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ID CAPTURE USER GUIDE V 1.0 03/02/2016
ID CAPTURE USER GUIDE
V 1.0 03/02/2016
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ID Capture V1.0
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Contents
Installing ID Capture ............................................................................................................................................... 2
Installation Requirements .................................................................................................................................. 2
ID Capture Installation........................................................................................................................................ 3
Installing USB Camera ........................................................................................................................................ 3
Getting Started ....................................................................................................................................................... 4
Orientation ............................................................................................................................................................. 5
Configuring ID Capture ........................................................................................................................................... 6
System ................................................................................................................................................................ 6
Photos ................................................................................................................................................................. 6
Card Orders ........................................................................................................................................................ 7
Appearance ........................................................................................................................................................ 7
Advanced ............................................................................................................................................................ 8
User Logins ............................................................................................................................................................. 9
Change Password ............................................................................................................................................... 9
Manage Users ..................................................................................................................................................... 9
Import Wizard ...................................................................................................................................................... 10
Import File ........................................................................................................................................................ 10
Select Field Delimiters ...................................................................................................................................... 11
Select Fields for ID Cards Database .................................................................................................................. 12
Saving Your Import Settings ............................................................................................................................. 13
Using ID Capture ................................................................................................................................................... 14
Searching for a record ...................................................................................................................................... 14
Verifying Record Contents ............................................................................................................................... 15
Attaching a Photo to a student record ............................................................................................................. 16
Cropping an Image ........................................................................................................................................... 17
Queueing a Record to Send’ ............................................................................................................................. 18
Sending Cards ................................................................................................................................................... 19
Support ................................................................................................................................................................. 21
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Installing ID Capture
The IDCapture Installation Wizard works with the Microsoft Windows Installer to guide you through the installation process. This chapter provides you with a step-by-step guide to installing this software onto your computer. The main topics are:
• Installation requirements
• Installing your Camera
Installation Requirements
Microsoft Windows 2000/XP, or higher
• Minimum RAM: 128 MB
• Recommended RAM: 256 MB
• Minimum Hard Drive Space required: 60 MB If you are installing a USB Camera, the following will also be required
• USB port for Web Cam where photos are required
• DirectX v8.0 or higher
• Service Pack 1 for Microsoft Windows XP systems
• Twain driver provided by Monitor WA We also recommend having available space either on your local hard drive or where you will be storing the card database. The size will vary depending on how many card records your site will require. If your system does not meet the above requirements, the software may not run correctly.
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ID Capture Installation
To install IDCapture onto your computer, you must have Administrator privileges. The installation process requires writing registry entries and may update some system files that require Administrator rights. Close all currently running programs when installing IDCapture.
• Download ID Capture from http://www.monitorwa.com.au/smartrider/software.html
• Run “setup_idcapture_smartrider.exe”
• The opening window reminds you to close all other windows programs. Click NEXT to continue
• Click browse if you want to install IDCapture to a directory different from the default location. The default location is: C:\Program Files (x86)\MonitorWA\IDCapture\. Click NEXT to continue.
• IDCapture installs icons into your computer’s start menu, normally under a program group named IDCapture. You can rename this, or change the folder location of your shortcuts. Click NEXT to continue.
• Check the box to add a shortcut onto your computer’s desktop. Then click NEXT.
• The IDCapture installer is now ready to install. Click INSTALL to continue.
• Check the “Launch ID Capture” option and click Finish.
• Call Monitor WA to acquire your school’s site code.
PLEASE NOTE: If SIS integration is required please download the “OMNIS Database Driver” and “SIS Installation Guide” and follow the instructions provided.
Installing USB Camera Please Note:
• Download the “Video.ds” file from
• http://www.monitorwa.com.au/Support/downloads.asp
• Copy “Video.ds” to C:\Windows\twain_32 Run ID Capture
1. Click Setup on the top left of the app. 2. Click Configure on the top left of the app with the gear icon. 3. Click Photos tab 4. Click Change Camera button on the bottom right of the app. 5. Select the required camera from the list.
