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smartstock manager handheld v11.4
user guide
Copyrights & Trademarks
Copyright 2016 Bibliotheca, all rights reserved. Bibliotheca provides this document to
customers and prospective customers only. The content of this document is strictly
confidential and may not to be reproduced in any form or transferred by any means, in
whole or in part, to any third party without the explicit and prior written consent of
Bibliotheca.

liber8, smartadmin, smartgate manager, smartstock manager, smartstation

manager, smartdispenser manager, and smartreturn manager are trademarks of
Bibliotheca. All external references to these products must be indicated with the
Trademark symbol and credited to Bibliotheca.

3M Standard Interchange Protocol is the copyright of the 3M Corporation 1997, 1998,

2005.
Windows is a registered trademark of the Microsoft Corporation in the United States and
other countries.

Terms & Conventions

Text boxes containing an orange circle and white i contain important

information pertaining to the use or configuration of the product. These may
also contain tips or recommendations from Bibliotheca or Bibliotheca
customers.

Text boxes containing a red triangle and exclamation point contain either
information critical to the successful use or configuration of the product, or a
warning. It is important to read and consider the information presented in
the hazard text boxes carefully.

Text boxes containing a blue square and question mark contain a definition
or explanation of a specific term or concept that may not be immediately
apparent or common knowledge to all users. The information in these text
boxes should assist the readers understanding of this documents content.

Clickable/Writeable Fields Bold Text denotes a button, tab, text field, or menu that a
user can select or otherwise interact with.

Location/Reference Italic text denotes the location of a file or folder on a computer, or

a specific section within the document or reference to a separate document

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Table of Contents
1 Product Overview................................................................ Error! Bookmark not defined.
Document Overview.................................................................................................................... 4
2 System Requirements .......................................................................................................... 5
3 Using smartstock manager handheld........................................................................... 6
3.1 Conducting an inventory ....................................................................................................... 8
3.1.1 Using a barcode scanner .......................................................................................... 10
3.1.2 Conducting a search ................................................................................................. 11
3.2 Settings.................................................................................................................................... 12
3.2.1 Current Mode .............................................................................................................. 13
3.2.2 Configurations Settings .............................................................................................. 14
3.2.3 Security Setttings ......................................................................................................... 15
3.2.4 Export Data .................................................................................................................. 17
3.2.5 Info ................................................................................................................................ 19
3.3 Sync ......................................................................................................................................... 21
Contact Bibliotheca Support .................................................................................................... 22

www.bibliotheca.com, page 3
Document Overview
This document is intended for end users and administrators of Bibliothecas smartstock
manager software on a handheld smartstock device as an overview of installation and
use of the software.
smartstock manager sync is an additional software requirement for smartstock
manager handheld. This document will also instruct administrators on the installation and
use of the software.

www.bibliotheca.com, page 4
1 System Requirements

PC
Windows XP or Windows 7 with local Admin rights

*Admin rights to include the permissions to create directories on the C:drive

during installation

*Admin rights to include permissions to access the C:drive during operational

use.

.Net Frame work 3.5

Active sync 4.5 (Windows XP)
Windows Mobile device center 6.1 (Windows 7)

smartstock 200
Windows CE 6.0
.NET Compact Framework 3.5

It is the customers responsibility to ensure that the LMS is configured

correctly for the operational use of the smartstock device.
Bibliotheca may ask the library to confirm which LMS they are using, in order
to speed up the installation process and it should be noted that functionality
may vary dependant on the ILS/LMS in use.

Before the installation process, it is essential that Windows Mobile Device

Center (for windows 7) or ActiveSync (for Windows XP) are already installed
on the PC / laptop. Please follow the links provided in the relevant
installation sections.

Administration privileges may be required for installation, but this is

determined by the administrative permissions at each site.

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2 Using smartstock manager handheld

On the handhdel device, press the power button in the bottom right
corner of the keypad.
As the device loads up, it will display the loading screen.

The device will display the Library information screen (library specific). The user
has to select OK to proceed.

The Library name will be displayed where FILE DEFAULT appears in the above
screenshot.
The name can be changed in the configurations settings (for further details,
see section 2.2.2)

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 Once the user has turned the device on and waited for the application to
load, the following screen will be displayed;

BC Input displays the items barcode when read with a barcode scanner
instead of RFID.
Inventory displays the current number of items that have been inventoried in
the current audit.
Found Items displays the current number of items included in searches that
have been found.
Missing Items displays the current number of items included in searches that
have not yet been found.
Elapsed Time displays the amount of time that the current inventory session has
been taking place.
Start activates the RFID reader and starts the inventory process.
Settings allows administrators to access a series of configuration menus.
Sync allows the smartstock 200 to sync up to the smartstock manager sync
application to update LMS and search information, and export inventory and
search results.

