Software Frequently Asked Questions

File - General settings

How do I set up all my settings and options?

The general page contains all general configuration settings. This page is only available when logged in as the administrator.

Start program automatically when user logs into windows
If this option is selected, the Patrol Management System will automatically startup when any user logs into Windows.

Username
On automatic startup, this is the username that will be used to log into the Patrol Management System.

Password
On automatic startup, this is the password that will be used to log into the Patrol Management System.

Where do I view all my main settings and options?

All configuration and setup options are accessible from the settings module. The settings module is only accessible if the logged in user's access profile permits it.

To access the settings module, select the File|Settings menu option.

The settings module contains a page for each group of settings or configuration actions. Each of these pages are only visible if the logged in user's access profile permits it.

After viewing/editing the settings from any of the pages above, you can:

Click the Apply button to save any changes.
Click the OK button to save any changes and close.
Click the Cancel button to cancel any changes and close.
Click the default button to set all settings on the page visible, to their default setting.

How do I set up my network edition?

What is the default port number for the network edition?

These settings can be obtained from your database administrator or the individual setting up the database network server.

Data operation timeout
The time taken to complete requests to the database server depends largely on the amount of data requested, the type of operation being performed and the network/server performance. The timeout value is the number of seconds that database requests need to complete in before the patrol management system gives up. This setting may need to be adjusted if any timeout errors are encountered.

Server Name
The name and address of the database network server that the Patrol Management System accesses the shared data from.

The server name has the form servername@ip_address, where server name is the name of the database network server and ip_address is the IP address of the computer which runs the database network server.

If there is only 1 database network server on the server machine, then only the server address is required. E.g. 192.168.0.1

If there are more than 1 database network servers on the server machine, then the name of the database network server and IP address are required. eg. MyServer@192.168.0.1

Alias
The name of the database that Patrol Management System accesses. The database network server can serve multiple databases, and this setting tells the database network server which of these databases to access.

Port
The port on which to connect to the database network server. Default is 16000.

What is the backup directory?

How do I backup?

How do I restore?

The database page contains all database settings and maintenance controls. The settings and controls available will vary depending on whether the system is a Standalone or Network version.

For the standalone version, the database is local, meaning it is stored on the same local machine, allowing backup and maintenance features.

Data operation timeout
The time taken to complete requests to the database depends largely on the amount of data requested, and the type of operation being performed. The timeout value is the number of seconds that database requests need to complete in before the patrol management system gives up. This setting may need to be adjusted if any timeout errors are encountered.

Backup Directory
This is the directory where all backups will be created. To change the backup directory, click the browse button, and browse to the required directory.

Backing up data
To backup all data, click the Backup button. A zip archive containing the current data will be created in the backup directory. All backups have the .zip file extension.

Restoring data
To restore a previously created zip archive, click the Restore button and select the zip archive to restore.
Warning: Restoring an archive will overwrite all current data, perform a backup of the current data before performing a restore.

Compacting data
Compacting the data will slightly reduce the data size, and it's effectiveness depends largely on the data size and usage. To perform this operation, click the Compact Data button.

Purging old data
Purging old data is the process of deleting old historic data to keep the database size manageable and database operations quick.

Select the required parameters for which to delete old data and click the respective Delete button.
Warning: Purging old data will delete the specified data forever, perform a backup of the current data before performing a purge.

How do I search to see if my downloader is connected?

How do I download?

How do I read information of a tag?

How can I view my recorder information?

How do I set up automatic downloads?

The download page contains all downloader and download service settings and actions.

A downloader is the hardware unit attached to the computer's serial comport that facilitates the docking and downloading of recorders.

The download service is a software service, which when running, automatically scans for recorders docked into the downloader. When docked recorders are detected they are automatically downloaded, and an import file containing all downloaded data is queued for Import into the database.

Hardware

Comport
This is the communication port that the downloader is attached to. Select which comport the downloader is attached to from the drop down list.

Search for a downloader
If you don't know which comport the downloader is attached to, click the Search button. All comports will be searched for an attached downloader.

Test a downloader
To test if a downloader is functional, click the Test button. A message will be displayed with the test results.

Actions

Set a recorder serial number
To set the electronic serial number in a recorder, insert the required serial number, then click the Set Serial button and place the recorder in the downloader.

Read in an Button tag
To read in the serial number of a Dallas� Ibutton� (Tag), click the Read Tag button, and place the tag on the attached downloader's tag reader. Using this feature, the software and PC can be used to record events as recorders do. This feature can also be accessed by clicking the Actions Read Tag menu option.

Download a recorder
To download all data from a recorder, click the download button and place the recorder in the downloader. This feature can also be accessed by selecting the Actions Download menu option.