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Getting Started
ID capture has been designed to allow for different client needs. When starting ID Capture for the first time, some configuration for your organisation will be required. However, once performed, you shouldn’t need to change these settings unless your ID card requirements change.
• Start ID Capture by clicking on the desktop icon or on the icon installed in your start menu.
• You will be prompted to enter your organisation name. This should be the same as what you have specified to be printed on your ID Card. However, please note, that this will only be used as a visual display in the ID Capture software, and will not affect the actual text printed on the card.
• You will now need to select the folder where your student database will be stored. By default, the location will be “C:\ProgramData\Monitor WA\IDCapture”. It is recommended, where possible to store the database on a server drive, to ease the process of backing-up the data. Select the folder where you would like the database installed, and click OK.
o To change the location of where ID Capture is looking for the database. Open ID Capture – Click Setup – Database.
• Select the directory where you would like to save the ID card images to. The default location for this “C:\ProgramData\Monitor WA\IDCapture\Photos\”. Sometimes, the photos can be used for other software at your organisation. If you’d like the ID card photos stored elsewhere, please select the location, and click OK.
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Orientation
The graphic below is a screenshot ID Capture software.
As data is changed in the main data window, the effect that this makes on the ID Card is shown in the card layout window.
When you start ID Capture for the first time, there will be no records in the system. Before importing any card records into ID Capture, you should first configure it to your requirements.
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Configuring ID Capture
Before entering data into ID Capture, you should first configure the user settings so that it is ready to be used as per your individual requirements.
To configure your software, click on the menu option SETUP, and then CONFIGURE. You will then be presented with a screen similar to the one below. Warning: IDCapture configuration is different for each school, this is a general system configuration. Contact Monitor WA if you are unsure of what your configuration should be.
System Site Details
• School Code: Contact Monitor WA for this code.
• Organisation: This is the name that will appear on your card in the card layout window.
• State: Set this to which stat you are in.
Permissions 1. Require permission to give details to PTA: Uncheck this box. 2. Require permission for photo: Uncheck this box.
Operation
• Auto-Queue: Uncheck this box. Data
• Allow records to be deleted: If checked this allows record deletion.
Photos Photo and Camera Options
• Enable Photos: If you require photos check this box.
• Photo Required: If the school requires photos check this box.
• Photo Folder: This is the location of where the photos exist.
• Photo Name Prefix:
• Photo Name Suffix:
• Camera: Displays the selected Camera device
• Explore: This allows the user to search the computer for the photos folder instead of typing it out
• Change Camera: This allows the user to change the camera source.
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Card Orders Card Order Delivery
• Order Cards By o Mapi: This will automatically send orders to Monitor WA if Microsoft Outlook
32 bit is installed. N.B. Order are sent after “Send Orders” button is clicked. o SMTP: This allows the user to send the orders through the school’s SMTP
email server. o File: This allows the user to save the order(s) to a file and then manually email
them to Monitor WA. SMTP Email Settings
• Server Address: Set this as the address of the STMP email server.
• Sender Email Address: Set this as the schools email address.
• Username: Set this as the SMTP login username.
• Password: Set this as the SMTP login password.
Appearance Sample Card Appearance
• Card Line 1:
• Card Line 2:
• Card Logo:
• Change Logo: Login
• Automatically Login on start-up: This allows the user to automatically sign in with the user credentials listed below.
• Username: Automatic user login Username.
• Password: Automatic user login Username.
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Advanced
Unique ID
• Internal ID Field: This is the unique ID. Usually “Student Number”.
• ID Field to print on card: This is set to what the school required the unique ID printed on the card to be.
Optional Fields
• Address: Required Field.
• DOB: Required Field.
• Custom Field 1: This field is used for custom cards only.
