry out physical inventory activities.
PDT Data Retrieval - The PDT Data Retrieval function allows you to retrieve PDT
transaction records into BACKTRACK from the PDT.

PDT Application Programming - The PDT Application Programming function allows

you to program the PDT to remotely do the Check Out/Take Out, Check In/Restock,
and Move transactions in BACKTRACK. In addition, this function allows you to
program the PDT to add new items to any BACKTRACK application or use the physical
inventory function to update the actual count and location of the items.

Configure PDT - The Configure PDT functions allow you to setup and enable the PDT
 BACKTRACK Tutorial Guide
56

options. You must reprogram the PDT before the changes you make here take affect.

One-Time PDT Firmware Programming - BACKTRACK includes pre-programmed

firmware settings for you to download to your PDT by simply specifying your PDT
make and model. This one-time programming allows you to easily integrate PDTs into
your tracking solution.

Sessions
The Sessions function works like a quick and simple backup and restore process. A
BACKTRACK "session" saves every part of your BACKTRACK system, including all
applications, system settings, user-defined fields and database records. The Sessions
function is an easy way to switch between BACKTRACK tracking systems if you are
creating and maintaining multiple applications.
 BACKTRACK Tutorial Guide
57

Database Maintenance Functions

Administration Functions

Application Maintenance
Customize toolbar
Change Security Setting
Edit User Structure
Customize Add/Modify User Screen
Change System Setting
Task Scheduler
Rebuild Data Files

Choose Application

Re-Index Current applications

Remove Deleted Add/Modify Data
Rebuild Data Files
Items
Locations
Users
Transfer Functions

Import
New Application New Application Wizard Export
Edit Application Advanced Edit Backup
Copy Application Restore
Delete Application Archive Items
Archive Transactions
Edit Item Structure Transfer Applications
Edit Transaction Structure PDT Functions
Display Options
Customize Main Screen PDT Data Retrieval
Customize Add/Modify Item Screen PDT Application Programming
Transaction Preauthorization Configure PDT
One-Time Firmware Programming
RemoteLink Functions Sessions
PDT Simulator
Available Sessions