Retrieve a recorder's details, usage and service information
All patrol and supervisor recorders store information about their usage, service history and other properties. To retrieve this information from a recorder, click the Recorder Info button and place the recorder in the downloader. If the recorder information is successfully read, the information is displayed as in the page below.

The Device section displays the recorder's settings and specification, such as the manufacturer ID, firmware version, serial number, device type, purchase date, memory capacity and memory usage.

The mechanical section displays information about the recorder's mechanical usage.

Low: The number of low intensity shocks the device has experienced for it's entire history of operation.
Medium: The number of medium intensity shocks the device has experienced for it's history of operation.
High: The number of high intensity shocks the device has experienced for it's entire history of operation.

The Battery section displays information about the recorder's battery usage.

Events: Number of events the device has collected for it's entire history of operation.
Downloads: Number of times the device has been downloaded for it's entire history of operation.
Uploads: Number of times the device has uploaded data from other recorder's for it's history of operation.

Reset a recorder
If you suspect a recorder is not functioning or is malfunctioning, there is an option to reset the device. This is a soft reset and will not effect/clear any recorded data or settings. To reset a recorder, click the Reset Device button and place the recorder in the downloader.

Download Service

Start service at startup
If this option is selected, the download service will start automatically when each user logs into the Patrol Management System. When recorders are placed in the downloader, they are automatically downloaded. There is no need to manually download recorders if the download service is running.

Click the Start button to start the download service.
Click the Stop button to stop the download service.

Service Priority
The download service is a separate process running in the background. As with all processes in Windows�, the download service can be assigned a priority. This is the priority that Windows� assigns the process with respect to other processes. The higher the service priority, the lower the performance of all other processes, and the lower the service priority, the higher the performance of all other processes.

Recorder scan speed
This is the speed at which the download service scans for recorders placed in the attached downloader. Adjust this setting if any download problems are experienced.

Max time difference in minutes
This is the maximum number of minutes a recorder's clock can be out before it is set to the PC clock.

How do I set up Automatic Imports?

The import page contains all import service settings and the import log.

The Import Service is a software service which automatically imports all new imports files to the database. The import service will only run if the logged in user's access profile permits it.

The Import Log is a list of all import files in the system. Import files may originate from downloaded recorders, or received by email or any media such as a memory stick or disk. These import files contain the raw data downloaded from recorders.

Service Priority
The import service is a separate process running in the background. As with all processes in Windows�, the import service can be assigned a priority. This is the priority that Windows� assigns the process with respect to other processes. The higher the service priority, the lower the performance of all other processes, and the lower the service priority, the higher the performance of all other processes.

Delete import files older than X days
This is the number of days the import service will store import files before deleting them. Import files are stored by the import service for various reasons.

In case of database storage failure or other data loss, these import files can be re-imported into the system to rebuild historic data.
In the case of the Network version, system may not always have access to database or network on which the database is accessed. Storing the import files allows the Patrol Management System to import these files when the database is accessible.
When the Patrol Management System is configured to email import files to remote location for storage/import, the computer sending the emails may not always have access to the internet or mail server delivering these emails. Storing the import files allows the Patrol Management System to email these files when the computer is connected to the internet or mail server.

Email import files automatically after each import
If this option is selected, the import service will email each import file to the designated address after every successful import. The settings for the email account used to send these files is configured on the email settings page.

Send import files to
Insert the email address here, where all import files should be emailed to.

CC import files to
Insert the email address here, where all import files should be carbon copied to. This address can be a backup email address for remote storage of import files.

Subject
This is the subject for each email sent, and can be customized with any description.

How do I set up Automatic Exports?

The export log displays a list of all export files in the system, as well as the date and time each file was logged, and an indication of whether the file has been saved and/or emailed.

Click Check for new exports button for export service to try and save/email any files not yet saved/emailed, as well as check for any new export files.
Click the Email selected exports button to email any export files selected in the list. To select multiple export files, hold down the SHIFT or CTRL key and click each file.

Issue
The issue page contains all issue service settings and the issue log.

The Issue Service is a software service which automatically imports all new issue files to the database. The issue service will only run if the logged in user's access profile permits it.

The Issue Log is a list of all issue files in the system. Issue files may be created manually or received by email or any media such as a memory stick or disk.

Issue Service

Service Priority
The issue service is a separate process running in the background. As with all processes in Windows�, the issue service can be assigned a priority. This is the priority that Windows� assigns the process with respect to other processes. The higher the service priority, the lower the performance of all other processes, and the lower the service priority, the higher the performance of all other processes.

Delete issue files older than X days
This is the number of days the issue service will store issue files before deleting them. Issue files are stored by the issue service for various reasons.

In case of database storage failure or other data loss, these issue files can be re-imported into the system to rebuild historic data.
In the case of the Network version, the system may not always have access to the database or network on which the database is accessed. Storing the issue files allows the Patrol Management System to import these files when the database is accessible.
When the Patrol Management System is configured to email issue files to remote location for storage/import, the computer sending the emails may not always have access to the internet or mail server delivering these emails. Storing the issue files allows the Patrol Management System to email these files when the computer is connected to the internet or mail server.

Issue Categories

Insert new issues with no 'type' as
Select from the drop down list, the issue 'Type' to assign to new issues that have no type.

Insert new issues with no 'State' as
Select from the drop down list, the issue 'State' to assign to new issues that have no state.

Insert new issues with no 'Resolution' as
Select from the drop down list, the issue 'Resolution' to assign to new issues that have no resolution.

These issue categories can be edited by clicking the specific category Edit button.

Email Issue files automatically
If this option is selected, the issue service will email each issue file to the designated address after every successful import. The settings for the email account used to send these files is configured on the email settings page.

Send Issue files to
Insert the email address here, where all issue files should be emailed to.

CC Issue files to
Insert the email address here, where all issue files should be carbon copied to. This address can be a backup email address for remote storage of issue files.

Subject
This is the subject for each email sent, and can be customized with any description.

Import Log
The issue log displays a list of all issue files in the system, as well as the date and time each file was logged, and an indication of whether the file has been imported and emailed.

Click the Check for new issues button for the issue service to try and import any file not yet imported, as well as check for any new issue files.
Click the Email selected issues button to email any issue files selected in the list. To select multiple issue files, hold down the SHIFT or CTRL key and click each file.

How do I set up automatic reports?

How do I change the company logo at the top of my printer reports?

How do I view all my imported automatic emails?

The import log displays a list of all import files in the system, as well as the date and time each file was logged, and an indication of whether the file has been imported and emailed.

Click the Check for new imports button for import service to try and import any file not yet imported, as well as check for any new import files.
Click the Email selected imports button to email any import files selected in the list. To select multiple import files, hold down the SHIFT or CTRL key and click each file.

How do i view all my exported automatic emails?

What port does the automatic email use?

Does the automatic emailing use SPA or SSL or both?

The email page contains all email and service settings. These are the global account settings for all incoming/outgoing emails. Your network administrator or service provider will be able to tell you what these settings should be.

The Email Service is a software service which automatically downloads email from a mail server. This service allows the Patrol Management System to download email sent from remote stations, and automatically import any attached data.

Server

From Address
This is the email address from which all outgoing emails are sent.

Server Name
The outgoing email (SMTP) server to connect to when sending mail. This can be an IP address such as 192.168.0.1 or a domain name such as mail.somewhere.com.

Port
The port on which to connect to the server. Default is 25 for unsecured connections and 465 for secured (SSL/TLS) connections.

Send timeout
The number of seconds to wait for a response from the server, before giving up.

Security

Username
The user name of the email account on the server.

Password
The password for the account on the server.

Use SPA
If this option is selected, the server connection uses secure password authentication.

Use SSL
If this option is selected, the server communication is secure.

POP3 (Incoming) Service

Email Service

Service Priority
The export service is a separate process running in the background. As with all processes in Windows�, the export service can be assigned a priority. This is the priority that Windows� assigns the process with respect to other processes. The higher the service priority, the lower the performance of all other processes, and the lower the service priority, the higher the performance of all other processes.

Check for new mail every X minutes
Select the interval, in minutes, at which to check the mail server for new messages.

Delete emails older than X days
Select the number of days to keep messages in the log.

Download Files

Delete files not needed (recommended)
Select this option to delete any file attachment that is not needed by the Patrol Management System. This is recommended as a security measure against viruses and other unsolicited email.

Files needed are:

Import files - These are files that contain patrol data collected by recorders. All attached import files are sent to the import queue for import into the database.
Issue files - These files each contain Issue from remote station. All attached Issue files are sent to the issue queue for import into the database.

Save files not needed
Select this option to save any file attachment that is not needed by the Patrol Management System.

Save downloaded files to
This is the location where all attachments not needed will be saved. To change this directory, click the browse button, and browse to the required directory.

Server

Server Name
The outgoing email (SMTP) server to connect to when sending mail. This can be an IP address such as 192.168.0.1 or a domain name such as mail.somewhere.com.

Port
The port on which to connect to the server. Default is 110 for unsecured connections.

Receive timeout
The number of seconds to wait for a response from the server, before giving up.

Security

Username
The user name of the email account on the server.

Password
The password for the account on the server.

Use SPA
If this option is selected, the server connection uses secure password authentication.

Use SSL
If this option is selected, the server communication is secure.

POP3 (Incoming) Log

The email log displays a list of all received mail messages and attachments, as well as the action taken for each attachment.

Click the Check for new mail button to check for new mail immediately.

How do I set up multiple users?

