In this section, we will show you how to get right into the program and start adding people and asset information to the database in just a few minutes. We will add a new Location to the program, and will see how all the drop-down list fields can be modified to show exactly the options you need. We will add a few sample assets to see how typical data entry is performed. Finally, we will run a standard report and spend a few minutes creating a simple custom report. Have the program open and running as you read through this section so you can follow along.
We'll start by adding a new person. Click on the Maintain Menu at the top of the screen and select People. This displays the Maintain People window which allows you to view, change, add and delete people and information about specific people.
Click on the Add New button in the bottom left-hand corner of the Maintain People window. You'll see that all of the data fields have been cleared and the program is ready for you to start entering information about a new person.
Enter "John" as the First Name and press the tab key to advance to the last name field. Enter "Smith" as the Last Name. This is all of the information that is required for creating a new person record. Take a moment to look at the other fields and labels in this window. There is a great deal of additional information that can be entered about people or imported into the program from a different database system.
Click on the Update button at the bottom of the window. This saves the information on the new person you just entered to the program's database. Click on the OK button in the bottom right hand corner to close the Maintain People Window.
After clicking OK on the Maintain People window, you will be back at the main program window. Go back to the Maintain Menu at the top of the main window and this time select Location from the Menu. A new window will be displayed that allows you to add, modify or delete locations. The locations that you to define here will appear as values for the location field for each asset.
Start by clicking on the Add New button near the bottom of the window. As happened in the Maintain People window, the window is cleared (in this case, a single data field) and the program is ready to accept a new Location value. Enter the text "Main Building" as the new location and click on the Add Another button. The program has just saved the new location value that you entered and is ready to accept a another new location. Enter the text "Annex Building" and click on the Update button. Clicking on Update will save the location value you have just entered but will not prepare the program for yet another new location as the Add Another button does. Finally, click on the OK button to close the Maintain Locations window and return it in to the main program window.
That is all that we will do with the options on the Maintain Menu for this tutorial. You will find that all of the multiple-choice fields that appear as drop-down lists in the main window can be controlled and have new values added just as you did for the Location field.
At this point, you will return again to the program's main window. We're now ready to add a new asset record. Click on the Add New button at the bottom of the program's main window. You'll see that this button works just the same as it does in the Maintain People window. The main window is cleared of other asset information and ready to have you enter information on a brand-new asset.
In the now cleared data entry form, the cursor will be positioned in the Description field. Enter "Scanner" as the description and press the tab key to advance to the next field. Press the letter "J". "John Smith" or the first name beginning with the letter J should now be displayed. (If other names beginning with J have already been entered, press the letter J repeatedly until the proper name is displayed.)
Next, click on the downward pointing arrow to the right of the Location field to display the drop-down list. Select "Main Building" from the list using the mouse. As you can see, values can be selected from the drop-down lists using either the keyboard or mouse.
There are many other data fields available in which information can be entered. You may explore these at your leisure, but we will only enter a value for one more field for the purposes of this tutorial. Click on the calendar icon to the right of the Purchase Date field to display a pop-up calendar for entering dates. Click on the first of the current month on the displayed calendar. The calendar window will close and date you selected will appear in the purchase date field. Of course, dates can also be entered with the keyboard instead of using pop-up calendar.
Click on Add Another to save the asset record you just entered and clear the form for the next new asset. Enter your own asset description here, using something that is typical of the assets you will be tracking. Assign this asset to John Smith as well, and enter information in one or two of the other available data fields. Finally, click on the Update button to save your second new asset.
Click on the Reports Menu at the top of the main window and select All Assets by Description. In just a moment, a new Web browser window will be displayed containing a report listing all of the assets in the database. You should see your Scanner asset and any other assets you have entered included in the report. Close the browser window to return to All Asset Tracker.
As you can see, running a report is very simple. Some of the reports have additional options that will give you additional control over what information is displayed in the report. Details of all of the reports are available in the All Asset Tracker Documentation.
The Custom Reports option in All Asset Tracker is one of the program's most powerful features and it will allow you to easily access exactly the asset information that you need. Click on the Reports Menu again and select Custom Reports, the last option on the menu.
The first thing you'll notice in the Custom Report window is the list of Available Fields. These correspond to the data fields on the program's main screen and represent the columns that are available for your report. You add fields to the report by highlighting them in this list and clicking on the right arrow button to move them to the "Fields to Report" list. Follow this procedure to add the following four columns to your report:
These four data fields should now appear in the list labeled Fields to Report. Click on the Generate Report button. A new browser window will appear containing all of the assets in the database and including the four columns you have selected. Close the browser window to return to the Custom Report window.
From the drop-down list labeled Primary Sort, select Last Name from the list and click on the Generate Report button again. The same report will be displayed again, only this time it will be sorted by last name.
Close the browser window to return to the Custom Report window. For one final demonstration, we will see how to limit the report to include only those assets assigned to John Smith. Go to the list labeled Fields To Report and click on "Last Name". To the right of this list in the box titled Selection Criteria, click to place the cursor in the field labeled Starts With and enter "Smith". Click the Generate Report button one last time. The same report will be displayed only this time it will only include those assets that have been assigned to Smith.
In the past few minutes you have added a new person, added a new location, entered several assets and generated standard and custom reports of that information. Refer to the All Asset Tracker documentation for more detailed information about data fields, other program features and more report options.