DayView Version 2.00 Copyright (c) 1991, Pravetz & Associates. All Rights Reserved. DayView DISCLAIMER - AGREEMENT Users of DayView must accept this disclaimer of warranty: "DayView is supplied as is. The author disclaims all warranties, expressed or implied, including, without limitation, the warranties of merchantability and of fitness for any purpose. The author assumes no liability for damages, direct or consequential, which may result from the use of DayView." DayView is a "shareware program" and is provided at no charge to the user for evaluation. Feel free to share it with your friends, but please do not give it away altered or as part of another system. The essence of "user-supported" software is to provide personal computer users with quality software without high prices, and yet to provide incentive for programmers to continue to develop new products. If you find this program useful and find that you are using DayView and continue to use DayView after a reasonable trial period, you must make a registration payment of $49.95 to Pravetz & Associates. The $49.95 registration fee will license one copy for use on any one computer at any one time. You must treat this software just like a book. An example is that this software may be used by any number of people and may be freely moved from one computer location to another, so long as there is no possibility of it being used at one location while it's being used at another. Just as a book cannot be read by two different persons at the same time. Commercial users of DayView must register and pay for their copies of DayView within 30 days of first use or their license is withdrawn. Site-License arrangements may be made by contacting Pravetz & Associates. Anyone distributing DayView for any kind of remuneration must first contact Pravetz & Associates at the address below for authorization. This authorization will be automatically granted to distributors recognized by the (ASP) as adhering to its guidelines for shareware distributors, and such distributors may begin offering DayView immediately (However Pravetz & Associates must still be advised so that the distributor can be kept up-to-date with the latest version of DayView.). You are encouraged to pass a copy of DayView along to your friends for evaluation so long as you distribute only the original, unaltered archive DV200.EXE. Please encourage them to register their copy if they find that they can use it. All registered users will receive a copy of the latest version of the DayView system. Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView Table of Contents Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Installing DayView . . . . . . . . . . . . . . . . . . . . . . . . . 1 Setting the FILES Parameter . . . . . . . . . . . . . . . . . . . . 2 Setting Up Your System . . . . . . . . . . . . . . . . . . . . . . . 2 Running DayView . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Working the Menus . . . . . . . . . . . . . . . . . . . . . . . . . 4 Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Working the Windows . . . . . . . . . . . . . . . . . . . . . . . . 5 Setting the Working Date . . . . . . . . . . . . . . . . . . . . . . 7 The To Do Window . . . . . . . . . . . . . . . . . . . . . . . . . . 7 The Expenses Window . . . . . . . . . . . . . . . . . . . . . . . . 9 The Daily Summary Window . . . . . . . . . . . . . . . . . . . . . . 11 The Appointment Window . . . . . . . . . . . . . . . . . . . . . . . 12 The Names Window . . . . . . . . . . . . . . . . . . . . . . . . . . 14 The Projects Window . . . . . . . . . . . . . . . . . . . . . . . . 16 The File Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Running DOS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Day Summary Report . . . . . . . . . . . . . . . . . . . . . . . 19 Week View Report . . . . . . . . . . . . . . . . . . . . . . . . 19 Time Sheet Report . . . . . . . . . . . . . . . . . . . . . . . 19 Expense Report . . . . . . . . . . . . . . . . . . . . . . . . . 19 To Do List . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Work Record Report . . . . . . . . . . . . . . . . . . . . . . . 20 Project List . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Changing the Colors . . . . . . . . . . . . . . . . . . . . . . . . 20 Managing Your Mouse . . . . . . . . . . . . . . . . . . . . . . . . 21 Saving your settings . . . . . . . . . . . . . . . . . . . . . . . . 22 Retrieving the Desktop . . . . . . . . . . . . . . . . . . . . . . . 22 The Calculator . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 The Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 DayKeep . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 If you need help . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Future Plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Why you should register . . . . . . . . . . . . . . . . . . . . . . 24 Keyboard Scan Codes . . . . . . . . . . . . . . . . . . . . . . . . 26 Change History . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 1 DayView Version 2.00 Overview This is DayView - the first complete personal computer based daily time management system. It was designed to duplicate all the functions of your Day-Timer or Franklin Planner , except the restaurant guides. DayView is compact, we wrote it with laptops in mind, and DayView is powerful, as professional consultants we understand the need for a comprehensive scheduling and time tracking tool. The remainder of this document will introduce you to each of the features and functions of DayView. If you already use a calendar, the functions of each of the modules should be familiar, and if you use Windows or other programs with the SAA type of interface, you will have no trouble navigating through the system. While this version of DayView is text-based, not graphics, the concept of the window plays