Brady Inspection Manager FLX User Manual

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Inspection Manager FLX

Basic User’s Guide

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Inspection Manager FLX

TISCOR, makes no representations or warranties with respect to the contents or use of this manual or of the products which this publication describes and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. Further, TISCOR reserves the right to revise this publication and make changes to its content, at any time, without obligation to notify any person or entity of such revisions or changes.

Further, TISCOR makes no representations or warranties with respect to any TISCOR software, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. TISCOR reserves the right to make changes to any and all parts of the TISCOR software series, at any time, without obligation to notify any person or entity of such changes.

The distribution and sales of this product are intended for the use of the original purchaser only and for use only on the computer system specified. This document may not, in whole or part, be copied, photocopied, reproduced, translated or reduced to any electronic medium or machine readable form without the prior written consent of TISCOR.

TISCOR™ is a trademark of TISCOR. U.S. and foreign patents pending.

Internet Explorer®, Microsoft Windows™, Windows NT™, Windows® 95, Windows® 98, Windows® 2000, Microsoft Access™, SQL Server®, and Microsoft Project™ are trademarks of Microsoft Corporation.

ORACLE™ is a registered trademark of Oracle Corporation. SPT 1550, SPT 1800, Spectrum24, Spectrum One, and Symbol are registered trademarks of Symbol Technologies, Inc.

Pentium™ is a registered trademark of Intel Corporation. NetWare™ is a registered trademark of Novell Corporation. Crystal Reports™ is a registered trademark of Seagate Technologies. ©Copyright 2003, Rights reserved.

TISCOR

12250 Parkway Centre Drive Poway, California 92064-6849 800-443-0495 Technical Support 858-513-2500 858-513-8497 FAX

www.tiscor.com

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Professional Services

TISCOR offers professional training services for Inspection Manager FLX in a variety of settings that effectively enhance many industry operations. TISCOR’s training experts assure that an organization’s technological investments are continuously maximized. Professional services are offered in the following formats, including:

• Pre-Visit Telephone Consultation

• System Configuration

• Software and Hardware Installation

• Database Building Assistance

• Custom Report Assistance

• Device Training

Corporate Training

TISCOR welcomes clients to attend training at its headquarters in San Diego, CA. Corporate training offers an additional advantage of having multiple experts in-house.

End-User Training

End-User Training is conducted when a TISCOR project manager visits the client facility and provides site-specific system instructions to individuals or groups.

Re-Training

Re-training sessions are “refresher courses” for customers whose systems are operational. This training is frequently requested during periods of employee turnover when a manager does not have sufficient time to train staff members or when more in-depth training is desired for new employees.

WebDemo or NetMeeting Training

Clients with an Internet connection and Internet Explorer™ 5.0 or higher may participate in training sessions with TISCOR project managers.

Implementation Services

Prior to implementing a system, professional consultation is recommended. TISCOR’s project managers have years of experience in varied industries. After thoroughly reviewing a facility, the project manager proposes the most efficient solution for handling site-specific inspection needs.

Customer Support

Our team of customer support representatives is here to answer your hardware and software questions. Our support hours are from 6 a.m. until 5 p.m. Pacific Standard Time, Monday through Friday.

TISCOR has remained a leader in the mobile data collection software industry since 1982, due in part to our commitment to unparalleled customer service. Our systems are updated regularly, incorporating user’s suggestions with the latest software and hardware advancements.

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Table of Contents

System Overview ...........................................................................................................7

Benefits.........................................................................................................................7

Glossary of Terms...........................................................................................................8

Installation and Registration.........................................................................................9

Minimum System Requirements........................................................................................9

Enterprise Connectivity....................................................................................................9

Palm Desktop Software Installation and Configuration......................................................10

PC Software: Standalone Installation.............................................................................. 12

PC Software: Network Server Installation........................................................................ 12

PC Software: Network Client Installation......................................................................... 13

Starting Inspection Manager FLX....................................................................................13

Database Registration..................................................................................................14

Database Registration with Access..................................................................................14

Database Installation with Oracle...................................................................................15

Database Registration with SQL......................................................................................16

Registering Inspection Manager FLX..................................................................................................................17

Network Licensing/License Increment................................................................................................................17

Palm Inspection Manager FLX Installation........................................................................ 18

Palm Registration.............................................................................................................................................19

System Setup ...............................................................................................................20

Menu Overview............................................................................................................ 20

Toolbar Overview ......................................................................................................... 21

Tables Overview...........................................................................................................22

Editing Overview .......................................................................................................... 22

Setup............................................................................................................................25

System Configuration.................................................................................................... 25

General Tab.....................................................................................................................................................25

Priorities Tab....................................................................................................................................................26

User Defined Setup....................................................................................................... 27

User Defined Table Names................................................................................................................................27

User Defined Fields...........................................................................................................................................28

Restore Default button......................................................................................................................................28

User ID and Password Table..........................................................................................29

Tables...........................................................................................................................31

Team Table .................................................................................................................31

Inspector Table............................................................................................................32

Contact Table............................................................................................................... 34

Tenant Table................................................................................................................ 35

General Tab.....................................................................................................................................................35

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User Defined Tab..............................................................................................................................................36

To Do Tab........................................................................................................................................................36

Violation Tab....................................................................................................................................................36

Notes Tab........................................................................................................................................................36

Building Table.............................................................................................................. 38

General Tab.....................................................................................................................................................38

User Defined Tab..............................................................................................................................................38

Tenant Tab ......................................................................................................................................................39

Notes Tab........................................................................................................................................................39

Question Table............................................................................................................. 40

Question Types................................................................................................................................................41

Question Set Table....................................................................................................... 43

Regulation Table .......................................................................................................... 45

Regulation Set Table..................................................................................................... 47

Task Description Table.................................................................................................. 48

Task To Do Table......................................................................................................... 49

Violation Table............................................................................................................. 51

Inspector Device Assignment Table................................................................................ 52

Load Buildings..................................................................................................................................................52

Send Violation for Tenant.................................................................................................................................. 52

Send History Back ............................................................................................................................................53

Which Tasks.....................................................................................................................................................53

Send these Files when Sync..............................................................................................................................53

Reports Overview.........................................................................................................54

Report Toolbar.................................................................................................................................................54

Report Selection Criteria...................................................................................................................................54

Date and Time Selection...................................................................................................................................54

Store/Recall.....................................................................................................................................................55

Log All New Inspections................................................................................................55

History Report.............................................................................................................. 57

Inspection Report......................................................................................................... 57

Violation Report............................................................................................................57

Custom Report Wizard .................................................................................................. 58

Custom Report Designer................................................................................................58

List Reports .................................................................................................................59

Advanced Features and Tools......................................................................................60

Archiving & Deleting History..........................................................................................60

View Archived History.......................................................................................................................................60

Data Transfer............................................................................................................... 61

Import/Export Formats tab................................................................................................................................61

Scheduled Import/Export tab............................................................................................................................62

Transfer Log Tab..............................................................................................................................................62

Repair and Compact Database.......................................................................................64

Recover Unprocessed Data............................................................................................64

Palm Use ......................................................................................................................65

Launching Inspection Manager FLX on your Palm.............................................................65

Palm Inspection............................................................................................................65

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Violation Type..................................................................................................................................................68

Closing Violations.............................................................................................................................................68

Task Type........................................................................................................................................................68

Options .......................................................................................................................69

Menu Button ....................................................................................................................................................69

List Button .......................................................................................................................................................69

Palm Sync....................................................................................................................70

Sync Speed......................................................................................................................................................71

Sorting, Searching and Finding..........................................................................................................................71

Palm Tips ....................................................................................................................72

Graffiti.............................................................................................................................................................72

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System Overview

Inspection Manager FLX is a management tool designed to schedule, track and document

building inspections. With Inspection Manager FLX, your inspector records inspection information by keying data

directly into a hand-held computer or Palm device. The Palm prompts your inspector for information about the facility and the inspection process, eliminating manual data entry and ensuring regulatory compliance.

The PC software maintains a list of regulatory codes, building, contact, violation and tenant information. This information is available to the inspector on the Palm. Users may define a list of tasks or questions that need answering for specific inspections.

At the conclusion of the data collection cycle, the data is transmitted from the Palm to Inspection Manager FLX. The information is processed and stored in an archival format. In addition to the reports generated from data transmissions, a variety of reports can be generated directly from the tables maintained by the application.

Benefits

Among its many benefits, Inspection Manager FLX specifically enables you to do the following:

Eliminate Log Sheets Inspection Manager FLX electronically transfers data to your PC, stores it, and allows you to

retrieve it easily for reports and analysis; you will no longer need to manually transcribe log sheet data into a database.

Increase Accuracy

Transcription errors are eliminated with Inspection Manager FLX because data is entered electronically into a Palm while out in the field.

Track Violations

Your organization can track code violation and occupant compliance information. The program shows all open violations, when they were entered, when they were last checked and when they are due for a follow-up check.

Respond Quickly If a regulatory violation is found, the Palm alerts the inspector of the specific code in question. Inspection Manager FLX highlights abnormal conditions, helping occupants address problems

immediately.

Customize Field Names and User Defined Fields Inspection Manager FLX allows you to customize the look of your application by providing Custom Field Names and User Defined Fields (UDFs). Custom Field Names allow you to

use the terminology that is most appropriate for your specific inspection process. The UDF option permits you to enter a caption for each UDF in the selected table.

Customize Reports Inspection Manager FLX gives you the option to create custom reports, allowing you to

document just the information you need, and view it the way you want.

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Glossary of Terms

As inspection processes vary, Inspection Manager FLX allows you the flexibility to customize the terms and features that the program uses. The following terms are commonly used throughout the program and this user guide, but many terms can be changed to suit your needs.

Abnormal

The abbreviation Abn is used for abnormal responses in the Question Table for multiple-choice or numeric question types. Abnormal responses may display a special warning or message, or even automatically log a violation.

Custom Reports

Custom Reports are designed by an end-user and utilize only selected criteria. You can choose what data is shown and what format it is shown in. You can even add your organization’s logo to the report. Reports can be saved to use the same format many times over.

HotSync

HotSync or Sync is how the PC and Palm transfer data. Palm HotSync technology helps you connect and synchronize between your Palm data and related PC data.

i-button

The Information Button (i-button) allows you to quickly view information relating to a topic. For example, the i-button next to a tenant contact gives you the phone number, address and other information related to the contact.

