User manual

User manual

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TABLE OF CONTENTS

TABLE OF CONTENTS .................................................................................. 2

INSTALL ........................................................................................................ 4
SOFTWARE INSTALLATION ......................................................................................................... 4

LED FEEDBACK ............................................................................................. 4

CONTROLLER FEEDBACKS .......................................................................................................... 4
READER FEEDBACKS.................................................................................................................. 5

FIRST STEPS .................................................................................................. 5

CREATING A DATABASE ............................................................................................................. 5
LOGIN .................................................................................................................................... 5
SOFTWARE INTERFACE .............................................................................................................. 5

MONITOR MENU ......................................................................................... 6

DASHBOARD ........................................................................................................................... 6
MONITORING .......................................................................................................................... 7
Doors ............................................................................................................................................ 7
DISPLAY AND MANAGEMENT OF ALERTS ...................................................................................... 8
DOORS AND MAPS ................................................................................................................... 8
Door list........................................................................................................................................ 8
Map .............................................................................................................................................. 9
EVENT LIST ............................................................................................................................ 10
EXPORT DAILY ACTIVITIES......................................................................................................... 10

SETTINGS MENU ........................................................................................ 10

SYSTEM SETTINGS .................................................................................................................. 10
System defaults ........................................................................................................................ 10
Controller settings ................................................................................................................... 11
CONTROLLERS ....................................................................................................................... 12
Controller configuration wizard ............................................................................................ 13
OPERATORS .......................................................................................................................... 18
DATABASE ............................................................................................................................. 19

USERS MENU.............................................................................................. 19
USERS AND DEPARTMENTS ...................................................................................................... 19
CARD LIST ............................................................................................................................. 20

ACCESS CONTROL MENU.......................................................................... 20

ACCESS GROUPS .................................................................................................................... 20

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 TIME PROFILES ....................................................................................................................... 21
ACCESS PRIVILEGES ................................................................................................................ 21
ACCESS MAP .......................................................................................................................... 22
DOOR PROFILES ..................................................................................................................... 22
Operating modes: .................................................................................................................... 23
INTERLOCK ............................................................................................................................ 24
ANTI-PASSBACK ..................................................................................................................... 25
Settings ...................................................................................................................................... 25

UPLOAD ..................................................................................................... 26
HELP ........................................................................................................... 26
SOFTWARE UPGRADE .............................................................................................................. 26

VERSION CONTROL ................................................................................... 26

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INSTALL
SOFTWARE INSTALLATION
Before installation:
Administrator access is required in the
computer – run the Otic installer as
Administrator.

Component Minimal Recommended

Processor (CPU) 2 GHz, 2 cores (ie. 2,4 GHz, 4 cores (ie.
Intel Core i3 or Intel Core i5 or
equivalent) equivalent)
Memory (RAM) 2 GB RAM 4 GB RAM
Storage 1 GB 2 GB
Display resolution 1366x768 1920x1080

Network 100 Mbit Ethernet 1000 Mbit Ethernet

LED FEEDBACK
CONTROLLER FEEDBACKS
• The controller is functional when the System LED flashes once per second.
• The controller is in bootloader mode when the System LED and the READ LED
flashes once per second. Coin cell battery is low OR fimrware is corrupted,
firmware upgrade may be necessary.
• Invalid datetime when the System LED flashes rapidly (three per second).
• Relays’ LEDs flash when the relay is pulled.
• Link LED is lit when Ethernet link is present.
• Act LED flashes when data exchange is in progress.
• Read LED flashes when a card was read.
• Read LED flashes quickly (4 times) when a card was read, but the Wiegand D0
and D1 lines are swapped.

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 READER FEEDBACKS
Access denied: red LED flashes quickly, 4 times.
Do not disturb: the green and red LED flash alternately.
Reader is waiting for further input (card, PIN, etc.): green LED flashes 1 per
second.
Getcard mode (Read card by the software to assign user card): green LED
flashes 400ms / 1000ms.

FIRST STEPS
CREATING A DATABASE
The system displays a database selection screen before login. Here can be
created a new one or selected an existing database. Choose a directory where
the program can write without administrator rights, for example, your own
Documents (or Linux home) directory.

LOGIN
The language of the login popup window can be set by clicking on the flags
below. After login the software’s language can changed.
If you are to change the database, click on the „change database” button.
The database type is SQLite.
The last modified database will be opened if you don’t choose.
The default username: admin, password: admin

SOFTWARE INTERFACE
Clicking on the Otic logo will navigate you to the Dashboard.