• Custom Field 2: This field is used for custom cards only.
• Details Memo:
• Card Expiry: Check this is the card expiry is needed to be printed on the card.
• Barcode Field: Check this if a barcode is required to be printed on the card. Also select the field required to be the barcode number.
Barcode Generation
• Auto Generate Barcode: This allows the user to auto-generate a barcode.
• Header: This can have static information used at the start of the barcode. i.e. (BAR*Auto-GeneratedNumber*)
• Footer: This can have static information used at the end of the barcode. i.e. (*Auto-GeneratedNumber* BAR)
• Starting Number: Set the starting number for the auto-generated numbers.
• Increment: Set how many numbers the auto-generated number will increase each time.
• Length: This sets the length of the auto-generated number. i.e. If the length is 3 the first auto-generated number with look like this: 001
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User Logins
We recommend that you change the password of the admin user as soon as possible to prevent unauthorised use of the software.
Change Password
To change your account password, click on the Setup, then select “Change Password”. You will then be prompted to enter your current password, your new password and to confirm your new password. Once you have completed this, click Change to save your new password.
Manage Users
The admin user has full privileges to the ID Capture software. By creating a user account without administrator privileges, you can prevent normal users from making configuration changes to IDCapture that can prevent it from running correctly, or from sending the Card Bureau invalid card information. To access the “Users” dialog box, click in the Setup then select “Users”. This dialog box will list all current users. By selecting a user you can delete or edit an existing account, as well as create a new user by clicking on the “Add” button.
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Import Wizard Before you can start sending cards, you’ll need to populate the IDCapture database with data; that you should be able to extract from another system. IDCapture will accept a CSV delimited text file for importing details. The data that you must provide for a card to be eligible as a PTA Concession Card is as follows:
Import File To import a .csv file into IDCapture, perform the following:
1. Click “Setup” and then select Import Wizard. 2. Using the dialog box on the left, select the folder where your import file resides. Then
select the .csv file in the dialog box on the right. The bottom area of the dialog window will show you a preview of the data inside the text file. If this is not legible data, then you probably have not selected a .csv file to import.
3. If this appears correct, click the “NEXT” button.
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Select Field Delimiters
1. Choose which delimiter is being used in your text file to separate fields. The most common type is comma. If it is neither a comma nor a tab delimiter, select “other” and then enter the character that has been used to separate fields in your text data. As you change the delimiter, the file preview box, will try to show a sample of how the text file will break up the lines of data into fields.
2. If the text file uses the first line to describe field names, select “Ignore First Line” so that IDCapture won’t try to import it as a card record.
3. Click the “Next” button to move to the next page.
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Select Fields for ID Cards Database
1. For each field in IDCapture, select which field in the text file has the required data.
As you make you selection, sample data from the first line of valid data in the text file will be displayed to make it easier to see if an error has been made.
2. Once all required fields have been selected, click the “Next” button to move to the next step
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Saving Your Import Settings
Once the Import Wizard has completed importing all of the records, you are then asked if you would like to save these settings. If you save these settings, from now on you will see an update button on the Setup screen. By simply clicking this button, the importer will run automatically, using the settings you have chosen previously and update all new record information from the text file you previously imported. Each time you run the Import Wizard, you will be prompted to use the last import settings as your default import.
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Using ID Capture
From the main screen in ID Capture, you can search, edit, add and delete card records. We will go through the steps you need to perform to send a card record Monitor WA for printing.
Searching for a record
There are multiple search option to help refine a search as shown in the image below.
• Search For: This is the search value of the student you are looking for.
• Search in field: This allows the user to search by different field. (Surname, First Name, Student Number).
• Search Match: Allows user to do a partially search for a student.
• Sort by: This allows the user to sort by each available field.
• Sort order: allows the user to sort by ascending or descending order.
• Show: Allows the user to sort between different student states. i.e. (People with Card orders, People without Card Orders, etc).