Questions

Questions is a term used in the program to describe inquiries that the program asks users at specific inspection checkpoints. The questions prompt the user to perform steps or tasks for a particular inspection.

Question Set

Question Set, or Qset, is the grouping of questions. Question Sets may be assigned to inspections to guide inspectors through the inspection process. Question Sets may also be assigned to specific regulations to ensure that relevant information is gathered.

Task

A Task is a scheduled or unscheduled inspection activity at a specified tenant’s site. A Task may have a question set to guide an inspector through the inspection steps if needed. The program tracks when Tasks are completed for each Tenant. Tasks can also be scheduled to be performed at regular intervals, such as weekly or annually.

Task To Do

The Task To Table allows you to assign and monitor inspection Tasks that need to be performed for specific Tenants. With Task To Do Scheduling, you can easily identify Tasks that are due or overdue, and prove that schedule requirements have been kept up to date.

User Defined Fields

The User Defined Fields (UDFs) option gives you the added flexibility to gather the specific information you need. This function permits you to enter a caption for each UDF in a selected table.

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Installation and Registration

This section provides general information that helps you install and configure both Inspection Manager FLX on the PC and the Palm. It includes information about computer system

requirements, operating system requirements, installation directions, program registration and database registration.

Minimum System Requirements

The following hardware is required to ensure the smooth performance of Inspection Manager FLX:

Standalone Computer

Pentium 500Mhz, or above 128MB RAM 16MB video card

Windows 9x or XP, Windows NT 4.0, 2000 Workstation

200MB free space on the hard disk

Network Workstation

Pentium 500Mhz, or above 128MB RAM 16MB video card Windows 9X or XP, or Windows NT 4.0, 2000 Workstation 200MB free space on the hard disk

Network Server*

Pentium 500Mhz, or above 256MB RAM 200MB free space on the hard disk Windows NT Server 4.0, 2000, XP Server

Palm Computers

Symbol 1500, 1550, 1700, 1800 series 4 MB RAM Palm OS 3.5 or greater

*Preferred

1.2Ghz, or above 512MB RAM 500MB free space on the hard disk

Enterprise Connectivity

Inspection Manager FLX supports Microsoft SQL versions 7.0 and 2000 and Oracle versions 8 and 9.

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Palm Desktop Software Installation and Configuration

The following section will help you to install the Palm Desktop software and Palm/PC Inspection Manager FLX application. All installation sections may not

apply to your site. Please review Symbol’s Palm manual before beginning the installation.

If you have any problems or questions, contact TISCOR Technical Support at 1-800-553-1234. If you find that your Palm is not operating properly, you may wish to consult the Symbol Palm manual that accompanied the device (manual also found at www.symbol.com/services/manuals).

The following steps will install and configure the Palm Desktop software on your PC:

Step 1. Unpack the Palm and cradle

from the shipping container

Step 2. Install the battery Step 3. With your PC turned off, connect

your Palm cable or cradle to your PC workstation. To establish a communication link between the Palm and your PC:

a. Connect a serial cable to the

RS-232 connector on the charger/interface, or cradle, and to the communications port on the PC. Use either a 9-9 pin or a 9-25-pin serial

cable, depending on your PC's communications port b. Plug the AC adapter into the charger/interface, or cradle c. Plug the AC adapter into a wall outlet d. Place the Palm in the charger/interface, or cradle

NOTE:

Step 4. Turn on the Palm’s power switch and follow the on-screen instructions to

align the touch screen with the stylus, and set the date and time. Repeat steps 1 through 4 for each additional Palm.

Step 5. Install the Palm Desktop software onto your PC from the SPT Desktop

Installation CD that came with the Palm. This installs the HotSync Manager that stays active in your PC’s system tray.

Step 6. Close the Palm Desktop window on the PC Step 7. From the Applications screen, tap the HotSync icon on the Palm. The name

of the Palm is in the upper right-hand corner of the HotSync screen. If the Palm is not named, the upper right-hand corner will be blank.*

a. If the Palm is named: write down the name for the next step b. If the Palm name is blank: the application will guide you through the

naming process

When asked for a name, use the name you wrote down in the previous step. If your Palm is not named, we suggest using generic names such as Palm1, Palm2, Fire1, Fire2, or use your facility initials (TISCOR) T1, T2.

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Step 8. Test sync each Palm:

Cradle

a. Place the Palm into the cradle b. Press the HotSync button on the cradle c. Repeat for each Palm

Cable

a. Turn off Palm and securely attach the cable to the Palm b. Turn on the Palm c. Tap the HotSync icon d. Tap the Local HotSync option

Step 9. On PC, right click on the HotSync icon in the system tray; make

sure that a check (√) is next to the Local Serial option and there is no check (√) next to the Local USB or Modem option. The Menu display will vary depending on your HotSync version.

Step 10. Exit HotSync when you finish with all Palms

a. To exit HotSync, find the HotSync icon on the Windows

system tray b. Right click on the HotSync icon c. Choose Exit from the Menu. You must exit HotSync so that when the

program starts again it will be able to communicate with the Palm

application. If a confirmation screen appears, make sure to turn off the

option to confirm again by checking Don't ask this Question again

and selecting Yes.

Figure

HotSync Manager

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PC Software: Standalone Installation

IMPORTANT:

The Palm Desktop software should be installed before you install the Inspection Manager FLX application. Failure to do so will result in Palm Desktop’s inability to recognize Inspection Manager FLX.

To install a full version of Inspection Manager FLX on your standalone PC’s hard drive:

Step 1. Close any open applications on your PC Step 2. Insert the Inspection Manager FLX CD into the CD-ROM drive.

The CD should automatically launch the program. If for some reason it does not, the following steps will allow you to complete the installation.

a. Double click the My Computer icon on your desktop b. Double click on the CD-ROM drive c. Double click on Setup.exe d. Follow the screen prompts to complete the installation of

Inspection Manager FLX

When installing the program, you have the option of installing the Scheduled Import/Export Program (SIEP). SIEP will install a background program for exporting Inspection Manager FLX data to a third party program. If you choose not to install SIEP during the initial setup, you can install SIEP at a later time from Start > Programs > Inspection Manager FLX > SIEP Installer. See

NOTE:

The installation program selects the default directory, C:\Program Files\Tiscor\FLX. You can either accept this selection or enter a different drive and directory name.

Advanced Features and Tools

section for more information.

PC Software: Network Server Installation

To install a full version of Inspection Manager FLX on your network server’s hard drive:

Step 1. Close any open applications on your PC Step 2. Insert the Inspection Manager FLX CD into the CD-ROM drive.

The CD should automatically launch the program. If the application does not launch, the following steps will allow you to complete the installation:

a. Double click the My Computer icon on your desktop b. Double click on the CD-ROM drive c. Double click on Setup.exe d. Follow the screen prompts to complete the installation of

Inspection Manager FLX

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e. Make sure to change the Install Directory to the Mapped Network

Server’s drive. This location is where you want the application to reside.

When installing the program, you have the option of installing the Scheduled Import/Export

Program (SIEP). SIEP will install a background program for exporting Inspection Manager FLX data to a third party program. If you choose not to install SIEP during the initial setup, you can install SIEP at a later time from Start > Programs > Inspection Manager FLX > SIEP Installer. See

Advanced Features and Tools

section for more information.

PC Software: Network Client Installation

To install a client version of Inspection Manager FLX on a network client’s hard drive:

Step 1. Close any open applications on your PC Step 2. Go to the network server directory of your network server installation Step 3. Double click on the Client directory Step 4. Double click on Setup.exe Step 5. Follow the screen prompts to complete the installation of Inspection

Manager FLX

Remember to install Palm Desktop at each workstation that will Sync with the Palm installing Inspection Manager FLX. When installing the program, you have the option of installing the Scheduled Import/Export Program (SIEP). SIEP will install a background program for exporting Inspection Manager FLX data to a third party program. If you choose not to install SIEP during the initial setup, you can install SIEP at a later time from Start > Programs > Inspection Manager FLX > SIEP Installer. See section for more information.

Advanced Features and Tools

before

Starting Inspection Manager FLX

Now that Inspection Manager FLX is installed, you are ready to log in. Double click on the Inspection Manager FLX icon and the System Login screen will appear.

The default to launch the program is USER ID: SUPER (not case sensitive), with no password.

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Database Registration

Database Registration with Access

Inspection Manager FLX has the ability to work with more than one database. The Database Registry is a list of all of your Inspection Manager FLX database files. This list includes live application databases and archive databases. In order to use the program, you must first Register and Attach to your Database.

To Register and Attach to your newly installed Database:

Step 1. In Inspection Manager FLX, open File > Database Registry

Step 2. To add a new database to the registry, click the Add button (plus sign) in

the lower left corner

Step 3. Click Browse

Step 4. Click Browse again to open your Inspection Manager FLX directory

Step 5. Browse to the location of your database, and highlight the file with the mdb

extension

Step 6. Click Open

Step 7. Click OK

Step 8. Click Attach and click OK to restart Inspection Manager FLX

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Database Installation with Oracle

To Register and Attach to your newly installed Database:

Step 1. Open Inspection Manager FLX > File > Database Registry

Step 2. Click Add and click ODBC. ODBC Manager will open.

Step 3. Click Add in the ODBC Data Source Administrator window Step 4. Select Microsoft ODBC for Oracle; the Microsoft ODBC for Oracle

window displays

Step 5. Enter Data Source Name: enter any name

Step 6. Enter Description: optional entry

Step 7. Enter User Name: enter user_name created in ORACLE

Step 8 Enter Server: enter Server Name created in earlier steps

Step 9. Click OK

Step 10. Click OK to exit ODBC Manager, and re-enter Inspection Manager FLX

Step 11. Select the Data Source created in ODBC Manager

Step 12. Give User ID: Enter

OK. The database now appears in the registry.

Step 13. Click Attach and click OK. Inspection Manager FLX will restart and

attach to the selected database.

user_name

and

Password

created in earlier steps; click

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Database Registration with SQL

To Register and Attach to your newly installed Database:

Step 1. In Inspection Manager FLX, select File > Database Registry, click

Add, then click Add ODBC

Step 2. Select the driver SQL Server and click Finish

NOTE:

If you are using an operating system prior to Windows 2000, you may not find the SQL Server Driver listed. Contact your system administrator to install the appropriate SQL Client for your

operating system and server at each workstation.

