Polaroid ID-4000 User Manual

User Guide

ID-4000

© Copyright Polaroid Corporation
1993–1995. All rights reserved.

ID-4000

for Windows

Trademark Notice “Polaroid” and “Polacolor” are registered tradem arks o f

Polaroid Corporation. “ID-4000” is a trademark of
Polaroid Cor poration.

“Microsoft” is a registered trademark of Microsoft
Corporation, and “Windows” is a trademark of Microsoft
Corporation.

“IBM” and “OS/2” are trademarks of IBM Corporation .
“HP” and “LaserJet” are trademarks of Hewlett-Packar d

Company.
“dBase” is a registered trademark of Borland

International Inc.
“SQLBase” is a registered trademark of Gupta

Technologies, Inc.
“Dr. Halo” is a registered trademar k of Media

Cybernetics, Inc.
“CompuServe” is a registered trademark of CompuServe

Inc.
“GEM” is a registered trademark of Novell, Inc.
“PC Paintbrush” is a trademark of ZSoft Corp.
“Encapsulated PostScript” is a registered trademark of

Adobe Systems, Inc.
“Truevision Targa” is a registered trademar k o f

Truevision, Inc.
“Macintosh” is a registered trademar k of Apple

Computer, Inc.
“Sun” is a registered trademark of Sun Microsystems ,

Inc.
“Apollo” is a registered trademark of Apollo Computer,

Inc., a subsidiary of Hewlett-Packard Company.
“Q+E MultiLink/VB” is a registered tradem ark of Pioneer

Software, Inc.
“Oracle” is a registered trademark of Oracle C orp.

Contents

License Agreements

License agreement, U.S.A. and Canada vii
License agreement, Outside U.S .A. and Canada ix

1 Introduction

How to use this gui de 1-1
Other ID-4000 instructions 1-2
Print conventions 1-3
Obtaining assistance 1-3
FCC notice 1-4

2 ID-4000 description

ID-4000 application templates 2-3

Features 2-4

System components 2-5

ID-4000 computer , display, keyboard and mouse 2-5
Input and output devices 2-5
Badge-finishing equipment 2-11
ID-4000 software 2-12

ii Contents

3 Getting started

General operating infor mation 3-1

Microsoft Windows operating system 3-1
Mouse and keyboard operation 3-1
Icon buttons 3-2
Shortcut keys 3-3
On-line help 3-3

Starting up 3-4

Powering up the system 3-4
Displaying the ID-4000 Log In dialog box 3-5
Logging in 3-6

Shutting down 3-8

Logging out 3-8
Turning off the system 3-9

4 ID-4000 operation

Operational overview 4-1

Typical operational s equences 4-1

Working w it h text rec ords 4-4

Creating a new text record 4-4
Retrieving an existing text record 4-8
Editing an existing text r ecord 4-10
Deleting a text record 4-11
Completing data entry fields 4-11

Finding text records 4-15

Performing a simple sear ch 4-15
Performing an advanced search 4-18
Saving search cr iteria 4-23
Reusing search criteria 4-24
Deleting search criteria 4-24

Capturing im ages and printing badges 4-25

Issuing a new badge 4-26
Reissuing a badge 4-28
Capturing images only 4-31

Verifying text data and images 4-33

Printing a dossier 4-34

Dossier description 4-34
Dossier printing procedure 4-35
Using a different dossier printer 4-36

Converting images 4-38

Image formats 4-38
Conversion procedure 4-39

5 ID-4000 administration

Administration overvi ew 5-1

Administrative operations 5-2

User password maint enance 5-3

User password guidelines 5-3
Changing a user password 5-3

Contents iii

Creating reports 5-6

Starting and using the report wr iter 5-7
Identifying your database fi les 5-7

Database management 5-9

Database management overview 5-9
Importing text data 5-9
Importing text and images 5-18
Exporting text data 5-19
Exporting text and images 5-27
Batch-deleting records 5-31
Packing the databases 5-34
Changing database log-in data 5-36

System management 5-39

System management overview 5-39
Displaying the System Management window 5-39
Using the audit log 5-41
Using the error log 5-43
Setting access requirements 5-46
Setting user access privileges 5-52
Backing up and restoring files 5-59
Viewing statistics 5-60
Calibrating system components 5-61

iv Contents

Batch operations 5-62

Selecting records for batch processing 5-62
Batch-printing badges 5-65
Batch-printing bar-code labels 5-67
Batch-encoding magnetic stripes 5-68
Batch-printing dossiers 5-69

Card histor y operati ons 5-71

Displaying the Card History Data Entry window 5-72
Displaying all card history recor ds 5-73
Searching the card history database 5-74
Saving search cr iteria 5-79
Reusing search criteria 5-80
Deleting search criteria 5-80
Deleting card history records 5-80
Printing card history recor ds 5-82

Installing or updating ID-4000 software 5-85

Installing ID-4000 for Windows for the first time 5-85
Upgrading from a previous version of ID-4000 for

Windows 5-85
Setting Windows for leading zeros 5-87
Renaming Oracle DLL files 5-89

Miscellaneous administrative operations 5-91

Maintaining cross reference tables 5-91
Capturing an authoriz ing signature 5-95
Setting up for remote diagnostics 5-97

6 ID-4000 input devices

Portrait camera 6-2

Turning the camera on and off 6-2
Capturing a portrait 6-3
Calibrating the camera 6-4

Color scanner 6-11

Additional scanner instructions 6-11
Turning the scanner on and off 6-11
Capturing a portrait 6-12
Tonescale, color or sharpness adjustm en t 6-13
Troubleshooting 6-13
Cleaning 6-14

Signature tablet 6-15

Description 6-15

Turning the tablet on and off 6-15

Capturing a signature 6-16

7 ID-4000 output devices

Color film recorder 7-2

Additional film r ecorder instructions 7-2

Turning the film recorder on and off 7-3

Loading film 7-3

Printing badge photographs 7-5

Cleaning the film recorder 7-9

Using a different film type 7-11

Color thermal printer 7-14

Additional printer instructions 7-14

Turning the printer on and off 7-14

Loading paper and ink cartridges 7-15

Printing badge images 7-15

Cleaning the printer 7-15

Troubleshooting 7-15

Contents v

Black and white thermal pri nter 7-16

Additional printer instructions 7-16

Turning the printer on and off 7-16

Loading paper 7-16

Printing a badge 7-17

Troubleshooting 7-17

Black and white PVC printer 7-18

Additional printer instructions 7-18

Turning the printer on and off 7-19

Replacing the printer ribbon 7-19

Printing a badge 7-19

Cleaning the printer 7-20

Troubleshooting 7-20

vi Contents

Laser printer 7-21

Additional printer instructions 7-21
Turning the printer on and off 7-21
Loading paper and cartridges 7-21
Using the printer 7-21
Troubleshooting and maintenance 7-21

Bar-code label printer 7-22

Additional printer instructions 7-22
Turning the printer on and off 7-22
Loading the printer 7-22
Printing labels 7-22

Magnetic stripe encoder 7-24

Turning the encoder on and off 7-24
Encoding badges 7-24

Fax-modem 7-27

Using remote diagnostics 7-27
Faxing badge images and dossiers 7-27
Receiving faxes 7-28

Diecutting and laminating instructions 7-29

Diecutting 7-29
Laminating 7-30
Adjusting lami nator temperature 7-31
Adjusting printed image position and size 7-32

Adjusting portrait-printing 7-35

Adjusting color in printed portraits 7-35
Adjusting the bri ghtness of printed por traits 7-42

Glossary

Icon buttons G-1
Definitions G-4

Index

License Agreem ent s vii

End-user softwar e
license agreements

License agreement

U.S.A. and Canada (single-user product s)

An additional Distribut ion License is required to

distribute this Software.

This is a legal agreement between you, the end user, and

Polaroid Cor poration. By opening the sealed disk

package or using the software provided on the hard

drive of your Polaroid ID-4000 System, you ar e agreeing

to be bound by the terms of this agreement.

Polaroid software license

1 GRANT OF LICENSE. Polar oid grants to you the ri ght to

use one copy of the Polar oid software program (the

“SOFTWARE”) pr ovided on diskettes or installed on the

hard drive of your ID-4000 System on a singl e terminal

connected to a single computer (i.e., with a single CP U).

You may not network the SOFTW AR E or otherwis e use it

on more than one c omputer or computer term inal at the

same time .

2 COPYRIGHT. The S OFTWARE is owned by Polaroid or

its suppliers and is protected by United States copyrigh t

laws and international treaty provisions. Therefore, you

must treat the S OFTWARE like any other copyrighted

material (e.g., a book or musical recording) except that

you may either (a) make one copy of the SOFTWARE

solely for backup or archival purposes, or (b) transfer the

SOFTWARE to a single hard disk provided you keep the

original solely for backup or archival purposes. You may

not copy the written materials accompanying the

software.

3 OTHER RESTRICTIONS. You may not rent or lease the

SOFTWARE, but you may transfer the SOFTWARE and

accompanying written materials on a permanent basis

provided you retain no copies and the recipient agrees to

the terms of this Agreement. You may not reverse

engineer, decompile, or disassemble the S OFTWARE. If

SOFTWARE is an update, any transfer must include the

update and all prior ver sions.

viii License Agr eem ent s

4 DUAL M EDIA SOFTW ARE. If the SOFTWARE package
contains both 3

1

⁄

-inch and 5

2

1

⁄

-inch disks, then you may

4

use only the disks appropriate for your single-user
computer. You may not use the other disks on another
computer or loan, rent, lease, or transfer them to another
user except as part of the permanent transfer (as
provided above) of all S OFTWARE and written materials.

Limited 90 day war ra nty

LIMITED WARRA NTY . Polar oid warrants that the
SOFTWARE wi ll perform substantially in accordance
with the accompanying written materials for a period of
90 days from the date of receipt.

CUSTOMER REM EDIES . Polaroid’s entir e liabi lity and
your exclusive remedy shall be, at Polaroid’s option,
either (a) return of the price paid or (b) repair or
replacement of the SOFTWARE that does not meet
Polaroid’s Limited Warranty and which is retur ned to
Polaroid with a c opy of your receipt. This Limited
Warranty is void if failure of the SOFTWARE has resulted
from accident, abuse, or misapplication. An y
replacement SOFTWARE will be warranted for the
remainder of the original warranty period or 30 days,
whichever is longer.

NO OTHER WARR ANTIES. POLAROID DISCLAIMS ALL
OTHER WARRA NTI ES, EITH ER EXPR ESS OR IMPLIED,
INCLUDI NG BUT NOT LIM ITED TO IMPLI ED
WARRANTI ES OF MER CHA NTA BI LITY AND FITNESS
FOR A PARTICULAR PURPOSE, WITH RESPECT TO TH E
SOFTWARE, AND THE ACCOMPANYING WRITTEN
MATERIALS.

