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Q-MATIC Management Portal™

User’s Guide
Copyright notice
The information in this document is subject to change without prior notice and does not
represent a commitment on the part of Q-MATIC AB.

All efforts have been made to ensure the accuracy of this manual, but Q-MATIC AB can not
assume any responsibility for any errors and their consequences.
This manual is copyrighted and all rights are reserved.

Q-MATIC and Q-WIN are registered trademarks or trademarks of Q-MATIC AB.

Reproduction of any part of this manual, in any form, is not allowed, unless written permission
is given by Q-MATIC AB.

COPYRIGHT © Q-MATIC AB, 2007

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Q-MATIC Management Portal™ - User’s Guide

ii Q-MATIC AB 092.01D
Contents

1. Presentation...........................................1
The Modules of the Management Portal ..............................2
Requirements.......................................................................2

2. Report .....................................................3
Open reports ........................................................................4
Saved reports.....................................................................11

3. Analysis................................................15
Overview ............................................................................16
System views .....................................................................21
User views..........................................................................22

4. User administration.............................23
Users..................................................................................25
User Groups.......................................................................26

5. Report administration .........................29


Report templates................................................................30

6. Data import...........................................33
Set up connection information to branches........................35
Importing data from branches ............................................35

7. System settings ...................................41


Mail.....................................................................................42
SMTP .................................................................................43
Report ................................................................................43
System ...............................................................................44

8. Licence updating .................................45


Licence updating ................................................................46

9. Index .....................................................47

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iv Q-MATIC AB 092.01D
1. Presentation

Topics in this chapter

The Modules of the Management Portal ..................... 2


Requirements .............................................................. 2

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Q-MATIC Management Portal™ - User’s Guide

The Q-MATIC Suite Management Portal is a software package for calculating, compiling and
displaying statistics from Q-WIN systems. It contains functions for generating several types
of reports and making comprehensive analyses of historical data.

The Management Portal is a powerful and comprehensive software and yet easy to use.

The Modules of the Management Portal

Report

With the Report module you create standardised reports. They have a large range of settings
with which they can be easily customised.

The results can be displayed in several ways: as tables and graphs, and exported to PDF-
files, MS Excel sheets and CSV files.

It is easy to extend the set of standard reports that come with the tool.

Report creation can be scheduled and reports can sent automatically by e-mail or stored on
a server.

Analysis

With the Analysis module you can analyse large quantities of data interactively. You usually
start with an overview of the all the data and from there you select specific parts (drill down)
to get answers to specific questions. Anywhere along the process, you can generate graphs
and reports easily.

Requirements

The following requirements apply.

Q-WIN 2000Q or S SE.

Operating system Windows 2000, XP, 2000 Server or 2003 Server.

Browser Internet Explorer 6 or newer, Mozilla Firefox 1.5 or newer.

Database server software Microsoft SQL Server 2000 or 2005.

Java JRE 5 (installed if needed by the installation program).

Memory (RAM) Minimum 1 GB, recommended 2-4 GB.

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2. Report

Topics in this chapter

Open reports .............................................................. 4


Creating a report .............................................. 5
Working with Open reports............................... 9
Exporting a report........................................... 10
Saved reports........................................................... 11

Scheduling report generation ......................... 12

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With the Report module you use predefined templates to generate reports. The set of report
templates can be extended easily. The templates cover situations of common interests:
waiting times and transaction times over time periods, service selection per branch, etc. The
reports can be extensively, and easily, configured.

To open the Management Portal use the link or other means your Q-MATIC representative
has set up for your specific installation.

On the Home page of the Management Portal, select Report to open the Report module:

The Report page has two tabs (excluding the Home tab):

• Open reports: the reports you have created on the current occasion with the tool, they
will be erased when you log out, unless they are saved. It is on this tab that reports are
created.

• Saved reports: reports that have been saved. They can be reopened and edited. They
can be scheduled.

Open reports

When opening the Open reports tab the first time on the current occasion, it is empty since
you have not designed any report yet; the page looks like the picture above.

If there are saved reports in the tool, you can of course work with them, see the next section.

