Browse our list of frequently asked questions to find the information you need. If you don't see a question that matches your inquiry, please contact Technical Support.
General Information and Setup
Q: Do I need Administrative rights to install AllTrak?
A: Yes, for Windows® 2000, Windows XP, Windows NT and Windows Vista™ operating systems.
Q: Are AllTrak, AutoBid SheetMetal and AutoBid Mechanical compatible for use on the same computer?
A: You can install AllTrak on the same computer you use to run AutoBid SheetMetal and AutoBid Mechanical. Please refer to the System Specifications documents for each applicable QuickPen application prior to installing.
Q: Is training available for AllTrak?
A: Online training is included with purchase of the AllTrak application. Click here to see the training schedule. Contact QuickPen at 800-441-2840 for more details.
Q: What is the capacity of the AllTrak database?
A: The maximum size of your AllTrak database is limited only by the amount of space available on the hard drive where the DataServer is installed.
Q: What database does AllTrak use?
A: Sybase Adaptive Server Anywhere.
Q: Can my data from previous versions of QuickPen Tool Manager™/Tool Manager™ AllTrak™ be imported into this version?
A: Tool Manager 6 and Tool Manager AllTrak 2007 will upgrade automatically during the installation process. For customers still on Tool Manager 5, a conversion utility is available that allows you to export data from version 5 and import it into this version. See the Data Conversion document on the AllTrak installation compact disk for detailed information on the steps required. Note: You must be on at least Tool Manager, version 5.2.26 to use this utility.
Contact your QuickPen Sales Representative for information if you are on legacy versions of Tool Manager (prior to version 5).
Q: What steps do I need to take to implement AllTrak as quickly as possible?
A: QuickPen suggests that you follow some simple guidelines to implement AllTrak as quickly as possible...
- Attend the online training sessions to learn how to use AllTrak effectively
- Gather all of the information you need for AllTrak; such as branch and location information, employees and user rights
- Determine how you want to categorize your inventory
- Consider using barcodes and scanners to increase productivity
Q: I don't know the default login and password for AllTrak. Where can I find this information?
A: The default Login name and Password are included in the AllTrak Installation manual, which was provided to you in hard copy format with your software package. Refer to the Preliminary Settings chapter for the default Login name. The Password is included on the last page of the book. Keep in mind that the defaults listed in this manual may have been modified by your AllTrak System Administrator after installation was completed.
Q: What references are available to help me learn how to use AllTrak?
A: Besides our online training sessions, AllTrak includes extensive and detailed written instructions to help you work through all of the functionality.
- The Installation manual guides you easily through installing the application and setting up preliminary information in the database.
- The QuickStart Guide provides you with information on implementation - information you need to gather, as well QuickPen's recommended steps to successfully getting AllTrak up and running.
- Online manuals detail step-by-step procedures. These can be opened from Windows Start > Programs > AllTrak > Documentation or from the Help menu in the main AllTrak window. Note: Adobe Reader is required to view the manuals online.
- Online help system that allows you to press F1 in any window to obtain applicable information.
DataServer/Database
Q: How do I find the IP address of the DataServer?
A: Open the DataServer. Typically, the IP address is located in the lower left corner of the AllTrak DataServer window. If you have renamed your server, you can obtain the address through AllTrak Utilities > Product > Server Diagnostics.
Q: Where is the IP address setup in AllTrak? Can I change it?
The IP address is entered during the AllTrak installation routine. If you need to change it, open AllTrak Utilities and choose Product > Server Diagnostics. In the DataServer pane, click on the Advanced button and enter the correct IP in the Address field. Choose OK.
Q: When I attempt to open AllTrak, I get an error message that it cannot connect to the Server at a TCP/IP address. How can I correct this problem?
A: In order to run the client-side of QuickPen AllTrak:
- Make sure the DataServer is open and running.
- Network: The DataServer most likely requires that you manually open it.
- Stand-Alone: The DataServer will generally open automatically. In rare cases, you might have to open it manually.
- If the data server is running, verify that the correct IP address is set up in AllTrak. If the IP address is incorrect, enter the correct address and then AllTrak will open properly.
- If the DataServer is running and the IP address is correct, verify that there are not connectivity issues with your network. If you find this is the issue, contact your company's IT personnel.