Step 3. In the ODBC Data Source Administrator window, enter a Name for

Data Source: example, imfsqlserver2000

Step 4. Enter Description (optional): example, imfsqlserver2000

Step 5. Enter Server: example, webmaster

Step 6. Click Next in the Create a New Data Source to SQL Server window

Step 7. Click Next to confirm settings Step 8. Check the option Change the default database to: and select the newly

created database from the drop-down list. Click Next.

Step 9. Click Finish Step 10. In ODBC Microsoft SQL Server Setup window, click Test Data Source Step 11. Click OK to close Step 12. In the ODBC Data Source Administrator window, click OK

Step 13. Select the Data Source that you created in the previous steps: example,

imfsqlserver2000

Step 14. Enter User ID: example, imf

Step 15. Enter Password: example, imf

Step 16. Click OK

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Step 17. Select the Data Source Name from the grid and click Attach. Click OK.

Inspection Manager FLX will restart and attach to the selected database.

Registering Inspection Manager FLX

After installing Inspection Manager FLX, you will have 30 days to register the software for licensed use. To license your software, contact TISCOR Technical Support at 1-800-553-1234 and a representative will assist you.

NOTE:

Once your 30 days has expired you will not be allowed to log into Inspection Manager FLX until you have registered the program.

Network Licensing/License Increment

After installing Inspection Manager FLX you must specifically license it for multi-user access. To license the software for multi-user access, contact TISCOR Technical Support at 1-800-5531234 and a representative will assist you.

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Palm Inspection Manager FLX Installation

Now that you have installed the Palm Desktop software and Inspection Manager FLX on your PC, you are ready to install the Inspection Manager FLX application on your Palms:

Step 1. In Inspection Manager FLX, select Device > Install Palm Application

Step 2. From the Inspection Manager FLX Palm Installer window, select the

User Name. This name must be the same name assigned to the Palm to which you are Syncing.

Step 3. Click Install

Step 4. On the Palm, tap the HotSync icon, then press the HotSync

button on your Palm or cradle

Step 5. For each additional Palm, repeat steps 1 through 4

Step 6. Exit HotSync when you have finished with all the Palms

Step 7. On the PC, right click on the HotSync icon in the system tray. Make

sure that a check (√) is next to the Local Serial option, and that there is no check (√) next to the Local USB option.

Step 8. Exit HotSync when you finish with all Palms

a. To exit HotSync, find the HotSync icon on the Windows

system tray b. Right click on the HotSync icon c. Choose Exit from the Menu. You must exit HotSync so the program

can communicate with the Palm application when the program starts

again. If a confirmation screen appears, make sure to turn off the option

that requires confirmation each time you exit the program by checking

Don't ask this Question again, and selecting Yes. d. Restart HotSync, Start > Programs > Palm Desktop > HotSync

Manager

HotSync Manager

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Palm Registration

Registering the Palm allows you to Sync live inspection data to and from the Palm with the program on the PC. Keep in mind that you can Sync demo data without registering your device.

Adding a Device Registration

To Register your Palm, contact TISCOR Technical Support at 1-800-553-1234 and a technician will assist you.

Deleting a Device Registration

You can Delete a Device from your Registry. You might want to delete a device if it is inoperable or if a serial number was entered incorrectly.

To Delete a Device:

Step 1. Select Setup > Register Device Step 2. Highlight the Palm you want to delete from the Device List Step 3. Click Remove Device

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System Setup

Menu Overview

TIP:

Press ALT once to display the hotkey shortcuts. Each menu can be accessed by clicking it with the mouse pointer or by pressing the ALT key and the underlined letter (i.e. for File, press ALT + F). A drop-down list of selections for that menu will appear.

The Inspection Manager FLX work area contains the following menus: File – (ALT + F) Use the File menu to open database tables, print lists, increment your

network license, register databases, and exit the program.

Edit – (ALT + E) Use the Edit menu to add, change, delete, find, import, or insert information. Device – (ALT + D) Use the Device menu to install the Palm application, Sync (send and

receive data to/from the Palm), and access the Inspector Device Assignment Table (assign inspections and tasks to an inspector or team).

Reports – (ALT + R) Use the Reports menu to log new data, print a variety of standard

reports, or create custom reports.

Tools – (ALT + T) Use the Tools menu to archive and delete history, recover unprocessed data,

transfer data, and compact and repair your database.

Setup – (ALT + S) Use the Setup menu to control system configuration; access the User

Defined Setup, User ID and Password information; and register your Palm.

Windows – (ALT + N) Use the Windows menu to alter the toolbar and windows arrangement

on the screen.

Help – (ALT + H) Use the Help menu to access Inspection Manager FLX’s Online help, view

product version information, or access TISCOR’s website.

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Toolbar Overview

The Main Toolbar is located across the top of the Inspection Manager FLX work area. The most frequently used database Tables have icons.

The Tables represented by the Toolbar Buttons are:

Inspector Contact

Regulation Regulation Set*

Task Description Task To Do Team Violation

Help

Building Tenant

Question

Question Set

The Regulation Set Table only appears if you have marked the Regulation Set Checkbox in System Configuration (Setup > System Configuration).

NOTE:

As you rest your mouse pointer over a table’s icon, a tip text describing the button’s function appears on the line below the toolbar.

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Tables Overview

The Inspection Manager FLX database is divided into Tables where your data is stored. To access a Table, click the Toolbar icon for that Table or access it through the File menu. An exception is the Inspector Device Assignment Table, which is accessed under the Device menu.

Each Table window is divided into two sections: a Grid and an Edit Panel. You can select Records in the Grid and edit them in the Edit Panel. The Grids may be either horizontal or vertical panels.

The Edit Panel allows you to select and Edit a Record from a Table. All Editing activities take place in this panel. Once you are in the Edit Panel, you cannot exit until you complete your action by either clicking OK to save your data, or Cancel to cancel any updates. If you click OK to save your data, the updated Record immediately appears in the Grid.

NOTE: You will notice that some fields within tables are light blue. This color indicates a required field.

Editing Overview

These edit commands will assist you in adding, modifying and maintaining the information within your tables.

Add

The following steps will apply to all Add functions in the program. You can Add a record three ways:

• Click the Add button on the lower left-hand corner of the window

• Click on Edit Menu > Add

• Hold down the CTRL key on your keyboard and press the letter A

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Change

There may be times when you want to Change an existing Record. Perhaps the Record was entered inaccurately or the information has changed since it was added.

You can Change a Record three ways:

• Click your mouse in the field you wish to Change

• Click the Edit Menu > Change

• Hold down the CTRL key and press the letter C

Each of these methods will enter the Record into Change mode, at which point you can make any updates.

Copy

You might have buildings or regulatory codes with similar types and categories. When entering data into some of the program’s forms, you can use the Copy feature to eliminate redundant data entry.

To Copy a Record:

Click the Copy button on the lower left-hand corner of the table, then Add/Modify the information for the new Record

Find

There will be times when you will want to view a specific Record. You can use the Find feature to locate that Record quickly and easily.

You can Find a Record three ways:

• Click the Find button on the lower left-hand corner of the window

• Click the Edit Menu > Find

• Hold down the CTRL key and press the letter F

Each of these methods will enter the Record into Find mode, at which point you can enter any combination of information you feel is necessary for Finding the Record you seek. If there are multiple matches for the criteria that you entered, you will be asked at each match if you want to proceed to the next one.

Sort

When viewing a Table you can change the order in which the Records are displayed in the Grid area. To change the display order, click on the column header for the Field you want to Sort by. A light blue column header indicates the current Sort Order. The triangle in the column header indicates whether the Sort Order is ascending or descending. If the triangle is pointing up, the column is Sorted in ascending order from the smallest to the largest volume. If the triangle is pointing down, the column is Sorted in descending order.

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Insert

There are some Tables in the program where the order in which you enter the Records matters. For example, the order in which you enter Questions into a Question Set dictates the order in which the Questions will appear on the Palm. In these Tables, the Insert option will be available when you are in the Active Question Grid. The Insert option behaves like the Add option except that the Record is added above the currently selected Record instead of at the bottom of the list.

You can Insert a Record three ways:

• Click the Insert button on the lower left-hand corner of the window

• Click the Edit Menu > Insert

• Hold down the CTRL key and press the letter I

Import

There will be times when you want to Copy all the Sub-records from one Record to another. This can be a very useful and timesaving step, eliminating extra data entry. For example, there might be times when one Question Set contains many of the same Questions as another Set. In these cases, you can Import all Questions from one Set to another.

You can Import a Set of Records three ways:

• Click the Import button on the lower left-hand corner of the window

• Click the Edit Menu > Import

• Hold down the CTRL key and press the letter M

Many of the Tables have a Print option. This option allows you to Print a list according to your criteria. The Reports provide Sorting and Filtering parameters to allow greater control of the information.

You can Print a Table three ways:

• Click the Print button that appears on the right-hand side of the main toolbar

• Click the File Menu > Print

• Hold down the CTRL key and press the letter P

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Setup

The following section will walk you through the elements of Inspection Manager FLX, including how to Customize the program to meet your unique inspection needs, and how to

Enter Data into the program.

System Configuration

We will begin the process of tailoring Inspection Manager FLX in the System Configuration screen. Access System Configuration through the Main Menu > Setup > System Configuration.

This screen is divided into two tabs: General and Priorities.

General Tab

Use this area to specify your Company Information:

Licensee – Enter your Company Name in the Licensee field. The information entered

into this field will appear in the heading of Reports.

Database Description – The Database Description field allows you to enter or

change the Description of the database you are currently attached to. What you enter here will appear in the description section of the Database Registry.

Report Summary – The value entered into the Report Summary will display at the

end of every report. The default text is ***End of Report***.

Print Time of Day on Report Checkbox – This option can be used to include the

Time of Day on your Reports.

SIEP Check Interval – This option specifies the default interval for the Scheduled

Import/Export Program (SIEP). The default entry is 15

minutes (see Interval feature does not apply if you have not installed SIEP.

Data Transfer

section). The SIEP Check

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Show Timer on Device – If you would like to enable the inspection timer on the

device, mark this checkbox.

Regulation Set Checkbox – If you will store multiple Regulations by category in your

database, mark this checkbox to enable the Regulation

Set Table.

Inspection Scheduling– A recurring inspection can be scheduled based either on the

previous due date (Fixed inspections), or on the previous actual inspection date (Floating inspections). All inspections that you conduct through this program will be scheduled as either Fixed or Floating; not a combination of the two. The option that you select here in System Configuration will affect the next scheduled inspection date in the Task To Do

Table.

Enable Device Password – If you enable the Device Password, you can create a

password in the Inspector Table that will be necessary to use the Palm.

Priorities Tab

There are five possible Priorities that you may assign to Regulations. Priorities are assigned to Regulations and Questions, then carried down to Violations. Priority is a required Field and the default is Normal; however, you may change the Default Priority in the drop-down box.

Tutorial

To get started, follow these steps:

Step 1. Select Setup > System Configuration Step 2. Enter your Company Name in the Licensee field Step 3. Enter a Database Description; the information will appear in the

description section of the Database Registry

Step 4. Select either Fixed or Floating Scheduling Step 5. Enter a Report Summary line

Step 6. Click OK

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User Defined Setup

User Defined Table Names

Field Names are used to define the terminology that the system will use. For example, if the

people who perform your inspections are referred to as Fire Marshals, you might want to use the word Marshal instead of Inspector.

Access this area from the Main Menu > Setup > User Defined Setup. The term you specify will appear on all screens, reports and on the Palm. To change a Field Name, click on the Field you wish to change, then enter the new terminology. Field Names are limited to ten-characters maximum. The following Tables and Fields can be defined by the user.

Send to Device

A Send to Device checkmark will transfer the User Defined Field Name to the Palm. If an inspector will need to see or access the User Defined information, then mark the checkbox. If only the PC user needs access to the information, then leave the checkbox blank.

NOTE: The more information that is sent to the Palm, the longer the Sync process can take.

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User Defined Fields

User Defined Fields are provided in many of the Tables to allow you to track specific information. The Fields are assigned to individual tables as indicated below:

Table Names Number of User Defined Fields

Violation 0

Regulation 3

Tenant 28

Contact 4

Building 25

Question 2

Team 0

Inspector 1

Regulation Set will be defined by whatever term you select for the Regulation Table.

Restore Default button

If you would like to return to the program’s default Table Names and User Defined Fields (UDFs), click the Restore Default button.

NOTE:

At this point you should take a little time to review Inspection Manager FLX. Take a few minutes to look at each of the tables and decide how best to configure each one to meet your needs. Here are few questions you should ask yourself: Does the standard Inspection Manager FLX terminology meet my needs? If the answer is no, use the Field Names feature to customize the Field Names to meet your needs. Does Inspection Manager FLX track all the information that is vital to my facility or inspection process? If the answer is no, use the User Defined Fields feature to add the necessary Fields.

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User ID and Password Table

In order to assign appropriate user rights, it is vital to understand the difference between Users and Inspectors. An Inspector is the employee who will be using the Palm to perform inspections. Inspector information is entered in the Inspector Table. A User is the employee who will be using and maintaining the PC side of the Inspection Manager FLX application.

User information is entered here. In some cases, the same person will be entered as both a User and an Inspector.

A six-character maximum User ID (and twelve-character maximum password, if one was assigned) must be entered each time you launch Inspection Manager FLX. Access to the system is denied if an invalid User ID or Password is entered. By defining your User IDs and Passwords, you regulate access to Inspection Manager FLX and to the functions the user can perform. The Reset Password button allows you to change a user’s Password.

NOTE: New users are automatically granted access to all functions in the system until you modify their Rights.

A User’s Rights are broken up into five sections: File – The File option controls the User’s access to View and Modify data within Tables,

including Database Registry.

Reports – The Reports option controls the User’s ability to access specific Reports, and log

new data.

Tools – The Tools option controls the User’s access to special Tools such as Archive and

Delete History and Data Transfer.

Setup – The Setup option controls the User’s access to System Setup Options such as

System Configuration, User ID and Password and Register Device.

Device – The Device option controls the User’s ability to transfer data, initialize the Palm, or

access the Inspector Device Assignment Table.

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NOTE: IDs and CODES:

Some IDs and Codes in Inspection Manager FLX are populated by the program when you add a Record, but some will require you to enter a value during Setup. For your convenience, it is best to establish a consistent standard. For example, you may decide that all User IDs will be employees’ initials.

Tutorial To add a User:

Step 1. Open Setup > User ID & Password Step 2. Add a New User Record Step 3. Enter a User ID Step 4. Enter a Password Step 5. Select the files the User will need to access Step 6. Select the Reports, Tools, System Setup and Palm features the User will

need to access

Step 7. Select OK to save Step 8. Log in as this User to verify Password and Access Rights

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Tables

Team Table

We will start with the Team Table. The Team Table contains a list of groups that can be assigned to an Inspector. For example, if you assign a Team Code, you can Filter the code so that only specific Team Tasks are sent to the Palm. Team Codes can represent groupings such as Shifts, Regions, Skill Levels and/or Inspection Groups (see

The Team Code field is ten-characters. Teams can be applied to the Inspector Table, Inspector Device Assignment Table and Task To Do Table. You can also use the Sub-Add feature to Add teams directly into the Inspector Table.

Task To Do

table).

Tutorial To add a Team:

Step 1. Open File > Team Step 2. Add a new Team record Step 3. Enter a unique Team Code Step 4. Enter a Team Description Step 5. Select OK to save

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Inspector Table

Inspectors are the people who use the Palm to record information during Tenant Inspections. For the Palm to recognize the particular Inspector collecting the information, all Inspectors must enter their Names and IDs when launching the Inspection Manager FLX Palm application, and when Syncing data. You can sort the Data by clicking the Grid column

headers. You can add a Team directly from the Inspector Table. The Inspector Table Grid displays the following information:

• ID

• Name

• Team

• Team Code

• Inactive Status

Inactive Checkbox – If an inspector leaves your organization but has data associated with his

or her Inspections, you will not want to delete the person from the database. Instead, you can mark the Inspector as Inactive. Inactive Inspectors cannot be selected from pick lists or sent to the Palm, and their data is marked as Inactive.

Reset Password – The Reset Password feature allows you to change the existing Password.

Inspectors must enter their ID and Password on the Palm. The Password is not case sensitive. The device will require re-entering of the Password on Login, Handoff or Sync, unless the Enable Device Password is unchecked. See the

System Configuration

section.

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Tutorial To add an Inspector:

Step 1. Open File > Inspector Step 2. Add a New Inspector Record Step 3. Enter the Inspector’s ID Step 4. Enter the Inspector’s Name Step 5. Enter any other information that is pertinent to this Inspector, such as the

Date of Employment, Contact Information, Schedule and Team

Step 6. Select OK to save

NOTE:

To make it easier to reference Inspectors, be consistent when entering Names. For example, you may decide to always enter a last Name first followed by a first Name.

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Contact Table

The Contact Table serves as a comprehensive Rolodex, helping you store information for managers, store owners, and other key contacts. If this information changes, the inspector can update it in the field. You can assign contacts to both the Tenant and Building Tables. The

Contact ID field can be used for an account code, lease number or any other identifying traits.

Active Checkbox

The default for contacts is Active. There are four tabs in the Contact Table: General, Contacts, Links and Notes.

Tutorial To add a Contact:

Step 1. Open File > Contact Step 2. Add a new Contact record Step 3. Enter the Contact Reference ID Step 4. Enter the Contact Name Step 5. Enter or select a Contact type Step 6. Enter any other specific information such as Links (directory, file or website)

Step 7. Click OK to save

or Notes

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Tenant Table

Each record in the Tenant Table represents an occupant of an inspection area. For example, if you refer to Building Tenants as Occupants, you can change the default term in User Defined Setup.

The Tenant Table Tabs include: General, User Defined, To Do, Violation and Notes.

General Tab

The General Tab of the Tenant Table holds the most commonly used Tenant information. Type – This area is designated for the category of the Tenant’s facility Type. This area can be

used to enter an inspection type, or type of business (a required field).

Sub Type – This option allows you to enter the Tenant’s Sub Type. Zone – This function provides a way to identify your organization’s Tenant inspection areas and

types.

i-button – This button provides an internal reference link to detailed Building or Contact

information. Clicking the Information Button will open the Building or Contact

Table. ID – This field lets you enter a code used to reference Tenants (a required field). Description – This option is designated for a company name or establishment description (a

required field).

Estimated time – This field is provided to record the length of time needed to inspect a

Tenant’s facility. Contact Type – This area is for the description of the Contact Type for a Tenant. Contact Name – This area is for the Contact Name of a Tenant. You can add a Contact, get

more information for this Contact, or filter for Contacts based on the Contact Type (use the double drop-down box).

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User Defined Tab

The User Defined Tab is where you store additional information regarding a Tenant. You can customize the data you track. See

User Defined Setup

section.

To Do Tab

The To Do Tab stores the scheduled inspection Tasks for a Tenant. The Edit buttons allow you to Add a scheduled inspection Task, delete a Task or Edit an existing Task. Tasks can be added both here and in the Task To Do Table.

Violation Tab

The Violation Tab stores the regulatory violation history for a Tenant, including the date and time that the violation was created. The tab fields will be blank until data is collected on the

Palm during an inspection.

Notes Tab

The Notes Tab contains any Notes that you want to make visible on the Palm.

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Tutorial To add a Tenant:

Step 1. Open File > Tenant Step 2. Add a New Tenant Record Step 3. Enter the Tenant’s ID Step 4. Enter the Tenant’s Description Step 5. Enter the Type, Sub Type and Zone of the Tenant Step 6. Select the Tenant’s Building, or Add a New Building Step 7. Enter any other information you will need for the Tenant such as User

Defined Fields (UDFs) or an estimated time to complete the inspection

Step 8. Click OK to save

NOTE: To enter a Tenant with similar information, click the Copy button. Clicking Copy will create a duplicate Tenant with a blank ID field. From here, you can edit any information in the new record that might be different from the first Tenant entry.

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Building Table

Each record in the Building Table represents a physical location where an inspection is performed. You can assign multiple Tenants to a Building from the Tenant Tab of the Building Table.

There are four tabs in the Building Table: General, User Defined, Tenant and Notes. The Building Table Grid displays the following: ID, Description, Contact 1, Contact 2, UDF 1 and UDF 2.

General Tab

The General Tab displays the Building ID (a required field), the Building Description (a required field), User Defined Fields and Contact Information.

User Defined Tab

The User Defined Tab displays up to 20 additional User Defined Fields for a building.

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Tenant Tab

The Tenant Tab displays all the Tenants assigned to a building. Note that a Tenant can only reside in one Building at a time. From this tab, you can add Tenants to a Building. The

Tenants can be people who are Currently Unassigned to a Building, or you can select from All Tenants. If you choose to add a Tenant that is already assigned to a Building, the program will remove the Tenant from the old Building and Add it to the selected one.

NOTE:

Clicking the Delete button does not delete the Tenant from the Tenant Table. This function only Deletes the Tenant from the selected Building.

Notes Tab

The Notes Tab stores your Building Notes and are visible on the Palm.

Tutorial To add a Building:

Step 1. Open File > Building Step 2. Add a New Building Record Step 3. Enter the Building’s ID Step 4. Enter the Building’s Description Step 5. Assign the Building’s Tenants Step 6. Enter any other information you will need for this Building, such as User

Defined Fields (UDFs) and Contact Information

Step 7. Click OK to save

NOTE: To enter a similar Building, click the Copy button to create a duplicate Building with a blank ID field and

description field. From the new record, you can edit any information that might be different from the first Tenant entry.

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Question Table

The Question Table contains a list of every unique Question existing in Inspection Manager FLX. There are six different types of Questions, and different behaviors can be assigned these Question responses. The program automatically generates the Question ID, but you can

associate two User Defined Fields (UDFs), a Priority and an Estimated Completion Time with each Question.

The Question Table Grid displays the Question, ID, Type, Violation (Y or N), Estimated

Time and one UDF.

Priority – The Priority is the status assigned to a Violation generated by a failed Question. Est Time – Estimated Time is the time allotted to answer this Question.

Violation Checkbox – A Question that is designated to Generate Violation will automatically

create a Violation if the response fails (i.e. has an Abn response). A Violation will not be created if one has already been created for the

specified issue at the specified location.

NOTE: The Priority field and Violation Checkbox apply only to Multiple-Choice and Numeric Questions.

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Question Types

There are six different Question Types in Inspection Manager FLX. When you select a Question Type, the Edit Panel prompts you for the required information for that specific Question Type.

Multiple-Choice

Multiple-Choice Questions allow you to customize up to four possible four-character

responses. You can do this by entering the responses in the text boxes.

Beneath each response, there are fields where you can indicate the following: Abn Checkbox – Abnormal: If this response is selected on the Palm, the question has failed

and is marked as Abnormal in the inspection data

Wrn Checkbox – Warning: If the response is abnormal, the Palm will display the warning

message that you entered in the Warning Message field

Warning Message – If the response is marked to warn the inspector, the text message here

will be displayed on the Palm. Both Abn and Wrn must be checked for a warning message to appear.

Violation Checkbox – A Question that is designated to Generate Violation will automatically

create a Violation if the response fails (has an Abn response). A Violation will not be generated if one has already been created for the specified issue at the specified location.

Tutorial To create a Multiple- Choice Question:

Step 1. Open File > Question Step 2. Add a new Question record Step 3. Enter the Question Step 4. Select Multiple-Choice for the Question Type Step 5. Enter your possible responses and designate which, if any, are Abnormal or

will generate Warnings

Step 6. Designate if a Violation will be created Step 7. Assign a Priority Step 8. Enter any other Question-specific information Step 9. Click OK to save

Numeric

A Numeric Question requires a number as a Response. You can specify an acceptable range for the Response. By indicating a standard range, any response outside of this range is Abnormal. Abnormal Responses can display a warning message on the Palm. You may choose to leave either one or both values blank if no range requirements apply.

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Unit – Assign numeric values to a unit, example: PSI, pounds per square inch Reading – Track a Numeric Reading for the Question, example: the reading of a hydrant’s

pressure.

Violation Checkbox – A Question that is designated to Generate Violation will automatically

create a Violation if the response fails (i.e. has an Abn response). A Violation will not be generated if one has already been created for the specified issue at the specified location.

Tutorial To create a Numeric Question:

Step 1. Open File > Question Step 2. Add a new Question record Step 3. Enter the Question Step 4. Select Numeric for the Question Type Step 5. Enter an acceptable high or low, if either applies, and any Warning

messages you want displayed

Step 6. Designate if a Violation will be created Step 7. Enter a Unit and Estimated Time if appropriate Step 8. Enter any other Question-specific information Step 9. Click OK to save

Text

The Text Question Type allows for a flexible response, but it cannot trigger a Violation or Warning message. The inspector responds by manually entering the text on the Palm.

Tutorial To create a Text Question:

Step 1. Open File > Question Step 2. Add a new Question record Step 3. Enter the Question Step 4. Select Text for the Question Type Step 5. Enter any other Question-specific information Step 6. Click OK to save

Date

The Date Question Type is used for questions that require a calendar date response. For example, Question: Date of tenant’s last emergency drill?

Response: Inspector selects date from the Palm calendar.

Tutorial To create a Date Question:

Step 1. Open File > Question Step 2. Add a new Question record Step 3. Enter the Question Step 4. Select Date for the Question Type Step 5. Enter any other Question-specific information Step 6. Click OK to save

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Bar Code

The Bar Code Question Type is used when you expect the answer to the Question to be a bar code. For instance, in a Question Set for a fire extinguisher inspection, a Question could ask the inspector to scan or type the serial number on the fire extinguisher. If the fire extinguisher has a serial number but not a bar code, the extinguisher can still be entered as a

Bar Code Question.

Example Question: Scan Fire Extinguisher A? Response: Bar code of fire extinguisher equipment appears

Tutorial To create a Bar Code Question:

Step 1. Open File > Question Step 2. Add a new Question record Step 3. Enter the Question Step 4. Select Bar Code for the Question Type Step 5. Enter any other Question-specific information Step 6. Click OK to save

Palm Picklist

The Palm Picklist Question Type allows for unlimited choices that the inspector selects from a pre-defined list. This Question Type cannot trigger a Violation or Warning message.

Tutorial To create a Palm Picklist Question:

Step 1. Open File > Question Step 2. Add a new Question record Step 3. Enter the Question Step 4. Select Palm Picklist for the Question Type Step 5. Enter any other Question-specific information Step 6. Click OK to save

Question Set Table

A Question Set is an ordered list of Questions for a particular Task or a specific Regulation.

NOTE: When defining a Question Set, you can either select Questions from the Question Table or enter new Questions directly into the Question Set Table.

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When you are naming your Questions Sets you may want to indicate the associated

Inspection Task. For instance, you might have Questions Sets labeled Restaurant – Inspection, Retail – Inspection, or Industrial – Inspection.

If you assigned estimated times to Questions in the Question Table, the Question Set Table will tally the total estimated time for the set. If this Question Set will contain many of the same Questions as an existing Question Set you can import Questions by clicking the Import button or the Import Questions Checkbox.

Tutorial To create a Question Set:

Step 1. Open File > Question Set Step 2. Highlight the grid on the left titled Question Set Step 3. Add a new Question Set record Step 4. Assign a Name to the set Step 5. Highlight the grid on the right titled Question Step 6. Add a new Question record Step 7. Select Questions from the drop-down menu, or Add a new Question in

the field available

Step 8. Click OK to save Step 9. Repeat steps 6 through 8 as many times as necessary to Add all the

Questions to the Question Set

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Regulation Table

The Regulation Table stores all the regulatory codes that you enforce during a building inspection. An inspector can record abnormalities and other problems by selecting a pre-coded

Regulation from a Palm Picklist.

Violation Checkbox– A Regulation infraction that is designated to Generate Violation will

cause a Violation to be created when the Regulation is selected on the Palm. Once the Violation Checkbox is marked, the Priority field also

becomes enabled.

The following fields are listed in the Regulation Table:

Number – Enter the specific Regulation Number Description – Enter a general Regulation Description (a required field) Type – Enter a Regulation Category, such as OSHA, NFPA or UBC Priority – Enter the Priority. If the Violation Checkbox is marked, you can change the

Priority of the Violation (a required field). Question Set – Enter a Question Set associated with this Regulation Fine – Enter a dollar value Fine for non-compliance (a numeric field) Follow up – Enter the number of days until a Follow-Up inspection will occur (a numeric field) Violation checkbox – Mark if Regulation noncompliance causes a Violation Notes – Enter Notes associated with this Regulation Regulation User Defined Fields 1 and 2 – See

NOTE: Only one Regulation User Defined Field will appear on the Palm screen (due to the Palm screen size), but both will be sent to the Palm.

User Defined Setup

information

section for more

Page 46

Tutorial To add a Regulation:

Step 1. Open File > Regulation Step 2. Add a New Regulation record Step 3. Enter the Regulation Description Step 4. Designate if a Violation will be created Step 5. Enter any other Regulation-specific information or related Question Sets Step 6. Click OK to save

NOTE:

Use the Copy button to enter similar Regulations. The duplicate record will have blank Number and Description fields.

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Regulation Set Table

The Regulation Set Table is where you can categorize Regulation Groups. Regulation Sets appear on Palm lists to make selecting Regulations easy.

The Grid displays the following information: Regulation Description, Number, Type and Priority.

NOTE:! If the Regulation Set Table does not appear as an icon or in your table list, the Regulation Set Checkbox is not marked in the System Configuration.

Tutorial To add a Regulation Set:

Step 1. Open File > Regulation Set Step 2. Add a new Regulation Set record Step 3. Enter the Regulation Description Step 4. Click the right-hand heading titled Description Step 5. Select Regulation Description from drop-down list or enter a new

Regulation

Step 6. Repeat steps 4 through 5 to add Multiple Regulations to a Set Step 7. Click OK to save

NOTE:

If this Regulation Set will contain many of the same Regulations already entered in another set, use the Import button to import those Regulations.

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Task Description Table

The Task Description Table allows you to define the inspection tasks that will be performed. This table also allows you to set up Cascaded Tasks. The program automatically generates the Task Code.

A Cascaded Task will automatically update the Last Performed field of the Cascaded Tasks. For example, as part of performing an annual inspection you might conduct an inspection that includes tasks that would normally be completed during a monthly or weekly inspection. The Cascading function will automatically update the tasks. You do not need to perform the tasks separately.

Cascade a task by left-clicking on the task in the Unused Task list and dragging the task to the Cascaded Task list.

Tutorial To add a Task Description:

Step 1. Select File > Task Description Step 2. Add a new Task Description record Step 3. Enter a Task that will be performed Step 4. Select any applicable Cascaded Tasks Step 5. Click OK to save

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Task To Do Table

The Task To Do Table allows you to indicate the frequency of a specific inspection or inspection task. Inspection Manager FLX allows you to schedule individual Tenants for a particular inspection on a particular date. Each individual Tenant may be scheduled for a particular inspection in a particular year, month, week or day. Inspections can be scheduled manually by typing in a Next Due Date or automatically, by checking the Repeat Every Checkbox and specifying an interval. Manual inspections are useful for one-time inspections, such as a new construction inspection.