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 Use the arrows in the header (top left) to move forward and backward
through the previously opened windows, just like internet browsers.
In case of an alert, the color of the Otic logo changes to red and the alert can
be seen on the top right corner. By clicking the alert further operations can be
performed.
The Upload button turns yellow when changes are pending.
By clicking on the column title in the purple header of the tables, the table
can be sorted according to the content of the column (except the monitoring
window). The width of the columns can be changed.
Filters: You can save your filtering criteria with the save icon and load it later

with just one click .

Edit button: to avoid accidental changes, you need to enable the changes
with the "edit" button . In some menus, the drag and drop function is
activated by the button either.

MONITOR MENU
DASHBOARD
The start screen of the software is the Dashboard menu, which provides a
quick overview of important system events. Each tiles can be magnified for
details or these can navigate you to the certain menu.
The first steps tile guides you through the system configuration steps, each
icon function as a link. Green check mark can be seen on the icon if the
configuration is done. Red x sign appeared if a configuration step is missed.

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 Click the following links to jump to the appropriate point in the
document:
1. step: System defaults
2. step: Controllers
3. step: Doors and maps
4. step: Access groups
5. step: Users and departments
6. step: Time profiles
7. step: Access privileges
8. step: Access map

MONITORING
The Monitoring window is used for real-time monitoring of the system, the
events are listed in chronological order. Furthermore you can view here the
current status of the gateways.

The events can be paused and restart at any time.

TIP: Select a door and with a right click you can choose options from a
drop-down list. You can open the door, view the datasheet, etc.

TIP: Open the monitoring in a new window to keep an eye on the

events while you are checking other menu.

Doors
Graphic feedback on the current status of the doors is also provided. Right-
click to perform quick operations on each door. For instance, you can initiate a
remote open.
The current status of doors is indicated by the following icons:

alert, door is closed

alert, door is open (opening sensor signal)

doorlock is locked, but door is open

door is locked

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 relay is released

door closed, relay is closed

door open, relay is closed

no connection with the door

DISPLAY AND MANAGEMENT OF ALERTS

Alerts are highlighted with red in the event list and the current alerts can be
viewed in the drop-down menu on the right side of the header.

TIP: The location of the alarm event is instantly displayed on the map
view.

DOORS AND MAPS

The icons of doors and controllers can be placed on the map (use „drag and
drop”). The size and color of the icons can be customized. The current status of
each door can be seen on the icons.

Door list
The first tab shows the system gateways with graphical real-time status
feedback. Clicking on the icons of each gateway will display a preview of the
most important parameters of the door. The operating mode and the time
profile of the door can be seen on the preview right side.

In the "Assign Profile" dialog you can assign the previously created door
profiles to one or more doors. Here you can also specify the time interval for
the door profiles.
Right-clicking on the icons allows you to perform additional operations.

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Map
The size of the uploaded map can be changed as desired by the control bar.
The icons of gateways and controllers can be placed on the map. The size
and color of the icons can be customized.

The icon can be seen next to the items that are already drag and dropped
on the map.
When an alarm event occurs, the map will show the affected door with a
"show door on map" option and highlight the gateway icon with a red circle.

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 EVENT LIST
The event list window can be filtered by time ranges, locations, users,
departments, access groups, etc. The configured filtering conditions can be
saved.
After setting the filtering criteria, you can hide the filters by „hide filters".

ATTENTION! With the “Delete old movement data” function you can
permanently delete events which are older than 6 months.

The quick filters on the top provides quick overview of important events. (For
example, by clicking on the "Alerts", "Today" or "Last Hour" filtering criteria.)

EXPORT DAILY ACTIVITIES

This module allows you to export your employees' daily first and last access
events and the system automatically calculates the work time between the two
time flags.

SETTINGS MENU
SYSTEM SETTINGS
System defaults
Here can be found the basic communication and security settings of the
system. Editing the data on each tab must be enabled with the "edit" button.

ATTENTION! It is important to set up the communication parameters

and the defaults of the controllers before discovery.

Enter an IP address range. The system will automatically assign an IP address

to the controllers from this address range.
The default IP address of the controllers is 192.168.0.200

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Controller settings
On this tab you can set the alert parameters, read mode, etc. These default
settings can be individually overwritten in the controller configuration wizard
window.

Controller defaults
Threat code: Even the locked doors can be opened by entering the threat
code. The function can be enabled or disabled per door.

CAUTION! The threat code overrides the interlock rules either! Use it
carefully!

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 Supercode: By entering the code, the doors in normal operating mode can
be opened without a card. Locked doors cannot be opened. The function can be
disabled per door.
Relay delay: The default opening time of the door opener relay.
Handicap relay delay: The default hold time for the door opener, if disabled
user entering. The users can be set as disabled in the edit user window.