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2.1 Conducting an inventory
To start conducting an inventory check;

either select the start button on the screen, or press and release the trigger
button at the back of the smartstock device to activate the RFID reader.
scan the smartstock device along the desired items for inventory.

To stop conducting an inventory check;

either select the stop button on the screen, or press and release the trigger
button at the back of the device. This will de-activate the RFID reader.
As items are scanned, the user will notice that the number located under
Inventory (on the screen) will increase.

To view a detailed table listing all the items that have been inventoried, press
Inventory on the touch screen. The table below will appear;

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 Selecting an individual item will display the detailed information for that item.

To scroll through the pages of inventoried items, the user can use the forward
and backward icons, or select the jump to page button (1 of
1000 button in the screenshot below) to specify the page number they wish to
jump to.

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2.1.1 Using a barcode scanner
If an item is not RFID enabled, or the RFID tag is not being read, it can be added to the
inventory by scanning the barcode. Follow these steps;

select the Barcode button on the smartstock device to activate the barcode
scanner. A red line of light will emit from the device.

Barcode Button

scan the items barcode.

the items barcode number will appear in the BC Input field.

press OK to add the item to the inventory.

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2.1.2 Conducting a search
During an inventory check, smartstock manager will also be running any searches
downloaded from the smartstock manager sync application. When an item on the
search list is found, the following message will be displayed on the device, prompting
action from the user before the inventory will continue.
As the search items are found, the user will see the Found Items field increase.

Selecting the Found Items option will display a detailed table of all the search
items that have been found. The table will be Green to indicate the items
found status.

Selecting an individual item will display the detailed information for the specific
item.

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2.2 Settings
Settings allows the User to modify some basic configurations for smartstock manager.
Selecting the Settings option will take the user to the following screen, which displays a
menu of sub settings such as Current Mode and Security Settings. These sub settings can
be opened to find mode specific configuration options.

Currently, users have no restrictions and do not require any passwords to

access Settings.
Changing configurations can have a destructive effect on the application,
and any changes should only be done by administrators or Bibliotheca
personnel.

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2.2.1 Current Mode
Selecting Current Mode will display the following screen. The settings shown in Current
Mode relate to the most common options available to the user.

Use the descriptions below to configure smartstock manager to meet your librarys
inventory goals.

Check the Do Search checkbox to upload and search for a list of items.
o Check the Highlight mis-shelved items checkbox to check the shelf
order of items as they are read.
Enter a value in the Mis-shelf margin field to indicate how many
places an item can be from its normal location before the
device highlights the mis-shelved item.
o Check the Do Inventory checkbox to read and create an output
inventory file containing scanned item IDs. Only enabled if Do Search
checkbox is checked.
o Check the Suppress Search Alert checkbox to stop the device
displaying a visual alert when a Search item is found.
Check the Suppress Search Beep checkbox to stop the device
from emitting a beep noise when a search item is found. Only
enabled if Suppress Search Alert checkbox is checked.
Check the Item Read Sound checkbox to emit a sound for each read item.
Audible verification can help you keep track of items as you read them and
ensure all items are read.
Check the Read Rate Feedback Sound checkbox to emit a sound for each
read cycle of the RFID antenna, on which a new item is detected.
Check the Limit Sound to 1 per Cycle checkbox to limit the sounds to one per
cycle.
Check the Show Lights checkbox to illuminate the keypads arrow lights in a
clockwise circle while smartstock manager is in operation. The lights will
pause during a pause state.
Select Save to apply any changes.
Select Back to return to the Settings main menu.

www.bibliotheca.com, page 13
2.2.2 Configurations Settings
Selecting Configuration Mode will display the following screen listing all the current
configurations on the device and will allow the user to change the configurations.

Changing configurations can have a destructive effect on the application,

and any changes should only be done by administrators or Bibliotheca
personnel.

Select Save to apply any changes.

Select Back to return to the Settings main menu.

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2.2.3 Security Setttings
Selecting Security Settings will display the following screen.

Use the drop down menu to specify which security type is required.

