DCN Delegate Database Software User Manual en LBB3580
GENERAL CONTENTS Chapter 1 - Delegate Database 1.1 About Delegate Database 1 Chapter 2 - Getting Started 2.1 Starting Delegate Database 2.2 Using Help 2 Chapter 3 - Preparing for a Conference 3.1 The main window 3.2 Working with names files 3.3 Entering delegate data 3.4 Working in names files 3.5 Viewing names files 3.6 Printing 3 4 Chapter 4 - Applying Data during a Conference 4.1 Downloading delegate data 4.2 Exiting Delegate Database Appendix A - Reference Guide A.1 Control menus A.
EXPLANATORY NOTES About this manual This user manual is divided into four chapters. Chapters 1 and 2 provide background information and chapters 3 and 4 provide detailed user information as follows: • Chapter 1 - Delegate Database - containing a brief overview of the Digital Congress Network (DCN) and an overview of the functionality of the Delegate Database application.
EXPLANATORY NOTES Manual conventions For clarity this user manual uses consistent styles, symbols and typographical conventions. They are: NOTE: General notes are contained within rules and indicated with this symbol in the left margin. Notes are used to draw attention to special actions or information. CAUTION: A caution is contained within rules and indicated with this symbol in the left margin.
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DELEGATE DATABASE CONTENTS 1 Title Page 1.1 ABOUT DELEGATE DATABASE . . . . . . . . . . . . . . . . . . . . . . . . .1-2 What is Delegate Database? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
DELEGATE DATABASE 1 1.1 ABOUT DELEGATE DATABASE What is Delegate Database? The Delegate Database software allows users to compile a comprehensive database of information relating to participants at a conference or meeting. The delegate information is classed as either ‘conference-related’ or ‘personal’. • Conference-related deals with parameters like interpretation language, vote weight and microphone authorization. This data is used by the DCN for conference controlling.
DELEGATE DATABASE NOTE: This information is stored in a ‘screen card’ which is displayed in the main window of Delegate Database. Each delegate has a separate screen card, with text boxes, edit fields and check boxes for specifying the details for that delegate. Screen cards are stored by the DCN system in a names file. A screen card is entered for each delegate. All delegate data is input via the main window. For some entries (first name, last name) the only restriction is the number of characters entered.
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GETTING STARTED CONTENTS Title Page 2.1 STARTING DELEGATE DATABASE . . . . . . . . . . . . . . . . . . . . . .2-2 The DCN Startup screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-2 Selecting a installation- (and names) file . . . . . . . . . . . . . . . . . . . .2-3 The Delegate Database icon . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-3 2.2 USING HELP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2-4 The Help menu . . . . . . . . .
GETTING STARTED 2.1 STARTING DELEGATE DATABASE 2 The DCN Startup screen The Delegate Database program is started from the DCN Startup screen (shown below). Fig. 1 The DCN Startup screen NOTE: For starting the DCN Startup program from an icon in the desktop, refer to the Startup user manual.
GETTING STARTED The DCN software uses two user-created files that contain important information about the installed hardware configuration and about delegates’ names. These files are: • Installation file - containing information about channel assignment and the numbers that have been assigned to all microphones connected to the DCN. These seat numbers are assigned using the System Installation software (LBB 3585).
GETTING STARTED 2.2 USING HELP 2 The Help menu The ‘Help’ menu in the title bar contains commands for an on-screen help facility. This help facility contains information on all commands in the ‘File’ menu, on which keyboard keys are functional, a description of how to use the Delegate Database software, information on how to use the help facility itself, plus an index and a glossary of terms. All information contained in this user’s manual can also be found in the ‘Help’ facility.
GETTING STARTED Commands This gives information on all menu options, covering the ‘File’, ‘Edit’, ‘Search’, ‘View’, ‘Fields’, ‘Configure’, ‘Apply’ and ‘Help’ menus. To access the ‘Commands’ help facility: • Select the ‘Help’ menu and click on ‘Commands’. A list of menu groups is given. For more information on any menu group contained in the list: • Click on the required menu group in the list. A list of options in the selected menu group is given.
GETTING STARTED Using Help This gives information on how to use the Delegate Database help facility. To access the ‘Using Help’ facility: • Select the ‘Help’ menu and click on ‘Using Help’. 2 A list of topics is given. For more information on any topic contained in the list: • Click on the required topic in the list. A list of options for the selected topic is given. For more information on any option contained in the list: • Click on the required option in the list.
GETTING STARTED About Delegate Database This provides software release information. To display the ‘About...’ window: • Select the ‘Help’ menu and click on ‘About Del. Database...’. 2 The following window appears: Fig. 2 The ‘About ...’ window To remove this window: • Click on the ‘OK’ push button.