Alert defaults
The selected event types will generate software alerts. Opening sensor is
required for the "Forced open" and "Open to long" alerts. The function can be
changed per door.

Reader defaults
The commonly used reader type and the identification method should be
specified here. The default parameters can be overwritten in the edit controller
window per reader.
There are several options to choose from:
• Card: you only need to read a card to pass
• Card + PIN: after card reading, PIN code is also needed to pass
• (User ID + PIN) or card: you can pass through by reading your card. If
the card is not available, enter the user ID then the PIN code. After a
user ID, you have to press # or Enter and then enter the PIN.
• (Card or User ID) + PIN: after reading a card or typing a user ID, PIN
code is mandatory. Entering User ID + PIN: Press # or Enter after
user ID, then enter PIN.

Controller password: (button at the top) The communication with the

controllers can be encrypted by entering a password so that our system
controllers will only communicate with us. Other Otic system in the network can
not communicate with our controllers.

CONTROLLERS
In this menu you can add controllers and edit them.
Discovery: The controllers in the network can be detected and add to the
system.
The most important parameters of the controllers can be viewed in the table
view. The controllers can be configured by double-clicking on each controller or
clicking on the edit icon.

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Controller configuration wizard
The first page is for basic configuration.

TIP: Click the „new controller” icon, then select the “'Provide later” option next
to the serial number. This allows you to create virtual controllers. All the settings
can be set at home, without knowing the actual serial number. On-site pre-
configured "virtual" controllers must be replaced (by the "replace" function) with
the real controllers. This way all the settings can be loaded on the real controllers
by one click.

Service mode: Disables the tamper input during the service and
maintenance. Use the wrench icon to activate this function.
Note: Notes can be written about the controller or about the installation. The
note will turn up by pointing to the "Info" icon next to the controller.

Number of Doors: The controller can be freely configured to control 1, 2, 3

or even 4 doors. As the device has 4 Wiegand reader inputs, it can manage up to
2 doors in 2-way or 4-door 1-way conötrol.

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Doors and readers settings
Setting of doors: If you enable the default settings in each section, the settings set in
the Controller settings menu are used.

Door type:
• Normal door, gate and barrier: The opening relay is pulled during
the specified opening time.

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 • Tripod/turnstile: In this case the opening is initiated by contact. 2
relays are required for operation.
Opening sensor: Only the doors with opening sensor can generate Open too
long and Forced open events/alerts. Use opening sensor to indicate the opening
status of the door.
Built-in opening sensor: This option should be choosen when a door-lock
magnet is installed with a built-in opening sensor. The magnet will be released
till the end of the predefined opening time, regardless of the door is open or
closed.
Do not disturb: Usually it can be activated with a switch or remote control.
While the function is active, the reader will reject all cards. The reader also
indicates the “Do not disturb” operating mode.

AUX settings
You can configure here the AUX OUT relay and the two AUX inputs. Use input
for „do not disturb”, random selection with AUX out or input can be followed by
AUX out.
AUX output:
• Follow AUX input: The relay will follow the status of the selected
input.
• AUX IN activated: The AUX relay will be active for the predefined
time period, if the input status changed to activated.
• AUX IN deactivated: The AUX relay will be active for the predefined
time period, if the input status changed to deactivated.
• AUX IN state changed: The AUX relay will be active for the predefined
time period, if the input status is changed.
• Random selection: The AUX relay follows the status of the selected
input with the specified probability.
• Follow opening sensor: The AUX relay will be activated till the door is open.
• Door open: The door opening event will activate the AUX relay for the
predefined time period.
• Door close: The door closing event will activate the AUX relay for the
predefined time period.
• Door open / close: The AUX relay will be active for the predefined
time period, if the door opening sensor state is changed.
• Follow door relay: The AUX relay will follow the state of the door opening
relay
• On door unlock: The AUX relay will be active for the predefined time
period, if the door opening relay’s state changed to released.

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• On door lock: The AUX relay will be active for the predefined time
period, if the door opening relay’s state changed to pulled.
• On door lock and unlock: The AUX relay will be active for the
predefined time period, if the door opening relay’s state is changed.
• Alert on door (except fire): The AUX relay will be active for the
predefined time period in case of any alert event (except fire).
• Interlock broken on doors: The AUX relay will be active if interlock is
broken on the specified door(s).
• Fire alert: The AUX relay will be active for the predefined time period,
if fire alert is activated.
• Follow fire alert: The AUX relay will be activated till the fire alert is active.
• … card on reader: If the selected card type is presented on the
reader, the AUX relay will be activated.
• Emergency card on reader: If emergency card is presented ont he
reader, the AUX relay will be activated.
• Threatcode on reader: The threatcodee will activate the AUX relay.
• Supercode on reader: The supercode will activate the AUX relay.
• Periodic: The AUX relay can be activated at any time for an arbitrary
time period.
• Manager user: If a manager card is presented, the AUX relay will be
activated.

