How the Dolphin Scanner Works

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1 The Dolphin Scanner

2 How the Dolphin Scanner Works The Dolphin scanner is a hand held, battery powered computer that has a built in laser scanner that is able to scan most barcodes. It uses an internal flash drive to store the scanned barcodes into an ASCII text file called Scan.log. The keypad can be used to enter both alpha and numeric characters. To toggle the keypad between the alpha and numeric characters, press the shift key once and release it. The Dolphin can only hold one file which can store approximately 1,000 to 2,000 barcodes, depending on barcode length, before the file needs to be transferred to the computer. If the scanning process is interrupted or stopped for any reason,( i.e., ending scan session, scanner failure, etc), the scan file is saved automatically and new scans are appended to the existing file on the scanner once scanning resumes. Basically, you continue where you left off. Only when the file is transferred from the scanner to the computer is the file on the scanner removed or deleted. The Dolphin uses a program called Dolphin File Transfer to move the scan file from the Dolphin to a folder on the computer. By default, the folder is called xfer and is located in the C://Program Files/Dolphin File Transfer directory. For ease of use, when transferring files to Destiny Inventory, it is recommended to make a shortcut on the desktop to the xfer folder.

3 How the Dolphin Scanner Works When a file is transferred, it is always called Scan.log. It is also recommended that the transferred file is renamed as soon as it is transferred. This is recommended for two reasons. First, the Dolphin File Transfer program will only allow 11 scan files (the original Scan.log file plus 10 backups) to be saved in the Xfer directory before it will overwrite the first or oldest file transferred. During transfer, if the program detects a file with the same name in the Xfer directory as the file that is being transferred in, it will ask if you want to overwrite it or to make a backup copy of the existing file in the Xfer folder. At minimum, it is recommended to make a backup copy, which will create files called Scan.bak0, Scan.bak1, Scanbak2, etc., until it has reached Scan.bak9. At that point, the program will overwrite the oldest file (Scan.bak9) when the latest file is transferred. Secondly, when viewing the scan files listed in the Xfer directory, it can t be determined easily which areas they represent by their names. Also, since this is the name that appears in the Inventory Reports created in the Job Manager, using the name of the section helps identify the area scanned. To work, the Dolphin must have five related components: The charging base or cradle The power adapter for the base A USB cable that connects the base to the computer The Dolphin File Transfer Software used to move the Scan.log file from the Dolphin to the computer. A computer that has a USB connector

4 Steps to prepare using the Dolphin Prepare the Dolphin Prepare the computer Scan the files Transfer the files to the computer Upload the files into Destiny inventory Troubleshooting

5 Prepare the scanner Locate all components: Base or charging cradle Power adapter to connect to base USB cable that connects base to computer Plug in the base using the correct adapter and place the scanner into base to charge. Depending on how long the unit has been stored, it may take several hours to charge. Once Charged: Confirm proper software version is on the scanner Remove any existing scan files on scanner Requires connection to computer see slide? Confirm scanner beam works. Remove from base and press the On/Scan button If no beam is detected, proceed to the troubleshooting section. Connect USB cable to computer

6 Prepare the computer Locate the Dolphin File Transfer software shortcut on the desktop If the shortcut isn t located on the desktop Locate the original program on the computer at the following default location: C://Program Files/Dolphin File Transfer/ Locate the DCOMM icon and right click on it. Select "Send to the Desktop" from the contextual menu If software isn't installed or can't be located, download it from the support page at library.dadeschools.net This may require administrative acces to install Dolphin File xfer

7 Prepare the computer Locate the Xfer folder on the computer Remove old scan files, located in the Xfer folder Located in the C://Program Files/Dolphin File Transfer/ directory Confirm Dolphin can transmit files to the computer Scan at least one barcode with the Dolphin Place the Dolphin in dock The Dolphin should display "You have a log file, do you wish to ship it out. Y or N Launch the Dolphin File Transfer software Confirm the software can communicate with the dock If the main window says Com # 9600, Docked, then the computer can see the dock If it doesn't say docked, click on the Configuration tab and select the highlighted com port from the Port drop down menu Typically, the correct port to use is preceded by words "Local Port Locate the file just transferred into the Xfer folder and rename it to "test xfer

8 Scanning barcodes Press the On/Scan button to scan barcodes Button needs to be pressed for each scan If the scanner can't read the barcode, press the F1 button to enter barcodes using the keypad Once scanning is complete for the day, place in base to charge The Dolphin will ask if you want to transfer the file (Yes or No) For yes, press the 3 or "Y" key once For no, press the 5 or "N" key twice quickly If the scanner doesn't respond when either key is pressed, press the shift key once to toggle between the numeric and alpha keypad When scanning resumes, barcodes will be appended to the existing file on the Dolphin

9 Transferring scans to the computer Place the Dolphin in the base The Dolphin should display "You have a log file, do you wish to ship it out. Y or N" displayed on the screen Press the "Y" or 3 key The Dolphin should respond with a beep and display "Please set your DCOMM to receive If it doesn t respond, press the Shift key once then release and then try the "Y" key again Click the Receive button on the Dolphin File Transfer Software It should display "Waiting to Receive a file Press the Enter button on the Dolphin If there are no other files in the Xfer folder, the file should transfer and the Dolphin will display Hooray, your file transferred successfully It is recommended that once the file has been transferred to the Xfer folder that it be renamed to the section that was scanned