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Report

Creating a report
The procedure for creating a report is as follows:

1. Select a template.

2. Configure the report as required.

3. Review the configuration.

4. Show the report.

5. If appropriate, save the report; that is all the settings are saved. The report is then shown
on the list of Saved reports.

To start report creation, click the New button and the Report templates
page opens.

The Report templates page

Select the template on which to base the report. Here the template Waiting time per Category
is selected. Click OK and the Report settings page is opened with the parameters for that
specific template:

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The Report settings

On this page all parameters of the report are


given values by clicking the name of the
parameter, Date / Time, Service, and so on. An
entry form is opened. Many of the parameters
have a default value, usually All.

The expand button expands the parameter to


display its value. When clicked, it changes to a
collapse button so the values can be hidden
again.

The other buttons on the page do the following:

Display all the current settings.

Save / Save as the report configura-


tion.

Expand / collapse the entire parame-


ter list.

Show the report.

The set of parameters is different for different Report Templates. If a change is made of the
Template for a report, the values of those parameters that are used by both the old and the
new configuration will be transferred to the new configuration, the other values will be dis-
carded.

Entering values for parameters


The forms for entering values all look the same, except for Date/Time, Calculation and
Layout.

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Report

The entry form for most parameters looks like this:

The form has two lists of items, Available and Selected, and a set of transfer buttons in
between.

Select an item in a list and click a transfer button in the intended direction and the item is
moved from one list to the other. Move all items at once (without selecting) by clicking a
double arrow. Select several items by Ctrl- or Shift-clicking. Clicking items while holding down
the Ctrl-key selects the items clicked. Clicking items while holding down the Shift-key selects
all items between the clicked ones as well.

When there are several Branches available, a selection of Branch(es) determines the set of
items available in the following parameters:

• Category

• Priority

• Workstation

• Printer

The items are grouped per Branch as can be seen in the picture above. These parameters
are local, they are only applicable to a specific Branch. The parameters Service and Staff
Member are global, they refer to the same thing for all branches.

The form for setting the Date / Time parameter looks like this:

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Depending on the template, there can be a setting for Time period on this form as well.

There is a set of standard dates available: This week, This month, This year; One week
back, One month back, One year back. For such a period, it is possible to select which
weekdays that should be included.

Setting manual dates is done in the form above. It is possible to select several non-
consecutive periods; use the Add button to include a period. It is possible to exclude dates;
use the Add button to enter a date to exclude. When setting a date, a small calendar can be

used, just click the calendar button :

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Report

Calculations and Layout


The form for setting the Calculation parameters looks like this:

In this form three time related parameters are entered: No show - default value 20 seconds,
Service level waiting time - default value 15 minutes and Interval time - default value 5
minutes.

The form for setting the Layout parameters looks like this:

Include settings page: when


selected, the report settings are
inserted as the last page of the
report. The Notes are inserted
on the report page at the top,
just below the heading to the
left.

Saving the report configuration


Save the report configuration by clicking the Save button, the save form is opened.

A name for the report must be entered; a description is optional.

Working with Open reports


When working with reports in the Open reports window, there are several things that can be
done:

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The following commands are available:

Show the report.

Edit the report configuration. The configuration page is opened, see “The
Report settings” on page 6.

Save the report configuration. The configuration page is opened with the
save form, see “The Report settings” on page 6.

A copy of the report configuration is created. A nice way to make a configu-


ration for a new, similar report.

Remove the report; from the Open reports list only, not from the database.

Exporting a report
When a report is displayed it can be exported to three formats, PDF, Excel and a Comma
Separated file. The export buttons are at the top of the report:

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Report

The Hide settings button removes the parameter list from the page so only the report is in
view; the list can be brought back with the Show settings button.

Saved reports

To be able to work with reports on more than a single occasion, they must be saved. Only
saved reports can generate reports on schedule. Saved reports are listed on the Saved
reports page.

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The Saved reports page

When hovering the mouse pointer over the information icon the description of the
report is displayed. It is the description entered when saving the report.

The clock icon indicates that report generation is scheduled for that report.

There are three functions available when working with Saved reports.

Open the report. The report is changed into an active report and the set-
tings page is displayed, see “The Report settings” on page 6.