NO LIABILITY FO R CONSE Q UEN TIAL DAMA GES. IN NO
EVENT SHALL POLAR O ID OR ITS SUPPLIER S BE LIAB L E
FOR ANY CONSEQUENTIAL OR INCIDENTAL DAMAGES
(INCLUDING, WITHOUT LIMITATION, DAMAGES FOR
LOSS OF BUSINESS PROFITS, BUSINESS
INTERRUPTION, LOSS OF BUSINESS INFORMATION,
OR OTHER PECUNIARY LOSS) ARISING OUT OF THE
USE OR INABILITY TO USE THIS POLAROID PRODUCT,
EVEN IF POLAROID HAS BEEN ADVISED OF THE
POSSIBILITY OF SUCH DAMAGES. BECAUSE SOME

License Agreem ent s ix

STATES D O NOT ALLOW THE EXCLUSION OR

LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR

INCIDENTAL DAMAGES, THE ABOVE LIMITATION MAY

NOT APPLY TO YOU.

U.S. GOVERN MENT RESTRICTED RIGHTS

The SOFTWARE and documentation are provided with

RESTRICTED RIGHTS. Use, duplication, or disclosure by

the Government is subject to restrictions as set forth in

subparagraph (c)(1)(ii) of the rights in Technical Data and

Computer Software clause at 52.227-7013.

Contractor/Manufac turer is Polaroid Corpor ation, 549

Technology Square, Cambridge, Mas sachusetts 02139.

This Agreement is governed by the laws of the

Commonwealth of Massachusetts, U.S.A.

Should you have any questions concerning this

Agreement, or if you wish to c ontact Polaroid for any

reason, please write: Polaroid Resource Center, 784

Memorial Drive, Cambridge, Massachusetts 02139.

License agreement

Outside U.S.A. and Canada (single-user products)

An additional Distribut ion License is required to

distribute this Software.

This is a legal agreement between you, the end user, and

Polaroid Cor poration. By opening the sealed disk

package or using the software provided on the hard

drive of your Polaroid ID-4000 System, you ar e agreeing

to be bound by the terms of this agreement.

Polaroid software license

1 GRANT OF LICENSE. Polar oid grants to you the ri ght to

use one copy of the Polar oid software program (the

“SOFTWARE”) pr ovided on diskettes or installed on the

hard drive of your ID-4000 System on a singl e terminal

connected to a single computer (i.e., with a single CP U).

You may not network the SOFTW AR E or otherwis e use it

on more than one c omputer or computer term inal at the

same time .

x License Agr eem ent s

2 COPYRIGHT. The S OFTWARE is owned by Polaroid or
its suppliers and is protected by United States copyrigh t
laws and international treaty provisions. Therefore, you
must treat the S OFTWARE like any other copyrighted
material (e.g., a book or musical recording) except that
you may either (a) make one copy of the SOFTWARE
solely for backup or archival purposes, or (b) transfer the
SOFTWARE to a single hard disk provided you keep the
original solely for backup or archival purposes. You may
not copy the written materials accompanying the
software.

3 OTHER RESTRICTIONS. You may not rent or lease the
SOFTWARE, but you may transfer the SOFTWARE and
accompanying written materials on a permanent basis
provided you retain no copies and the recipient agrees to
the terms of this Agreement. You may not reverse
engineer, decompile, or disassemble the S OFTWARE. If
SOFTWARE is an update, any transfer must include the
update and all prior ver sions.

4 DUAL M EDIA SOFTW ARE. If the SOFTWARE package
contains both 3

1

⁄

-inch and 5

2

1

⁄

-inch disks, then you may

4

use only the disks appropriate for your single-user
computer. You may not use the other disks on another
computer or loan, rent, lease, or transfer them to another
user except as part of the permanent transfer (as
provided above) of all S OFTWARE and written materials.

Limited 90 day war ra nty

LIMITED WARRA NTY . Polar oid warrants that the
SOFTWARE wi ll perform substantially in accordance
with the accompanying written materials for a period of
90 days from the date of receipt.

CUSTOMER REM EDIES . Polaroid’s entir e liabi lity and
your exclusive remedy shall be, at Polaroid’s option,
either (a) return of the price paid or (b) repair or
replacement of the SOFTWARE that does not meet
Polaroid’s Limited Warranty. This Limited Warranty is
void if failure of the SOFTWARE has resulted from
accident, abuse, or misapplication. Any replacement
SOFTWARE will be warranted for the remai nder of the
original warranty period or 30 days, whic hever is longer.

License Agreem ent s xi

THIS WARRANTY EX CLU DES ALL INCIDEN TAL AN D

CONSEQ UEN TIA L DAM AGES AN D DOES NOT AFFEC T

YOUR STATUTORY RIGHTS.

This Agreement is governed by the laws of the

Commonwealth of Massachusetts, U.S.A.

Should you have any questions concerning this

Agreement, or if you wish to c ontact Polaroid for any

reason, please write: Polaroid Resource Center, 784

Memorial Drive, Cambridge, Massachusetts, U.S.A.

02139.

1 Introduction

How to use this guide

This user guide i s designed to provide step-by-step

instructions for operational and administrative tasks

performed with Polaroi d® ID-4000 for Windows. This

guide can be used as an i nstructional manual , but topics

are arranged and indexed for easy referenc e when

necessary.

This guide contains the fol lowing chapters:

1 Introduction General orientation information for the

reader, including a description of the guide, other

instructions and c onventions.

2 ID-4000 description Description of ID-4000 for

Windows hardwar e and software.

3 Getting started Basic information for running ID-4000

for Windows, along with specific instructions for

powering up and logging in. It also provides instructions

for keeping the system secure when you leave it

unattended.

4 ID-4000 operation Procedures for working with text

records, capturing portraits and other images, printing

badges and performing other tasks associated with

day-to-day data-entry and badge-maki ng operations.

5 ID-4000 administration Information and procedures

for tasks normally performed by supervisory or

administrative pers onnel.

1-2 Introduction

6 Input devices Descriptions of ID-4000 input devices
(devices for capturing portraits and other images), along
with operating, maintenance and troubleshooting
information.

7 Output devices Descriptions of ID-4000 output
devices (devices for printing badges, encoding magnetic
stripes, etc.), along with operating, maintenance and
troubleshooting information .

Glossary Descriptions of icon buttons and definitions of
specialized words.

Other ID-4000
instructions

In addition to this guide, ID -4000 documentation includes
the following manuals and instructions:

•

Microsoft Windows User’s Guide

Explains the basics of
operating in the Microsoft Windows environment and
using the Windows appli cations provided on ID-4000
systems.

•

Report writer instructions Contains procedures for
extracting data from ID-4000 databases, then arranging
the data to create reports.

•

Backup and restore utilit y instructions Contains
procedures for copying (backing up) files to tape or
diskette in case the original files are accidentally
damaged or deleted. (Provided only if the optional
backup and restore utility has been purchased.)

•

ID-4000 Application Builder Guide

Contains instructions

for customizing your ID-4000 application.

•

Input and output device instruc ti ons Contain setup,
operating and maintenance details for the input and
output devices purchased with the ID-4000, such as
scanners and printers.

Introduction 1-3

Print conventions

Obtaining ass istance

For clarity, these print conventions are used throughout
this guide:

bold Indicates text or commands that must be typed
exactly as they appear.

italic

Indicates placeholders for infor mation you must
supply. If instructed to type
the name of the file r equested in place of

filename

, for example, type

filename

.

ALL CAPITALS Indicates directory names, filenam es or
acronyms.

For technical assistance, call Polaroid toll-fr ee from
within the U.S.A., Monday-Friday, 8 AM to 8 PM Eastern
Time:

1-800-432-5355

Or write to:

Polaroid Resource Center
784 Memorial Dr., 3M
Cambridge, MA 02139

1-4 Introduction

FCC noti ce

Warning: This equipment generates, uses, and can
radiate radio frequency energy and, if not properly
installed and used in ac cordance with these i nstructions,
may cause inter ference to radio communications. It has
been tested and found to compl y with the limits for a
Class A computing device pursuant to Subpart J of Par t
15 of FCC Rules, which are designed to provide
reasonable protection against such interference when
operated in a commercial environment.

Operation of this equipment in a residential area is likely
to cause interference. In this case, the user at his own
expense is required to take whatever measur es may be
necessary to correct the interference.

Note: Changes or m odifications not express ly approved
by the party responsible for compliance could void t he
user’s authority to operate this equipment.

2 ID-4000 description

Polaroid ID-4000 for Windows is a system of hardware
and software for producing secure photo-identification
badges. It also electronically stores text data, portr aits
and other identification images for viewing on the
system display or for reissuing badges.

In its full-featured configuration, ID-4000 for Windows
captures and stores text data and high-quality images
(portraits, signatures, etc.) for each applicant. The
system then pri nts full-color, c ustom-designed badges
on instant film, color thermal paper or other media.

2-2 ID-4000 descripti on

With the appropriate options, the system can encode
magnetic stripes or print bar-codes on badges. The
report-writing and dos sier-printing m odules print text
data and images on plai n paper.

ID-4000 for Windows exports text and images for use by
other applications and systems. It also imports text data
for creating and updating ID-4000 databases.

ID-4000 application templates

ID-4000 for Windows hardware and software ar e
available in a vari ety of configurations cal led application
templates. The Security Identification and Badging
Station template with appropriate options , for example,
is capable of the full ID-4000 functionality described in
this guide. Other templates have only selected
functionality. The ID-4000 Security Verification Stati o n
template, for example, only retrieves and displ ays data
and images for verification purposes.

If your application template is not the ID-4000 Security
Identification and Badgi ng Station, some of the
capabilities described in this guide may not be available
on your system.

ID-4000 descript io n 2-3

2-4 ID-4000 descripti on

Features

ID-4000 for Windows offers the following features:

•

Instant capture, retrieval , updating and verifying of text
data and images

•

Microsoft Windows oper ating environment for reduc e d
operator-training tim e

•

Secure, tamper-r esis tant and attractive portrait badges
and ID cards

•

Instant individual badge issue or highly efficient batch­issue

•

Easy yet flexible customization of hardware
configuration, databases, data-entry windows and badge
designs with the ID-4000 Application Builder

•

Compatibility with a variety of input and output devices
for flexible and expandable configuration

•

Carefully designed s ystem of passwords, audit log and
optional card history database for system securit y

•

Text data and image import and export capability for
compatibility with other systems and application s

•

Stand-alone and network configurations

System components

ID-4000 computer,
display, keyboard an d
mouse

ID-4000 descript io n 2-5

The ID-4000 computer, display and keyboard are the core
hardware components of the ID-4000 System.

Input and output
devices

The computer controls the station, coordinates operation
of all other components. For stand-alone stations, the
computer also stores the ID-4000 software and the text
and image data necessary for badging and verification
operations. (Network stations may stor e this data
remotely.)

The display presents information, prompts and other
information for guiding the operator through data and
image capture processes, badge-pri nting and other
ID-4000 functions. It also displays images, such as
portraits and badges , for viewing by the operator.

Appropriate i nput and output devices are required for
full functionality. However, the computer, display,
keyboard and mouse can be used alone for verification
purposes.

ID-4000 input and output devices are optional
components that captur e images, print badges and
dossiers, encode magnetic stripes or transfer data. (See
Chapter 6 and Chapter 7 for more detailed information.)

Note: Additional devices not described here may
become available in the future.

2-6 ID-4000 descripti on

ID-4000 portrait camera

The ID-4000 portr ait camera captures video portraits for
incorporation i n photo-identification badges pr inted by
the ID-4000. Portraits captured with the camera are also
stored on the ID-4000 for a variety of uses, including
reissue and identity verification.