You can apply a Question Set or Team Code to assign to the Task. For example, you can assign all Hazardous Questions to a particular Task. You can make a Task more specific by assigning a Team to a Task.

Wildcard Add/Bulk Inserts You can schedule one Tenant or a whole group of Tenants (such as all Tenants in a specific Zone) using the Wildcard Add feature. When you add a schedule record, enter a single asterisk

(*) in any tenant field. Since Tenant and Task Description are mandatory fields, you must enter a value (either a wildcard or a drop-down selection) in those fields. The wildcard * can be used in any of the four Tenant fields, in any combination.

All matching Tenant records that are not already scheduled for that specific Task will have an inspection schedule created for them. If an existing Tenant is scheduled for the same Task, the Wildcard Add will not change the existing Task’s scheduled date.

An empty field (such as Type, Sub Type or Zone) is considered a value when using Wildcards. For example, if you enter the Type Restaurant and leave the Sub Type field blank when using a Tenant Wildcard, the system will search for all Restaurant Types that have a blank Sub Type field.

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Wildcard Add/Bulk Insert

Figure

Repeat Every Checkbox

A recurring inspection can be scheduled based on either the previous due date (Fixed inspections) or on the previous actual inspection date (Floating inspections). This scheduling method is defined in the System Configuration. Review your System Configuration settings to check if you have selected Fixed or Floating scheduling.

The Repeat Every Checkbox allows you to select your schedule interval and carries an implied duration of the interval. For example, if you would like to conduct a particular inspection once a year, and it does not matter when the inspection occurs during the year, you can select an annual inspection to repeat every 1 Year(s). This interval would send the inspection Task to the Palm immediately and the Task can be done anytime during the year.

If you would like to conduct an inspection once a year, and the inspection can be completed anytime between the beginning and end of a particular month, you can select the annual inspection to occur every 12 months. On the first of the specific scheduled month, the Task would be sent to the Palm as Due and could be completed anytime during the month.

If you would like to conduct an inspection once a year, and the inspection should be completed exactly one year from the day you scheduled it (not to be conducted over a range of time), you can select the annual inspection to occur in 365 days.

Unscheduled Inspections

If you will perform tenant inspections from time to time that are not scheduled in advance, assign them in the Task To Do Table but leave the Next Due Date field blank. This action will allow the inspection to be available on the Palm (unless Send Only Due is selected in the

Inspector Device Assignment Table).

Tutorial To set up a Task To Do Schedule:

Step 1. Open File > Task To Do Step 2. Add a new Task To Do record Step 3. Select a unique Task Description and Tenant Description combination Step 4. Enter the scheduling information Step 5. Select a Question Set Step 6. Select a Team Code Step 7. Click OK to save

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Violation Table

Violations are issues that you want to track or address. You determine what triggers Violations by checking the Violation Checkbox on either the Question or Regulation Tables. If a Question is marked to create a Violation, then an Abnormal response to that

question will generate one. A Violation cannot be created on the PC; it must be created by an Abnormal condition that is

recorded during an inspection. However, you can delete a Violation, and edit Violation Notes on the PC.

NOTE: To print a report of Tenant Violations, open the Violation Table and click the Printer icon.

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Inspector Device Assignment Table

Building inspections are assigned in advance to an inspector or to a team. The user in charge of managing the Inspector Device Assignment Table controls when and what information is sent to the Palm.

Every time an Inspector syncs his or her Palm to the PC, the system searches for the Inspector’s matching Device Assignment record. If the record is found, the system uses it to download new inspections or other information. If the record is not found, the system searches for the inspector’s Team Device Assignment record and uses that if found. If neither is found, an error is displayed on both the Palm Sync Screen and the PC. For example, if inspector Wise attempts to download her inspection tasks to her Palm, and a PC user had deleted her Inspector Device Assignment, the PC would not know which tasks to send to her and the system would generate an error. In order to download the tasks, the Inspector’s Device Assignment record would need to be recreated.

The Grid displays: Inspector ID, Inspector/Team Name, Buildings, Assigned On Date

and Time and Last Synced Date and Time.

Load Buildings

Check each Building you would like to send to the Palm every time work is downloaded. You can select an inspection due date to assist with filtering which buildings, tenants and tasks are sent to the Palm. If you do not select to send a Building to the Palm, you will only be able to send Regulations and Question Set files.

Send Violation for Tenant

If you want the Violation History for tenants on the Palm, mark the Send Violation for Tenant Checkbox.

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Send History Back

If you have selected to Load Buildings and Send Violation for Tenant, you can also select how far back you want the program to search for a specific Tenant’s Violation History.

Which Tasks

Which Tasks controls which specific inspection tasks are available on the device. You can select to send All Tasks, No Tasks or Only Tasks Selected Below (the Tasks checked in the Task List). You can further filter the Tasks by selecting a Team. For a Task to appear associated with a Tenant, it must have been assigned in the Task To Do Table or scheduled in the Tenant Table To Do Tab.

Send these Files When Sync

After the initial Sync, you may not wish to reload files each time unless you have had significant changes to the following lists:

• Regulations

• Question Sets

Tutorial To Assign inspections to an Inspector or Team:

Step 1. Open Device > Inspector Device Assignment Step 2. Add a new Assignment record Step 3. Select the Name of the Inspector or Team Step 4. Select OK to Add the record Step 5. Select the data to send on the next Sync (select buildings, inspection due

date and specific inspection tasks)

Step 6. Select OK to save changes

NOTE:

Uncheck all the boxes in the Inspector Device Assignment if you will be changing the inspection assignments for the inspector’s next Sync.

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Reports Overview

The power of Inspection Manager FLX resides in its ability to organize your data into meaningful reports. These reports give you control of your data in a convenient organized manner. The program allows you to view or print one or more reports in the background while simultaneously performing other Inspection Manager FLX functions. Below is a list of the various types of reports available in Inspection Manager FLX:

• History Report

• Inspection Report

• Violation Report

• Custom Report Designer

• Custom Report Wizard

• Listing Reports

NOTE: To access a report, select Reports from the Menu bar and click on the desired report.

Report Toolbar

The Report Toolbar is visible in the Print Preview of a report. It will display the number of records and the number of pages in the report. Report VCR buttons allow you to scroll forward and backward through the report.

Scrolls to the first page of the report Scrolls to the previous page of the report Scrolls to the next page of the report Scrolls the last page of the report Prints the report Exports the report to third party programs

Report Selection Criteria

Each report filter window consists of tabbed pages of categorized information, the sorting options and the correlating time period.

Date and Time Selection

Most reports are printed to document activities during a specific time period. To print a report for a specific time period, enter the start and end dates, or use the Calendar button to select a date. Leaving a beginning date blank will generate a report that includes all information from when you first started recording data. A blank end date indicates that you would like the report to print in its entirety. Start and end times are optional. Use these times if you need to be more specific about which data to include for a date range.

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Store/Recall

The Store/Recall Tab can be used to save report selection criteria. Using this option eliminates the need to enter selection criteria repeatedly for common report parameters.

Tutorial To save a Report Selection Criteria:

Step 1. Select a Report Step 2. Enter your Report Selection Criteria Step 3. Click the Store/Recall Tab Step 4. Enter a Name for the Report Definition Step 5. Click Store

To Recall a Report Selection Criteria: Step 1. Select a Report Step 2. Click on the Store/Recall Tab Step 3. Select the Report Definition Name from the list box Step 4. Click Recall

To Delete a Report Selection Criteria: Step 1. Select a Report Step 2. Click on the Store/Recall Tab Step 3. Select the Report Definition name from the list box Step 4. Click Delete

Log All New Inspections

All inspection information is flagged as New Inspection Data until explicitly logged. This function is beneficial for producing reports on inspections that have just been completed. To report on New Inspections Only, click the checkbox in the Report Selection Criteria area labeled New Inspections Only. To run a report that includes both new inspections and existing history, do not check the box. When you log all new inspections, the program removes the new inspection flag.

TIP:

If possible, it is best to establish a regular routine, such as daily or weekly, for logging new inspections. This will help retrieve consistent Inspection Reports of daily or weekly activity, and keeps New Inspection data from accumulating unnecessarily.

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To Log New Inspections:

Step 1. Select Reports > Log All New Inspections Step 2. Click Yes

NOTE:

Once you have logged new inspections, you can still single out the data by selecting date and time ranges in the Report Selection Criteria area.

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History Report

The History Report allows you to report on information recorded in your inspection history. This report provides sorting and filtering parameters to allow better control of the information.

Tutorial To run the History Report:

Step 1. Open Reports > History Report Step 2. Enter any filtering or sorting criteria Step 3. Press the Create Report button to view a print preview of the report Step 4. Press the Printer icon on the toolbar to print the report, or press the Letter

icon to export the information

Inspection Report

The Inspection Report displays a chronological history of your inspection activity. The report is useful when you need to see exactly what happened in the order it occurred. The report outlines building and tenant inspections, questions and responses, regulation and violation notes, and keyboard entry comments. This report also provides sorting and filtering parameters to allow better control of the information.

Any Inspection that begins within the selected date/time range is printed in its entirety, even if part of the Inspection is completed outside of the selected range. If a portion of an Inspection occurs during the selected date/time range, but the Inspection start date/time is outside of the range, the Inspection is not included in the report.

Tutorial To run the Inspection Report: Step 1. Open Reports > Inspection Report Step 2. Enter any filtering or sorting criteria Step 3. Press the Create Report button to view a print preview of the report Step 4. Press the Printer icon on the toolbar to print the report, or press the Letter

icon to export the information

Violation Report

The Violation Report allows you to print outstanding Tenant Violations. You can sort the report by Tenant, Inspector or Building. You can also print a Signature Prompt, which will include the text you provide in the report’s footer. The Signature Prompt can include information such as a request for a Tenant’s or Inspector’s signature, Fine Remittance information or your organization’s address .

Tutorial To run the Violation Report Step 1. Open Reports > Violation Report Step 2. Enter any filtering or sorting criteria (date range, sort by and signature

prompt)

Step 3. Press the Create Report button to view a print preview of the report Step 4. Press the Printer icon on the toolbar to print the report, or press the Letter

icon to export the information

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Custom Report Wizard

The Custom Report Wizard guides you through creating a first time custom report. The directions are as follows:

Step 1. Select Reports > Custom Report Wizard Step 2. Click New Report Step 3. Click the table that you want to use for your report information; click Next Step 4. Enter a Title for your report; click OK Step 5. In the Seagate Crystal Report Wizard dialog box, select the Table

Fields that you want to include in your report. Use the horizontal arrow

buttons to add or remove the fields to the report, or the vertical arrow buttons to change their display order.