Q: How do I disable the DataServer from automatically starting when clients open AllTrak?
A: Right-click on the AllTrak Desktop icon and choose Properties. In the Target field, add to the end of the command line (after the final quotation mark) donotautostartserver. Choose OK.
Q: How do I move AllTrak to a new server?
A: For detailed instructions, including database backup and license transfer, please see the How to Move AllTrak to a New Server document.
Q: Is it possible to do an automatic daily backup of my AllTrak database?
A: AllTrak allows you to create daily backup settings during the installation routine. If you chose not to create these settings at that time, you can set up the procedure in the AllTrak DataServer. Note: Proper security rights are required to perform this function.
- Open the AllTrak DataServer and choose Backup > Scheduled Backup Options. Enter your Login name and Password. Choose OK.
- Select the appropriate options in the Scheduled Backup window. Choose OK.
Asset Administration
Q: Is there a way to allow employees access to only those AllTrak features they require?
A: AllTrak provides an extensive employee-based security rights module. You can allow employees access to certain areas of the application and lock them out of other areas. All security is set for the individual employee under Settings > Employees. These procedures are covered in detail in the Employees chapter in the Introduction, Security and Maintenance manual or in the online help system.
Q: How do I customize grids in AllTrak?
A: Refer to the Customizing Grids document for detailed instructions.
Q: Is it possible to export a customized spreadsheet containing asset information?
A: This can easily be accomplished using the customizable asset grids in AllTrak. Follow the steps in the Customizing Grids document to customize your grid. Once you have completed customization, choose Assets > Export Asset Grid > Export To Excel. Navigate to the location where you want to save the file. Enter a File name and click Save. Make note of where you saved the file.
Q: Am I able to attach informational files to assets in AllTrak?
A: File attachments of any type can be added in the Asset Detail. You can either add these when you are adding the asset or add them later. Please note that adding large attachments may significantly impact the performance of the application.
Q: I am looking for a particular asset. Is there an easy way to find it?
A: The Lookup Asset feature allows you to search for assets meeting the parameters entered. See the Lookups chapter in the Assets, Service and Administration manual or the online help system for detailed instructions on using this feature.
Q: I can only see assets and locations at one branch. Why is that?
A: Branch filtering is probably being used in the main QuickPen AllTrak window. Check the Branch picklist located at the top of the Locations pane. If filtering is active, you can change it to or select other branches available in the picklist. Keep in mind that you will see only those branches for which you have security rights. If additional rights are required, contact your System Administrator.
Q: Is it possible to customize the names of my data fields?
A: AllTrak allows you to customize several field names. These fields include:
- Cost Code
- Expected Back
- Notes
- Status
Customizing data field names is accomplished as follows:
- Choose Settings > Company Settings.
- Click on the Dynamic Names tab.
- Select the field(s) you want to customize and then enter a new name in the Current Caption field.
Additional field options are also available for selection on this tab.
Q: Can users see all assets even when they have rights only to specific branches?
A: Yes, there is an option that allows users to view but not edit assets for all branches. You can select this option under Settings > Employees and then select this option for each employee on the Security tab.
Q: How do I change the color for individual assets or asset types?
A: This must be done on an asset-by-asset basis. To set customized colors for individual assets or asset types, proceed as follows:
- Choose Settings > Company Settings >Customizations tab.
- In the Customized Asset Grid Colors pane, set customized colors (maximum of five assets/asset types). After you have created your color definitions, you must then open the Asset Detail for each asset you want to display in a custom color.
- In the Asset Detail, choose the Details tab and then select the appropriate radio button to define the color.
Q: I need to reduce some of my asset quantities due to an internal inventory review. How do I do this?
A: You can do this in one of two ways:
- If you simply want to reduce the number, you can open the Asset Detail and change the Quantity on the Asset Info tab. Note: If quantities of the asset are currently at a location, you cannot reduce below the number current checked out. You may need to return assets to inventory to reduce the numbers.
- If you would like to track the reduction in AllTrak, you can create a terminal location and then transfer the quantity you want removed to that location. Using this method, the total quantity will remain the same, but the available quantity will be reduced to the correct figure.
Q: I am looking for a particular asset. Is there an easy way to find it?