Polaroid color scanner

The Polaroid color scanner digitizes portr aits for
incorporation i n photo-identification badges pr inted by
the ID-4000. Portraits captured with the scanner are also
stored on the ID-4000 for reissue, identity verification
and other purposes.

Signature tablet

The signature tablet captures applicant signatures for
printing on badges and s toring in the ID-4000 for
verification pur poses. To use the tablet, the applicant
signs a pressure-sensitive writing area with a

ID-4000 descript io n 2-7

non-electronic stylus or with a ball-point pen on a paper
overlay.

Polaroid Digita l Palett e color film recorder

The Polaroid Digital Palette film recorder prints full color
badge photographs on 3

1

⁄

4

× 4

1

⁄

inch Polaroid Polacolor

4

instant film. (The number of badges per sheet depends
on system configuration.)

Badges printed on this device must be diecut and
laminated with the badge-finishing equipment described
on page 2-11.

Polaroid color therm al printe r

The optional color thermal printer provided with the
ID-4000 prints full color badges on 4 × 5-inch thermal
paper. (The number of badges per sheet depends on
system configuration.) Polaroid models TX-1500 or
TX-2000 or Hitachi model VY-300(A) can be used with the
ID-4000.

Badges printed on this device must be diecut and
laminated with the badge-finishing equipment described
on page 2-11.

2-8 ID-4000 descripti on

Black and white ther ma l pri nter

Several black and white thermal printers similar to the
one shown are offer ed as options with the ID-4000. The
printer produces low-cost, high-quality, black-and-white
temporary or visitor badges with portraits and other
images.

Black and white PVC printer

The black and white PVC printer prints a black-and-w hite
portrait, other identification images and text directly on a
vinyl (PVC) card. The card requires no diecutting or
laminating.

Laser printer

The laser printer provided as an option with ID-4000
prints black-and-whi te text and graphics for dossiers and
reports. It can also be used for printing from other
Windows applications provided with the ID-4000.

ID-4000 descript io n 2-9

Bar-code label printer

The bar-code label printer produces an adhesive-backed
label with an industry-standard bar-code. The code
usually contains an identification number or other data
from the applicant database and selected during system
setup. After printing, the bar-code label can be applied to
the front or back of the badge for reading by automated
access control systems and other devices.

Magnetic stripe encoder

Several different magnetic str ipe encoders sim ilar to the
one shown are available with the ID-4000. These devices
embed data in an iron-oxide stripe in the badge­laminating material . After embedding, the magnetic code
can be read by standard magnetic stripe readers for
automated access control and other uses.

2-10 ID-4000 descript io n

Tape drive

A

The tape drive (A) available for the ID-4000 is used with
the optional backup and restore utility (see

software

on page 2-13) for storing backup files on

Optional

magnetic tape cartridges. It can also be used with the
optional import and export software for exchanging data
with other ID-4000 stations and compatible systems.

Fax-modem

The fax-modem provided as an option with the ID-4000
system is used with the optional remote diagnostics
software or the optional facsimile software (see

software

on page 2-13). With the fax-modem and the

Optional

remote diagnostics software, your ID-4000 can be
diagnosed and operated via tel ephone line by Polaroid
technicians. With the fax-modem and the facsimile
software, the ID-4000 can transmit badge images and
dossiers by telephone directly to standard facsimile
machines. It c an also receive facsimiles from standard
fax machines.

ID-4000 descript io n 2-11

Badge-finishing
equipment

The badge-finishing devices bel ow trim and encapsulate
badges for durability and tamper-resistance. (See
Chapter 7,

Output devices

, for detailed oper ating

instructions.)
Note: This equipment or its equivalent must be used to

finish badges printed with the Polaroid color film
recorder or with any of the color thermal printers
available with the ID -4000.

Diecutter

The diecutter tri ms the badge image printed by the color
film recorder or color therm al pri nter to the precise size
required for laminating. Several styles are available, and
the diecutter supplied with your system depends on the
size of your badges and the number printed on each
sheet of film or thermal paper.

Laminator

The laminator uses precise heat and pressure to seal the
diecut badge image inside a transparent security pouch.

2-12 ID-4000 descript io n

ID-4000 software

This section describes the standard and optional
software features available for ID-4000 systems. (The
Microsoft Windows operating system requi red to run the
ID-4000 software is provided with the system.)

Standard softwar e feat ure s

Text record maintenance Applicant text records (name,
address, identification number, department, etc.) can be
conveniently created, stored, retrieved, edited or deleted.

Database search featur es Individual or multiple
applicant records can be retrieved according to a value
or range of values in one or more fi elds.

Portrait capture Applicant portraits can be captur e d and
stored along with text records (requires appropriate
hardware options).

Signature capt ure Applicant signatures can be captured
and stored with text records (requires appropriate
hardware options).

Portrait display After capture and storage, applicant
portraits can be retrieved and view ed on the ID-4000
display for verification purposes.

Badge preview The full-color badge, including all text
and images, can be previewed on the display for
verification or for inspection before printing.

System custom izat ion The ID-4000 A pplication Builder
modules allow users to customize ID-4000 database
fields, data-entry wi ndows, badge and dossier designs,
and bar-code labels. See

Guide

for a more detailed description of the available

ID-4000 Application Builder

modules and capabilities.
User passwor d maint enance User s can change their

own passwords for maintaining access security.
Batch record-deletion Obsolete or other appropriate

records can be retrieved via database search, then
batch-deleted.

Reporting Data from ID-4000 databases can be selec ted,
formatted, viewed and printed (with optional laser
printer).

ID-4000 descript io n 2-13

Audit log The system maintains a log file with the

details of each ID-4000 transaction. This file is available
for review or for storage as a standard AS CII text file.

Error log The error log contains the details of each
ID-4000 system er ror. This file can be viewed for
diagnostic purposes and can be stored as a standard
ASCII text file.

Security lock and key editing Access to ID-4000
functions can be custom ized for each user through a
simple but secure system of locks and keys. Locks are
assigned to each function separately, and keys for those
locks are assigned as appropriate to individual users.

Batch output Badges, bar -code labels and dossier s can
be batch-printed and m agnetic stripes can be batch­encoded, if batch operations are preferred for any group
of applicants.

Reference table maintenance Reference tables are
created with the ID-4000 Application Builder and provide
lists for choosing the entries in ID-4000 data entry fields.
If necessary, these reference tables can be edited or
maintained from within the ID-4000 appl ication.

Authorizing signature capture Signatures printed on
badges as a counterfeiting deterrent can be quickly and
easily recaptured without special graphics manipulation
(requires appropriate hardwar e options).

Optional sof tw ar e

File backup and restore Provides a fast, simple method
for creating backup copies of data and system files
(requires the tape drive described on page 2-10).

Dossier printing Prints one or more complete records,
including portraits and other images, on plain paper
(requires appropriate printer).

Text data export Exports specified fields from selected
applicant text records to an ASCII text file for use by
other systems or applications.

Text data import Imports applicant text data fr om other
applications and systems into the ID-4000 applicant
database.

2-14 ID-4000 descript io n

Text data and image export and i mport Exchanges text
data and identification im ages with other ID-4000
stations.

Card histor y Maintains a separ ate database of all
activities involving applicant records. This database can
be searched to retrieve records accordi ng to an activity,
or to retrieve all records for a particular applicant to
determine the applicant’s activity histor y.

Functional card encoding Prints bar -codes on the face of
the badge or on separ ate labels (requires the bar-code
label printer described on page 2-9). Also encodes
magnetic stripes incorporated i n the badge-laminating
material (requir es a magnetic stripe encoder, desc ribe d
on page 2-9).

Image conversi on Converts ID-4000 portraits, signatures
and other images to standard image file formats for use
with other systems and applications.

Remote diagnostics Allows authorized repair
technicians to diagnose, operate and transfer new
system files to your ID-4000 system via telephone.
(Requires the optional fax-modem described on
page 2-10.)

Facsimile utility Sends badge images and dossiers to
any standard facsimile (“fax”) machine via telephone
line. (Requires the optional fax-modem described on
page 2-10.)

3 Getting started

General operating information

Microsoft Windows
operating system

Mouse and keyboard
operation

Many of the instructions in this manual require you to
know the terminology and basics of the Microsoft
Windows operating system. If necessary, review
Chapters 1 and 2 in
(provided with your system) before continuing.

With the ID-4000 system, you can use either the
keyboard or the mouse for most operations. If you are
unfamiliar w ith mouse operation and how the mouse
and keyboard are used in Windows programs, see
“Basic Mouse and Keyboard Techniques ” in Chapter 1 of

Microsoft Windows User’s Guide

Microsoft Windows User’s Guide

.

3-2 Getting started

The Windows Tutori al provided with M icrosoft Windows
also shows you the basics of working with Windows and
a mouse. To r un the tutorial on your ID-4000 computer,
see “Running the M icrosoft Windows Tutor ial” in
Chapter 2 of

Microsoft Windows User’s Guide

after you

have powered up the system as described on page 3-4.

Icon buttons

Many of the commands you use with the ID-4000 s ystem
are executed by choosing icon buttons instead of
buttons with text printed on them. Icon buttons ar e
on-screen buttons with small pictures representing their
function.

See the glossary at the end of this guide to identify an
icon button’s function. Y ou can also use the m ouse to
position the pointer on the button. (Do not click the
mouse.) When the pointer is on the button, the name
and description of the button appear on a line in the
upper part of the w indow.

As with other Windows command buttons, you can
choose an icon button to execute a command with any
of these methods:

•

Place the mouse pointer on the button, then click (pres s
and release) the left m ouse button.

•

Press and hold the ALT key, then press the RIGHT
ARROW or LEFT ARROW key until the desired button is
highlighted. While still holding ALT, press the ENTER key.

•

Use the appropriate shortcut-key combi nation describ ed
in the following section. (Not all icon buttons have
shortcut keys.)

Getting started 3-3

Shortcut keys

For faster data entry, image captur e and badge printing
operations, the ID-4000 provides the following shortcut
key combinations for choosing command buttons:

Key Equivalent command
combination button

CTRL+q Exit ID-4000 System
CTRL+i Advanced Search
CTRL+n Administrati o n
CTRL+l Return to Browse List
CTRL+g Retrieve
CTRL+a Add Record to Database
CTRL+x Clear Data Entry Window
CTRL+u Update Database
CTRL+y Delete Record

On-line hel p

CTRL+d Display Portrait
CTRL+v Preview Badge
CTRL+c Capture Onl y
CTRL+p Print (Issue or Reissue) Badge
CTRL+m Encode Magnetic Stripe
CTRL+b Print Bar-Code Label
CTRL+s Convert Image

To view the extensive on-line (on-screen) information
provided with the ID-4000 system, press the F1 key. If a
Help button is visi ble on the screen, you can also choose
it to display on-line help.

3-4 Getting started

Starting up

Powering up the
system

1

If all ID-4000 components are connected to a power strip,
turn the power s trip switch on to power up all
components simultaneously. Then go to step 2.

