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Help Guide
A Note regarding refunds
Because of the nature of easily copy-able software programs, and also the nature of the transaction by which you acquired
this software, we cannot honor requests for refunds. Instead, we want you to be completely satisfied with our product. If
you find something wrong with the program let us know at support@pageantsoftware.com and we will fix it for you and
send you a new copy.
Terms
Throughout this Help Guide we attempted to put things in an easily understandable manner. There are, however, some
words that are great words and just sound right but may not make much sense at first glance. This is where we’ll attempt
to explain those terms…such as the term “Navigate”:
Navigate - Using your mouse and clicking on items. You "navigate" a Browse window by clicking the various drives and
folders to get you to where you want to be. This is most often used for importing or exporting lists, data or formatted
reports.
Browse – A term that means you work your way to view information. A Browse Window is a separate window that opens
up that allows you to “navigate” to a destination drive.
Cursor – The thing that blinks on the screen that tells you where you’re about to type stuff into.
Database – Where we store the information you enter. A database is made up of smaller storage areas called “tables”
that hold related information (like Carriers, Departments, etc.). For the purpose of this Help Guide we’re just calling them
“databases”.
Data – Same as “information”. It’s the stuff you enter into the fields that gets stored in the database.
Import – To bring in or add information. Usually from a text file
Export - To take out information. This relates to the moving of information from the database to a text file.
Text File – A computer file that you can read from any word processing software. It’s in a format not specific to a
particular computer program.
Process (Processing) – This word describes the adding of information to the database.
First Things First
Appreciation
It would be rude of us to continue without a word of thanks to you for purchasing our product. We are delighted that you
placed your confidence in us to provide you with a quality mail center productivity tool and hope that it is all you expect and
more. Please do not hesitate to give us your feedback on this product as to how we can improve it, fix it, simplify
it...whatever. And as always, we ask that if you're completely satisfied with the product, that you not only tell us but tell the
world. We place a great deal of value on customers like you spreading the word.
Getting Started
Now let's get started. Once you've installed the software and have started it, there are one or two things you'll need to do
before processing your first inbound package. Please take a moment to set a few things up.
On the Inbound screen you'll see a drop-down list labeled "Department". If you're just starting with the program, and you
click the drop-down arrow, you'll notice that this list has just a few standard departments. We wanted you to start with
something, but we didn't want to assume you had the same departments as everyone else. We also didn't want to
assume that you wanted to use this as strictly a Department list. This is your list to populate with whatever you want it to
populate.
To add to or delete from this list, click the button on the Inbound screen that's labeled "Database Manager". Now,
proceed to the Database Manager topic in the Help Guide.
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Database Manager
Department List Maintenance
Adding: To add a department, simply enter the Department name in the field below "Enter New Department" and click the
"Add Record" button. Once you add a department, you can verify it by clicking the drop-down arrow below the field
labeled, "Select Department to Delete". Continue adding departments until you're finished.
Importing: You also have the ability to import a Department list. There are a few important points to make:
First, the Import process will overwrite (essentially erase) any existing departments. The Data Storage Method we use
requires that any old data be removed to allow for new entries. Because of this, it's extremely important that if you have
Departments already in the list, that you first Export these records, add them to the list you want to import and then Import
the new list. This will ensure that you don't lose any departments. You'll notice that we remind you once or twice during
the process. To Export the list, we provide you with the ability to establish a destination path (drive and file name, e.g. "C:
\departments.csv"). Click the button labeled "Set Export Department List Path" to bring up a Browse window. Navigate to
the drive and folder into which you'd like to place the export file and type the name of the export file you want to use in the
"File name:" field (be sure to include the extension, e.g. departments.csv). When finished in the Browse window, click the
"Open" button. The Browse window will disappear and the file you created will appear in the window next to the "Set
Export Department List Path" button. Then click the "Export Now" button. This will export your existing Department list.
An example of a properly formatted file is below. Please use this same format when combining this list with your new list.
Notice that each field is enclosed in double-quotes and each record is on its own line:
"ACCOUNTING"
"SHIPPING"
"MARKETING"
"ADMIN"
"MISCELLANEOUS"
Whether you are adding a new list or combining your old list with a new one, the format needs to be the same as above.
Second, the format of the Import file is critical. Please use the example above to format your list. The list needs to be in a
text format rather than a spreadsheet format such as Microsoft® Excel.
To Import your list, select the button labeled "Import Department List". This will open up a Browse window for you to
navigate to the import file you created. Follow the prompts to import your new list.
Carrier Name Maintenance
Your Carrier list has already been pre-populated with the more well-known carriers.
Some or all Carrier Names are trademarks of their respective companies.
You also have the ability to add more here. You can even delete Carriers by selecting a Carrier from the drop-down list
labeled "Select Carrier Name to Delete" and then clicking the "Delete Record" button.
History Retention
One of the benefits of this program is that you can determine just how many days you would like to store your data.
Certainly, you can export the data and/or print paper reports to keep forever at an external location, but this program
allows you to determine how far back you want to be able to go to retrieve the information. Keep in mind that the more
history you store, the greater the likelihood that the software will begin to slow down. It is recommended that you keep the
data for 90 days (approximately three months). You will see later in the Reports Manager section how powerful our
reporting capabilities are.
To modify the current history retention setting, simply type the requested number of days in the "Change to:" field and click
the "Update" button. The "Days of History" field will update with your selection.
To exit the Database Manager screen, click the "Exit" button in the lower right-hand corner.
Inbound Manager screen
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Prior to processing your inbound packages, be sure to add your departments on the Database Manager screen.
The only required field on the Inbound screen is the Tracking Number field. If you have a package without a tracking
number, you can use anything you want in this field; however you will need to enter a value to identify the package.
The cursor begins on the Carrier field. As you work your way down the screen, you may enter as little or as much
information as is needed for proper reporting. Note: You will need to select a Carrier or Department from the available list
(s). To add new Carriers or Departments, see the Database Manager section of this Help area.
When you arrive at the Tracking Number field, enter or scan the related tracking number.
There are three ways to record the package in the database. You can use any one of these methods to add the package
manually to your database:
1. Press the "Enter" key
2. Click the "Add Record" button
3. Hold the ALT button and press the "A" button
If you have a programmable scanner, you can configure it to add an "Enter" key to the end of each scan. See the
instruction guide that came with your scanner.
An important note about the "AutoProcess On/Off" button:
If your scanner can be programmed to add an "Enter" button after a scan, the "AutoProcess On/Off" button can be
engaged to automatically record the package in the database without the need for you to record it using one of the three
manual options above. Notice that you engage and disengage AutoProcess by simply clicking the button. By clicking the
button the caption on the button changes from "AutoProcess On" to AutoProcess Off". This can save you considerable
time while processing inbound packages and well worth the investment of a programmable scanner.
About the Buttons at the bottom of the screen
The Add Record button adds a record to your database
The Clear Fields button will erase any fields that have values on the screen and return the cursor to the "Carrier" field.
The Delete Record button allows you to select a package that was processed and delete it from the list. This data is
only available for the current date. When you select the "Delete Record" button, fields appear on the screen that permit
you to delete a package. Once a package has been deleted, you can re-select the "Delete Record" button to delete
another package. Notice that when you select the "Delete Record" button and the additional fields appear on the screen,
the "Delete Record" button changes to "Cancel Delete". Use this same button to cancel a delete request in progress.
About the Buttons on the right side of the screen
Two of the three buttons on the right side of the screen allow you to access other Inbound Manager screens (the third
button takes you to the Help Guide):
The Reports Manager button gives you access to a powerful reporting process. We describe this in detail in another
section of this Help area.
The Database Manager button gives you access to certain Database functions described in another section of this Help
area.
The Exit button closes the program.
About the Buttons on the left side of the screen
These are our "Hot" buttons. These allow you the ability to process requests "on the fly" without having to go to the
Reports Manager screen. You can pre-configure these buttons in the "Configure" section of the Reports Manager
screen.
Hot Print Report allows you to automatically print a report of your choice to a default printer.
Hot Preview Report allows you to view a report of your choice on the screen.
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Hot File Report allows you to automatically file a text image of a report of your choice to the destination folder of your
choice.
Reports Manager
The Reports Manager screen is divided into four (4) sections.
Today
This section is sub-divided so that you have different styles of reports in each section. The two buttons on the left side,
“Print Delivery Manifest” and “Preview Delivery Manifest” do just that. The “Delivery Manifest” report lists the
packages, sorted by Department and, each record has a line for a signature. This is intended for recipients to sign for
receipt of their packages. “Preview Delivery Manifest” lets you preview a report.