A: The Lookup Asset feature allows you to search for assets meeting the parameters entered. See the Lookups chapter in the Assets, Service and Administration manual or the online help system for detailed instructions on using this feature.
Q: How are charges calculated? My asset is not capped. My location is capped. There is a charge assigned, but charges do not appear to be correct for this location.
A: Calculations can be based on various settings. You can set charge parameters on the asset itself, as well as at the location level.
The Location module allows you set a percentage to charge for each job/project. You can set a cap status at a particular location, as well as a % cap of the purchase price.
Keep the following in mind when using the Location charge settings:
- These settings pertain to all assets at the location.
- Location settings always override the asset settings.
For more information on how charges are calculated, refer to the Appendix section in the online Reports and Calculations manual.
Q: I no longer have a specific asset available. Is there a way to remove it without losing the history?
A: If you want to retain the asset history, do not delete it! Doing so also deletes all of the history for that asset.
There are a couple of ways to remove the asset from availability without losing any history:
- You can create a terminal location (for example 'retired tools') and transfer the unavailable assets to that location. This removes the asset(s) from available inventory, but still maintains the history/charge information.
- The other option is to open the Asset Detail and select the Is Hidden checkbox. This simply hides the asset in the grid, but retains the history. You can view hidden assets when necessary by using the Lookup Assets feature and selecting the Include "hidden" assets checkbox.
Reservations
Q: I have heard about the Reservation module, but I am unable to see it. Why?
A: This module requires special licensing. Please contact your AllTrak Sales Representative at 800.234.3758 for more details.
Q: How do I lock assets in my reservation?
A: When creating or editing a reservation, the checkbox at the bottom of the Add Reservation/Edit Reservation window locks asset(s) and creates alerts. In order to lock assets the assets in a Reservation, this checkbox must be selected, even if your system is not set up to send alerts. Note: This checkbox is selected by default.
Q: I am creating a reservation and would like to lock the assets for a certain number of days before the actual reservation date. How do I do this?
A: You can define the number of days to lock assets before the actual reservation date by entering this data in the field in the Add Reservation/Edit Reservation window.
Q: I have an asset that is currently at a location and I am unable to add it to a reservation. Is there a way around this?
A: In order to add an asset that is currently at a location to a reservation, an Expected Date Back is required. This date must be prior to the reservation/lockout date. If you are licensed for the Reservation module:
- When transferring assets, make sure you enter a date in Expected Back field in the transaction window.
- If you did not enter an Expect Back date in the transaction window, you can right-click on the asset and choose Edit Asset Transaction. Enter the Expected Back date. Once this is done, you can then add the asset to the reservation.
Q: I am looking for a particular asset. Is there an easy way to find it?
A: The Lookup Asset feature allows you to search for assets meeting the parameters entered. See the Lookups chapter in the Assets, Service and Administration manual or the online help system for detailed instructions on using this feature.
Transactions and Reports
Q: My Company just opened a new branch and I need to assign existing inventory to it.
OR
I added an asset and assigned it to the wrong branch.
How do I assign assets from one branch to another?
A: Before you can move assets from one branch to another, the Branch must be set up in your database and proper access rights assigned.
- Verify that the Branch filtering is set to .
- Select the appropriate assets in the Asset List and select Tracking > Transfer Assets from grid.
- In the transaction screen, select the appropriate branch from the Transfer to Branch picklist. Choose Process.
Q: I transferred assets incorrectly. Is there a way to delete a transaction made in error?
A: AllTrak includes functionality that allows you to delete previous transactions. Each transaction, however, must be deleted individually.
- Open the Asset History grid by choosing View > View Details. Note: If already active, a checkmark will display next to the View Details command.
- Click on the History tab in the Asset Details pane.
- In the Asset List, locate the asset you transferred in error. Click on it. The history for the selected asset now displays in the Asset Details pane.
- Right-click on the last transaction performed and then choose Delete Transaction from the pop-up menu.
- You can continue deleting transactions from the History as required. Keep in mind that you must delete the most recent transactions first.
Q: Is there a way to edit a transaction after it is processed - other than deleting it?
A: AllTrak includes functionality that allows you to modify transaction history for an asset. You can change the number of billed days and add or reduce charges. Keep in mind, however, that you cannot change the location or dates of the transaction. If this is necessary, you must delete the transaction and process a transfer to the proper location.