Step 6. Click Next Step 7. Select Groups for your information (optional); click Next Step 8. Add Sub-Sets to the report (optional); click Next Step 9. Select a Format Style Step 10. Select a Destination Path. Click Finish and the report will preview.

Custom Report Designer

This advanced feature allows you customize the program’s reporting capability. The Custom Report Designer allows you to create, run, store and manipulate custom reports. This option

allows you to better customize Inspection Manager FLX to meet your organization’s specific needs.

Custom Reports uses Seagate’s Custom Report Wizard that will prompt through the customization process.

Tutorial To create a Custom Report:

Step 1. Open Reports > Custom Report Designer Step 2. Click the Add button Step 3. Select either Create from Existing Report or Start from Scratch Step 4. The Custom Reports window will display a list of available Tables or

Parent Reports, from which you can create your report. Select a Parent Report and customize the New Report Name.

Step 5. In the Report Designer view, you can Add and Remove Data Fields to

create your report

Step 6. You can preview your report at any time. Click Save to save the report or

Cancel to discard changes.

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List Reports

In addition to Inspection Manager FLX’s standard reports, you can print list reports from most tables in the program. Once you select a table to print, you will be prompted to confirm your report definitions and report title.

The following List Reports are available:

• Inspector List (Inspector Table)

• Inspector Device Assignment List (Inspector Device Assignment Table)

• Contact List: All Contacts or Selected Contacts (Contact Table)

• Building List (Building Table)

• Tenant List: All Tenants, Specific Tenants, Tenant Violations (Tenant Table)

• Regulation List (Regulation Table)

• Regulation Set List: Regulation Set with details (Regulation Set Table)

• Question List with Question Types (Question Table)

• Question Set List with or without individual questions (Question Set Table)

• Task List: print individual tasks or all with Cascaded Tasks (Task Description Table)

• Task To Do List: print tasks for individual tenants or all scheduled tasks with due dates

(Task To Do Table)

• Team List (Team Table)

• Violation List (Violation Table)

To print a List Report, open a Table and click the Printer icon or go to File > Print, or select Reports > List Reports.

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Advanced Features and Tools

Archiving & Deleting History

You should periodically Archive and Delete your inspection history if your database becomes too large. Data corruption may occur if your database is too big. An Access Database may experience data corruption if its size exceeds 40 to 50 MB.

Tutorial To Archive and Delete:

Step 1. Go to Tools > Archive and Delete History Step 2. Click on the Selection Tab and enter the criteria and the date range for the

data you want archived. Each time you archive, a separate archive database is created.

Step 3. In the Path Field, enter the correct path for the database. For example:

C:\Program Files\Tiscor\FIM\APR03.mdb.

Step 4. Click the checkbox for archive only if you want to archive data for a

particular customer. Checking this box allows you to maintain data in your active database while giving users the freedom to print their own reports.

NOTE:

If you’re using an Access Database, make sure you use the colon and the backslashes in your pathing statement, and that Inspection Manager FLX automatically assigns the file extension MDB to your database file.

View Archived History

To View Archived History:

Step 1. Click on the File menu and select Database Registry. Note that all archive

databases share the serial number of their original parent database.

Step 2. Follow the procedures in Registering a Database. You can view tables

and print reports only after attaching to an archive database.

NOTE:

The archive database inherits the user rights and passwords of the original database.

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Data Transfer

The Data Transfer feature allows you to send or receive selected data to and from several different kinds of file formats, either manually or according to a schedule. The Data Transfer

Import/Export Table is broken down into three tabs: Import/Export Formats, Scheduled Import/Export, and Transfer Log.

If you want to automate importing/exporting, you will need to install the Scheduled Import/Export Program (SIEP) and leave SIEP running. Access the program by going to Start > Programs > Inspection Manager FLX > SIEP Installer. SIEP periodically checks Inspection Manager FLX for changes in the database and will export according to the

schedule that you created. The default SIEP Check Interval is fifteen minutes, but the interval can be changed in the System Configuration.

Import/Export Formats tab

The Import/Export Formats Tab contains detailed information about the transfer format: Format Type, File Type, Operation, Table and External File Target/Destination Path and Name. This tab also includes Compression and Filter options.

NOTE: Transfers may be performed manually from within the table by pressing the Run Now button.

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Scheduled Import/Export tab

The Scheduled Import/Export Tab allows you to schedule existing Import/Exports. You may also specify a Frequency for a Scheduled Import/Export. The Last Run Log contains the date and time of performed transfers.

Transfer Log Tab

The Transfer Log Tab logs detailed information about all performed transfers.

Tutorial To Add an Import/Export Format: Step 1. Open Tools > Data Transfer Step 2. Add a new Format record Step 3. Enter a Format Name Step 4. Select an Operation Type

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Step 5. Select a File Type Step 6. Select a Table Step 7. Check appropriate Fields Step 8. Select appropriate Options (if applicable) Step 9. Enter or select a File Name and Path Step 10. If the selected file is Access or ODBC, enter the appropriate Table, User

Name and Password (if applicable)

Step 11. Click OK to save

Tutorial To Schedule an Import/Export Format: Step 1. Open Tools > Data Transfer Step 2. Click the Scheduled Import/Export Tab Step 3. Add a New Schedule record Step 4. Select the appropriate Format Name from the drop-down list Step 5. Enter the Date and Time of the transfer Step 6. Enter Frequency (if applicable) Step 7. Click OK to save

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Repair and Compact Database

Inspection Manager FLX’s Repair and Compact Database feature reclaims unused space in

database files. This is especially useful after deleting history. It will reorganize the space in your database to maximize its performance. Access this tool by the Main Menu > Tools > Repair

and Compact Database.

Recover Unprocessed Data

The Recover Unprocessed Data feature is used to fix errors that might have occurred during data transmission from the Palm. Please contact TISCOR Technical Support for assistance with this feature at (800) 553-1234.

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Palm Use

This section reviews the basic procedures for using your Palm, sending and retrieving data, and performing an inspection. For information on registering the Palm, refer to the section of this user guide.

Launching Inspection Manager FLX on your Palm

You can launch the Palm Inspection Manager FLX program from the IM FLX icon on the main screen, or you can program a different button to launch the program (see section).

Palm Inspection

To begin an inspection, you must have entered your inspector information on the PC and created an Inspector Device Assignment record. The Inspector Device Assignment record will determine what inspection information is downloaded to the Palm (see

Table

section for more information).

NOTE: In order to begin inspections, the Inspection Manager FLX must be installed on the Palm, and the Palm must also be registered in the PC program.

Inspector Device Assignment

Palm Registration

Palm Tips

Using Inspection Manager FLX on the Palm:

Step 1. Tap the IM FLX icon on the Main Menu Step 2. Enter your Inspector ID, select Name from drop-down list and enter

Password. Tap Login.

Step 3. If this is your first time using the Palm for an inspection,

the Palm may not recognize your ID. If the device does not recognized your ID, you will be prompted to sync (see

Palm Sync

section).

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Step 4. From the Main Menu, tap Inspections. Your choices from this screen are

Inspections, Sync Data, Misc. Menu and Logout.

Step 5. Tap the Building to inspect from the list. From the Building General Tab,

you can tap the Tenant button to view Tenants within the selected Building, or tap the Building Details Tab to verify building information.

From the Details Tab, you can edit building information. Tap the Tenant button for the list of all Tenants due for an inspection within the building.

NOTE: For Contact Information, tap the information (i) button. If you tap the information button for either

Tenant or Building, the system brings you to the Contact Information screen.

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Step 6. Tap the Tenant that is due for inspection from the Tenant List or enter the

Tenant ID in the Code field. To Filter for Tenants with inspections that are due, or for those with Open Violations, tap the down-arrow for the Filter menu.

Figure

Tenant Filter

Step 7. If you have enabled the device timer in the PC

System Configuration, you will be provided with the

option to start an Inspection Timer when you select a Tenant. Select Yes or No. If you select Yes, you can stop the timer at any time during the inspection and resume it if you are interrupted.

Step 8. Conduct your inspection from the Tenant screen.

There are four tabs on the Tenant screen: General, Details, More Info and To Do.

1. General displays basic Tenant information

2. Details displays more specific Tenant values such as Tenant User Defined Fields from the PC

3. More Information displays any notes associated with the Tenant

4. To Do lists all inspections that are due

The To Do list for the Tenant Inspection will display when you begin the inspection. You may select a task to conduct from the list. The Ty heading indicates the Inspection Type of the Task. V corresponds to Violation and T corresponds to Task.

NOTE: X=Done V=Violation T=Task

Figure

Inspection Timer

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Violation Type

If the inspection is a Violation Type (Violation follow up), you can review the Violation, change the Priority, and mark it Still Open or Closed. If you need to review the regulatory specifics, tap the i-button to view the Regulation Details screen. Tap Back to return to your

Task List for the Tenant.

Closing Violations

At any time during an inspection, you can close an open Violation. After you perform the required action, simply tap on the open Violation, and then tap Closed. The Palm automatically records the date and time the Violation was closed and the inspector who closed it.

Task Type

To conduct a Task Type inspection, you may or may not have Question Sets assigned. If you have Question Sets assigned to a particular inspection Task, the Palm will prompt for the responses. If not, the inspection will be considered complete when you tap Do Task.

The Palm will prompt you if the selected Task has no Question

Figure

Sets assigned to it.

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Options

You can select from the following buttons located at the bottom of the screen at any time:

Menu, List, Exit

Menu Button

Tapping the Menu button brings you to the Building Menu. Regulations – Regulations will display a list of Code

Regulations

Run Question Set – Run Question Set will display a list of

Question Sets that can guide you through

a particular inspection Task or assist in gathering specific information. An inspector can run a Question Set at any time during an inspection.

Hand Off to a Different Inspector – Hand Off will log you out

of the Palm and bring you back to the Login screen

List Button

Tapping the List button brings you to the Tenant List; however, tapping List during a Tenant inspection will interrupt the inspection and Inspection Timer.

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Palm Sync

The Palm Sync is what allows data to be sent to and retrieved from the Palm. In order to send and receive data, your Palm must be registered and an inspector assigned to it.

Download – New data is sent to the Palm. Upload – All collected data is sent to the PC.