If your ID-4000 c omponents are not connected to a
power strip, turn on the components in the following
order:

a

All input devices connected to your ID-4000 system (if
necessary, see Chapter 6 for power sw itch locations)

b

All output devices (if necessary, see Chapter 7 for
power switch locations)

c

The ID-4000 display (A)

d

The ID-4000 computer (B)

A

B

Getting started 3-5

2

Wait for the system to display a series of br ief startup
messages, followed by the Windows Pr ogram Manager
window and ID-4000 program group.

This is a typical program group. Yours may have
different items.

Displaying the ID-4000
Log In dialog box

To display the ID-4000 Log In dialog box, choose the
ID-4000 program item.

Note: The program i tem shown appears on ID-4000
systems with the Security Identification and Badgin g
Station template. If your ID-4000 uses a different
application template as described in Chapter 2, your
program item may be different.

Choose the ID-4000 program item with either of thes e
methods:

•

Double-click (click twice, rapidly) on the program item
icon with the left mouse button

•

Use the arrow keys to highlight the icon, then press
ENTER.

3-6 Getting started

After a few seconds, the ID-4000 Log In dialog box
appears.

Logging in

After the Log In di alog box appears, go to

Logging in

below.

Purpose of logging in

The log-in procedure is necessary to prevent
unauthorized use of the system and to maintain an
accurate record of user activities.

Note: To log in, you must use the user ID and password
provided by your s upervisor. If you do not know your
user ID and password, see your supervisor before
proceeding.

How to log in

1

Type your User ID in the Log In dialog box.
Your User ID appears in the dialog box as you type i t .

2

3

Press the TAB key to move the cursor to the Password
field.

Type your password.
For security, each character of your passw ord appears as

“X” in the dialog box as you type.

Getting started 3-7

4

Press ENTER or choose the OK button.
After a few seconds, the ID-4000 Data Entry window

appears to indicate that you have logged in successfully.

(This is a typical data entry window; yours may be
different.)

You are now ready to proceed with the capturing,
printing or verifying operations des cr ibed in Chapter 4.
You can also start any of the adminis trative procedur es
described in Chapter 5.

Note: If, instead of the Data Entry window, a message
appears indicating that you entered your user ID or
password incorrectly, choose the OK button and return
to step 1. If you fail a second time to log in successfully,
you may be using the wrong user ID or passw ord. Verify
them with your supervisor befor e reattempting to log in.

3-8 Getting started

Shutting down

Logging out

When to log out

Log out before you turn off the system to assure that all
data is safely saved to disk.

Also log out whenever you are about to leave the system
unattended or if you ar e turning operation over to
another authorized user. This prevents unauthorized
persons from using the system to view, enter or alter
information. It also assures that no operations are
mistakenly assoc iated with your username in the ID-4000
audit log. (The audit log m aintains a record of all ID-4000
operations, including the user performing them.)

How to log out

Log out by choosing the Exit button until the ID-4000 Log
In dialog box appears.

When the Log In dialog box is displayed, you can safely
leave the system unattended. Any authorized users
wanting to use the system can immediately see that they
must log in. If someone else wants to turn off the
system, the Log In dialog box indicates that the s ystem
can be safely turned off by following the steps on the
next page.

Getting started 3-9

Turning off the system

When to turn off the system

Turn the system off unless you expect it to be used
within the next eight hour s.

Warning: Be sure to fol low the instructions below when
turning off the system. Failure to do so may result in loss
of data.

How to turn off the system

1

Log out as described on page 3-8 to display the Log In
dialog box.

2

Choose the Quit button from the Log In dialog box to
close the ID-4000 application.

3

Exit from Windows with one of these methods:

•

Double click on the Control-m enu box (in the upper left
corner of the Program Manager window), then choose
the OK button from the Exit Windows dialog box.

•

Pull down the Windows Progr am manager File menu,
choose Exit Windows, then choose the OK button from
the Exit Windows dialog box.

•

Press ALT+F4, then choose the OK button from the Exit
Windows dialog box.

3-10 Getting started

4

If all the ID-4000 components are connected to a power
strip, turn off the power strip swi tch to turn off all the
components at once.

If the components ar e not connected to a power str ip,
turn them off in the following order:

a

ID-4000 computer (A)

B

A

b

ID-4000 display (B)

c

All output devices connected to the ID-4000 computer
(see Chapter 7,

d

All input devices connected to the ID-4000 com puter
(see Chapter 6,

Output devices

Input devices

, for switch locations)

, for switch locations)

4 ID-4000 operation

Operational overview

Typical operational
sequences

This chapter explains how to operate ID-4000 for
Windows. “Operation” refers to procedures used for
entering, retrieving and editing text data, capturing
portraits and other images, printing badges, and viewing
text records and portraits.

Other procedures, such as maintaining databases,
managing the system security, calibrating components
and batch processing, are called “administration” and
are described in Chapter 5.

Note: ID-4000 for Windows is available in a variety of
different “application templates” as described in Chapter

2. Some appli cation templates may not have all the
capabilities described in this chapter.

The ID-4000 permits considerable fl exibility in the
sequence of capturing text data, portraits and other
images, printing badges and verifying data and images.
No matter how the sequences ar e organized, however ,
the major functions used in these operations are as
follows:

•

Creating, retr ieving, editing and view ing text records

•

Capturing and viewing portraits and other images

4-2 ID-4000 operatio n

•

Saving text records, portraits and other images.

•

Printing badges (includes magnetic stripe encoding,
diecutting, laminating and any other badge-finishing
operations).

The following sequences i llustrate typical oper ations.
Experienced operators can determine their own
sequences for optim izing productivity, applicant
convenience or other factors.

Issuing a badge

For the most common process of issuing a badge to a
new applicant, the sequence is generally as follows:

1

Create a new text rec ord by entering text data.

2

Capture a portrait (and other images, if your system is
set up to do so).

3

Print a badge.

Reissuing a badge

Another common operation is reissuing a badge.
“Reissuing” is defined as printing a badge with a portrait
and other images stored earlier. (Text data is either data
stored earlier or an edited version of it.)

With the ID-4000, the typical reissue sequence is as
follows:

1

Retrieve the text record, and edit it if necessary.

2

View the stored portrait for verification.

3

Print a badge.

Entering data and capturing images

For maximum applicant proc essing speed, operator s
may choose to cr eate text record and capture portraits
only, using the following general steps:

1

Create a new text rec ord by entering text data.

2

Capture a portrait (and other images, if your system is
set up to do so).

This allows the applicants to leave after providing their
text information to the operator and having thei r portrait
captured. The operator can then perform the more

ID-4000 operat io n 4-3

time-consuming task of printing badges at a later time by
using the steps in reissuing, above.

Entering data only

This sequence generally consists of a single step:
creating a text record.

This procedure is useful when an applicant’s text data is
available for entry before the applicant is present. W hen
the applicant arrives, the ID-4000 operator quickly
retrieves the text record, then captures a portrai t.

The badge can be printed i mmediately, as in the
procedure for issuing a badge. If desired, however, the
badge can be printed at a later time to minimize the
applicant’s waiting ti me.

Note: If your applicant text data is available as an ASCII
text file, you can use the optional ID-4000 import feature
to avoid retyping the data. See Chapter 5 for more
information.

Verifying an ident it y

A third common operation is identity verification by
reviewing text and images stored on the system.
Verification usually consists of these general steps:

1

Retrieve the text record and view it for verification.

2

View the stored portrait for verification.

4-4 ID-4000 operatio n

Working with text records

Each ID-4000 text record contains text data (identification
number, name, department, etc.) for a single applicant.
The ID-4000 permits you to perform the followin g
operations with applicant text records:

•

Create a new text record (enter data for an applicant who
currently has no record in the s ystem)

•

Retrieve and view a record

•

Edit a record

•

Save a record

•

Delete a record

Creating a new text
record

Use the steps below to create a text rec ord for an
applicant who does not have a record stored on the
system. If the current applicant already has a record on
the system (or if you do not know whether the applicant
has a record), go to

Retrieving an existing text record

page 4-8.
Note: If you are proces sing a person who does not have

a record in the system, you must create a text record for
that person before you can capture his or her por trait or
signature.

1

If the Data Entry w indow is not on the screen, start the
ID-4000 and log in, or choose the Exit button until the
window appears.

on

ID-4000 operat io n 4-5

Note: This is a typical Data Entry window; yours may be

different.

2

Indicate an applicant category (Employee, V isitor, etc.)
by choosing the appropriate button at the top of the data
entry window.

Note: These are sample applicant categories only; yours
may be different. If your system has more than six
applicant categories, they appear in a list box.

3

If the cursor (A) is not in the first data entr y field, press
the TAB key until it appears there.

Note: Your ID-4000 may use another name for the
Employee Number field, such as “ID No.” or
“Employee ID.”

4-6 ID-4000 operatio n

4

Type the appropriate data in the field, then pres s the TAB
key to move to the next fi eld if necessary. (If you fill all
the spaces in a field, the cursor m o ves to the next field
when you type the last character.)

You can also click on a field with the mouse to select i t
for data entry. Click on the left side of the field to place
the cursor at the beginning of the field, or use the LEFT
ARROW key to move the cursor to the beginning of the
field before you start typing.

When you type the first character in the window, three
record-processing buttons appear at the top center of the
window.

5

Repeat step 4 until you complete all necess ary fields.
Some fields in your Data Entry window may use list

boxes, radio buttons, check boxes or look-up tables to
make data entry faster and more accurate. I f you are
unfamiliar with these items, s ee

fields

on page 4-11 for more information.

Completing data entry

If your ID-4000 has more than one page of data to be
entered, advance to the next page by choosing the Next
Page button in the lower right corner of the window or
by pressing the PA GE DOWN key.

To return to a field for making corrections, click the
mouse on the desired field. You can also press the TAB
key to move the cursor down through the fields or hold
down SHIFT and press TAB to move the cursor up.

To make corrections, use the arrow keys to move the
cursor within the field, use the BACKSPACE key to move
the cursor l eft and delete character s to the left of the
cursor, or use the DELETE key to delete character s to the
right of the cursor. After positioning the cursor and
deleting data as needed, type the c orrected data. (As you
type, the data is inserted at the current cursor location.)

ID-4000 operat io n 4-7

6

Choose the Add button to save the text data and display
the database, image and badge buttons.

Your system may have a different number of buttons,
depending on its installed options.

Note: If the message “Record Already Exists” appears, a
record with the same ID num ber is already in the
database. In this case, click on OK or press the ENTER
key to remove the message. Then press ENTER again to
redisplay the text-processing buttons. You can then edit
the data and reattempt addi ng it to the database as a
new record. (You can also choose the Retrieve button to
view the corresponding record already in the database. If
you retrieve the record and decide to work with it, see

Editing an existing text record

on page 4-10 instead of

continuing below.)

7

To capture portraits and other images or print a badge,
go to

Capturing images and printing badges

on

page 4-25.
To return to a bl ank data entry window without capturing

images or printing badges, choose the Clear button.

4-8 ID-4000 operatio n

Retrieving an existing
text record

If you know that a record for the current applicant
already exists in the ID-4000 database or if you want to
find out whether a record exists, use the following steps.

1

If the Data Entry w indow is not on the screen, start the
ID-4000 and log in, or choose the Exit button until the
window appears.

Note: This is a typical data entry window; yours may be
different.

2

Indicate an applicant category (Employee, V isitor, etc.)
by choosing the appropriate button at the top of the data
entry window.

