Polaroid ID-4000 User manual

ID-4000

User Guide

ID-4000

for Windows

Trademark Notice “Polaroid” and “Polacolor” are registered trademarks of

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

Polaroid Corporation.

“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-Packard

Company.

“dBase” is a registered trademark of Borland

International Inc.

“SQLBase” is a registered trademark of Gupta

Technologies, Inc.

“Dr. Halo” is a registered trademark 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 trademark of

Truevision, Inc.

“Macintosh” is a registered trademark 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 trademark of Pioneer

Software, Inc.

“Oracle” is a registered trademark of Oracle Corp.

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 guide 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

Contents

3 Getting started

General operating information 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 sequences 4-1

Working with text records 4-4

Creating a new text record 4-4

Retrieving an existing text record 4-8

Editing an existing text record 4-10

Deleting a text record 4-11

Completing data entry fields 4-11

Finding text records 4-15

Performing a simple search 4-15

Performing an advanced search 4-18

Saving search criteria 4-23

Reusing search criteria 4-24

Deleting search criteria 4-24

Capturing images 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

ii Contents

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 overview 5-1

Administrative operations 5-2

User password maintenance 5-3

User password guidelines 5-3

Changing a user password 5-3

Creating reports 5-6

Starting and using the report writer 5-7

Identifying your database files 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

Contents iii

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 history operations 5-71

Displaying the Card History Data Entry window 5-72

Displaying all card history records 5-73

Searching the card history database 5-74

Saving search criteria 5-79

Reusing search criteria 5-80

Deleting search criteria 5-80

Deleting card history records 5-80

Printing card history records 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 authorizing 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 adjustment 6-13

Troubleshooting 6-13

Cleaning 6-14

iv Contents

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 recorder 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

Black and white thermal printer 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

Contents v

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 laminator 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 brightness of printed portraits 7-42

Glossary

Icon buttons G-1

Definitions G-4

Index

vi Contents

End-user software

license agreements

License agreement

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

An additional Distribution License is required to

distribute this Software.

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

Polaroid Corporation. By opening the sealed disk

package or using the software provided on the hard

drive of your Polaroid ID-4000 System, you are agreeing

to be bound by the terms of this agreement.

Polaroid software license

1 GRANT OF LICENSE. Polaroid grants to you the right to

use one copy of the Polaroid software program (the

“SOFTWARE”) provided on diskettes or installed on the

hard drive of your ID-4000 System on a single terminal

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

You may not network the SOFTWARE or otherwise use it

on more than one computer or computer terminal at the

same time.

2 COPYRIGHT. The SOFTWARE is owned by Polaroid or

its suppliers and is protected by United States copyright

laws and international treaty provisions. Therefore, you

must treat the SOFTWARE 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 SOFTWARE. If

SOFTWARE is an update, any transfer must include the

update and all prior versions.

License Agreements vii

4 DUAL MEDIA SOFTWARE. If the SOFTWARE package

contains both 3

1

⁄

2

-inch and 5

1

⁄

4

-inch disks, then you may

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 SOFTWARE and written materials.

Limited 90 day warranty

LIMITED WARRANTY. Polaroid warrants that the

SOFTWARE will perform substantially in accordance

with the accompanying written materials for a period of

90 days from the date of receipt.

CUSTOMER REMEDIES. Polaroid’s entire liability 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 returned to

Polaroid with a copy of your receipt. 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

remainder of the original warranty period or 30 days,

whichever is longer.

NO OTHER WARRANTIES. POLAROID DISCLAIMS ALL

OTHER WARRANTIES, EITHER EXPRESS OR IMPLIED,

INCLUDING BUT NOT LIMITED TO IMPLIED

WARRANTIES OF MERCHANTABILITY AND FITNESS

FOR A PARTICULAR PURPOSE, WITH RESPECT TO THE

SOFTWARE, AND THE ACCOMPANYING WRITTEN

MATERIALS.

NO LIABILITY FOR CONSEQUENTIAL DAMAGES. IN NO

EVENT SHALL POLAROID OR ITS SUPPLIERS BE LIABLE

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

viii License Agreements

STATES DO NOT ALLOW THE EXCLUSION OR

LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR

INCIDENTAL DAMAGES, THE ABOVE LIMITATION MAY

NOT APPLY TO YOU.