When you perform a Sync, both the PC and the Palm must be prepared for the process.

Step 1. Verify that the HotSync Manager is in the system tray on the PC taskbar Step 2. From the PC, select Device > Sync with Palm Step 3. On the Palm, enter your Inspector Login Step 4. From the Inspection Manager FLX screen on the Palm, tap the Sync

Data button.

Step 5. The Palm will display the HotSync screen; tap the HotSync icon

When you Sync data between the PC and the Palm, all collected data is sent to the PC for processing. At the same time, new data from the Inspector Device Assignment Table is being sent to the Palm.

When inspection information is transferred to the PC, the data is given a New Inspection status. This New Inspection status enables you to easily print Inspection Reports for newly completed inspections separately from the rest of your inspection history. Once you have completed all reporting on new inspections, use the Reports menu > Log New Inspections to remove the New Inspection status from the data (see

Reports: Log New Inspections

section).

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Sync Speed

In order to speed up the Sync process:

Step 1. On the PC, right-click on the HotSync Manager icon Step 2. Select Custom Step 3. Scroll to bottom and select System Step 4. Click Change Step 5. Select Do Nothing and set as default. Make sure to set this function as the

default or the settings will return to normal after one Sync.

Step 6. Click OK Step 7. Click Done

NOTE:

The Palm will automatically turn itself off to conserve power if it is not used for a couple of minutes. Even with the power off, the unit will remember all data, and will restart where you left off.

Sorting, Searching and Finding

You can use the up/down scrolling button on your Palm to move within a list. If you are in a list, and there is more information to view, arrows will be visible in the top right and bottom right corners of the list. The arrows indicate that you can scroll for more information. Tap on the arrows to scroll.

If there is more information about a certain record, there will be arrows on the outside of the list pointing either to the right or to left, depending on where the information is located. Tap these arrows to scroll.

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Palm Tips

The following section will help you become more familiar with your Palm and help you perform common Palm tasks.

Graffiti

To enter data in a field, tap on the field. You will see a blinking cursor there. To replace the existing data, if any, run the stylus over the entire field to highlight the information. Then press on the letters ABC at the bottom of the screen to bring up an onscreen keyboard. Type letters by tapping on them. Tap the Done button when you are finished. If you are familiar with the Palm handwriting recognition system Graffiti, you can also enter letters in the box at the bottom of the screen.

To customize Palm buttons:

Step 1. Go to the Applications screen for All or System Step 2. Tap on Prefs. Use the down arrow in the upper right corner and select

Buttons.

Step 3. Use the down arrows to select a program to customize the buttons. If you tap

Default, the buttons will be set back to the factory settings.

To change the Date and Time:

Step 1. Tap on the Applications button Step 2. In the upper right-hand corner use the pull-down list to select General Step 3. Tap anywhere in the Date or Time fields to change the information

To turn the Sound On/Off:

Step 1. To change the Sound settings, tap on the Applications button Step 2. In the upper right-hand corner use the pull-down list to select General Step 3. Tap on any of the Sound Options to change them

To Add an Application Category:

Step 1. Go to the Applications screen Step 2. In the upper right-hand corner, tap the down arrow Step 3. Select Edit Categories. You may create a New category, Rename a

category, or Delete a category.

To Add Programs to an Application Category:

Step 1. Go to the Applications screen Step 2. Tap the Menu icon at the lower left of the permanent screen Step 3. From the Menu, tap Category Step 4. By using the down arrows on the right side of the programs, select the

Category that you want to display that program icon for

Step 5. You can scroll through the Application Categories by tapping on the

Application icon, or you can go to the different categories by selecting them

from the pull-down list

To view Applications by List or Icons:

Step 1. Go to the Applications screen Step 2. Tap the Menu icon at the lower left of the permanent screen Step 3. Tap Options Step 4. Tap Preferences. View By: Select List or Icon. If you check Remember

Last Category, the same Category will display when exiting a program

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To access Graffiti Help (Grand Stroke):

Putting your stylus in the rectangle at the bottom of the Graffiti area screen and sweeping upward to the upper right corner of the display area is called the Grand Stroke. This action will bring up Graffiti Help, a tutorial on how to use Graffitti, unless you have changed the meaning of the action.

To change Grand Stroke meaning:

Step 1. Go to the Applications screen for All or System Step 2. Tap on Prefs Step 3. Use the down arrow in the upper right corner and select Buttons Step 4. Tap the Pen… button at the bottom of the screen Step 5. Use the down arrow to select the feature you want to access by dragging your

stylus from the writing area to the top of the screen

To find the Palm’s name:

Step 1. Go to the Applications screen for All or System Step 2. Tap on the HotSync icon. The device name is in the upper right-hand corner

of the screen. If this space is blank, the device is not yet named.

To change a Palm’s name:

Step 1. Click on the Palm Desktop icon on your PC desktop Step 2. From the menu bar select Tools Step 3. From the drop-down list select Users. Here you have the option to Add a

Name, Delete a Name or to Rename a Name. Any changes that you make

will be in the next Sync with that Palm.

To correct Palms with the same name:

Step 1. If two Palms are named TISCOR, you will need to change one of them Step 2. Enter Palm Desktop on the PC Step 3. Rename the existing TISCOR to TISCOR1 Step 4. Sync the Palm Step 5. Add TISCOR back to the User List in Palm Desktop

To change Auto Off:

Step 1. Tap on the Applications button Step 2. In the upper right-hand corner, use the pull-down list to select General Step 3. Go down the screen until you see Auto Off After Step 4. Use the down arrow next to the Auto Off field to change the setting. You can

change the delay to one, two, or three minutes. The default is two minutes.

To perform a Soft Reset:

A Soft Reset, also called a Soft Boot, restarts the Palm. To perform a Soft Reset on the 1550 Palm, turn the Palm over and gently press a paper clip into the small hole labeled Reset. On the 1800 Palm, turn the Palm over, remove the battery cover, and press the black button on the right side of the battery compartment.

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To perform a Hard Reset:

A Hard Reset, also called a Cold Boot, deletes data and downloaded programs There are two ways to perform a Hard Reset:

1. Remove the batteries for 15 minutes. You will need to reset your Preferences and the Device Name and load all of your programs.

2. Push the Reset button while holding down the Power button. Then scroll up. The Palm will reset itself.

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Abn, 8, 41

Violation checkboxes, 40 Abnormal, 8, 41 Access

Access databases, 14 Add button

Adding data to tables, 22, 24, 41, 42, 43, 50, 51, 54,

64, 74 Adding a device, 19 Advanced Tools

Compact database, 65 Archive and Delete History, 29, 61 Archived History, View, 61 Audit flags, 56

Building Table, 38 Buildings, 38 Bulk Inserts, 50

Change button, 23, 72 Compact Database, 65 Contact Table, 34 Contact types, 34 Copy button, 23, 37, 39 Custom Reports, 7, 8, 20, 29, 56, 57, 59, 71

Data Transfer, 25, 29, 62, 63, 64 Database Description, 25 Database Registration with Access, 64 Database Registry, 25 Default priority, 25, 26 Deleting a device, 19 Device menu, 20 Device registration, 19

Glossary, 8

Hard Reset, 74 Hardware requirements, 9 Help menu, 20 History Report, 7, 8, 20, 29, 55, 56, 57, 58, 71 HotSync, 8, 10, 11, 18, 71, 72, 74

i-button, 8, 35, 69 Import button, 24, 25, 62, 63, 64 Import data, 29, 62, 63, 64 Import Questions, 44 Insert button, 24 Inspection Scheduling, 26 Inspector passwords, 15, 26, 29, 30, 32, 66 Inspectors

Inspector information, 26, 29, 32 Install Palm Application, 18 Installing the program on the Palm, 18

Launching the program, 13 License Increment, 17 Licensee, 25 light blue, 22 Listing Reports, 60 Log All New Tours, 56 Logging inspection data, 56

Managing inspections, 51, 53, 66 Mandatory fields

light blue fields, 22, 23 Menus, 20 Minimum System Requirements, 9 Multi-user access, 17

edit commands, 22 Edit menu, 20 Editing grids within tables, 22 Enterprise Connectivity, 9 Exporting data, 29, 62, 63, 64

File menu, 20 Find button, 23 Fines

punitive fines, 46

Network Client, 13 Network Server, 9, 12 Network Workstation, 9

Open violations, 68 Oracle, 9, 15

Palm Desktop software installation, 10 Palm registration, 19

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Palm Sync, 71 Palm Tips, 73 Palm Use, 66 Palm, sending information to, 51, 53, 66 Print button, 24, 25 Printing table lists and reports, 24, 25 Priorities

Priority status, 25, 26

Program Menus, 20

Question Set, 8 Question Sets

Groups of questions, 44

Questions

Inspection questions, 40

Reading, 42 Registering, 17 Regulation Set checkbox, 21, 25, 26, 29, 48, 51 Regulation sets, 48 Regulations, 46 Repeat every, 51 Report criteria, 56 Report Summary, 25 Reports menu, 20 Reports Overview, 55 Reset Password, 32 Restore default settings, 28

Scheduled Import/Export, 25, 29, 62, 63, 64 Scheduled Import/Export Program, 62 Scheduling inspection tasks, 50, 51 Send to Device, 27 Sending information to the Palm, 51, 53, 66 Setup menu, 20 SIEP, 62 Soft Reset, 74 Sort feature

Sorting columns, 23

SQL, 9, 16

ODBC Manager, 16 Standalone, 12 Station, 35 Station, Shift, Unit, 35 Sub Type, 35 Sub-adding data to tables, 31

Sync Speed, 72 System Configuration, 21, 25, 26, 29, 48, 51

Task, 8 Task Schedule, 8, 31 Task To Do Table, 50 Tasks

Inspection tasks, 49

Team Table

Team codes, 31 Tenant Table, 35 Tenant violation history, 35 Terms used in the program, 8 To Do, 68 Tools menu, 20 Tour Report, 7, 8, 20, 29, 56, 57, 71 Training, 3 Type, 35

Unit, 42

Unscheduled Inspections, 51 User defined fields, 7, 8, 28, 46 User defined table names

User defined fields, 20, 27, 35, 36, 46 User ID and Password, 20, 29

VCR buttons, 55 Violation, 46 Violation checkbox, 40, 41, 42 Violation Table, 52 Violations

tenant violation history, 52

Warning messages, 41 Wildcard Add, 50 Windows menu, 20 Wizards, 59 Wrn, 41

Zone, 35