Schedule the report generation.Reports will be generated automatically


and they can be by e-mailed or saved as files.

Delete the report; it is removed from the database.

Scheduling report generation

Click the Schedule button and the Schedule form is displayed:

Select time from a list of times in 15 min. increments.

Select days from a list of:

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Report

• Every day

• Days of the month

• Days of the week

• Last day of the month

When selecting days of week or month, a specific form is displayed for picking the day(s).

Select whether to have the reports e-mailed or saved as file, and select output format. If the
reports are to be saved, it will be to a predefined directory.

To remove a schedule, click the Remove schedule button.

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14 Q-MATIC AB 092.01D
3. Analysis

Topics in this chapter

Overview.................................................................... 16
System views............................................................. 21
User views ................................................................. 22

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With the Analysis module of the Management Portal you interactively analyse large sets of
data looking for explanations for specific problems. One powerful feature of the tool is drilling
down from summary information to the detailed data that created the summary. Several other
sorting and filtering commands are available. Any time during the interactive analysis, it is
possible to create a chart of the data at its current view.
To open the Management Portal use the link or other means your Q-MATIC representative
has set up for your specific installation.

On the Home page of the Management Portal, click Analysis to open the Analysis module:

On the Analysis page are two tabs: System views and user views.

Overview

All views of the statistical data have the same main layout:

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Analysis

• The row of Function Buttons.


• The Navigator (can be switched on / off).
• The interactive Data Table.
• The Chart (can be switched on / off).

Here is an example of a view:

The Function Buttons

The Navigator

The Data Table

The Chart

The current settings of No show, Service level and filter is also on the page.

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The Function Buttons

Save Save the view with the current settings. The view will
be listed on the User views page.

Navigator - show / hide Display / hide the Navigator. The Navigator is shown
on the same page, above the table.

Parent members - Remove / show column labels of the parent dimen-


show / hide sions.

Spans - show / hide Remove / show redundant labels of the parent


dimension.

Empty rows / columns Remove / show rows and columns in the table that
- show / hide have no data.

Swap axes Turn the table around: make the rows into columns
and vice versa.

Drill member Expand / collapse rows across all members, dimen-


sions.

Drill position Expand / collapse rows at a specific member, dimen-


sion.

Drill replace Replace the current table with a sub-table.

Chart - show / hide Display / hide the chart of the current table. The
chart is shown on the same page, below the table.

Chart layout configura- The chart can be configured, for example, type of
tion chart, entering a Title and axis Labels and changing
fonts.

Export page configura- Some layout properties can be configured, for exam-
tion ple, a Title can be entered and paper size and orien-
tation can be changed.

Export to PDF The current page is printed to a PDF file.

Export to Excel The current page is output to an Excel file.

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Analysis

The Navigator
With the Navigator it is possible to arrange the data in the table in many ways, sorting and
filtering. For example, selecting which measures that should be displayed, filter the data on
any dimension, set the order among the dimensions, etc.

By clicking the row and column buttons , the param-


eter is moved from being on a row to being in a column in
the table, and vice versa.

By clicking the filter button a parameter is made into a


filter, filtering the data that is shown in the table.

By clicking the up and down arrow buttons , the


parameter is moved up or down in the list and the position
in the list determines the position in the table.

By clicking the parameter name, Date, Service, etc., spe-


cific values of the parameter can be selected or deselected
and thereby included or not in the table.

This is Navigator when the user has clicked


the Service parameter and expanded the
list by clicking the plus button at the All item
to see all Services. Then the user has
selected only three Services to be shown in
the table.

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Date values can be shown in two


ways: either as dates of a month,
1st, 2nd and so on, or as days of
a week, Monday, Tuesday, and
so on.

The Navigator with Date clicked.

The interactive Data Table


It is in the table that the interactive data analysis is made. By selecting, sorting and filtering
with the Navigator and using the function buttons to drill down in the table many relationships
between items that has been hard to find can be revealed.

The Chart
The Chart is a graphical display of the table in its current form. That is, when changing the
table by sorting, filtering and drilling, the Chart is continuously updated.
The Chart can be extensively configured:

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Analysis

System views

On the System views tab is a list of views of the data. These views are predefined in the tool.
They have been generated from the imported data by a set of algorithms.

