1. VirtualDoxx Training Guide for USDA NRCS
September 1, 2006
VirtualDoxx Training Guide for
USDA NRCS
Personnel Records Tracking System

2. VirtualDoxx Training Guide
September 1, 2006
Downloading
and
Logging on

3. VirtualDoxx Training Guide
September 1, 2006
Welcome to the
VirtualDoxx Training Guide
This training guide will take you through the basics of using VirtualDoxx for Record Tracking
1) Open your Web Browser to:
2) Then click on Download in the upper right corner

4. VirtualDoxx Training Guide
September 1, 2006
Downloading VirtualDoxx
This is the download Progress Bar for Java Web Start. It shows how much of VirtualDoxx has been downloaded.
The first time that you download VirtualDoxx, the download will be fairly long, but subsequent downloads will be much shorter - about 1/3 the time.
Java Web Start will only download VirtualDoxx if the software has changed since you last used it. If no changes, VirtualDoxx will start up immediately.
Java Web start ALWAYS provides you with the LATEST version of software - automatically!
The first time you download VirtualDoxx, Java Web Start also asks if you would like to set up a Shortcut Icon on your Windows desktop.
If you reply “Yes”, a new Icon will be created - you can click on it to start up VirtualDoxx.
If you reply “No”, then you can just enter into your web browser and click on “Download” to start up VirtualDoxx.
You can also create a “Favorite”
(or “Bookmark”) in your web browser.

5. VirtualDoxx Training Guide
September 1, 2006
Logon
Once VirtualDoxx has downloaded, the first screen you will see is the Logon screen
One important feature to note here is the HELP Screen ...

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September 1, 2006
Help Screen
The HELP Screen shows:
Tech Support address, in case you have problems
Tech Support Phone Number
Configuration of your System
Configuration of VirtualDoxx software (scroll down to see)
This configuration information may be important if you are having problems

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September 1, 2006
To Logon, just enter your VirtualDoxx UserID and Password
Then click Logon or just press “Enter”

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September 1, 2006
Screen Navigation

9. VirtualDoxx Training Guide
September 1, 2006
Initial Screen - Single E-form
VirtualDoxx has several screens that you may want to use
All of the screens can be accessed by clicking on the “tabs” across the top
After you Logon, the first screen you will see is the Single E-form screen
One common activity is to add new records to the database, printing a label for each file folder created
This data entry screen allows you to enter data for one label, field by field
Each data field shows:
the name of the field
an input text field to type data
an example showing the proper format
There are several other important screens in VirtualDoxx
The next slides present each of these screens, one by one ...
NOTE: In order to increase the usable space on the main panel, you can slide the divider between the Transactions panel and the main panel to the left.

10. VirtualDoxx Training Guide
September 1, 2006
Project Control Panel Tab
The first tab is the Project Control Panel
It displays information about the VirtualDoxx Project that has been created to manage your records:
Project Setup & Contact Info
List of Users
List of Locations
List of Queues
List of Data Fields
Currently, this is just reference information about the project
In the future this screen will provide summary information about the project

11. VirtualDoxx Training Guide
September 1, 2006
E-forms Tab
The “E-Forms” tab displays an image of each Electronic Form defined for your project
The “Select Transaction” panel on the left side allows you to select what you want to print:
Normally, you will use “USDA001” - the color-coded label used on file folders
But you can also print the Location Barcode Sheet - “USDABarcode” - which will be covered later in this training guide

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September 1, 2006
Data Entry Spreadsheet Tab
The Data Entry Spread Sheet tab is an alternative to entering label data in the Single E-form screen.
You can type in data for multiple labels, row by row, much like Excel.
This screen is also used to accumulate labels entered one by one on the Single E-form Data Entry Screen, prior to printing
You can edit data before printing
NOTE: Make sure the “USDA001” Transaction is selected on the left side of the screen in order to use this screen, or you will see the data fields for the location barcode sheet, instead of the color-coded labels
REMINDER: In order to increase the usable space on the main panel, you can slide the divider between the Transactions panel and the main panel to the left.