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PREPARING FOR A CONFERENCE CONTENTS Title Page 3.1 THE MAIN WINDOW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-2 The menu bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-3 3.2 WORKING WITH NAMES FILES . . . . . . . . . . . . . . . . . . . . . . .3-4 Names files options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-4 Creating a new names file . . . . . . . . . . . . . . . . . . . . . . . .3-4 Opening an existing names file . . . . .
PREPARING FOR A CONFERENCE 3.1 THE MAIN WINDOW The Delegate Database main window is used to input delegate data and parameters and to access the other dialogue boxes of the Delegate Database program. 3 Fig. 1 The Delegate Database main window In the title bar at the top of this window, the names file name is displayed. If a names file was selected from the main menu of the Startup program, this file will be opened and the name of this file will appear in the title bar.
PREPARING FOR A CONFERENCE The main window contains the following elements: • ‘Previous Name’, ‘New Name’, and ‘Next Name’ push buttons • ‘Records’ text and field • ‘Conference Data’ dialogue box • ‘Personal Data’ dialogue box or push button • ‘Screen Line’ text box • ‘ID Card Label’ text box • ‘Produce Card’ push button • ‘Read Card’ push button The menu bar All menu options referred to in this user manual are contained within the menu bar, located underneath the title bar at the top of the main window.
PREPARING FOR A CONFERENCE 3.2 WORKING WITH NAMES FILES Names files options If you wish to use an existing names file or open a completely new one, the ‘File’ menu includes commands for doing so. 3 The ‘File’ menu has commands for: • Creating a new names file • Opening an existing names file • Copying a names file • Deleting a names file • Importing a names file • Exporting a names file • Printing • Exiting the Delegate Database program. NOTE: Exiting the Delegate Database program is covered in section 4.
PREPARING FOR A CONFERENCE The ‘New’ dialogue box contains a text box for entering the names file name. You can type a name up to 12 characters long. • Type the desired names file name in the text box. • Click on the ‘Ok’ push button. NOTE: Clicking on the ‘Cancel’ push button closes the dialogue box without performing the function. This applies to all dialogue boxes in the Delegate Database program. You can also open a file by double-clicking on the file name.
PREPARING FOR A CONFERENCE The ‘New’ dialogue box returns. If you proceed with opening a new names file, the invalid data (PIN code, seat number or card code) will be deleted from the current names file. To replace the invalid data: • Click on the ‘Cancel’ push button in the ‘New’ dialogue box. The ‘New’ dialogue box will disappear. The invalid data is highlighted in the current names file. You can then alter it. 3 Once you have entered a valid file name, a new names file will be created.
PREPARING FOR A CONFERENCE When the ‘Open’ dialogue box opens, a list box appears with all names files currently available. The currently open names file is also shown. If the list contains more names than can be displayed, a scroll bar is provided. To open a names file: • Click on the name in the list. • Click on the ‘Ok’ push button. The selected names file will be opened. If you have made changes to the current names file, they will be automatically saved before another names file is opened.
PREPARING FOR A CONFERENCE The ‘Copy’ dialogue box contains a text line giving the current name of the file and a text box for entering the new names file name. You can type a name up to 12 characters long. • Type the new file name in the text box. • Click on the ‘Ok’ push button. 3 The current names file will be saved under the new name if all data in the file is valid.
PREPARING FOR A CONFERENCE 3 Fig. 6 The ‘Delete’ dialogue box • Click on the name in the list. • Click on the ‘Delete’ push button. Another dialogue box will appear, with the text: ‘Are you sure you want to delete file ’ If you still want to continue: • Click on the ‘Ok’ push button. The file is deleted and the main window returns. NOTE: It is not possible to delete the current names file.
PREPARING FOR A CONFERENCE Importing a names file - this option allows you to import a names file into Delegate Database which has been created in another application. This means you can create a file containing information about delegates at any time without the Delegate Database application being open. All files to be imported must have either a .txt or .csv file extension, and should be formatted as follows.
PREPARING FOR A CONFERENCE 3 Fig. 7 The ‘Import names file’ dialogue box This is a standard Windows dialogue box. The dcn\export directory is opened as default. Any file(s) with a .txt or .csv extension are shown. You can display all file types by selecting the ‘All Files’ option in the ‘List Files of Type:’ drop-down list box in the bottom left hand corner of the dialogue box. A scroll bar is present if the number of files is too large to display.