Hover the mouse over the Info-button to see the description.

To start using a view, click the Show button .

The view opens in the start layout:

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Any time during the analysis of a view, it is possible to save it. The view will then be listed on
the User views tab. When saving, a name must be entered, a description is optional.

Several views of the same system view can be saved, showing different relationships of the
data or in different stages of analysis.

User views

On the User views tab are the views that have been saved on the System views tab. There
are two things that can be done with the views on this page: open them for further work with

the Show button and deleting them with the Delete button .

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4. User administration

Topics in this chapter

Users ......................................................................... 25
User Groups .............................................................. 26

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Q-MATIC Management Portal™ - User’s Guide

On the home page of the Management Portal,

click Administration to access the administration pages. They are organized as a set of
tabs.

User administration is accomplished on the User tab on the Administration page.

There is one list for Users and one list for User groups. There are functions for adding, editing
and deleting users and groups.
Every User must belong to at least one User group with access rights to be able to use the
system. A User receives access rights to the system (or parts of the system) by belonging to
User groups.

Sort and resort a list by clicking a heading.

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User administration

Users

Adding a user

Click the New button and the Create new user window is opened.

Enter information in the form and click OK when ready, or click Cancel to close the page
without creating a user.

Editing a user

Click the Edit button and the Edit user window is opened.

Change the information in the form as required and click OK, or click Cancel to close the page
without changes.

Deleting a user

Click the Delete button and the user is immediately removed.

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User Groups

Adding a group

Click the New button and the Edit user group window is opened.

In this form there are two sub forms: one for Users and the other for Access rights. The two
sub forms work in basically the same way.

Access rights are divided into three groups: Branch, Modules and Report Templates.

Branch For the Reporting module: specifies which branch(es) the group has
access to. Users of the Analysis module have access to data from all
branches.

Modules Specifies which module(s) of the Portal the group has access to.

Report Specifies which Report Template(s) the group has access to.
templates

To create a User group do the following.

1. Give the group a name.

2. Select user(s) by clicking them in the Users list and clicking the arrow button to move
them to the Members list. By clicking a double arrow (without clicking any names), all
names in a list are moved to the other list. Select several names by Shift- or Ctrl-clicking
them before clicking the move button.

3. Select Access rights. Select those Access rights in each sub group (Branch, Modules
and Report Templates) that the group should have and click the move button to move
them to the Assigned list. A group must have rights to a Module for its members to be able

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User administration

do anything in that system. So, to be able to create a report, a group must have rights to
at least one branch, one report template and the Reporting module.

4. Click OK when ready or Cancel to close the page without creating a group.

Editing a group

Click the Edit button and the Edit user group window is opened; the same
window as when clicking the New button.

Deleting a group

Click the Delete button and the group is immediately removed.

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5. Report
administration

Topics in this chapter

Report templates ....................................................... 30

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On the home page of the Management Portal,

click Administration to access the administration pages. They are organized as a set of
tabs.

Report templates

Report template administration is accomplished on the Report tab on the Administration


page.

The report templates are grouped into several types, examples are Summary and
Performance.

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Report administration

Sort the lists by clicking a heading.

Adding a Report template


Report templates will be available as zip files. The Management Portal software reads those
files and installs the content as a new report template.

Click the New button and the New Template page is opened.

Click the Browse button to point to the zip file with the report template.

Deleting a Report template

Click the Delete button and the template is immediately removed.

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6. Data import

Topics in this chapter

Set up connection information to branches ............... 35


Importing data from branches.................................... 35

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On the home page of the Management Portal,

click Administration to access the administration pages. They are organized as a set of
tabs.

Data import involves connecting to Q-WIN branches, setting up item mappings and the
scheduling of data import.

The Management Portal uses two databases: one that receives input from Q-WIN systems
at branches (STH or DB files) and another that is the Report database that receives the
mapped input from the first, input, database. The input database also contains all other
system information of the Management Portal, users, user groups etc. The Report database
contains data for reports and analyses only. These are separate databases that can be
installed on separate computers.