The Patrol Management System has simple but powerful user management features. Only one administrator exists and cannot be deleted. Additional users may be inserted, each with their own customizable access profile.

Standalone
The standalone version operates on local data, and only a user name and password are needed to gain access.

Network
The network version operates on remote data, and therefore requires the mandatory username and password, as well as an optional database username and database password.

The database username and database password are only needed if the database server is a secure server, these details may be obtained from the database administrator, and are used to log into the remote database network server when accessing data.

To manage users, select the File|Users menu option. (This menu option is only available if the logged in user has the necessary permission in their user profile).

To insert a new user, click the Insert button and enter the user details. Click the OK button to save the new user, or the Cancel button to cancel the insert.
To edit a user, click the Edit button and edit the user details as desired. Click the OK button to save the edited details, or the Cancel button to cancel the edit.
To delete a user, click the Delete button.

User Details

Application
These settings are mandatory for Standalone and Network versions.

Full Name The user's first and last name.
User Name The user's username, used to access the application.
Password The user's password, used to access the application.
Confirm Password Re-type the password here to confirm it.

Database
These settings are only required for the Network version.

User Name The user's username, used to access the database network server.
Password The user's password, used to access the database network server.
Confirm Password Re-type the password here to confirm it.

While editing/inserting a user, a fully customizable access profile can be setup, dictating the features available to this user.

General
Setting this option allows the user to access the Settings module.

Users
Setting these options allow the user to View, Edit, Insert, Delete and Print/Export other users.

Audit Trail
Setting these options allow the user to View and Print/Export the Audit Trail.

License
Setting these options allow the user to View license settings and Renew or Request a new license.

Database Settings
Setting these options allow the user to View and Modify Database Settings, as well as Compact, Backup, Restore and Purge the database.

General
Setting this option allows the user to Print/Export data.

Clients
Setting these options allow the user to View, Insert, Edit and Delete Clients.

Contacts
Setting these options allow the user to View, Insert, Edit and Delete Contacts.

Employees
Setting these options allow the user to View, Insert, Edit and Delete Employees.

Shifts
Setting these options allow the user to View, Insert, Edit and Delete Shifts.

Regions
Setting these options allow the user to View, Insert, Edit and Delete Regions.

Sites
Setting these options allow the user to View, Insert, Edit and Delete Sites.

Checkpoints
Setting these options allow the user to View, Insert, Edit and Delete Checkpoints.

Recorders
Setting these options allow the user to View, Insert, Edit and Delete Recorders.

Wallets
Setting these options allow the user to View, Insert, Edit and Delete Wallets.

Incidents
Setting these options allow the user to View, Insert, Edit and Delete Incidents.

Settings
Setting these options allow the user to View and Modify Download Settings.

Comport
Setting these options allow the user to Search and Test for a downloader attached to a comport.

Actions
Setting these options allow the user to read in a tag, set a recorder serial number, download a recorder, read recorder information and reset a recorder.

Download Service
Setting these options allow the user to Start and Stop the Download Service.

Settings
Setting these options allow the user to View and Modify Import Settings.

Actions
Setting this option allows the user to import data files.

Import Service
Setting this option runs the Import Service for this user at startup.

Imports
Setting these options allow the user to View and Print/Export Imports, and Assign Unknowns.

Settings
Setting these options allow the user to View and Modify export settings.

Export Service
Setting this option runs the Export service for this user at startup, provided the export service is configured to run.

Settings
Setting these options allow the user to View and Modify Issue Settings.

Actions
Setting this option allows the user to import issue files.

Import Service
Setting this option runs the Issue Service for this user at startup.

Issues
Setting these options allow the user to View, Insert, Edit, Resolve and Print/Export Issues.

Settings
Setting these options allow the user to View and Modify email settings.

Email
Setting this option runs the Email service for this user at startup, provided the email service is configured to run.

Settings
Setting these options allow the user to View and Modify report settings.

Activity Reports
Setting these options allow the user to View and Print/Export Activity Reports, as well as gain access to Checkpoint Activity, Employee Activity, Incident Activity and Shock Activity reports.

Missed Visit Reports
Setting these options allow the user to View and Print/Export Activity Reports, as well as gain access to Missed Checkpoint Visit, Missed Site Visit, Missed Patrol Tour Visit reports and allow Schedule Editing, Scheduler Settings Editing and Starting/Stopping of the Missed Visit Scheduler.

Interval Reports
Setting these options allow the user to View and Print/Export Interval Reports, and gain access to the Checkpoint Interval report.

Consolidated Reports
Setting these options allow the user to View and Print/Export Consolidated Reports, and gain access to the Missed Checkpoint/Incident Summary and Missed Checkpoints/Incident Summary reports.

Exceptions
Setting these options will allow the user to View, Dismiss, Escalate and Edit Exceptions.