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Power supply
If the controller is used with a Predor power supply, the controller will send
state of battery and status information about the power supply.
In the ACU datasheet window, the measurement results can be seen with the
estimated breakdown time.

Installation guide
Don't worry about wiring anymore! The software creates unique wiring
diagram (installation guide) for each controller based on your settings and
labels. In this way, this part of the installation can be outsourced.

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OPERATORS
Operators are the people who use the software. Do not confuse them with
the card holder users.
In the "Manage groups" window the authorization levels can be adjusted
(operator groups).
• No access: The operator cannot see this menu.
• Read only: The operator can see this menu, but cannot modify.
• Full: The operator can modify and delete as well.

You can add extra permissions:

• View card numbers: If enabled, the operator can view the number of
the cards.
• View users’ PIN: If enabled, the operator can view the pin codes.
• Remote open doors: If enabled, the operator can open doors from
the software.
• Reset location data: If enabled, the operator can reset the location
data of the users.
• Publish special cards: If enabled, the operator is authorized to give
out emergency cards.
• Permanently delete data: If enabled, the operator can delete data
from the system permanently. Event list: delete old movement data
button.
In new operator window you should specify the the access level (operator
group) for the new the operator.

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 DATABASE
On this screen, you can view the details of the currently active database.

CAUTION! Periodic database backup is essential to avoid data loss.

USERS MENU
USERS AND DEPARTMENTS
This is an overview of system users and departments. New departments and
complete department tree can be created.
The users can be categorized by "drag and drop" method. To make changes,
edit button should be clicked first.

TIP: The users, the complete department tree, the access groups, user
card numbers etc. can be imported from an Excel sheet with just one
click.

The data can be filtered by name, department, or even access group.

To create a subdepartment, select the appropriate parent department, then
click the new icon.

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 Permanent (unrevocable) deletion: After marking selected users for
deletion the users’ events can be listed. The selected users are added to a final
deletion list, they can be listed in a dialog window. If the deletion is confirmed
here, all movement events will be deleted with their personal data!

CAUTION! The user's personal data and movement events will be

permanently deleted if you choose the permanent deletion!

ATTENTION! Departments only indicate the organizational structure of

the company and do not affect the access privileges. The access groups
and individual privileges determine the access permissions.

TIP: Save time, do not add the user’s cards one by one. Select multiple
users and in the „additional menu” choose „Assign cards”. In the
opening window click Read and present as many cards in the apptopriate
reader as many users was selected. Each user will have one card.

CARD LIST
The registered cards of the system can be viewed in this view, and the list can
be shortlisted by detailed filters.
Card History: This view provides information about the history of the card.
You can check the issuance date, the former owners or the operator who has
issued the card.
Lost cards: If a user has lost his or her card, the badge must be marked as
lost. If an unauthorized person tries to enter with a lost card, the system will
generate an alert event.
Deactivation: The cards can be quickly and easily deactivated if it’s needed.
These cards can be activated any time just by a click.

ACCESS CONTROL MENU

ACCESS GROUPS
Before setting the access rights, it is advisable to specify the members of the
access groups. If you change the access group of a certain user, its access rights
also will be changed immediately. It makes the permission handling prompt and
easy.

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 Click on each group to list all members of the group.

TIME PROFILES
By creating time profiles, you can configure the time periods, when the users
are allowed to pass through certain doors. The time profiles created here can
be assigned to users or access groups.
New Profile: In the new profile dialog you can create and configure time
profiles. Enter the name of the profile, and choose the days of the week the
profile will be applied. Then set the time periods on the timeline you in which
the entry is allowed. Different timelines can be created for different days.
Copy settings: If you are to create a new profile which is similar to an
existing time profile, select the existing profile and click "clone profile". This way
you can copy the settings and only the differences must be set.

ACCESS PRIVILEGES
The access rights are assigned to users, not to cards. A user may have several
access credentials.
In the “new privileges” dialog window you can set the access rights.
Who?: Select the appropriate users or access groups in the window and click
on the Select button.

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 Where?: Use the same method to select the readers where you wish to grant
access.
When?: Select the proper time profile from the drop-down list.
The "Add selected items" button turns yellow color to indicate that all
required parameters are selected. You can apply the changes by clicking on this
button, then click to save.