This is the procedure to accomplish data import:

1. Set up connection information to Q-WIN branches:

the Branch tab.

2. Import data from branches to the input database, one branch at a time:

the Overview page on the Import tab.

3. Set up mappings between the input and the Report databases:


the Mapping page and Report items page on the Import tab.

4. Remove items that have become redundant by the mapping in step 3:

the Report items page on the Import tab.

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Data import

5. Transfer data from the input to the Report database:

the Overview page on the Import tab.

6. Set up a schedule for subsequent automatic import:

the Overview page on the Import tab.

In the following, a description will be given of all the tabs and pages that are used in this
procedure.

Set up connection information to branches

To connect the Management Portal to Q-WIN branches, a few settings need to be made.
There is a tab on the Administration page for Branch. On this tab are all branch specific
settings. Also, here is where branches are added and removed.

Click New to connect to a new branch. Click Delete to remove a branch from the list. It is only
possible to delete a branch until an actual import is made, after that the Delete button is
removed. Click Edit to access the settings for a branch:

The same form is used when adding a branch.

Importing data from branches

The data in the databases are the ticket number called at a specific time to a specific work-
station, what button was pressed and what the priority was and the like. The important con-
cepts of the data in the databases are called items; they are: Button (=Service), Category,
Staff member, Matter, Printer, Priority and Workstation.

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To be able to handle data from several branches in a correct manner, the correspondence
between items from all the branches must be correct. For example, all data belonging to a
specific service must be connected to that service regardless of whether different buttons are
used in different branches for the same service.

Three of the items are global, items from different branches can be mapped to the same item
in the Report database: Button (Service), Staff member and Matter (sub-service). They refer
to the same item regardless of branch.

The remaining 4 are local, they are meaningful only for a specific branch: Category, Printer,
Priority and Workstation.

The import process is managed on the Import tab. There are three pages on that tab:
Overview, Mapping and Report Items:

Overview: settings, scheduling and manual import.

Mapping: the correspondence or mapping of items from a branch (the input database) to
items in the Report database.

Report Items: management of items in the Report database, naming, adding and deleting.

The Overview page looks like this:

On this page the actual import and transfer of data is accomplished.

All connected branches are listed.

There can be two icons for each branch: a clock icon indicates that a scheduled import
is set up and a red dot indicates an error with the import. The Status field indicates import
status: Idle or In process. In the date field is the date of the latest import. There is a Refresh
button; click it to refresh the information on the page after an import.

For each branch there are five buttons. The five buttons do the following:

Edit
Clicking the Edit button opens the settings form:

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Data import

In this form is the setting for type of database file, STH or DB (and web server port if DB
selected) and also a setting of the start date of the import; data before that date will not be
imported.

Schedule
Clicking the Schedule button opens the settings for the scheduling of import from the branch.

Several types of schedules are available: daily, weekly and monthly.

When a schedule is set up, subsequent imports are done automatically all the way from the
branches to the Report database.

If an error is detected by the import process, a red dot is shown as an indication in the
mapping table on the Mapping page and also on the Overview page. An e-mail notification is
sent to the error group as set-up in the mail settings form, see “Mail” on page 42.

Import
Clicking the Import button performs an import of data from the branch to the Input database.

When an import is made, a preliminary mapping table is set up where the items from the
branch are directly made into items in the Report database. These mappings are then
checked on the Mapping page, see below, before the transfer of data is made to the Report
database.

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Import into warehouse


Clicking the Import into warehouse button performs a transfer of data from the input
database to the Report database. This is done only after checking the mapping table on the
Mapping page, see below. All mappings must be confirmed, otherwise no data will be
transferred.

View log
Clicking the View log button opens the log file for viewing.

The Mapping page looks like this:

This is the mapping table. In this table there is a row for each item for each branch.

Here the mapping is set up from an item of a branch to an item in the Report database. In
this example from a Branch Button to a Service.

When there is a red dot on a mapping row, it means that the suggested mapping must be
confirmed by the user. By clicking the Confirmed button, the suggested mapping is accepted
and the button turns green. The branch Leksand, has a red dot indicating that a mapping of
at least one item is not confirmed.