The next two sections, “Print Today’s Report with Subtotals” and “Print Today’s Report Totals” give you the option of
whether you want to print a report sub-sorting packages by Department or not.
Print Today’s Report with Subtotals: Each Department will print on its own page with a signature line at the end of each
subtotal.
Print Today’s Report Totals: All packages are printed and sorted by Department but without subtotals. Only a grand total
prints at the end of the report.
Each of these sections has options for Previewing, Printing or Sending the Report to a File. Send Report to a File opens
up a browse window that allows you to declare where you want the report to go. You can also rename the file.
The final section, “Print Single Department Page” allows you to specify a single Department to preview, print or send to a
file. Once you select a Department from the drop-down list the buttons below it become active.
History
The second section allows for the same type of processing of report data as in the "Today" section only for any day or
range of dates within your history. Remember, the default History Retention, or “storage” is 90 days unless you change it
in the Database Manager. You need only to select the beginning and ending dates for the buttons in each section to
become active. To choose a date, click the Calendar icon button next to the date field, select the date and click the OK
button from within the Calendar window. This will close the Calendar window and display your selected date.
Export
The Export section gives you the ability to export package data. The default for the beginning and ending dates is the
current date, but you can select the Calendar buttons to change those to export history data. To choose a date, click the
Calendar icon button next to the date field, select the date and click the OK button from within the Calendar window. This
will close the Calendar window and display your selected date.
You also have the ability to dictate the file name and path to the destination of the export file. Select the “Set Export Data
Path” button to display a Browse window. Choose the destination drive and folder and enter the file name. This will
appear in the window and will default each time until you change it. Then click the “Export Now” button. An example of
the export file is below. The first line will always show the headings (“Expr1006” and “Expr1007” are for the time and date
respectively):
"CARRIER","SENDER","RECIPIENT","COMMENTS","DEPTNAME","TRACKING","Expr1006","Expr1007"
"FedEx Express","ABC","Mary Baldwin",,"ACCOUNTING","185639386555","04:45:35 PM","01/29/2006"
"DHL","Data Enterprises","Steve Marks",,"MARKETING","78212356990","04:46:06 PM","01/29/2006"
"UPS","Carson Company","Alex Traynor","two packages bound together","MARKETING","1Z325067892436811",
"04:47:03 PM","01/29/2006"
Customize
The Customize section is divided up into two blocks, “Inbound Hot Buttons” and “Report File Export Format”:
Inbound Hot Buttons allows you to establish the default report and export path for the Hot Buttons on the Inbound
screen.
Report File Export Format has two options for the electronic image of a report. The .RTF format can be read using
Microsoft’s WordPad or Microsoft Word. The .TXT format can be read by most any word processing program. Your
choice here will determine the format of any and all reports you save to a file.
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How Comes and Why Can’ts (FAQs)...
How come I can't type a new department or carrier when I process a record? Due to something called “Database
Integrity” we needed to ensure that you’re choosing from a list. You can, however, add any department or carrier you want
by going to the Database Manager screen.
How come I can’t type the dates in myself? Again, it’s that whole “Database Integrity” thing. In order for the program to
look up the information accurately, we needed to ensure that the format of the date is the same. You can enter a date in a
multitude of ways, but only one way will work.
Why does the tracking number field allow duplicates? – This is because we figured there would be miscellaneous
records (such as office supplies, etc.) that don't have a tracking number.
How come you don’t offer Delivery Manifest for History? The nature of the Delivery Manifest is that it is used for
packages received and delivered the same day.
What’s with the “Expr1006” and Expr1007” in the export file? Those are because we had to format the time and date
fields to show only the time and date and the data storage method uses these custom field names. Otherwise, you’d see
both dates and times in each field. Trust us, it looks better this way. You don’t want to know what it looked like before we
changed it.
How come some of the buttons on the Reports Manager screen are gray and I can't click on them? That's because
there are fields that need to be filled out in order for those buttons to be available. Otherwise, they wouldn't work. These
are usually Date fields or Department fields.
Home come the extension on my file name that I set up as a Hot Print Export File gets changed? This is in the
Customize section of Reports Manager. The section, called “Report File Export Format”, gives you a chance to tell us
whether you want the file format to be either TXT or RTF. When you select the file name for the Hot Report, we need to
be sure we match the extension with what you selected in the “Report File Export Format” section. This will let other
word processing programs read the report easily.