U.S. GOVERNMENT 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/Manufacturer is Polaroid Corporation, 549

Technology Square, Cambridge, Massachusetts 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 contact 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 Distribution License is required to

distribute this Software.

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

Polaroid Corporation. By opening the sealed disk

package or using the software provided on the hard

drive of your Polaroid ID-4000 System, you are agreeing

to be bound by the terms of this agreement.

Polaroid software license

1 GRANT OF LICENSE. Polaroid grants to you the right to

use one copy of the Polaroid software program (the

“SOFTWARE”) provided on diskettes or installed on the

hard drive of your ID-4000 System on a single terminal

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

You may not network the SOFTWARE or otherwise use it

on more than one computer or computer terminal at the

same time.

License Agreements ix

2 COPYRIGHT. The SOFTWARE is owned by Polaroid or

its suppliers and is protected by United States copyright

laws and international treaty provisions. Therefore, you

must treat the SOFTWARE 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 SOFTWARE. If

SOFTWARE is an update, any transfer must include the

update and all prior versions.

4 DUAL MEDIA SOFTWARE. If the SOFTWARE package

contains both 3

1

⁄

2

-inch and 5

1

⁄

4

-inch disks, then you may

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 SOFTWARE and written materials.

Limited 90 day warranty

LIMITED WARRANTY. Polaroid warrants that the

SOFTWARE will perform substantially in accordance

with the accompanying written materials for a period of

90 days from the date of receipt.

CUSTOMER REMEDIES. Polaroid’s entire liability 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 remainder of the

original warranty period or 30 days, whichever is longer.

x License Agreements

THIS WARRANTY EXCLUDES ALL INCIDENTAL AND

CONSEQUENTIAL DAMAGES AND DOES NOT AFFECT

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 contact Polaroid for any

reason, please write: Polaroid Resource Center, 784

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

02139.

License Agreements xi

How to use this guide

This user guide is designed to provide step-by-step

instructions for operational and administrative tasks

performed with Polaroid

®

ID-4000 for Windows . This

guide can be used as an instructional manual, but topics

are arranged and indexed for easy reference when

necessary.

This guide contains the following chapters:

1 Introduction General orientation information for the

reader, including a description of the guide, other

instructions and conventions.

2 ID-4000 description Description of ID-4000 for

Windows hardware 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-making operations.

5 ID-4000 administration Information and procedures

for tasks normally performed by supervisory or

administrative personnel.

1 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 applications 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 utility 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 instructions Contain setup,

operating and maintenance details for the input and

output devices purchased with the ID-4000, such as

scanners and printers.

1-2 Introduction

Print conventions

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 information you must

supply. If instructed to type

filename

, for example, type

the name of the file requested in place of

filename

.

ALL CAPITALS Indicates directory names, filenames or

acronyms.

Obtaining assistance

For technical assistance, call Polaroid toll-free 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

Introduction 1-3

FCC notice

Warning: This equipment generates, uses, and can

radiate radio frequency energy and, if not properly

installed and used in accordance with these instructions,

may cause interference to radio communications. It has

been tested and found to comply with the limits for a

Class A computing device pursuant to Subpart J of Part

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 measures may be

necessary to correct the interference.

Note: Changes or modifications not expressly approved

by the party responsible for compliance could void the

user’s authority to operate this equipment.

1-4 Introduction

Polaroid ID-4000 for Windows is a system of hardware

and software for producing secure photo-identification

badges. It also electronically stores text data, portraits

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 prints full-color, custom-designed badges

on instant film, color thermal paper or other media.

2 ID-4000 description

With the appropriate options, the system can encode

magnetic stripes or print bar-codes on badges. The

report-writing and dossier-printing modules print text

data and images on plain 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.

2-2 ID-4000 description

ID-4000 application templates

ID-4000 for Windows hardware and software are

available in a variety of configurations called 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 Station

template, for example, only retrieves and displays data

and images for verification purposes.

If your application template is not the ID-4000 Security

Identification and Badging Station, some of the

capabilities described in this guide may not be available

on your system.

ID-4000 description 2-3

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