13. VirtualDoxx Training Guide
September 1, 2006
Database Search Tab
The Database Search screen allows you to search for records that are already in the VirtualDoxx database.
You can search in many different ways using combinations of the search fields
All of the matching records will be displayed, so that you can view or update them

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September 1, 2006
Barcode Tracking Tab
The Barcode Tracking screen allows you to change the Location or Status of one or more records quickly and easily, using a barcode scanner
You can scan the barcodes on your file folder labels and the barcodes on the Location Barcode Sheet to enter data WITHOUT TYPING
This allows you to process a stack of file folders, or just one folder, without typing!

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September 1, 2006
File System Tab
This screen shows the contents of your PC’s hard drive. It is for future use and you can ignore it for now.

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September 1, 2006
Page Preview Tab
The Page Preview screen allows you to review labels prior to printing.
This provides a visual check that your label data was entered correctly.
If there is more than one page, the Page Next and Page Back buttons allow you to review each page
When your preview is complete, just click on Print
…Or, you can go back to the data entry screens to enter more labels or correct the data previously entered
There is also a Zoom slider that allows you to magnify or reduce the size of the preview from 25% to 300% of original size

17. VirtualDoxx Training Guide Print the Location Barcode Sheet
September 1, 2006
Printing Exercise -
Print the Location Barcode Sheet

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September 1, 2006
Location Barcode Sheet
As an initial printing exercise, let’s print the Location Barcode Sheet that you will use for barcode record tracking
The Location Barcode Sheet contains barcodes for all the Locations in your project
By scanning the barcode on a File Folder and then scanning “destination” barcode from the Location Barcode Sheet, you can easily transfer a record from one location to another and update the database with the new location
To Print the Location Barcode Sheet, click on the SECOND transaction in the “Transactions” panel on the left - named “USDABarcode”
… and VirtualDoxx will automatically retrieve a list of all the locations that have been set up for your Project
You can see what the Location Barcode Sheet will look like by pressing “Page Preview” ...

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September 1, 2006
… and then Print the Location Barcode Sheet by pressing “Print” ...

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September 1, 2006
… then select a printer and click OK to print
VirtualDoxx will ask if they printed correctly

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September 1, 2006
Location Barcode Sheet
SAVE the printed Location Barcode Sheet to Transfer records to a new location quickly and easily using your barcode scanner
Whenever you add or remove a location from your project, you can use the same procedure to print out a new, updated Location Barcode Sheet
NOTE: Once you have printed the Location Barcode Sheet, remember to switch back to the File Folder Label transaction by clicking on the first Transaction on the left side of the screen - “USDA001”
If you forget to do this, the Spreadsheet will have the wrong columns

22. VirtualDoxx Training Guide Getting New Data into the Database
September 1, 2006
Data Entry -
Getting New Data into the Database

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September 1, 2006
Single E-form Entry
This screen shows how you can enter data for one label at a time by typing values in the input fields
Type a value for each field and use TAB or click to move to the next field
If you only want to enter ONE label, just click on Print or Page Preview
To enter multiple labels, type in the first label and then press “Add Row” - then repeat the process until done
When you click Add Row, the data you just entered is accumulated as a new row in the Data Entry Spreadsheet
VirtualDoxx will display a message at the top of the screen confirming that the new data was added to the spreadsheet and present a blank screen for the next label
In this way, you can accumulate any number of labels for printing in a single print job
When you have finished entering data, click on “SpreadSheet” …
New records are created in the database when the labels are printed and barcodes are assigned to each label
NOTE: The “Insert into Spreadsheet at Row:” field allows printing on a partially used sheet of labels. For example, if you have a sheet with 6 labels, 2 of which have already been used, you can re-insert the sheet in the printer and start printing on the THIRD label by entering a “3” in this field. This is for INK-JET PRINTERS ONLY.
IMPORTANT: You can NOT re-use a partially printed sheet of labels if you have a LASER printer!!! You must trash any partially used sheets. When you peel off a label, a small amount of adhesive remains on the sheet. Laser printers are HOT inside and this small amount of adhesive can “gum up” the paper path.