an important role. Each of the major functions of the system -- Appointment Calendar, Daily Work Record, Expense Reporting, To Do List, Name and Address and Project Definition, has its own window. You can keep multiple windows open at one time, and even make your screen look a lot like your desk calendar. Installing DayView How you install DayView depends on how you got your copy. If you downloaded or were given a copy of the file DV200.EXE, you have the shareware release copy and the installation is as follows: Create a directory to store DayView and its files. Copy DV200.EXE to that directory. Type DV200 to extract the DayView files. Copy DV200.EXE to a backup diskette and save it in a safe place. Once DV200 has created your primary program and data files, you should type DAYPRINT to run the system printer set up program. Follow the instructions for Setting the FILES Parameter below. Follow the instructions for Setting Up Your System below. Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 2 If you purchased the system direct from us or a software retailer, you should have a system disk that says DayView version 2.00 on the label. Make a working copy of the distribution diskette. Create a directory to store DayView and its files. Insert the copy of the distribution diskette in your disk drive. Type A:INSTALL to execute the installation program. Type in the name of the directory that you want DayView installed to. Continue with Setting the FILES Parameter below. Setting the FILES Parameter In your CONFIG.SYS file, which is located on your boot drive, you must have the line FILES=20. This allows DayView to open all the data files it needs. If you already have a line with a number greater than 20 than you have no problem, leave it as it is. If you have a number less than 20, or no FILES line at all, use a text editor or EDLIN to add the command to CONFIG.SYS. Setting Up Your System DayView is fairly smart about identifying the components of your system. It can tell if you have a mouse, and it can tell whether your display adapter is color or monochrome. It can't tell what, if any, printer you use, so you will need to make sure you configure DayView to print to your type of printer. The program DayPrint, supplied with DayView, is used to do just that. When you installed DayView, DayPrint was also placed on your hard disk; to run it, just change to the DayView directory and type DAYPRINT. WARNING: If you plan to use a program such as LZEXE or DIET on DayView, you must set up your printer choice first. The selected printer information is stored in the DAYVIEW.EXE file, and DayPrint can get very confused if you compress the DayView program file. When DayPrint loads, you will see a small menu at the top of your screen. Press Alt-C to select a printer definition from the library provided with DayView. A pop-up window, with a listing of printer types, will appear on your screen. Scroll to the desired printer definition and click the Ok button. This will cause DayPrint to make the selected printer definition current, however it will not save this as your permanent definition unless you select Save (Alt-S) from the menu. If you want to customize the printer control strings, or you are Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 3 using a printer that is not already defined in the library, you must choose the Edit function. If you have trouble with DayPrint, it is probably due to one of three errors -- you have compressed DayView.EXE with LZEXE, Pack or Diet, DayPrint.REZ is not in the same directory as DayView.EXE, or DayPrint.EXE is not in the same directory as DayView.EXE. Check these three possibilities first. Press Alt-E to edit the printer control strings used in DayView. It helps to have your printer manual handy. When you are entering these strings, you should use the same format that you would in Lotus 1-2-3; for any character that you can't enter from the keyboard (such as Escape) enter a slash (/) followed by the three digit ASCII number for that character. The Escape key would be entered as /027. You must use three digits! If you need to put a real slash character into the control codes, type two slashes in a row (//). When you have entered all the codes for your printer, press the Ok button with the mouse or press Alt-O. This will close the window. Next, press Alt-S to save your codes back to DayView. If you don't press Alt-O and Alt-S, your changes won't be saved! Press Alt-X to exit from DayPrint. If you had to manually enter printer information because your printer wasn't pre-defined, please send us a print screen of the Edit screen for your printer when you register. We will add your printer to the library for the next release of DayView, and you will not have to manually enter the information ever again! DayPrint can also be used to set three additional parameters for DayView. Use the Parameter option from the File menu to set the pop-up hot key, the swap directory and the starting and ending times for the appointment window. These times do not limit the range of appointments you can schedule, they only limit the range of appointments that will be shown in the window. As configured, DayView uses Alt-Tab as its pop-up hot key. Pressing the hot key is what activates DayView. Since some other programs may use Alt-Tab themselves, you can change the pop-up key to any other combination of Ctrl/Alt/Shift and a key. The hot key is stored as a numeric code within the DayView program, to see a list of codes for key combinations, press the F1 help key when using the Other Parameters entry window or see the end of this manual. The last parameter to set is the location of your swap files. DayView, when running as a TSR, will swap itself out of memory when not active in order to return that memory to your other programs. If you have available EMS, DayView will use that for