PREPARING FOR A CONFERENCE Delegate ID, last name, first name, seat number, group, country name, title, interpretation, user display, card code, PIN code, authorization voting, authorization microphone, authorization intercom, voting weight, birthdate, company, street, postcode, city, E-mail address, fax number, phone number To export a names file: • Select the ‘File’ menu and click on ‘Export...’ 3 The following dialogue box appears: Fig.
PREPARING FOR A CONFERENCE 3.3 ENTERING DELEGATE DATA Delegate data is classed either as conference data or personal data. Conference data is information that is directly related to the conference in which the delegate is participating. Personal data is additional information that is not-conference related. All data is entered into the screen card via the main window. NOTE: A screen card is what is displayed in the main window of Delegate Database, and is used to store data on delegates.
PREPARING FOR A CONFERENCE NOTE: The latest versions of DCN units with an ID-card reader are equipped with a chip-card reader. The address of the card code on the chip card is configurable. The default address is 25. To change the default value, the following line must be added in the [Startup] section of the DCN.INI file in the Windows directory: DataStart= # where # is the specified address of the card code.
PREPARING FOR A CONFERENCE To edit the ‘Group List’ field: • Select the ‘Fields’ menu and click on ‘Group’. The following dialogue box appears: 3 Fig. 9 The ‘Edit group list’ dialogue box The list box entitled ‘Group List’ contains a list of all current possibilities. If it contains more entries than can be displayed, a scroll bar is provided. NOTE: If you are working with a new names file, the Group List is empty.
PREPARING FOR A CONFERENCE You will return to the main window. The ‘Title’, ‘Country’ and ‘Interpretation’ fields are edited in the same manner as described for the ‘Group List’ field. Specifying the PIN size - this option enables you to specify the length of the PIN code for the current names file. You can choose between three, four or five numbers.
PREPARING FOR A CONFERENCE Configuring the multiple names window - this option allows you to specify which fields will appear in the multiple names window. (For more details on the multiple names window, please refer to ‘Viewing Multiple Names’ on page 3-33). NOTE: The maximum amount of information that can be present is 64,000 characters.
PREPARING FOR A CONFERENCE Configuring and producing ID-card labels - this option allows you to specify which fields will appear in the ID-card label when printed. NOTE: The maximum dimensions of labels are 25 x 55 mm. Select the ‘Configure’ menu and click on ‘ID-card...’. The following dialogue box appears: 3 Fig. 12 The ‘Configure ID Card Label’ dialogue box There are six drop-down list boxes with scroll bars, each one containing a list of all possible fields.
PREPARING FOR A CONFERENCE Within the Configure ID-card dialogue box is a dialogue box entitled ‘Production’. There are two options: • Card encoding • Label printing Card encoding involves transferring information from Delegate Database to the ID card. To authorize card encoding: • Click on the ‘Card Encoding’ check box. A (√) will appear in the box, indicating this function is enabled.
PREPARING FOR A CONFERENCE To produce an ID-card and/or label: • Click on the ‘Produce Card’ push button situated at the bottom right of the main window. A label will be printed if the first three conditions above are met and also: • The ‘Label Printing’ option is selected • A printer has been properly connected to the PC 3 Configuring the screen line - this option allows you to specify which fields will appear in the screen line. • Select the ‘Configure’ menu and click on ‘Screen Line...’.
PREPARING FOR A CONFERENCE To alter the lengths of the fields: • Drag the block located between the two fields in the required direction. Dragging the block to the left decreases the length of the first field (and therefore increases the length of the second). Dragging to the right increases the length of the first field (and therefore decreases the length of the second). Once all fields have been specified: • Click on the ‘Ok’ push button.
PREPARING FOR A CONFERENCE To input data in the ‘First Name’ field: • Type the desired first name in the text box. • Press the key on the keyboard. To input data in the ‘Country’ field: • Scroll through the ‘Country’ drop-down list box until you find the required entry. Select this entry by clicking on it. 3 NOTE: If you cannot find the country you are looking for, it is possible to update the ‘Country’ list to include the information you require.
PREPARING FOR A CONFERENCE Clicking on the up scroll button displays the next free valid seat number. Clicking on the down scroll button displays the previous free valid seat number. To specify a particular seat number: • Position the cursor in the ‘Seat Number’ text box. • Type the desired seat number. A seat number must consist of four alphanumeric characters (numbers and letters). When you leave the ‘Seat Number’ text box after typing a seat number, the system performs a check.
PREPARING FOR A CONFERENCE If the seat number is not unique, the following error message will appear: ‘Duplicate seat number’ If either error message appears, you must input a new PIN code. 3 To alter the card code: • Click on either the up or down scroll button situated to the right of the ‘Card code’ text box. To specify a particular card code: • Position the cursor in the ‘Card code’ text box. • Type the desired card code. A card code consists of up to nine numbers.