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September 1, 2006
Data Accumulated in Spreadsheet
… and you will see that all the data you typed in has been accumulated, line by line, in the Spreadsheet
From the Spreadsheet screen, you can print the labels, by clicking on Print or Page Preview
This screen also allows you to do editing of the data you entered, in case you see any errors or missing data:
To delete entire row(s), check the box in Column 2 and then click on “Delete Checked”
To correct errors and misspellings, just type over the incorrect data values
You can also enter new rows of data on this screen, as an alternative to the Single E-form screen
“Save to Queue” allows you to SAVE the data you entered in the database without printing. Then, you can print it at a later time by clicking on “Open Queue”. The queue may contain label data entered by other users. In this way you can accumulate labels and print when you are ready, preventing partially used label sheets. The data in the Label Print Queue is saved even if you logoff.

25. VirtualDoxx Training Guide
September 1, 2006
Printing Labels
In order to set up a new File Folder, you will normally “Print” a label. The Printing process:
assigns a unique, sequential barcode
prints the label
and saves the record in the database
As an alternative, you can just “Save to Database”, but then no label will be created for the File Folder. However, you can always Search the database, find the record, save it to the Label Print Queue and then later Open the Queue and Print.
We suggest that you use Page Preview before printing your labels, for visual verification that data entry was correct ...

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September 1, 2006
Page Preview
… Page Preview will show graphically the labels you are about to print so that you can check that they are OK
Then click on “Print” ...

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September 1, 2006
Print Dialog
… and you will see the standard print dialog
select your COLOR printer
click OK to print
PRINTING ASSIGNS A SEQUENTIAL BARCODE TO EACH LABEL AND CREATES A NEW RECORD IN THE VIRTUALDOXX DATABASE
ONCE THE RECORD IS IN THE DATABASE, YOU CAN SEARCH FOR IT ON THE SEARCH SCREEN AND TRACK IT ON THE TRACKING SCREEN

28. VirtualDoxx Training Guide Finding Data Already in the Database
September 1, 2006
Database Search -
Finding Data Already in the Database

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September 1, 2006
Database Search
This screen allows users to:
Enter “Search Criteria” describing the types of records to be found
Search the database for records previously created
Displays the matching records
View and update records
In this example, the search was for all records where the Last Name starts with “A” (the search is NOT case-sensitive)
The user entered a Last Name of “A” and clicked on “Search”
This search returned 16 records already in the database
When you click OK, the results are displayed ...

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September 1, 2006
Search Results
16 matching records have been selected from the database and are displayed

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Selecting One Row
Click on a row in the search results to select it
The row will turn RED indicating that it has been selected
If you DOUBLE-CLICK on the row ...

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September 1, 2006
Viewing Record Information
… a new window will pop up, showing:
buttons to update the record
all of the data values for the record
“variable” data fields
“Meta-Data”
an image of the File Folder Label
Meta-Data is “data about data”:
The uniqueVirtualDoxx record number
The unique sequential barcode number
Status of the Record
Current Location, if available
Date and time record was created
User who created the record
Date and time of last update
User who did the last update
Notes about the record (255 chars max)
Both data and meta-data fields can be Searched
The buttons on the left allow you to:
Re-print the label by putting it in the label print queue
Remove label from label print queue
Transfer record to a new location
Unlock record to change data values
Update data values (e.g. typos, mis-spellings, corrections, or new info) and save changes to database
Put the record in HOLD status
the record data values

33. VirtualDoxx Training Guide
September 1, 2006
Actions on One Row
RIGHT-click on a selected row to pop up a menu
The menus options let you:
View the record
Put it into HOLD Status
Transfer to a new location
Queue for re-printing a label
Put the record in a Queue for Archiving or Destruction
record data values