Q: I need to view or print an old Transaction Report. Is there a way to retrieve this report?
A: To retrieve a previous Transaction Report, choose Details > View Transfers and scroll to the date of the transaction. When you double-click on the transaction, the report will open. You can then print it out or save it to your hard drive or network folder.
Q: My Transaction Report is produced automatically every time I transfer assets. Is there a way to turn this off?
A: Select Settings > Company Settings and go to the Reporting tab. Clear the Automatically print the Transaction Report checkbox. Keep in mind that when you elect to not print the report automatically, you must select the View Report in the final transaction screen. If you do not make this selection, a transaction report will not be produced. This report can be retrieved at a later date by selecting Detail > View Transfers.
Q: Can I export the AllTrak Asset grid into other software applications?
A: Yes. Proceed as follows:
- Click on Assets > Export Asset grid.
- Select the type of export you would like to complete and follow the on-screen instructions.
Keep in mind that if you have customized your Asset grid, the export will reflect this customization.
Q: Can AllTrak data be imported into other software programs/databases?
A: AllTrak provides the tools to create customized export definitions in an XML format. Refer to the Export Definitions chapter in the Reports and Calculations manual or the online help system for detailed instructions on how to process an export.
Q: Is it possible to customize default AllTrak reports?
A: In order to modify the existing reports, Crystal Reports 10 is required. (This is a third-party application available for purchase from most software vendors.)
- Select the desired report. In the Send to picklist, select Save As XML Data.
- Click on the ellipsis button next to the Directory field and navigate to the location where you want to save the file and click OK. (Make note of the location!)
- The report will be saved in an XML format as RptData.xml and RptDef.xml in the location selected.
- Open the files using Crystal Reports 10 and customize the data as required.
Scanners/Barcodes
Q: I am trying to use my new Windows Mobile device and I am getting a message that it is not licensed. What can I do to correct this situation?
A: The use of Windows Mobile devices is controlled through AllTrak licensing. Please contact QuickPen Technical Support at 800.441.2840 to verify or amend your license.
Q: My Windows Mobile device is not communicating with my computer. Where do I find the required software?
A: The required software is available on your AllTrak installation compact disk. Keep in mind that depending on the operating system you are using, different applications are required. Please make sure you install the correct on based on your operating system.
- For Windows® XP, install Windows ActiveSync
- For Windows® Vista™, install Windows Mobile Device Center
Refer to the Barcodes and Scanners manual for detailed instructions.
Q: When setting up my Windows Mobile device, I need to select an IP address. Is it possible to use computer name?
A: Yes, you can use computer name or IP address. This may be necessary if you do not have a static IP address.
Q: Is my Symbol SPT Palm scanner compatible with AllTrak?
A: All Symbol SPT 1700s and SPT 1800s are compatible with AllTrak. You will have to download the new AllTrak program to your scanner. For Tool Manager 5 customers: Based on the current setup of your scanner, you may need to perform some additional configuration steps before use with AllTrak. See the Data Conversion document included on the AllTrak Installation compact disk.
Q: My data did not synchronize in my SPT Symbol Technologies scanner when I pressed the Hot Sync button. Why?
A: AllTrak may not be configured properly to download or accept data from your scanner.
- Choose Settings > Personal Settings. Click on the Devices tab.
- Verify that Symbol SPT is selected.
- Click Create Conduit. This re-establishes the connection between AllTrak and your SPT scanning device.
- Try processing the Hot Sync again. If you continue to experience problems, see the Scanners chapter in the AllTrak Installation manual for additional information.
Q: I cannot find the AllTrak program in my SPT Symbol Technologies scanner! Where is it? How can I get it back?
A: If the SPT scanner battery is not charged regularly, the application will be lost from the scanner. To download the program to the scanner, follow the procedures in the Personal Settings chapter of the Introduction, Security and Maintenance manual. These instructions are also available in the AllTrak online help system.
Q: Is my Worth Data, Inc. TriCoder™ scanner compatible with AllTrak?
A: Due to the limited technology available on the Tricoder and increased functionality in AllTrak, this type of scanner is no longer supported. Contact your AllTrak Sales Representative for other compatible scanners.
