Digital Congress Network Delegate Database LBB 3580 - Software User Manual

This user manual provides comprehensive instructions for the Philips Digital Congress Network (DCN) Delegate Database software (LBB 3580), covering its functionality from initial setup to conference execution and data management.

General Contents

• Chapter 1: Delegate Database (Overview)
• Chapter 2: Getting Started (Installation, Help usage)
• Chapter 3: Preparing for a Conference (Main window, Names files, Delegate data, Printing)
• Chapter 4: Applying Data during a Conference (Downloading data, Exiting)
• Appendix A: Reference Guide (Control menus, Accelerator keys, Index)

Explanatory Notes

About this manual

This manual is structured into four chapters and an appendix:

• Chapter 1 - Delegate Database: Provides a brief overview of the Digital Congress Network (DCN) and the Delegate Database application's functionality.
• Chapter 2 - Getting started: Details how to launch the Delegate Database application from the DCN Startup screen and explains the Help facility.
• Chapter 3 - Preparing for a conference: Covers pre-conference activities, including working with names files, entering delegate data, screen card options, viewing, screen configuration, and printing.
• Chapter 4 - Applying Data during a Conference: Describes how to use Delegate Database during a conference, specifically downloading delegate data to the Central Control Unit (CCU) and exiting the application.
• Appendix: Offers additional reference information, including an overview of menus, shortcut (accelerator) keys, and an alphabetic index.

Manual Conventions

The manual uses consistent styles, symbols, and typographical conventions for clarity:

• NOTE: General notes draw attention to special actions or information.

• CAUTION: Cautions highlight actions or commands that could lead to loss of information or equipment damage.

• TIP: Tips provide supplementary information to make actions quicker or easier.

• Actions to be carried out by a user are shown on a grey background with a round bullet.

Typographical conventions for text styles:

• Typed input: Keyboard input is shown as Filename.
• Single key: Single key input is shown as <Enter>.
• Multiple keys: Combinations of keys pressed together are shown as <CTRL>+<P>.
• Screen text: Information appearing on screen is shown as 'Choose Startup Modules:'.

Delegate Database Overview

What is Delegate Database?

The Delegate Database software facilitates compiling a comprehensive database of information for conference participants. This information is categorized as either 'conference-related' or 'personal'.

• Conference-related parameters: Include interpretation language, vote weight, and microphone authorization. This data is critical for DCN conference control.
• Personal information: Consists of data such as home address, telephone number, date of birth, and fax number, used for reference only.

All delegate data is entered via a PC either before or during a conference. Conference-related parameters are delegate-specific. Key parameters include:

• Delegate last name, first name, country
• Simultaneous interpretation language, language of delegate screen display
• Delegate group, title, seat number
• PIN code, Card code for ID-card
• Delegate vote weight

The system supports ID-card encoding and label printing if a card encoder and printer are connected. Authorization for microphone use, voting, and intercom can be granted or denied within the database.

Screen Cards and Data Management

Information is stored in a 'screen card' displayed in the main window of Delegate Database. Each delegate has a unique screen card with fields for specifying details. These screen cards are stored in a DCN names file.

The 'Apply' menu option makes the entered data functional by transferring it to the Central Control Unit (CCU) once all input is valid and the PC is properly connected. Parameters defined in Delegate Database significantly influence other DCN modules, such as microphone and voting control.

Getting Started

2.1 Starting Delegate Database

The Delegate Database program is launched from the DCN Startup screen. The DCN software utilizes two user-created files:

• Installation file: Contains information about channel assignment and microphone numbers (LBB 3585).
• Names file: Stores delegate information like name, seat number, and other conference/personal details. This module creates names files.

Delegate Database requires an installation file to function correctly. If no names file is specified at startup, the application enters 'preparation mode', allowing screen card editing but no data download to the CCU. Specifying a names file at startup enables 'operational mode', allowing data download to the CCU.