PREPARING FOR A CONFERENCE Authorizing microphones, voting and intercom - this option allows you to specify whether individual delegates are allowed to use the microphone on their contribution unit, take part in electronic voting or use intercom facilities. The ‘Authorization’ dialogue box is situated at the top right of the ‘Conference Data’ dialogue box. All three options are enabled by default, indicated by a (√) in the corresponding check box.
PREPARING FOR A CONFERENCE 3 The ‘Personal Data’ window contains fields for the following data: • Street name and number • Post Code • City • Company • Date of birth • Telephone number • Fax number • E-mail number When entering personal data for a new delegate, all of the above fields will be blank. If you are editing an existing personal data card, the fields will display the original information. If the ‘Personal Data’ window is not displayed on screen, you must first enable it.
PREPARING FOR A CONFERENCE 3.4 WORKING IN NAMES FILES Searching for delegate screen cards The Search facility in Delegate Database allows you to initiate a search through the current names file for a particular delegate screen card. You can specify which field the search will be based on, and also the entry in that field you wish to locate. To initiate a search: • Select the ‘Search’ menu and click on ‘Find...’. 3 The following dialogue box appears: Fig.
PREPARING FOR A CONFERENCE If the search is successful, the appropriate delegate screen card will be displayed on screen. If the search is unsuccessful, the following error message will appear: ‘Text typed not found’ 3 Repeating the search - this option allows you to repeat the search for the data entered above. This is useful if there is more than one entry corresponding to the entered data. To repeat the search: • Select the ‘Search’ menu and click on ‘Find Next’.
PREPARING FOR A CONFERENCE To access the next screen card: • Click on the ‘Next Name’ push button. The next delegate screen card will be displayed on-screen. NOTE: When the last delegate screen card is currently on-screen and you press the ‘Next Name’ push button, then the first delegate screen card will be displayed. 3 To access the previous screen card: • Click on the ‘Previous Name’ push button. The previous delegate screen card will be displayed on-screen.
PREPARING FOR A CONFERENCE Cutting data - this option allows you to remove the data from a single field in a delegate screen card and store it in a temporary buffer. • Select the field to be cut by clicking on it. • Select the ‘Edit’ menu and click on ‘Cut’. 3 The data is removed and stored in a temporary buffer, and can be inserted into the same field of another delegate screen card using the ‘Paste’ option (see page 3-29).
PREPARING FOR A CONFERENCE NOTE: This option also selects all the information contained in the ‘Personal Data’ window, whether this window is displayed or not. If the screen card information is then pasted, the personal data information is inserted into the appropriate fields of the ‘Personal Data’ window of the new screen card, whether it is displayed or not. Deleting a record - this option allows you to delete the current delegate screen card.
PREPARING FOR A CONFERENCE 3.5 VIEWING NAMES FILES Viewing options There are a number of display options available for the main window. These options are contained within the ‘View’ menu, and are: • Viewing multiple names • Viewing the ID-card label • Viewing the screen line 3 Viewing multiple names - this option allows you to display on-screen a list of delegate data, with each entry in the list made up of a maximum of five pre-specified fields (see ‘Configuring the Multiple Names Window’ on page 3-17).
PREPARING FOR A CONFERENCE The following window appears: 3 Fig. 18 The ‘Multiple Names’ window The tick mark √ will subsequently appear to indicate that this option has been enabled. The entries are displayed by alphabetical order of the first specified field. A scroll bar is provided if the list is longer than can be displayed on screen. To close this window: • Double-click on the control box in the top left-hand corner of the window.
PREPARING FOR A CONFERENCE The following window appears: 3 Fig. 19 The ‘ID Card Label’ window The tick mark √will subsequently appear to indicate that this option has been enabled. Viewing the screen line - this option allows you to display the screen line in the main window. This information is displayed in the bottom left-hand section of the main window.
PREPARING FOR A CONFERENCE The tick mark √ will subsequently appear to indicate that this option has been enabled. 3 Fig. 20 The ‘Screen Line’ window The following window appears: To remove the screen line: • Select the ‘View’ menu and click on ‘Screen Line’ again. The screen line will disappear.
PREPARING FOR A CONFERENCE 3.6 PRINTING It is possible to print a hard copy of the current names file. You can also specify certain parameters relating to the printing of the dialogue boxes. To do so: • Select the ‘File’ menu and click on ‘Print’. The following dialogue box appears: 3 Fig. 21 The ‘Print’ dialogue box This dialogue box contains five drop-down list boxes for specifying which fields are to be printed, and a field for entering the number of copies required.
PREPARING FOR A CONFERENCE If you are inserting a header more than 20 characters long, you can scroll the text horizontally by using the left and right arrow keys on the keyboard. To define the number of copies: • Select the ‘Number of Copies’ field and type in the required number. NOTE: The up and down arrow buttons on the right-hand side of this field can be used to scroll to the required number. The maximum number of copies that can be printed is nine.
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APPLYING DATA DURING A CONFERENCE CONTENTS Title Page 4.1 DOWNLOADING DELEGATE DATA . . . . . . . . . . . . . . . . . . . .4-2 4.2 EXITING DELEGATE DATABASE . . . . . . . . . . . . . . . . . . . . . . . .4-3 Temporarily exiting Delegate Database . . . . . . . . . . . . . . . . . . . .4-3 Permanently exiting Delegate Database . . . . . . . . . . . . . . . . . . . .
APPLYING DATA DURING A CONFERENCE 4.1 DOWNLOADING DELEGATE DATA You can download conference data to the DCN system, even when a conference is taking place. This is accomplished from the ‘Apply’ menu. Downloading data can be done in two ways: all the data in the names file can be downloaded, or only the data for the delegate currently displayed. The ‘Apply’ menu has two options, ‘All’ and ‘One’, which allow you to select the type of data download.
APPLYING DATA DURING A CONFERENCE 4.2 EXITING DELEGATE DATABASE Temporarily exiting Delegate Database It is possible to temporarily leave Delegate Database without closing it down completely. To do so: • Click on the minimize button situated at the top right of the application window. The Delegate Database program will become iconized in the Windows desk-top. To re-enter Delegate Database: • Click on the Delegate Database icon.
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APPENDIX A - REFERENCE GUIDE CONTENTS Title Page A.1 CONTROL MENUS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .A-2 File menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .A-2 Edit menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .A-2 Search menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .A-3 View menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
APPENDIX A - REFERENCE GUIDE A.1 CONTROL MENUS A File menu The ‘File’ menu covers opening, saving, closing, deleting and printing of names files, and terminating the application. The menu consists of the following items: • New... allows the user to create a new names file (refer to page 3-4). • Open... allows the user to open an existing names file. These files are specified from dialogue boxes displayed when this menu item is selected (refer to page 3-6). • Copy...
APPENDIX A - REFERENCE GUIDE Search menu The ‘Search’ menu contains options that enable the user to search through the currently open names file for a particular screen card. The menu consists of the following items: • Find... allows the user to specify a screen card to be searched for and other search-related parameters (refer to page 3-28). • Find Next allows the user to repeat a search process to locate other screen cards corresponding to the search parameters (refer to page 3-29).
APPENDIX A - REFERENCE GUIDE Configure menu The Configure menu covers options available in specifying the contents of various fields. The menu consists of the following items: • Multiple Names View... allows the user to specify the fields to be displayed in the ‘Multiple Names’ window (refer to page 3-17). • ID Card... allows the user to specify the fields to be displayed in the ‘ID Card’ window and printed on labels (refer to page 3-18). • Screen Line...
APPENDIX A - REFERENCE GUIDE A.2 ACCELERATOR KEYS Delegate Database accelerator (short-cut) keys Menu Item Short-cut File + New... Open... Copy... Delete... Import... Export... Print... Exit Edit A + Cut Copy Paste Delete Select All Delete Record Search + Find...
APPENDIX A - REFERENCE GUIDE Menu Item Short-cut Fields + Group... Title... Country... Interpretation... PIN size... Configure A + Multiple Names View... ID Card... Screen Line... Apply + All One Help + Index... Keyboard Commands Procedures Glossary Using Help About Delegate Database...
APPENDIX A - REFERENCE GUIDE A.3 INDEX ABC About Delegate Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-2, 2-7 About this manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .ii All . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4-2 Apply . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4-2 Authorizing microphones, voting and intercom . . . . . . .
APPENDIX A - REFERENCE GUIDE Pasting data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-31 Selecting a complete screen card . . . . . . . . . . . . . . . . . . . . . . . .3-30 Editing screen-card fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-13 Entering conference data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-21 Entering delegate data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
APPENDIX A - REFERENCE GUIDE STUV Screen card fields, editing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-13 Screen line, configuring . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-20 Searching for delegate screen cards . . . . . . . . . . . . . . . . . . . . . . . . . .3-27 Selecting an installation- (and a names-) file . . . . . . . . . . . . . . . . . . . .2-3 Specifying the PIN size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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