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Verifying Record Contents Once you have found the student you require, you must verify the data to ensure it is correct. The data shown to you, is the data that will be printed on the card. N.B. Monitor WA does not take responsibility for printing incorrect data onto a card when it is sent incorrectly.
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Attaching a Photo to a student record If you do not require an ID photo on your card, you can skip this stage and move on. Capturing an ID Photo from a USB web-cam type camera.
ID Capture supports capturing a photo from a live USB web cam. To start this process, click on the camera icon on the main form. You should be presented with a live video window of what your camera can see. N.B: If you are using a different TWAIN driver, the web camera capture may be different.
If you a happy with the presented image, click on the “Capture” button. The live video window will close and you will be presented with the “Capture Screen” window. Click “Save”. Capturing an ID Photo from a file If you already have a photo, you can import it into IDCapture by the arrow on the camera icon. Click on “Import Photo” and you will be presented with a “Choose File” dialog window, that will allow you to browse for a photo. Once you have chosen your picture, click the OK button. You will now be shown a screen to crop the image.
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Cropping an Image If you have captured a photo from a live camera, or selected an image to import, you will be presented with a window similar to below.
The rectangle represents the area of the picture that will be saved for printing to the ID card. This rectangle can be moved around the photo, by left clicking the mouse and dragging it over the area. By left clicking and dragging either the horizontal, or the vertical line of the rectangle, you can also increase and decrease the size of the rectangle. Once you are satisfied that the photo within the grey rectangle area is a suitable portrait photo, click on the “Save” button. You have now attached your photo to the ID card record. It should be displayed in the card layout window as below
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Queueing a Record to Send’
If you have completed all of the required fields for a complete ID Card, the “Order” button should be available. N.B. If you have previously ordered a card, the button will actually say “Re-Order” card. If this card is queued to send, it will display “Cancel Order”. If you can’t click on the order button it can be due to one of the following reasons:
1. All fields have not been completed 2. The configuration needs to be changed so that all fields and photos are not required 3. You don’t have a photo associated with the current record.
Once you click on the “Order Card” button, the button will change to “Cancel Order”. N.B. You have not yet sent the card for Monitor WA for printing. You have only placed it in a queue of cards ready to be sent. At the bottom of the main window, is the number of cards queued to send. Continue repeating steps before until you are ready to send a batch of cards to Monitor WA for printing.
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Sending Cards When you are ready to send card information to Monitor WA for printing, click on the “Send
Cards” icon. N.B. If there are a lot of cards ready to send, this process may take a few minutes to complete. If you haven’t configured the Transport method previously, you will be prompted to select how you will be sending the Cards.
N.B. If this is the first time you have sent the cards, we recommend that you have an IT support member with you for this process. Choose how you would like to send the card information and then click on the “Send Cards” button. Sending Cards via MAPI This Selection requires a 32 bit version of Microsoft Outlook and then when selected the card order will send automatically through Microsoft Outlook after the “Send Order” button is clicked.
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Sending Cards via Email Before attempting this process for the first time, you require the following settings:
a) SMTP mail sever host name, or IP address b) Your email address c) Your email username d) Password for this username
If you don’t know any of these settings then please consult you IT support staff. Before sending your cards, please ensure that these settings have been entered correctly in the IDCapture setup. Please refer to Page 9, Transport Method of this manual for details. Sending Cards via File If you are unable to send your card information via email, you can opt to save the information to file, burn it to a cd and mail into us. To do this, select the file method, click ok and then select a folder to save the card information to. Once the card information has finished saving to file, in your directory will be a data file, and all the photos required for those cards.
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Support Monitor WA offers phone support on the IDCapture software. If you require a Monitor Technician to assist you
on-site, a fee will be incurred.
Please feel free to contact us with any suggestions or feed-back via the following channels.
Internet
http://www.monitorwa.com.au
e-mail [email protected]
Phone (08) 9240 4777