2.2 Using Help

The 'Help' menu provides an on-screen help facility with comprehensive information:

• Index: An alphabetical list of all subjects covered.
• Keyboard: Details on keyboard key functionality with Delegate Database.
• Commands: Information on all menu options (File, Edit, Search, View, Fields, Configure, Apply, Help).
• Procedures: Guides on how to use the Delegate Database software.
• Glossary: Definitions of terms used.
• Using Help: Instructions on how to navigate the help facility itself.
• About Delegate Database: Displays software release information (e.g., Philips Digital Congress Network, Delegate Database LBB3580, Release x.xx, copyright Philips Electronics N.V. 1993-2000).

Preparing for a Conference

3.1 The Main Window

The Delegate Database main window is the primary interface for inputting delegate data and parameters. It includes:

• Navigation buttons: 'Previous Name', 'New Name', 'Next Name'.
• 'Records' text and field.
• 'Conference Data' dialogue box: For delegate's last name, first name, country, interpretation, user display, group, title, seat number, PIN code, card code, vote weight, and authorization for microphone, voting, and intercom.
• 'Personal Data' dialogue box or push button.
• 'Screen Line' and 'ID Card Label' text boxes.
• 'Produce Card' and 'Read Card' push buttons.

The application operates in 'preparation mode' if no names file is selected at startup, allowing data entry but not downloading. In 'operational mode', with a names file selected, data can be downloaded to the CCU.

3.2 Working with Names Files

The 'File' menu provides options for managing names files:

• Creating a new names file: Select 'File' > 'New...' and enter a file name (up to 12 characters). Existing file changes are automatically saved. Warnings are issued for existing file names or invalid data.
• Opening an existing names file: Select 'File' > 'Open...' and choose from a list.
• Copying a names file: Select 'File' > 'Copy...' to save the current file under a new name, leaving the original unaltered.
• Deleting a names file: Select 'File' > 'Delete...' and choose a file. Confirmation is required. The current names file cannot be deleted.
• Importing a names file: Allows importing .txt or .csv files from other applications. The first line defines file type, DCN version, file name, pincode size, and screen line fields. Subsequent lines contain delegate data (ID, name, seat number, group, country, etc.). Delegate ID must be unique (1-1500).
• Exporting a names file: Allows exporting the current names file for administrative use, generating a numbered list of delegates with comma-separated data.

3.3 Entering Delegate Data

Delegate data is entered into a screen card, categorized as:

• User-specified fields: 'Last Name' (max 40 chars) and 'First Name' (max 14 chars).
• User-selected fields: 'Country', 'Interpretation', 'User Display', 'Group', 'Title'. Options for these (except 'User Display') can be edited.
• System-specified fields: 'Seat Number', 'PIN Code', 'Card Code', 'Vote Weight'.

The 'Vote Weight' allows assigning a value from 1 to 100,000,000 to increase voting power. Seat numbers are unique alphanumeric identifiers. PIN codes are numerical (3, 4, or 5 digits, 1-5 inclusive) for facility access. Card codes (up to 9 digits) identify ID cards. Warnings are provided for invalid or duplicate entries for these system-specified fields.

Defining Conference Data Options

Parameters can be defined for certain conference data fields:

• Contents of 'Country', 'Interpretation', 'Group', 'Title' option lists.
• PIN code length.
• ID-card label contents.
• Screen line contents.

Editing Screen-Card Fields

The 'Fields' menu allows editing option lists for 'Group', 'Title', 'Country', and 'Interpretation'. For example, the 'Group List' can be edited by inserting new entries or deleting existing ones.

Specifying PIN Size

The 'Fields' menu > 'PIN Size...' allows selecting PIN code length (3, 4, or 5 numbers). Once saved, a smaller length cannot be selected.

Configuring Multiple Names Window

The 'Configure' menu > 'Multiple Names View...' allows selecting which fields appear in the multiple names window. The maximum data capacity is 64,000 characters; exceeding this limit results in column removal (replaced by 'None').