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September 1, 2006
Selecting MULTIPLE ROWS
Click on the FIRST row you want to select and it will turn RED
Then SHIFT+click on the LAST row you want to select
All the rows in between will be selected and will turn RED

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September 1, 2006
Actions on Multiple Rows
With multiple rows selected, you can RIGHT-click to see a menu of options that will apply to ALL the selected rows
This allow you to Queue, Transfer or multiple records in one action, rather than one at a time

36. VirtualDoxx Training Guide Changing Record Location and Status
September 1, 2006
Barcode Tracking -
Changing Record Location and Status

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September 1, 2006
Barcode Tracking Screen
This Tracking screen allows you to change the LOCATION and/or STATUS of multiple records quickly and easily using a barcode scanner
The first column is used to scan or enter barcodes from File Folder labels, identifying the records to be updated
The second column is used to identify the new Location ( the “Destination”) to which the records are being transferred
Optionally, the third column is used to identify the new Status that should be assigned to each record:
Active
Inactive
Hold (Requested by a User)
Archived
Destroyed

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September 1, 2006
Transfer Many Records to 1 Location
Above Row #1, there is a Destination drop-down that can be used to set the same destination for ALL the rows at one time, rather than selecting a different destination for each row
To the right of the screen, you can see that this dropdown will “Set Default Values” for all rows
This can save time when “Checking In” or “Checking Out” multiple records, all to the same location
For example, you may have a stack of File Folders, all of which need to be Transferred to the “File Room” location
You can set a Default Destination of “File Room” for all rows
Once the default Destination is set, you can just scan File Folder barcodes to identify the records being Transferred

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September 1, 2006
Change Status of Multiple Records
Above Row #1, there is a Status drop-down that can be used to set the same Status for ALL the rows at one time, rather than selecting a different Status for each row
To the right of the screen, you can see that this dropdown will “Set Default Values” for all rows
This can save time when Archiving or Destroying multiple records, or putting multiple records in HOLD Status
For example, you may have a stack of File Folders, all of which need to be Archived
Once the default Status is set, you can just scan File Folder barcodes to identify the records being archived and all of the Record Status codes will be updated to “Archived”

40. VirtualDoxx Training Guide
September 1, 2006
Scanning a File Folder Barcode
Click in the first field in row# 1
Then scan a barcode and VirtualDoxx will automatically look up the record in the Database and display the Name, Year, State and other data values from the record
These data values confirm that you selected the correct record
If you don’t have a barcode scanner, just TYPE IN the barcode number and press “Enter”
If the current Record location is empty, the screen will show “NOT FOUND”
If the current Record status is empty, the screen will show “NOT FOUND”
If the record is currently on HOLD, meaning that someone has requested this record, then its status field will be “Hold”, in red letters

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September 1, 2006
Transfer Record to a New Location
Once you have entered a Barcode and found a record, you can change its Location, updating the database to show the new location
You can SCAN the destination from the Location Barcode Sheet
Or, you can select the destination manually:
Click on the Destination drop-down on the line you are working on
This will display a list of all locations to which the record can be transferred
Select the intended destination from the list
If you want to Transfer or update the status of multiple records, just scan the next file folder’s barcode and repeat the process

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September 1, 2006
Updating Record Status
Click on the Status drop-down if you want to select a new status for the Record
Then continue with the next folder by scanning another file folder barcode
NOTE: Status changes are usually less frequent than location changes. You can change the Location of a record WITHOUT changing the status - just leave the status field empty.
This example just happens to show both Location and Status being updated

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September 1, 2006
Saving Your Changes
When you have entered all the changes for all the records you want to update, click on “Finished Scanning”
The database will be updated with all the changes you made for all the rows

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Additional Information
We plan to update and improve this VirtualDoxx Training Guide.
If you have any suggestions, corrections, or omissions, please let us know.
There is additional information available at:
You can contact us at: