OpenRMA Documentation


Welcome to OpenRMA Documentation Guide.   OpenRMA

OpenRMA is a simple, yet powerful software for all kind of technicians and repair shops that needs to keep track their RMA services , jobs, repair works.  

OpenRMA works with with a MySQL Database system Cloud based or local based to hold all the information about your customers, repairs, inventory and more.  

Just enter your customer details, the product fault description and you are ready to print forms, print parcel labels, thermal tickets, email customer and all the actions your repair shop needs.  

As simple as it is.

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OpenRMA System Requirements. In order for OpenRMA to run Smoothly we recommend the following minimum system requirements:  
Supported Operating Systems
  • Microsoft® Windows® 7 operating system
  • Microsoft® Windows® 8 operating system
  • Microsoft® Windows® 8.1 operating system
  • Microsoft® Windows® 10 operating system**
Required Software
  • .Net Framework® 4.5 or later version.
  • mySQL ® Database Server 5.5 or Later
CPU 32-bit and 64-bit Intel® or AMD® multi-core processor
Graphics Card Hardware Any graphics cards with at least 1280x1024 or higher resolution
RAM 2 GB of RAM (4 GB recommended)
Disk Space 500 MB of free disk space for install
Screen Resolution 1680 x 1050 and Higher
*On computers with Microsoft Windows 7, 8, 8.1 and 10 Operating System we recommend to run the program with Administrator privileges (Right click Run as Administrator).

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Installation instructions of OpenRMA Standard Edition   If you want to watch a tutorial video, Installing, configuring and setup the software see the video tutorial.     If you are a reader then continue reading the instructions bellow.
  1. Run the Setup file of your Download package (OpenRMA_Standard.exe) 1
  2. Accept the Terms and Condition and End-User License Agreement 2
  3. Choose Installation folder location or let the default settings. 3
  4. Choose the features you want to Install. If you already have mySQL Server installed on your computer then you may skip the installation of mySQL Server by unchecking the second box. If you don't have the MySQL Installer then leave the boxes checked so the setup install both OpenRMA Software AND MySQL Database Server.**Note, if you using the trial edition, you don't have to install and configure mySQL Database Server. The trial edition of OpenRMA automatically use our cloud database server with Sample Demo data.4
  5. Click Install button and wait for the installation to complete. 5
  6. Next you will continue with the Database Installation and Configuration
**Note, if you using the trial edition, you will not have to install and configure mySQL Database Server. The trial edition of OpenRMA automatically use our cloud database server with Sample Demo data.                                      

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Cloud Database Configuration

If you have purchased a cloud database with your OpenRMA Software, then you don't have to install the database server yourself. We will provide you a secure, and ready-configured cloud database that runs on our cloud servers. You need to find and enter the database connection details on our Customer Area on your profile. Bellow are the steps to login and find your database connection details:  
  1. Login to Customer Area by selecting  Client Area from our website Main menu.
  2. Enter your login details used to purchase our software.   3. Click on the Cloud Services - MySQL Cloud Database Product on the Your Active Products/Services Section. 4. Here you can see your database details you purchased. You need to note the following: Host, Username, Password and Database Name. After you have note all these 4 details go to our software and insert them on the Settings in order to be able to connect and start using the software.   5. Open OpenRMA Software and enter the settings. On your left upper corner enter the database details and click Test Connection.   If you have not purchased the database and you want to install the database server local on your computer then follow the next article on how to install and configure the database locally.  

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Local Database Configuration

If you had chosen to install MySQL Database Server together with OpenRMA Software then you have to follow the following steps in order to configure correctly the database. mysql1 Here we configure the database server. Just click next to begin configuration of the database. mysql2 Leave Detailed Configuration as default and click next. mysql3 Leave the first option as is (Developer Machine) and click next. mysql4 Again leave the first option as is (Multi functional Database) and click next. mysql5 Leave the installation path as is and click Next. mysql6 Again leave the default option checked (Decision Support) and click Next. mysql7 Next make sure Enable TCP/IP Networking is enabled (checked) and enable Strict Mode enabled (checked). Leave the default Port Number as is (3306 default) and also check the "Add firewall exception for this port" so OpenRMA can have access to the database server even if it is installed in another workstation for example from another technician work desk. Note that Database Server is needed to be installed on only one computer. Then all other networked workstations can install only the OpenRMA Installation without the Database. Of course you can install the database server and OpenRMA on every workstation but in this scenario the computers will not be in sync (each computer will have its own RMA's, Customers, Files and so on). mysql8 For default character selection select the 3rd option (Manual Selected) and select UTF8 from the drop-down menu and click Next. mysql9 Here make sure Install as windows service is selected and also Launch the mySQL server automatically is also checked. the include bin directory is not needed but is recommended to check it also and Hit Next. mysql10 In this step you create a password for the default administrator account (root). Check Modify settings and enter "openrma" as password. If you want other workstations from your network(for example another technician to connect to this database from another workstation computer) click enable root access from remote machines. Again click Next to continue. mysql11 Finally click Execute button to save and apply all the above settings to the database configuration file. mysql12 If everything went as expected you will see the above screen. Click finish. Now we have installed OpenRMA Software and the Database Server. The next and finally step is to configure OpenRMA from it's settings to work with this database server we just have set up.

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OpenRMA Configuration

Configuration of OpenRMA Repair Centre Note: On computers with Microsoft Windows 7, 8, 8.1 and 10 Operating System we recommend to run the program with Administrator privileges (Right click Run as Administrator).   Note: The above settings applies only when you have purchased a valid license to unlock the software. If you are using the Trial version of the softwrae, you cannot change the Database and Company settings. You are connected automatically to our Demo Database.   After Installing the software you may run it and open the settings dialog.
  1. Enter the correct MySQL database settings (Host-Name: localhost, Username (root), Password (openrma), Database Name (openrma) and click Save all settings button.
  2. Enter again the settings panel and click on 'Database Management Tool Button and the corresponding dialog appears.
  • First click on 'Create Database' button to create the OpenRMA Database.
  • Next, click on import demo data to create some demo customers and services for you to play and try.
  • If you want to cleanup the demo content (erase all records from database) then click Remove all data button.
**Note: If you have an existing mySQL Server installed you can create a database manually, alter the database connection settings as needed by your database settings and just press the 'Create Database ' button so it can create the database and the tables required for OpenRMA. Also you can select the default printers for OpenRMA to use for printing the RMA Service Forms. Also you can select the Interface Language (more languages coming soon) and the numbers of  default row results in customers, services. That's it. You can now start create you first customer, enter it's RMA details. Print and sign the forms. One for store reference and one for your client.

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Activating Software License

Activating OpenRMA Software See the video tutorial bellow or read the manual instructions.     After a valid purchase of OpenRMA Repair Centre Standard or Professional edition, you will receive an email with your license file that activates your software permanently. Save the license file anywhere (for example on Desktop) and then OpenRMA Software and go to Menu Help ---> Apply License/Activate Software. OpenRMA Activation Step1 A new window will open so you can select your license file you saved before. To select your file we sent you via email click on the Apply License Button and select the license file. After validation of license file the program will Open Automatically activated without any other restrictions. OpenRMA Activation Step2 If you have Purchased Professional edition and have a number of Volume Licenses pre-activated for specific computers, just enter your Name, Company, Email (The email you used to purchase the software licenses) and hit Request Activation button. If the user details are correct, the software will be activated automatically for you. If you still have trouble, activating your software you can open a Support Ticket by clicking here.

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Devices and trouble lists

Adding common problems to quick troubles list and Common devices to quick devices list   Common problems to quick trouble list. When you first check-in a customer, you can quick select from a common list of usual troubles or fault descriptions so you don't have to type it all the time (for example display not working or Display Replacement, format Computer and so on).   Common devices to quick devices list. Also when you type what type of device comes for repairing (for example iPhone7, Samsung Galaxy s8 edge etc.) you can also select a device from common devices list. The list is show as you type if Product name field. To change the devices and descriptions on both lists you have to edit the 2 text files (Devices.txt and Problems.txt) located in OpenRMA Installation directory (by default is C:\Program Files (x86)\OpenRMA Standard) or From menu Edit select Devices Quicklist or Troubles Quicklist. The file will open with Notepad program so you can edit the listings you want. If you accidentally deleted the file, the program will ask you to create it. Just select yes. Add one device or trouble per line. Save them and restart OpenRMA program. Your new devices and trouble will automatically populated on lists.  

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Backup / Restore Database

Backup OpenRMA Data In order to backup the database, you have to go to settings, then database management tool. You will see the above menu. From this menu you can press the "Backup OpenRMA database" button and a backup dump (.sql file) will be created on OpenRMA folder inside the users Document directory. For example "c:\users\<username>\Documents\OpenRMA" folder. This is a complete backup with all data used by OpenRMA (Customers, Services, Attachments, Settings and so on). You can use this backup file (.sql file) to restore to a second OpenRMA instance machine.   Restore OpenRMA backup file To restore a backup file, press the "Restore OpenRMA Database" button. A new Dialog window opens and ask you to select a backup file to restore. After selecting your file a warning window appears and warning you about restoration. WARNING: This action will DELETE all data of the program (customers, services, attachments and so on) and it will restore the data from the backup file. So it is wise to backup your database first.   OpenRMADB

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Add Custom RMA Forms

Changing default RMA Print form. New version of OpenRMA now loads default print form from the form folder inside the Application Installed Directory. Default location is ""C:\Program Files (x86)\OpenRMA Standard\". Inside the forms directory you will see the "default_en-US.jpg" image file. This is the default RMA print form in English format. You can use any image editing tool  to customize the appearance of the image. Edit you own Banner and/or change your terms and conditions printed. Note: Do not change the place of the fields (name, address telephone etc.) because these are by default printed on this location. If you wish you can sent us an email to [email protected] and sent us your default header logo and terms and conditions and we will generate your custom RMA form.

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Creating New RMA Service

Video Tutorial to create a new RMA Repair Service.     Creating New RMA Service To create a new RMA Service, first you must fill the customer details on the Main Screen. First Name and Last Name  are the minimum required fields that you have to enter in order to save the new client. When you are done with all the customer details, press the Save customer Button. Next step is to fill the RMA Service Information (Product type, Condition, Accessories, Problem Description and so on.) When you are done with the Service Details Press the Save RMA button. Now the new RMA Service have created and saved into the database. That was the process of creating a new RMA service. Now for adding additional Technician notes later when a technician starts to repair this service, you may press the Services Tracking button on the left. The RMA Services Management form open and you can search for a particular service based on RMA ID, telephone, Serial number and/or customer name. When you find you service double click it from the list on the bottom and all the fields will populate with the service details, so you can modified as needed. When you are done with this Repairing you can check the RMA Finished checkbox so you can filter your results later.

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Manage existing RMA Services

Video Tutorial to manage existin RMA Repair Services.     After you have opened a RMA service for a customer you or your technician may start repairing and fill the required details, information for their reference. For example the Technician inspection result, working hours and other useful information required by your Tech store. To do this you need to open the Services Tracking from the left of the main screen. You can press the search button to search all the RMA from the database or you can filter the service you want to search and work on. For example you may want to scan with the barcode scanner the rma id on the printed form of a particular RMA and then you are ready to work and fill all the details you need. You can also search a service by serial number, customer phone, name. Finally after you have finished you work you can save the RMA by clicking on Save button.    

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