Configuring and Producing ID-Card Labels

The 'Configure' menu > 'ID-card...' lets you specify fields for ID-card labels (max 25x55 mm). Options include 'Card Encoding' (transfer data to ID card) and 'Label Printing' (print info on label). Both can be active simultaneously. Conditions must be met for the 'Produce Card' button to be active (e.g., valid data, selected options, connected encoder).

Configuring the Screen Line

The 'Configure' menu > 'Screen Line...' allows defining fields and their character lengths for display on delegate units, hall displays, and DCN applications. The combined length of fields must be 30 characters.

Entering Personal Data

The 'Personal Data' window (Street, Postal Code, City, Company, Birthdate, Fax, E-Mail, Phone) stores additional delegate information for database purposes, not conference proceedings. This window can be displayed or hidden.

3.4 Working in Names Files

The 'Edit' menu provides tools for managing data within names files:

• Searching for delegate screen cards: 'Search' menu > 'Find...' allows searching by specific fields (e.g., Last Name) and text. 'Find Next' repeats the search. 'Find by Card' searches using an ID-card reader.
• Moving through delegate screen cards: 'Previous Name', 'Next Name', and 'New Name' buttons navigate or clear the current screen.
• Editing names files: 'Cut', 'Copy', 'Paste' data for single fields or complete screen cards (excluding system-specified fields). 'Delete' removes data from a field. 'Delete Record' removes an entire screen card. Note that 'PIN code', 'Seat Number', or 'Card Code' fields cannot be cut, copied, or deleted. Pasting does not clear the buffer.

3.5 Viewing Names Files

The 'View' menu offers display options for the main window:

• Viewing multiple names: Displays a list of delegate data using up to five pre-specified fields. Data in this view is read-only.
• Viewing the ID-card label: Shows the ID-card label in the main window (reference only), provided the 'Personal Data' window is disabled.
• Viewing the screen line: Displays the screen line in the main window (reference only), provided the 'Personal Data' window is disabled.

3.6 Printing

The 'File' menu > 'Print...' allows printing a hard copy of the current names file. Users can select which fields to print, specify a page header, and define the number of copies (max 9).

Applying Data During a Conference

4.1 Downloading Delegate Data

Conference data can be downloaded to the DCN system during a conference via the 'Apply' menu. Options are 'All' (all data) or 'One' (current delegate's data). This process temporarily suspends all DCN activities.

Criteria for data application:

• PC running Delegate Database is connected to the DCN system.
• Current names file is in operational mode.
• All PIN, card, and seat numbers are valid and unique.
• No other names file download is in progress.
• The data to be downloaded differs from the last successful download.

The 'All' option is only available if no voting, attendance, or access control processes are active. The 'One' option is available if no voting process is active.

4.2 Exiting Delegate Database

• Temporarily exiting: Minimizing the application iconizes it to the Windows desktop.
• Permanently exiting: Selecting 'File' > 'Exit'. Changes are automatically saved, but invalid data is not saved. Exiting the DCN Startup program will close all DCN applications.

Appendix A - Reference Guide

This appendix provides a quick reference for the Delegate Database software.

A.1 Control Menus

Detailed descriptions of all menu items and their functions:

• File menu: New, Open, Copy, Delete, Import, Export, Print, Exit.
• Edit menu: Cut, Copy, Paste, Delete (field), Select All, Delete Record.
• Search menu: Find, Find Next, Find by Card.
• View menu: Multiple Names, ID Card Label, Screen Line.
• Fields menu: Group, Title, Country, Interpretation, PIN size.
• Configure menu: Multiple Names View, ID Card, Screen Line.
• Apply menu: All, One.
• Help menu: Index, Keyboard, Commands, Procedures, Glossary, Using Help, About Delegate Database.

A.2 Accelerator Keys

A table listing all menu items and their corresponding keyboard shortcut keys (e.g., File > New... is <N> after <ALT>+<F>).

A.3 Index

An alphabetical index for quick lookup of topics within the manual.