Selecting a security type will enable the security features of the smartstock
devices during the inventory process. This means that the device will
automatically re-write the security on all items that have been scanned to
whichever option (Disabled or Enabled) that has been selected.
Selecting None will disable the security feature, so the device will be used to
simply inventory items, without changing the security status of scanned
items.

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 Under Set Security To, check Disabled to remove security from inventoried
items, and check Enabled to add security to inventoried items. By default, the
security setting is set to Disabled.
To confirm any changes, select Save.
Selecting Back will return the user to the main settings screen.

Setting Security to Enabled will slow down the inventory process, as the
application has to carry out two operations at once.

AFI and EAS are the main security types used in libraries.

EAS security can only be set to either Disabled or Enabled, and

will be read and activated as such by all the gates in the library.
AFI security writes two codes to each RFID tag (a Disabled and
Enabled code), and the individual gates will be configured to
read and activate based on these codes.

For example, a library may have a reference area that they do not want certain
items removed from. The gates will be configured to activate only when items with
this code pass through them.

Block 8 security type is now obsolete, and will not appear in the released
version of smartstock manager.

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2.2.4 Export Data

To export data, Bibliotheca recommends to use smartstock manager sync.

Selecting Export Data displays the following screen, and allows the user to export data to
a specified location on the handheld, to be exported by a third party application, like
Circa.

Select content allows the user to select the specific content they wish to export
via a drop down menu.
In the Columns to export section, the user can define the item information that
will be exported by placing a tick in the box next to the option(s) they require
i.e. a user may want the exported data to include the item ID, but not the item
title.
Export To allows the user to specify the location that they wish to send the
information to.

o Selecting the button allows users to search for the folder they wish
to export the information to, as displayed in the following screen.

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 o Once selected, the location will appear in the Export To field.

Select Save to apply any changes.

Select Back to return to the Settings main menu.

If the saved file already exists, the device will display a warning message
prompting the user to confirm whether the current file should overwrite the
existing file. Select Yes to proceed, or No to cancel.

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2.2.5 Info
Selecting Info will display the following screen, and allows users to view information about
the device and software, as well as running some basic tests.

2.2.5.1 Display Log

Selecting Display Log displays a scrollable table of all the actions that have taken place
on the device. These will include all items that have been inventoried, found search items
and changes to configurations, and are time stamped.
The display log is a Read - Only file, and cannot be re-written or exported. This information
will be automatically exported using smartstation manager sync.

Selecting the Clear button will clear all actions from the table.
Selecting Back will return the user to the Info settings Menu.

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2.2.5.2 Version Info
Selecting Version Info will display the following screen, showing information relating to the
software version currently being used on the device.

Select OK to return to the Info settings menu.

2.2.5.3 Device Info

Selecting Device Info will display the following screen, showing information relating to the
device hardware, including Battery percentage and the current temperature of the
device.

Select OK to return to the Info settings menu.

2.2.5.4 Test Lights

Selecting Test Lights will case all the lights on the lights on the device keyboard to light up.

If any keys on your handheld device fail to light up, please contact
Bibliotheca Support.

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2.3 Sync
Selecting Sync will allow smartstock manager to receive search lists and details lists from
the smartstock manager sync application, and, in return, send back inventory and
search result files.
The maximum number of lines (item numbers) that can be transferred to the smartstock
200 device is 30,000 at one time (this information is correct for the Merlin version of the
device only).
The files must be .csv format.

When syncing the two applications, smartstock manager will always

export result files to smartstock sync before uploading any new search or
details lists.

If the device is unable to connect to smartstock manager sync, the

following message will be displayed. Press OK to return to the main screen.

www.bibliotheca.com, page 21
Contact Bibliotheca Support
Contact Bibliotheca Support 24/7 around the globe:

Phone Email

+61 (3) 8555 3388 support-au@bibliotheca.com

877.207.3127,
support-ca@bibliotheca.com
select option 2

+41 41 726 9950 support-ch@bibliotheca.com

+49 7121 9264 115 support-de@bibliotheca.com

+45 7027 1008 support-dk@bibliotheca.com

877.207.3127,
support-us@bibliotheca.com
select option 2

+33 (0)1 56 24 11 76 support-fr@bibliotheca.com

+39 800 011 060 support-it@bibliotheca.com

+31 (0)229-505538 support-nl@bibliotheca.com

+44 (0)161 498 1150 support-uk@bibliotheca.com

Please be ready with your librarys customer number, case number, any applicable error
messages or conditions, and the product version or serial number.

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www.bibliotheca.com