By clicking the Edit button, a selection can be made of an item in the Report database to map
to. The items to map to in the Report database are managed on the Report items page, see
the next section.

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Data import

Depending on whether the item is a global one is a local (see page 36), the list will contain
global items (applicable to all branches) or local items (applicable to a single branch only).

When the system comes across a change of some sort (a new item or a changed item) the
Confirmed indication turns red. Each such indication must be dealt with before a transfer of
data can be made to the Report database.

The Report Items page looks like this:


for a global item

and like this for a local item:

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These are the items in the Report database. In these tables there is a row for each item,
Service, Category and so on.

Here the items are given the names to be used in all reports. It is to these items that items
from branches are mapped. It might be necessary to re-map items applicable only to a single
branch, for example if the name is misspelled in the branch.

When an item is renamed, all items that map to it will get the new name in the Reports. The
re-mapping will take effect on the next import (manual or scheduled).

On the page with global items above, there are two items with a Delete button. This indicates
that no item from a branch is mapped to them. Very likely they are and will be unused, so
they can be removed.

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7. System settings

Topics in this chapter

Mail ............................................................................ 42
SMTP......................................................................... 43
Report........................................................................ 43
System....................................................................... 44

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System settings are date and time format, queue time settings etc.

On the home page of the Management Portal,

click Administration to access the administration pages. They are organized as a set of
tabs.

The system settings are in a number of forms on the Settings tab of the Administration
page. This is the menu on the Settings tab:

Mail

Mail setting: in this form, enter the ID number of the user group that will receive an e-mail
when a data import fails:

This will only work if the SMTP is set up correctly and the system can send mails.

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System settings

SMTP

SMTP settings: in this form are the settings for the mail server that the Portal will use. It is
possible to send a test e-mail in this form:

Report

Report settings: in this form are settings for statistics related times and intervals and also the
name of the directory where scheduled reports will be saved:

The settings Service level waiting time and No show are used in pre-calculation
procedures in the Analysis module. Changes to those values will restart the pre-calculation
which will take some, rather long, time.

If no directory is specified, the reports will be saved in the temp directory of the Management
Portal.

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System

System settings: in this form are the settings for date and time formats:

The admissible characters in date and time format specifications are the following (a
selection):

y Year
M Month
d Day
H Hour
h Hour in am/pm (1-12)
m Minute
a Am/pm marker

The number of characters (the number of y’s for example) determines the format.

Examples:

yyyy-MM-dd 2007-06-01
MMM dd, yy June 01, 07
h:mm a 1:27 PM

44 Q-MATIC AB 092.01D
8. Licence updating

Topics in this chapter

Licence updating ....................................................... 46

092.01D Q-MATIC AB 45
Q-MATIC Management Portal™ - User’s Guide

When needed, the licence for the Management Portal can be updated.

Licence updating

Click the Licence tab on the Administartion page and the Licence information page is
displayed with information about the current licence:

There are three buttons on the page:

• Update-File

• Update-Internet

• Deactivate-Internet

Update-File and Update-Internet is used when you want to make a change in the licence,
for example add more users or new functionality. After buying the new licence from your
Q-MATIC representative, you can update the licence.

When using the Internet, click the button to get the new licence.

When using a file, browse to the new file you received and activate the licence.

Deactivate-Internet is used when the licence needs to be withdrawn, for example when
moving the system to another computer.

To deactivate the licence without connection to the Internet, contact Q-MATIC support.

46 Q-MATIC AB 092.01D
9. Index

B
browser 2

D
database 2

J
Java 2

O
operating system 2

Q
Q-WIN
version 2

092.01D Q-MATIC AB 47
Customer Flow Management™

Q-MATIC has over 25 years experience in


Queue Management and has in-depth process
knowledge of customer flow optimisation with
financial institutions, the public sector, health
care and retail.

Optimising customer flow improves customer


service and creates a more relaxed atmosphere
for both customers and staff. It also optimises
staffing costs, increases revenues and gives our
clients added value by maximising profitability.

We call this overall process


Customer Flow Management™.

www.q-matic.com
131021XYZ

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