Note: These are sample applicant categories only; yours
may be different. If your system has more than six
applicant categories, they appear in a list box.

ID-4000 operat io n 4-9

3

If the cursor is not in the first data entry field ( A ), press
the TAB key until it appears there.

Note: Your ID-4000 may use another name for the
Employee Number field, such as “ID No.” or
“Employee ID.”

4

Type the applicant’s ID number.
When you type the first character in the window, three

record-processing buttons appear at the top center of the
window.

5

Choose the Retrieve button to display the r ecord.

If the record appears, go to step 6.
If the message “R ecord not found” appears , the ID

number you typed is not in the database. In this case,
choose OK to remove the message and clear the fields .
Then do one of the following:

•

Retry entry of the ID number by returning to step 4.

•

Look for the record by performing a sim ple or advanced
search according to

•

Discontinue the search and, if necess ary, create a new
record for the applicant according to

record

on page 4-4.

Finding text records

Creating a new text

on page 4-15.

4-10 ID-4000 operati on

6

To edit the data, see

Editing an existing text record

below.
To capture images (portrait and signature, for example)

or print a badge for the applicant without editing the
data, see

Capturing images and printing badges

on

page 4-25.
To view the portrait associated with the c urrent record,

choose the Display button. When you are finished
viewing the portrait, choose the OK button or press t h e
ENTER key to r eturn to the data entry window.

Editing an existi n g
text record

After you have r etrieved and displayed an exi sting text
record as described on page 4-8, use the following steps
to edit the record if necessary:

1

Click the mouse on a data field to be edi ted or press the
TAB key until the cursor appears in the data field.

If your ID-4000 has more than one window of data, you
can advance to the next window by choosing the Next
Page button in the lower right corner of the window or
by pressing the PA GE DOWN key.

Note: The primary key field (usually nam ed “Employee
Number,” “Employee ID,” or something s imilar) cannot
be edited.

2

Edit the data in the field as necessary.
To edit, use the arrow keys to move the cursor within the

field, use the BACKSPACE key to move the cursor left
and delete characters to the left of the cursor, or use the
DELETE key to delete characters to the right of the
cursor. After positioning the c ursor and deleting data as
needed, type the new data. (Any new data you type is
inserted at the current cursor location.)

3

Note: Some fields in your Data Entry window may use
list boxes, radio buttons, check boxes or look-up tables
to make editing faster and more ac curate. If you are
un-familiar with these items, s e e

fields

on page 4-11 for more information.

Completing data entry

Repeat steps 1 and 2 until all data fields are correct.

ID-4000 operat io n 4-11

4

To capture images (portrait and signature, for example)
or print a badge for the applicant, see

and printing badges

on page 4-25.

Capturing images

To view the portrait associated with the c urrent record,
choose the Display button. When you are finished
viewing the portrait, choose OK to return to the Data
Entry window.

To update the database with the edited rec ord but
without capturing images or printing a badge, choose
the Update button.

To abandon any changes you made and return to a blank
Data Entry window, choose the Clear button.

Deleting a text record

Complet ing data entry
fields

After you have r etrieved and displayed an exi sting text
record as described on page 4-8, you can delete it from
the database by choosing the D elete button.

Note: If you are unfamiliar with ID-4000 data entry
techniques, review this section before creating or editing
text records.

ID-4000 Data Entry windows are custom-designed for
your organizati on. All Data Entr y windows, however, use
data entry fields for displaying and stor ing data in an
organized way, similar to a paper form.

When you have completed a data entry field, press the
TAB key to move the cursor to the next field or click on
the next field with the m ouse.

ID-4000 Data Entry windows use these field types:

•

Edit boxes

•

Drop-down list boxes

•

Radio buttons

•

Check boxes

•

Look-up tables

4-12 ID-4000 operati on

Edit boxes

Most data entry fields are edit boxes, or blocks for typing
the required data.

Last Name

To enter data in a data entry field, click on the field’s edit
box with the mouse or press the TAB key until the cursor
(a blinking vertical line) appears in the edit box. Then
type the data.

Note: To avoid conflicts with some database
conventions, the ID-4000 does not allow you to type
quotation marks (“) or exclamation points (!) in edit
boxes.

When entering dates or times in edi t boxes, use two
digits for days, months, hours and minutes. For example,
enter January 5, 1995 as 01/05/95 and 8:17 a.m. as

08:17 a.m.

Drop-down list boxes

A drop-down list box is similar in appearance to an edit
box, but it has a single arrow on the right side to identify it.

Location

You can enter data in a drop-down list box by typing it,
just as you would with an edit box. For faster, more
accurate entry, however, you can click the mouse button on
the arrow to display a list of available choices for t he field.

Location

Building 1

Building 1
Building 2
Building 3
Power Plant
Headquarters
Guard Station A
Guard Station B

ID-4000 operat io n 4-13

Click on one of the choices to close the list and display
the choice in the lis t box.

Badge Type field

The Badge Type field is a drop-down list box (described
above) for specifying the badge format and pr inter to be
used for the currently displayed record. Each choice in
the list consists of a badge format code and a printer
code.

Note: The Badge Type field may have a different b ut
similar name on your ID-4000 system.

Radio buttons

Radio buttons provide a fast way to enter data that has a
limited number of mutually exclusive choices (you must
choose one, but you can choos e only one).

To choose the option next to the button, click the mouse
on the button or the option. A dark center in the button
indicates that it is selected.

Check boxes

Check boxes provide a way to select (or not select) one
or more of a limited number of options. Unlike radio
buttons, check boxes are not used for mutually exclusive
choices. (All check boxes can be selected, if desired.)

Escort Priv

Property Priv

To choose the option next to the c heck box, click the
mouse on the box or the option. An X in the box
indicates that it is selected. To deselect the option, click
again on the box or the optio n .

4-14 ID-4000 operati on

Look-up tables

A look-up table uses data in one field to add data to one
or more other fields automatically. In the followin g
example, the operator enters the building code
(“Headquarters”) in the Location field. Using the building
code, the ID-4000 “looks up” the complete address of the
building and displays it in the four fields below the
location field.

Location Headquarters

Address

266 Industrial Pkwy, Suite 301

City

Akron

State

OH

ZIP

55155

Data entered from look-up tables (in this example, t he
address, city, state and Zip code) cannot be edited by the
operator.

Field valida ti on

Some fields in your data entry window may be set up for
validation. Field validati on means that the ID-4000
accepts only certai n values or types of data in a
particular field. If you enter an unacceptable value or if
you fail to enter anything in a field requiring a value, an
error message appears to inform you.

Finding text records

ID-4000 operat io n 4-15

The ID-4000 allows you to search its databases with the
Data Entry window (a “simple” search) or with the
Advanced Search feature (an “advanced” search). The
method you choose depends on the information you
have when you start the s earch.

Performing a simple
search

You can use a simple search technique to find a record
or group of r ecords with data m atching the data you type
in the Data Entry window. For example, you would use
this technique to search for the record containing ID
number “123456.” You can also use this procedure for
locating all records with “Smith” in the Last Name field.

Searching single fields

To search for rec ords based on the value of one field,
type the data to be matched in the field. For example,
type 1003 in the Employee Number field if you want to
find the record with that employee number.

After typing the employee number, choose the Retrieve
button to display the record with the specified ID number.

Similarly, you can search for the record or records with
“Smith” in the Last Name field by typing Smith in the
Last Name field, then choosing the Retr ieve button. If
only one record has “Smith” in the Last Name field, that
record appears in the Data Entry window.

4-16 ID-4000 operati on

If more than one record matches the data you entered
(for example, your database contains several records
with “Smith” in the Last Name field), a browse list with
all the records appears.

If all the retr ieved records do not fit in the window, use
the scroll bar at the right to scroll the list up and down.
To see more fields in each record, use the horizontal
scroll bar at the bottom of the window.

To print the text of all records in the list, choose the Pr i nt
button. (Your system must be connected to a laser
printer.)

To display one of the records from the list in the Data
Entry window, click on the desired record then choose
the Select button.

After viewing the complete record in the Data Entry
window, you can return to the browse list by choosing
the Return button.

Searching multiple fields

To perform a more exact search than the ones described
above, you can enter data i n more than one fiel d before
attempting to retrieve records.

To locate only the record or records with “John” in the
First Name field

and

“Smith” in the Last Name field, type
John and Smith in the appropriate fields. When you
choose the Retrieve button, only the records containing
both John and Smith are retrieved.

ID-4000 operat io n 4-17

The number of fiel ds used for sear ching is not limited.
To find all the John Smiths in the Manufacturin g
Department, for example, type John, Smith and Mfg in
the appropriate fields before choosing the Retrieve
button.

As with single-field searches, a browse list appears if
more than one r ecord matches the search data.

Using wildcar d charac ter s

For some searches, you may want to retrieve all records
that match only par t of a data field. To do this, use the
wildcard character “%” (percent symbol) or “_”
(underscore).

“%” (the percent symbol) entered in a field means “any
character or string of character s.” You would use it, for
example, to search for the records of all employees with
the letters “Sm” at the beginning of their last names. To
retrieve records for “Smith,” “Smithson,” “Smallwood,”
“Smart,” etc., type Sm% in the Last Name field and
choose the Retrieve button.

You can also type Sm wi thout the percent symbol to
perform the same search. (The ID-4000 assumes that you
wish to insert the wildcard character “%” at the end of
any entry in a field.)

You can use the “%” wildcard anywhere in a character
series or by itself. Valid uses are S%, Smi%, %, %h and
S%h.

Entering the “%” wildcard alone in a single field a nd
choosing the Retrieve button retrieves all records in the
database.

Note: You cannot use the “%” wildcard in numeric fields.
“_” (underscore) entered in a field means “any

character.” For example, you could use it to find t he
records of all employees who have five-letter last names
beginning with the letters “Sm”. Type Sm_ _ _ in the
Last Name field and choose the Retrieve button to
retrieve all records with “Smith,” “Smyth, ” “Smyl e,”
“Small,” “S mart,” etc., in the Last Name field.

4-18 ID-4000 operati on

Performing an
advanced search

Advanced search features

You can use the ID-4000 advanced search featur e to
perform more complex sear ches than those describ ed
above. Specifically, the advanced search feature
retrieves records according to any of the following
criteria:

•

With fields exactly matching specified values

•

With fields not matching the specified values

•

With fields containing values greater than the specified
value

•

With fields c ontaining values greater than or equal to the
specified values

•

With fields c ontaining values less than the specified
values

•

With fields c ontaining values less than or equal to the
specified values

•

With fields matching wildcard specifications

•

Without data in spec ified fields

•

With data in a specified fields

•

With fields c ontaining values between two specified
values

You can also use AND, OR and NOT logical operators for
combinations of the above criteria. (See

statements

on page 4-22 for examples.)

Sample s earch

In addition, the advanced search feature allows you to
sort the retrieved records accor ding to the value of any
field. For example, you can choose to sort by last name
to display the retr ieved records alphabetically by last
name.

ID-4000 operat io n 4-19

Advanced search procedure

To perform an advanced search, use these steps:

1

Indicate an applicant category (Employee, V isitor, etc.)
by choosing a button at the top of the data entry window.

Note: These are sample applicant categories only; yours
may be different. If your system has more than six
applicant categories, they appear in a list box.

2

Choose the Advanced Sear ch button to display the
Advanced Searc h window.

3

Choose a field to be matched during the s earch from the
Fields list by clicking on the field name. For example,
choose Last Name if you want to select records by
matching values in the Last Name field.

When you choose a field name, it appears in the
horizontal bar below the command buttons.

4-20 ID-4000 operati on

4

Choose an operator from the center column .

For example, c hoose EQUAL TO if you want to retrieve
any record wi th the selected field exactly matching a
value to be specified in step 5. Choose NOT EQUAL TO
to retrieve any r ecord with the specified field not
matching the value.

When you choose an operator, it appears in the
horizontal bar following the field name.

Note: If you chose a date field in step 3, the Date
Selection dialog box opens when you choose the
operator. Use this box to specify the current date,
tomorrow’s date, yesterday’s date, or a specific date.
Then choose OK to display the specified date in the
horizontal bar following the field name.

5

Type a value to be matched, not to be matched, or t o
define the limit of a range in the Field Value box.

For example, type Smith in the Field Value box if you
chose EQUAL TO in step 2 and you want to retrieve all
records with “Smith” in the last name field.

Then press the TAB key to display the value in the
horizontal bar following the operator.

ID-4000 operat io n 4-21

Note: To avoid possible conflicts with database

conventions, do not use quotation marks (“) or
exclamation points (!) in the Field Value box.

6

If you wish, continue building the search statement at
the top of the dialog box by choosing one of the logical
operators from the right si de of the window.

Then repeat steps 3, 4 and 5 as necessary to complete
the desired statement. (See

Sample search statements

on page 4-22 for statement examples.)
To remove the entir e statement and star t again, choose

Clear and return to step 3. To remove only the most
recently chosen operator or value, choose Undo.

7

After the logic statement is satisfactory, indicate the field
to be used for sor ting the retrieved records by choos ing
from the Sort By list.

If you do not choose a sort-by field, records are
displayed in the order of their appearance in the
database.

8

To perform the search after the logic statement and sort
field are satisfactory, choose OK. (To abandon the search
and return to the D ata Entry window instead, choose
Exit.)

4-22 ID-4000 operati on

If the search retrieves multiple recor ds, they appear in a
browse window.

If all the retr ieved records do not fit in the window, use
the scroll bar at the right to scroll the list up and down.
To see more fields in each record, use the horizontal
scroll bar at the bottom of the window.

To print the text of all records in the list, choose the Pr i nt
button. (Your system must be connected to a laser
printer.)

You can click on any record i n the browse window, then
choose Select to display the record in the Data Entry
window.

If the search retrieves only one record, that record
appears immediately in the Data Entry window.

Sample sea rch st ate ment s

The search statements below illustrate typical advanced
searches. These are samples only; the field nam es on
your ID-4000 system may be different.

Some of these statements use the “Bool ean” logical
operators AND, OR and NOT. The operator AND
separating two expressions means both expr essions
must be true to retrieve the record. The operator OR
means either one of the expressions (not nec essarily
both) must be true for retrieval. NOT means the recor d is
retrieved only if the expression is not true. If necessary,
these expressions can be strung together or nested with
parentheses for constructing more complex search
specifications in standard SQL (structured query
language) format.

ID-4000 operat io n 4-23

Example 1:

Last Name = ‘Sm ith’

Retrieves all records with “Smith” in the Last Name field.
(This result could also have been obtained with a simple
search as described on page 4-15.)

Example 2:

(Last Name = ‘Smith’) O R (Last Name =’ Jones’)

Retrieves all records with “Smith” in the Last Name field
and all records with “Jones” in the Last Name field.

Example 3:

(Last Name = ‘Smith’) O R (Last Name = ‘Jones’) AN D
(Dept = ‘Mfg’)

Retrieves records with either “Smith” or “Jones” in the
Last Name field, but only if those records also have
“Mfg” in the Dept field.

Example 4:

ID No BETWEEN ‘123450’ AND ‘123475’

Retrieves records with ID numbers between 123450 and

123475.

Example 5

(Last Name NOT ‘Smith’) AND (Dept = ‘M fg’)

Retrieves all r ecords except those wi th “Smith” in the
Last Name field, but only if those records also have
“Mfg” in the Dept field.

Syntax errors

If you create an invalid search statement, the ID-4000
usually displays an appropriate message. In som e
instances, however, an invalid search statement m ay
cause a “Q&E” error or a “No matching records found”
message when you execute the search.

Saving search criteria

If you wish, you can save simple or advanced search
criteria for future use. (You cannot view or edit a saved
search, however.)

4-24 ID-4000 operati on

Save an advanced search by choosing the Save Search
button in the Advanced S earch dialog box after you have
specified the searc h criteria. In the box that appears, type
a name for the search and choose Save.

You can save a simple search if it retrieves more than
one record and di splays the browse w indow. Choose the
Save This Search button in the browse window, type a
name for the search and choose Save.

Note: A search name can be up to 29 characters long.

Reusing search criteria

Deleting search criteria

To reuse either a simple or advanced search you saved
earlier, use these steps:

1

Choose the Advanced Sear ch button to display the
Advanced Search dialog box.

2

Choose the Execute Saved Search button to display the
Execute Saved Search dialog box.

3

Click on the arr ow on the right end of the edit box to
display the names of all saved searches, then click on the
desired search. (You can also press the UP ARROW a nd
DOWN A RROW keys to di splay the names of the saved
searches in sequence.)

4

With the desired search criteria name highlighted,
choose Execute to perform the search.

Use these steps to delete search criteria saved earlier:

1

Choose the Advanced Sear ch button to display the
Advanced Search dialog box.

2

3

4

5

Choose the Execute Saved Search button to display the
Execute Saved Search dialog box.

Click on the arr ow on the right end of the edit box to
display the names of the saved searches, then click on
the desired search. (You can also press the UP ARROW
and DOWN ARROW keys to display the names of the
saved searches in sequence.)

With the desired search criteria name highlighted,
choose Delete to display a confirmation message.

Choose OK to delete the search.

Capturing images and printing badges

After you have created, retrieved or edited a text record,
you can capture images (a portrait and a signature, for
example) and print a badge for the record currently
displayed in the data entr y window.

ID-4000 operat io n 4-25

(This is a typical window; yours may be different.)
This section contains step-by-step instructions for the

following image-captur e and badge-printing operations:

Issuing a new badge

(page 4-26). Capture im­ages and print a badge for an applicant who has
no images stor ed in the system and w ho has not
had a badge issued to them before.

Reissuing a badge

(page 4-28). Print a badge for
an applicant who alr eady has a text recor d a n d
images stored on the system. You can also use
this procedure to update the applicant’s text or
images before you pri nt a new badge.

Capturing images only

(page 4-31). Capture or
update an applicant’s images without printing a
badge. (You can pr int the applicant’s badge later
with the reissuing procedure.)

4-26 ID-4000 operati on

Be sure to start these procedures only after you have the
applicant text record displayed. (See

records

on page 4-4.)

Working with text

If you want to store the text record wi thout capturing
images or printing a badge, choose the Update button to
return to a blank Data Entry window.

Issuing a new badge

When to use this procedure

Use the procedure below to make a badge for an
applicant who has no im ages stored on the system and
who has not had a badge iss ued to them previously.

Step-by-step procedure

1

If you have not already done so, create a new text record
for the applicant and l eave the data displayed in the Data
Entry window.

If necessary, see

2

Choose the Print button to display a portrait-capture

Creating a new text record

on page 4-4.

dialog box.

Your portrait capture dialog box may be different from
the one shown; its appear ance depends on the capture
device being used.

ID-4000 operat io n 4-27

Note: If your system has more than one portrait-capture

device (a portrait camera and a color scanner, for
example) and the device has not been determined
during database and screen design, a device-selection
dialog box appears when you choose the Print button.

Your device selection dialog box may be different from
the one shown.

If the device selection dialog box appears, choose the
desired capture device to display a portrait-capture
dialog box.

3

Capture one or more images from the por trait camera,
color scanner, signature tablet, etc., as appropriate for
the image-capture devices you are using. If necessary,
see Chapter 6,

Input devices

, for detailed instructions for

each capture device connected to your ID-4000.

4

Wait for the badge to print on the device you specified in
the Badge Type field dur ing data entry. (The field may
have a different name. )

5

Perform any additional steps necessary for printing t he
badge on the output device connected to your system.

See Chapter 7,

ID-4000 output devices,

for informatio n
about the badge printer you are using and any post-print
operations such as diecutting and laminating.

6

If your system encodes magnetic str ipes on the badges,
choose the Encode button to encode it .

Note: Encode the magnetic stripe onl y after laminati ng
the badge.

4-28 ID-4000 operati on

If necessary, see the magnetic stripe encoder section of
Chapter 7 for specific encoding ins tructions and batch­encoding options you can use to improve your
productivity.

7

If your system has a bar-code label printer, it prints a
label for the cur rent record when you print the badge. If
you must reprint the bar-code label for some reason,
choose the Bar Code Label button. If necessary, see the
bar-code label printer section of Chapter 7 for more
information.

8

Wait for a blank Data Entry window to appear.

Reissuing a badge

When to use this procedure

Use this procedure to print a badge for an applicant who
already has a text record and a portrait stored on the
ID-4000 system. If necessary, you c an edit the text record
or capture a new portrait during this procedure.

Step-by-step procedure

1

If you have not already done so, retrieve the applicant’s
text record and edit it if necessary.

For detailed instructions, see

record

on page 4-8 and

Editing an existing text record

Retrieving an existing text

page 4-10.

2

Choose the Print button to display the recapture dialog
box.

on

3

To print a badge without capturing new images, choose
Print and go to step 5.

ID-4000 operat io n 4-29

To capture a new portrait (and signatur e, if your system
is equipped to do so) before printing, choose Recapture
and Print. A portrait-capture di alog box appears.

Your portrait capture dialog box may be different from
the one shown; its appear ance depends on the capture
device being used.

Note: If your system has more than one portrait-capture
device (a portrait camera and a color scanner, for
example) and the device has not been determined
during database and screen design, a device-selection
dialog box appears when you choose the Print button.

Your device selection dialog box may be different from
the one shown.

4-30 ID-4000 operati on

If the device selection dialog box appears, choose the
desired capture device to display a portrait-capture
dialog box.

4

Capture one or more images from the por trait camera,
color scanner, signature tablet, etc., as appropriate for
the image-capture devices you are using. If necessary,
see Chapter 6,

Input devices

, for detailed instructions for

each capture device connected to your ID-4000.

5

Wait for the badge to print on the device you specified in
the Badge Type field dur ing data entry. (The field may
have a different name. )

6

Perform any additional steps necessary for printing t he
badge on the output device connected to your system.

See Chapter 7,

ID-4000 output devices

, for informatio n
about the badge printer you are using and any post-print
operations such as diecutting and laminating.

7

If your system encodes magnetic stripes on the badges,
choose the Encode button to encode it.

Note: Encode the magnetic stripe onl y after laminati ng
the badge.

If necessary, see the magnetic stripe encoder section of
Chapter 7 for specific encoding ins tructions and batch­encoding options you can use to improve your
productivity.

8

If your system has a bar-code label printer, it prints a
label for the cur rent record when you print the badge. If
you must reprint the bar-code label for some reason,
choose the Bar Code Label button. If necessary, see the
bar-code label printer section of Chapter 7 in this manual
for more information instructions

9

Wait for a blank Data Entry window to appear.

ID-4000 operat io n 4-31

Capturing images only

When to use this procedure

Use this procedure to capture or recapture an applicant’s
portrait (and signature, if your system is equipped to do
so) without printing a badge. To print the badge at
another time, see

Step-by-step procedure

1

If you have not already done so, create a new record for

Reissuing a badge

on page 4-28.

the applicant or retrieve the applicant’s text record and
edit it if necessary. Leave the data displayed in the Data
Entry window.

For detailed instructions, see
on page 4-4,
4-8, or

2

Choose the Capture button to display the portrait-capture

Editing an existing text record

Retrieving an existing text record

Creating a new text record

on page

on page 4-10.

dialog box.

Your portrait capture dialog box may be different from
the one shown; its appear ance depends on the capture
device being used.

4-32 ID-4000 operati on

Note: If your system has more than one portrait-capture
device (a portrait camera and a color scanner, for
example) and the device has not been determined
during database and screen design, a device-selection
dialog box appears when you choose the Print button.

Your device selection dialog box may be different from
the one shown.

If the device selection dialog box appears, choose the
desired capture device to display a portrait-capture
dialog box.

3

Capture one or more images from the por trait camera,
color scanner, signature tablet, etc., as appropriate for
the image-capture devices you are using. If necessary,
see Chapter 6,

Input devices

, for detailed instructions for

each capture device connected to your ID-4000.

4

Wait for a blank Data Entry window to appear.

Verifying text data and images

When to use this procedure

Use the procedure below to view an existing record and
its associated por trait to verify the data or to confirm a
person’s identity.

Step-by-step procedure

1

Retrieve the appropriate text record. (See

existing text record

2

View the text data as necessary.
If your ID-4000 has more than one window of data,

advance to the next window by c hoosing the Next Page
button in the lower right corner of the window or by
pressing the PAGE DOWN key.

ID-4000 operat io n 4-33

Retrievin g an

on page 4-8.)

If the data requires updating or correction, see

existing text record

3

To view the portrait associated with the text record,

on page 4-10.

Editing an

choose the Display button. When you are finished
viewing the portrait, choose OK to return to the Data
Entry window.

4

Clear the data entry window as follow s:

a

If you edited the text data, c hoose the Update button.

b

If you did not edit the text data, choose the Clear button.

4-34 ID-4000 operati on

Printing a dossier

Dossier descripti on

If your ID-4000 is equipped with the dossier-printing
option and a laser printer, you can us e the following
procedure to print a dossier for any record stored in the
ID-4000 database. A dossier is a black-and-white portr ait
of the applicant, along with his or her text data and any
other images (a signature, for example) printed on a
standard 8

1

⁄

× 11 inch sheet of paper.

2

Name: John J. Smith
Address: 123 Main St.

Johnstown
PA 12345

Phone: [phone]
Dept: Manufacturing

Employee ID: 123456

This is a sample dossier only. Dossiers are cus tom­designed for each ID-4000 system with the Badge
Designer module of the ID-4000 Application Builder. (See

ID-4000 Application Builder Guide

for a more detailed

description of the B adge Designer module.)
To print dossiers for several applicants in a single batch

instead of individually, see

Batch printing dossiers

in

Chapter 5.

ID-4000 operat io n 4-35

Dossier pri nti n g
procedure

To print a dossier for an applicant, follow the instructions
in

Reissuing a badge

on page 4-28. But after retrieving
the text record (and before choosing the Print button),
locate the data field with the name Badge Type (or a
similar name). Change this field from its current setting
to Dossier. Then continue with the reissuing procedure
by choosing the Print button.

Instead of printing a badge for the applicant, the ID-4000
prints a dossier on the laser printer connected to the
ID-4000 computer.

4-36 ID-4000 operati on

Using a differ ent
dossier printer

ID-4000 systems equipped with the dossier option are set
up to print dossiers on a laser printer. If you replace the
laser printer with another brand or model, you must also
use the following pr ocedure to change the pr inter driver
used by the ID-4000 to print dossiers. Failure to change
the driver may prevent dossiers from printing correctly
on the replacement printer.

Changing the dossier printer driver

1

Log out of the ID-4000 system by choosing the Exit
button until the Log In dialog box appears, then
choosing Quit.

The Windows Progr am Manager window appears when
you quit.

2

Install the laser printer and the necessary W indows
driver for the printer according to the i nstructions with
the printer and “I nstalling and Configur ing a Printer” in
Chapter 6 of

Microsoft Windows User’s Guide

.

3

Turn off and restart the ID-4000 computer to display the
ID-4000 program group in the Windows Program
Manager.

ID-4000 operat io n 4-37

4

Choose the Dossier Printer Selection icon to display the
Dossier Device Selection dialog box.

5

Click on the printer you install ed in step 2, then choose
OK to return to the ID-4000 program group.

Note: Although the Dossier Selection dialog box displays
all printers installed on the ID-4000, dossiers can be
printed only on a laser printer. Choosing a non-laser
printer from the list disables dossier printing.

6

Start the ID-4000 by choosing the appropr iate icon from
the group and logging in according to instructions in
Chapter 3.

7

Test printer operation by printing a dossier as described
on page 4-35.

4-38 ID-4000 operati on

Converting images

If your ID-4000 system has the optional image
conversion feature, you can easily convert any stored
ID-4000 image (portrait, signatur e, etc.) to one of sever al
common im age formats for use with other programs and
systems.

Image forma ts

The ID-4000 image conversion utility converts ID-4000
portraits, signatures and other stored images
(fingerprints, for example) to the fol lowing formats:

•

Windows or OS2 bitmap (.BMP)

•

Dr. Halo format (.C UT)

•

CompuS erve format (. GIF)

•

GEM paint (.IMG)

•

JPEG (.JPG)

•

PC Paintbrus h (.PCX)

•

Tagged image file format (.TIF)

•

Microsoft Paint (.MSP )

•

Encapsulated PostScript (.EPS)

•

Truevision Tar ga (.TGA)

•

Macintosh PICT (.PCT)

•

Sun raster (.RAS)

•

APOLLO for mat

•

Flat format
Converting the image creates a new image file in the

selected format. The ID-4000 image is not affected by
conversion.

ID-4000 operat io n 4-39

Conversion procedure

Use the following steps to convert a stored ID-4000
image to another format:

1

Retrieve the text record associated with the image you
wish to convert. (See

Retrieving an existing text record

on page 4-8.)
After you retrieve the record, it is displayed in the Dat a

Entry window.

This is a typical Data Entry window; yours may be
different.

2

If the image to be converted is a portrait and you wish to
view it before conver ting, choose the Di splay button.
When you finish viewing the portrait, pr ess the ESC key
to return to the D ata Entry window.

If the image to be converted is a signatur e or another
image usually printed on the badge and you wish to
view it before conver ting, choose the Pr eview button to
display a badge. When you finish viewing the badge,
press the ESC key to return to the Data Entry window.

4-40 ID-4000 operati on

3

Choose the Convert button to display the Image
Conversion dialog box.

4

If your system stores multiple image types (a portrait
and a signature for each applicant, for example), choose
the appropriate im age type from the list box at the top of
the dialog box.

If your system stores only one image type (portr aits only,
for example), its type already appears in the list box.

5

Indicate the format (TIF, PCX, etc .) of the converted
image by choosing the appropriate button.

6

Choose the Save As button to display the Save As dialog
box.

7

Enter or selec t a path and file name for the converted
image, then choose the OK button to convert the image
and return to the D ata Entry window.

8

To convert another i mage, choose the C lear button,
choose Yes to confi rm that you want to clear the entry,
then return to step 1.

To return to a bl ank Data Entry window and discontinue
converting images , choose the Clear button and choose
Yes to confirm that you want to clear the entry.

5 ID-4000 administration

Administration overview

This chapter provides instructions for the administr ative
tasks associated with ID-4000 systems.

“Administration” for the ID-4000 i s defined as
procedures beyond the capturing of text and im ages, the
printing of badges and the verification of data. For
example, procedures such as managing system secur ity,
creating reports, managing databases, viewi ng audit
logs and card histories, and adjusting system
components are considered administration.

Note: ID-4000 for Windows is available in a variety of
different “application tem plates” as described in
Chapter 2. Some application templates may not have all
the capabilities described in this chapter.

5-2 ID-400 0 a dm i ni str ation

Administrative
operations

The following ID-4000 adm inistration functions ar e
explained in this chapter. Functions with an asterisk (*)
either are optional or are required only under special
conditions. They may not be installed on your system.

User passwor d maint enance
Reportin g
Database management

Text data export*
Text data and image export *
Text data import*
Text data and image import*
Multiple record deletion
Database packing *
Database log-in data editing

System management

Audit log operations
Error log operations
Access privilege assignm en t
Access requirement editing
File backup and restoring*
Statistics display
Component calibration

Batch operations

Batch badge printing
Batch bar-code label printing*
Batch magnetic-stripe encoding*
Batch dossier printing*

Miscellaneous adm inistrative operations

Card history operations*
Cross-reference table maintenance
Authorization signature capture*
Remote diagnostics*

User password maintenance

All ID-4000 systems requir e that each user have an
individual user pas sword to log into the system. Each
user should change his or her user password fr equently
as explained below.

ID-400 0 a dm i ni str ation 5-3

User password
guidelines

Changing a user
password

You should change your user passwor d frequently to
help prevent unauthorized use of the ID-4000 sys tem. A
weekly password change is typical, but your frequency
can be changed to suit the s ecurity needs of your
organization and environment.

Use passwords that are easily remembered, but are no t
likely to occur to a person attempting unauthorized use
of the system. The name of a pet may be a good
password, for example, but your own name, ni ckname or
your company’s name is probably not.

A password can have a maximum of 10 characters. You
can use letters, numerals, symbols and spaces in a
password. Passwords are not case-sensitive. This means
you can type lower-cas e letters when you log in, even if
you used upper-case (capi tal) letters when you set up
your password.

Each user can follow the steps below to change his or
her password at any time. (To specify the first password
for a new user, see

Adding a new user

on page 5-53).

5-4 ID-400 0 a dm i ni str ation

1

If the Data Entry w indow is not on the screen, start the
ID-4000 and log in, or choose the Exit button until the
window appears.

2

Choose the Administration button to display the
Administration window.

ID-400 0 a dm i ni str ation 5-5

3

Choose the Change Password button to display t h e
Change Password dialog box.

4

Type your current password, then press TAB.
Note: For secur ity, each passwor d character appears as

an asterisk (*) as you type it .

5

Type a new password, then choose OK.
An empty password confirmati on field appears.

6

Type the new password again in the password
confirmation field, then choose OK.

The message “Passwor d changed” appears.

7

Choose OK to return to the Administration window.

5-6 ID-400 0 a dm i ni str ation

Creating reports

The ID-4000 report writing utility lets you select,
manipulate and print data from the ID-4000 applicant and
card history databases. Creating reports with the report
writer does not alter the data in the databas es.

The report writer allows you to create the following
types of output from your ID-4000 databases:

•

Lists of selected data records

•

Mailing lists and labels

•

Form letters

•

Preprinted forms
For a more complete description of report writer

capabilities and a full description of features, see the
separate report writer instructions.

ID-400 0 a dm i ni str ation 5-7

Starting and using the
report writer

Use these steps to start the report writer:

1

Log out by choosing the Exit button until the ID-4000 Log
In dialog box appears.

2

Choose the Quit button in the Log In dialog box to close
the ID-4000 application.

3

Choose the report writer icon from the ID-4000
application group to di splay the report w ri ter opening
screen. (See the separate report writer instruc tions for a
picture of the icon. )

Identifying your
database files

After starting the report writer as described above, refer
to the separate report writer instructions for a complete
description of report writer procedures.

The procedures for creating reports require that you
select the ID-4000 database file or files that will be the
source of your report data. Most ID-4000 systems use
either dBase or SQL database format. The file names and
structure of your database depend on the format your
system uses.

If you do not know the for mat that has been selected for
your system, see your system administrator.

Note: Your ID-4000 system may use a database forma t
other than dBase or SQL. If it does, see your system
administrator for the location of your database files.

dBase database files

If your ID-4000 uses a dBase database, your database
files have the extension “.DBF”. The names of these files
and their directories were determined during system
setup. With the dBase database format, each applicant
category (employee, visitor, etc.) has its own .DBF file.

5-8 ID-400 0 a dm i ni str ation

The optional card history feature creates additional .DBF
files containing card history data for each applicant
category. These card history files have the same nam es
and extension as their corresponding applicant database
files, but they have the prefix “CH.” (If your system has
two applicant database files named EMPL.DB F and
VIS.DBF, you will have corresponding card history
database files named CHEMPL.DBF and CHVIS.DBF.)
Each card history database file is located in the same
directory as its corresponding applicant database.

SQL database files

If your ID-4000 uses an SQL database, the database file
has the extension “.DBS ”. Your database file name and
its directory were determined during system setup, but
the file and the directory have the same name.

Unlike dBase, the SQL format stores all applicant and
card history data in a single SQL database file. Each data
classification (employee data, visitor data, employee
card history data, etc.) is a separate table within the
single database file.

Card history tables within the database file have the
same names as their corresponding applicant data tables
but contain the prefix “CH.”

Database management

ID-400 0 a dm i ni str ation 5-9

Database ma nagement
overview

Each ID-4000 database is made up of images and text
records. A text record in turn is made up of fields —
discrete data items such as name, street address,
employee ID number, etc.

Several administrative functions help you maintai n the
database as a whole. You can:

•

Import text data from other sources (such as text files or
other databases) into the ID -4000 database

•

Import complete text records and images (portraits,
signatures, etc.) exported from other ID-4000 stati ons

•

Export text data from the ID-4000 to text files that can
then be used in other appli cations

•

Export complete text records and images for use by
other ID-4000 stations

•

Batch-delete records from an ID-4000 database

•

Pack and reindex databases (necessary for some I D-4000
stations)

Importing te xt dat a

•

Edit database log-in data

Use the following pr ocedure to import text data from
other applications such as word processing or database
programs for use in the ID-4000. This text-import
function allows you to select fields from the source file. It
also lets you specify (map) the destination field for each
source field.

Note: The procedur e does not import images such as
portraits and signatures. To im port complete appli cant
records (including text records and images) from other
ID-4000 stations, see

Importing text and images

on page

5-18.

5-10 ID-4000 administration

Import file requirements

Text files to be imported into ID-4000 m ust meet these
specifications:

•

Each record must include the primary key field (usually
the employee ID number or a similar unique identifier)
used by the database.

•

Each record in the file must end with a hard return.

•

The file can contain only ASCII characters from
hexadecimal 20 through hexadecimal 7e (decimal 32
through decimal 126), carriage returns, line feeds and
horizontal tabs.

•

All records must have the same number of fields,
although there need not be a value in every field.

•

The fields in all records must be in the same order.

•

Fields can be either fixed-length or character-delimited.
Most word processing and database appli cations can

create files that meet these criter ia.

ID-400 0 a dm i ni str ation 5-11

Procedure for importing tex t data

Follow these steps to select and import data from a text
file:

1

If the Data Entry w indow is not on the screen, start the
ID-4000 and log in, or choose the Exit button until the
window appears.

5-12 ID-4000 administration

2

Choose the Administration button to display the
Administration window.

3

Choose the Import button to display the Im port Selection
dialog box.

4

Choose Import Text Data Only.

5

In the list at the bottom left of the dialog box, highlight
the destination database (the database r eceiving the
imported data).

6

Choose OK to display the Data Source Selection dialog
box.

ID-400 0 a dm i ni str ation 5-13

7

Specify the source of the imported data as follows:

•

If you are importing data from a tape, choose Tape.

•

If you are importing data from a file on a disk or hard
drive, type the full pathname or choose Browse to select
the file. (Browse displays the File Browse dialog box to
help you locate and select the source file.)

8

With the source file displayed in the Data Source
Selection dialog box, choose OK to display the Import
Tool window.

The DESTINATION section (top half of the window)
displays the names of the fields in the destination
database, along with the type of data that belongs in
each field (Data Type) and the length of the field (Data
Size).

5-14 ID-4000 administration

The SOURCE section (bottom half of the window)
displays the first record in the source file, arrayed
horizontally in the window.

Note: If the source record is too long to fit into the
window, choose the left or right scroll arrow to view it.
To see the next recor d, click on the dow n arrow to the
left of the recor d window.

9

Choose the File Formats button in the lower left of the
window.

10

If the source record has field separators:

a

Choose Delimited Text.

b

If the sample record shows quotations marks or other
delimiters surr ounding the text strings, choose the
appropriate del imiter from the popup list in the Text
Delimiter field.

c

Select the symbol that separates the fields in the record
from the popup list in the Field Separator field. Note
that a colored, numbered bar appears over the group.
The number serves as a field identifier, which you will
use later in this proces s.

If the source record does not have field separators:

a

In the File Format window, choose Fixed Width Text.
An icon labeled

Trash

appears in the upper right

corner of the SOURCE section of the window.

b

Use the mouse to break down the source record into
separate fields. To do so, hold down the left mouse
button in the sampl e record window and drag from left
to right, releasing the mouse button wherever you
want the field break to occur. Each time you highlight a
group of characters, a colored, number ed bar appear s
over the group. The number serves as a field identifier,
which you will use later in this process.

11

Note: If you make an error in highlighting a field, drag
the numbered bar to the Trash icon, then reidentify the
desired field.

If the source r ecords include dates and/or times, choose
the Date/Time For mats button in the FO RMATS section

ID-400 0 a dm i ni str ation 5-15

of the window. This di splays the Date/Tim e Formats
pane.

Then indicate the format and characteri stics of date and
time data in the source file as follows:

a

If the source data includes four-digit years (1994, 1995,
etc.) instead of two-digit years (94, 95, etc.), choose 4
Digit Years.

b

If the source data includes leading zeroes (January 6,
1993 appears as 01/06/93 rather than 1/6/93, for
example), choose Leading Zeroes in Dates.

c

Use the popup list in the MYD Order field to indicate the
order of months, days and years (month/day/year or
day/month/year) in the source dates.

d

Use the popup list in the Date Separator field to indicate
whether month, day and year are separated by slashes
(/) or dashes (-).

e

If the source data includes times, use the popup list in
the Time Delimiter field to indicate the symbol
separating hours from m inutes.

12

If the source r ecords include logical data (True or False,
Yes or No), choose the Logic For mats button in the
FORMATS section of the window to display the Logical
Format pane.

Choose from the popup list in the Logic String field to
indicate the format of the logical data (Y es/No, Y/N,
True/False, T/F, etc.)

5-16 ID-4000 administration

13

Choose Duplicate Records button in the FORMATS
section of the window to display the On Duplicates pane.

•

If you want to overwrite duplicate r ecords in the
destination database with those i n the source file,
choose Update Table Records.

•

If you want to leave duplicate records in the destination
database intact and import only new records from the
source file, choose Ignore and Don’t Update.

14

Match each source field with a destination field as
follows:

a

Highlight a destination field by holding down the left
mouse button in the Import Field Number column and
dragging the mouse across the entire row.

b

Click on the numbered bar above the corresponding
source field, and drag it to the highlighted Destination
field.

c

Repeat steps a and b until all fields being imported are
properly mapped to a destination field.

d

Identify the source field that is the primary key field. (It
is usually a unique identifier such as an employee ID
number.) Then click and drag it to the Primary Key
Field at the top of the S OURCE secti on of the window.

15

Choose Import All Now to begin importing r ecords.
Note: If problems occur during the import process, an

error message appears. In addition, two files are created
in the same directory as the destinati on database. One
file,

imperr.txt

imported. A second file,

, contains the records that failed to be

imperr.dsc

, contains a
description of errors causi ng the failure. Refer to these
files for an explanati on of the import pr oblem.

ID-400 0 a dm i ni str ation 5-17

Using import tem plat e s

If you are likely to import data again from a similar file,
you can save the mapping “blueprint” you create as a
template. In future import sessions, you can open the
template to map the source fields to the destination
fields.

Saving a template

To save your mapping specifications, choose Save
Template from the Import Tool window to display the
Import Template window.

This template window contains all the specifications for
the import process you just completed.

Choose OK to save it, or Cancel to quit the window
without saving the template.

Using a template

To apply a template to a source file:

1

Choose Open Template from the Import Tool window.
This displays a dial og box listing all tem plate files in the
current directory.

2

Choose the drive, directory, and name of the desired
template, then choose OK to display the tem plate.

5-18 ID-4000 administration

3

If you want to use the tem plate, choose OK.
The Import Tool window reopens, but the source data is

defined and mapped to the database as specified by the
template.

4

Choose Import All Now to begin importing r ecords.

Importing te xt an d
images

Use the following pr ocedure to import complete records
(including text and images) from other ID-4000 stations.

The source of the imported records must be a file
created by exporting text and images from an ID-4000
station. With the procedure below, you must import all
the records in the file and all the fields in each r ecord.
(To import text data from other applications, see

Importing text data

1

Start the ID-4000 and log in, or i f you are already i n the

on page 5-9 instead.)

system, choose the Exit button to display the Data Entry
Window.

2

Choose the Administration button.

3

Choose the Import button to display the Im port Selection
dialog box.

4

5

Choose Import text and images from other ID-4000
Stations.

Highlight the destination database on the list in the lower
left of the dialog box, then c hoose OK to display the Data
Source Selection dialog box.

ID-400 0 a dm i ni str ation 5-19

6

If you are importing records from tape, choose Tape.
If you are im porting records from a diskette, choose

Drive and select the source drive fr om the popup list that
appears.

7

To import the records, choose OK. (If you want to
abandon this process without importing rec ords, choose
Exit.)

Exporting text data

The ID-4000 lets you expor t text data from the ID-4000
for use in other applications. You can choose the fields
to be exported from each record, and you can customize
the format of the export file to meet the requirements of
the application that will use it.

Note: You cannot export images with this procedure. To
export text and images for use by other ID-4000 stations,
see

Exporting text and images

on page 5-27.