10 Transferring scans to the computer If there is a file in the Xfer folder named "Scan" (which is the default name) the message "Do you wish to overwrite or make a backup copy" will display. Do not overwrite. Choose "Make a backup copy" instead. The file will transfer and be named "Scan.bak0 If you choose this option each time you transfer, the program will allow to save only 10 scan files in the directory, the newest transferred file named Scan.log and 10 backups. After each transfer, each existing backup is renamed using the next available number. For example, Scan.bak1 will be renamed Scan.bak2 and Scan.bak2 will be renamed Scan.bak3 and so on. After the 10th transfer, it will overwrite the oldest backup file

11 Transferring scans to the computer The file should transfer and the Dolphin should display "Hooray, Your data has transferred successfully Open the "XFER" folder and locate the file called "Scan.log" and rename it to the section scanned, as previously mentioned. For example, if the section scanned was in fiction between F A to F C, then name the file Fiction A-C. If the file didn t transfer successfully, please refer to the Troubleshooting section at the end

12 Uploading to Destiny Open a browser window, log into Destiny and navigate to the inventory main screen If doing partial inventories, select the partial inventory to upload the file to. For example if the fiction section was scanned, select the Fiction partial inventory. Click on the Browse button Navigate to the Xfer folder and click the Open button Select the scan file to upload and click the Open button The file path to the scan file will appear in the upload field in the inventory screen Click on the Upload button

13 Checking for errors Once uploaded, Destiny will produce an Inventory Report located in the Job Manager The Inventory Report will list the name of the uploaded file in it's summary section at the top of the report If the file was named after the section scanned, it will identify the section as opposed to simply being named Scan.log Check each Inventory Report for the following errors that require action

14 Checking for errors Skipped Items marked skipped are barcodes that the scanner physically scanned, but couldn't find a match in the catalog for Locate these items on the shelf by referring to the the call numbers listed directly before and after the skipped barcode The item should be pulled from the shelf so that it can be added to the catalog at a later date

15 Checking for errors Checked Out The item has been located in the media center but is still checked out to a patron Leaving the report open, open another window or tab in the browser and navigate to the Circulation Desk / Check in window in Destiny in the new browser window Go back to the report in the old browser window and copy the checked out barcode Go back to the Circulation Desk / Check in window and paste the barcode into the Find field and click on the "Go" button This will check in the item and may apply a fine to the patron if fines are used at the site Remove the fine at this time since it isn't clear when the patron brought the book back in Repeat this process for all Checked out barcodes in the Inventory Report

16 Checking for errors Lost The item has been located in the media center but has been previously been marked lost Leaving the report open, open another browser window or tab and navigate to the Circulation Desk / Check in window in Destiny Go back to the report in the original browser window and copy the lost barcode Go back to the Circulation Desk / Check in window and paste the barcode into the Find field and click on the "Go" button This will check in the item and change it's status from lost to available If the book has been lost and paid by a patron, a refund will be applied to the patron. If the patron is still in your school, locate them and refund the money Repeat this process for all Lost barcodes in the Inventory Report

17 Checking for errors Out of Range This error will only occur during a partial inventory The item has been located in an area where it shouldn't be or the scan file was uploaded into wrong partial inventory If the out of range items is a misplaced item, go to the shelf where the Inventory report says it is, remove it and relocate it. If the out of range items are due to a scan file uploaded into the wrong partial inventory, disregard. Even though most items listed in the report will have the out of range error message all items seen by the computer will be marked accounted for even if they are in another partial inventory.

18 Troubleshooting Scanner won t turn on Neither the Y nor the N key work No scan beam Scanner suddenly shuts off or scan program quits Can t transfer a file to the computer File times out during transfer Can t locate the scan file on computer once transferred

19 Troubleshooting Scanner won t turn on Place in base and let charge If it boots up in base, the battery is dead Contact Follett for replacement battery If it doesn t boot up in base Confirm base is plugged in and green light on the bottom of the base is on While in base, press the Shift, On/Scan, and BKSP keys at the same time to try to reboot.

20 Troubleshooting Neither the Y nor the N key work on the Dolphin The keypad is in numeric mode and needs to be in alpha mode. Press the Shift key on the Dolphin once to toggle to the alpha keypad

21 Troubleshooting No scan beam The scanner needs to be rebooted Press the Shift, On/Scan, and BKSP keys at the same time to reboot

22 Troubleshooting Scanner suddenly shuts off or scan program quits The battery has died Place in base to charge The program quits Either reboot by pressing the Shift, On/ Scan, and BKSP keys at the same time If there is a C:> prompt Enter S beside the flashing curser Press the Enter key and the program will start

23 Troubleshooting Can t transfer a file to the computer Open the Dolphin File Transfer software Check to see if the Dolphin is Docked If not, click on the Configuration tab and select a new Com port from the drop down menu. Usually they are named Com# local port and are not grayed out

24 Troubleshooting File times out during transfer Press the Abort button on the computer Lift the Dolphin out of base and place it back in When it displays You have a log file, do you wish to ship it out?, press the following keys and buttons in order 1). Press the Y key on the Dolphin 2). Press the Receive button on the Dolphin File Transfer software 3). Press the Y key on the Dolphin If it still times out, repeat the above steps, except change the order, 1). Press the Y key on the Dolphin 2). Press the Y key on the Dolphin 3). Press the Receive button on the Dolphin File Transfer software

25 Troubleshooting Can t locate the scan file on computer once transferred Look on the desktop for the Xfer folder Look in the C://Program Files/Dolphin File Transfer directory Open the Dolphin File Transfer software and click on the Folders tab The default file transfer location will be displayed

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