ACCESS MAP
The access map allowes you to quickly overview the access rights.
The columns of the matrix show the readers of the system.
The rows of the matrix show the access groups and the individual users.
In each cell can be seen the assigned time profile. So you can check that in
which time period is allowed to the user to enter the given zone.

TIP: You can modify the time profiles just by a right click, if you change to
edit mode first.

The access map can be opened in new window and also can be exported to
Excel.

DOOR PROFILES
Door operating modes can be configured. For instance, closed, open, only
managers etc. You can create door profile if you determine time periods for the
certain door operating modes. For instance, it can be useful if a door needs to
opened or closed independently from access rights.

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 New profile: In the new profile dialog you can create door profiles. Enter the
name of the profile, and choose the days of the week the profile will be applied.
Then set the time periods and the operating modes on the timeline. Different
timelines can be created for different days. If the operating mode requires, the
managers also must be determined.
By default the whole timeline is in Controlled mode.

Operating modes:
• Controlled: The users can pass through whose have the privileges to
open the door.
• Open: The door is open, anyone can enter to the area.
• Closed: The door is closed, therefore no one can enter, even if the
user has privilege to enter. The closed doors will open in case of
emergency, for instance when the fire alarm goes off.
• Managers only: Only users with managerial privileges can pass
through the door. The manager users can be choosen in the assign
profile window.
• Exit only: When the door is completely locked, there is a risk of
someone being trapped in the room. In “only exit” mode the users
cannot enter the area, but they are able to get out. Manager users can
go inward.
• Enter only: Opposite of the Exit only mode.
• Manager ->…: The operation mode changes due to valid card reading
of a manager. This way, a person with managerial rights can change
the operating mode with his or her own badge without opening the
software
Assign profile: Each door profile can be assigned to any doors. In addition, in
the dialog window the profile time range and the manager users must be
determined.
Copy settings: If you already set a time profile, the existing time profile
settings can be copied. This way you just need to modify the different data.
The Door Profiles tab lists the default and created doorprofiles. Clicking on
them the preview can be seen. The color codes indicate which operating modes
are active at which time range.
The doors tab shows the list of doors and the assigned profiles. You can see
what profiles each door was operating on.
Profile History: You can check the history of previously assigned profiles.

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INTERLOCK
With interlock you can create areas, in which only one door can be open at
the same time. The doors in the same interlock area have to belong the same
controller.

TIP: This feature is useful where you have to keep airpressure difference
between rooms. For example in laboratories or in operating rooms.

Create new interlock area:

1. step: Select the controller.
2. step: Click the Edit button.

3. step: Click the new button, type the name of the area and select
the doors. Then press OK.
4. step: Save the settings.

You can disable temporarily the function with the disable icon.

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ANTI-PASSBACK
Anti-passback is used to prevent the users to pass back their cards, or neglect
card reading. Anti-passback violations can generate alerts, or the user can be
blocked optionally.
Users or groups can be marked as exceptions, thus no violation will be
reported.

Settings
Areas are defined using the readers of the same controller.
Anti-passback method:
• Log only: The users may pass the gateway according to their
privileges, even if they did not identify themselves on the previous
reader. The system generates a warning event and an alert (if
checked).
• Block: If the users did not read their card previously on the
appropriate reader, the system will prevent to pass through. The
user has to read his/her card on the appropriate reader to enter.
Alert on violation: When someone transgress the anti-passback rule (log
only or block), the system generates an alert.

Create an anti-passback rule:

1. step: Select the controller
2. step: Press the Edit button and select the anti-passback method. Check
the „Alert on violation” checkbox if required.

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 3. step: Press the new button, type the name of the area and select the
inward and the outward readers.
4. step: Each area must have at least one IN and one OUT reader.
5. step: You can add exception users or access groups. They can enter
even if the rule would not permit them.
6. step: Save the settings.

You can disable temporarily the function with the disable icon.

UPLOAD
The upload button turns yellow if there are pending changes. You have to
navigate in the Upload menu and click the „upload now” button.
In the Upload history menu you can view the previous successful or failed
uploads.

HELP
You can find the User manual here.
Please read carefully before the first use.

SOFTWARE UPGRADE
If there is an available upgrade, the software generates a notification on the
Dashboard. The upgrade process has to start manually. Close the running Otic
software. Start the „Maintenance tool” program (it is in the installation folder).
It is recommended to create a backup of the database and the installation
folder. The Maintenance tool connect to the central server, download and install
the update. After a successful upgrade, you can start the updated software.

VERSION CONTROL
Short list of the features, changes in the new versions.

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