it's swap file, other wise it Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 4 needs to use a non-removable disk such as a hard disk or network drive. Enter the name of the location that DayView can use for it's swap file. Using a local hard disk will provide better swapping speed than a network drive will. Remember to press Alt-S once you have closed the Other Parameters window to save your changes to the DayView file. DayView also can't tell when you have a monochrome monitor connected to a color adapter card, like many laptop computers do. In these cases, you should use the command line options to specify which color scheme you want DayView to use. If you prefer the monochrome color scheme, use /M on the command-line; use /B to have DayView choose the Black and White color scheme. You can use /C to force DayView into color mode. The other screen oriented command line parameter is /V which will tell DayView to switch into 43 or 50 line mode if you have an EGA or VGA compatible video card. These color commands work will all the DayView programs. DayKeep, DayPrint and Install all understand these command line options and will adjust their screen colors accordingly. Running DayView To load DayView as a TSR program, just type DayView with any color control command-line parameters. The DayView desktop will appear on your screen, and a dialog box will indicate that DayView is going into resident mode. To unload DayView from memory, type DayView /U. You cannot unload DayView if you have loaded other memory resident programs after it. The DayView desktop will appear on your screen and a dialog box will indicate that DayView is about to unload itself from memory. To execute DayView as a regular program, use the command line parameter /X for eXecute. When DayView sees /X on the command line, the program will not go resident, instead it will begin running as a regular application program. Working the Menus You've probably seen menus like the ones in DayView before. The format, called SAA/CUA type menus, is getting to be more common. Just like other programs that use these types of menus, you can either press Alt- and the highlighted letter of the menu option you want to select, press F10 and use the arrow keys to move the cursor to the desired option or move the mouse cursor over the desired option and click the mouse button twice. Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 5 The Alt-X combination is the universal exit command. To exit DayView, you can either select Exit from the File menu, or press Alt-X. DayView will always save the information you have entered automatically, so you can press Alt-X at anytime without worrying about your data. The top line of the screen is the menu, and the ð symbol in the corner is the first option, System. The System menu can be selected by clicking on the symbol with the mouse or by pressing Alt-Spacebar. Underneath the System menu is a sub-menu which has three options -- About, Calculator and Calendar. Getting Help The F1 key will open the DayView help system and show you the help screen for the current operation you are performing. Pressing the F1 key while viewing a help window will open the help index which will allow you to view any help screen in the system. Working the Windows The windows in DayView all function alike. The same keystrokes are used to move, resize, zoom, close and maneuver within a window. Below is a typical window. ÉÍÍÍÍ[þ]ÍÍÍAppointmentsÍÍÍÍÍÍÍ[]» º Hours º º 06:00 am  [ Add ]Ü º º 06:15 am ² ßßßßßßß º º 06:30 am ± [ Edit ]Ü º º 06:45 am ± ßßßßßßßß º º 07:00 am ±[ Delete ]Ü º º 07:15 am ± ßßßßßßßßßß º º 07:30 am ± º º 07:45 am ± º º 08:00 am ± º º 08:15 am ² Meet w± º º 08:30 am ²  º º º º º º [ Ok ]Ü [ Cancel ]Ü º º ßßßßßß ßßßßßßßßßß º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÄÙ The title at the top of the window shows you the type of information displayed in this window. This title sits in the middle of the frame which is the border that runs around the box. If the window is the currently active window then this border will be double lined like the Appointments box above; if not, then the frame is single lined. Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 6 There are three important "buttons" on the frame. The square button in the top left corner of the window is the Close button. Any time you click on this button with the mouse, the window will close just as if you pressed Alt-F3. If you are in a window where a choice or entry is expected, clicking the Close button will abort the process you were running just as if you pressed Esc. The second button, the arrow pointing up in the right top corner, is the zoom button. When you click on this button with the mouse, the window will zoom to the full size of the screen. In a zoomed window, the button will change to an arrow pointing down that will allow you to un- zoom the window. The last button is the resize button, the is the single-lined section in the lower right corner of the frame. If you click here with the mouse, you can drag this corner of the window anywhere on the screen until you release the mouse button. Use this option to change the size (width or height) of your windows from DayView's default sizes. Alternatively, you may press the Alt-F5 combination and use the arrow keys (with shift) to resize a window as well. You can also use the frame to move the window. If you click the mouse with the mouse cursor on the top of the frame (but not on one of the buttons) you can drag the entire window to a new position. In each window you will find a box which contains the items available for that window. If you have data within the box, a highlight bar will appear over one of the items, and the scroll bar on the right of the box will indicate the highlight bar's relative position in the list. Use the arrow keys to move the highlight bar up and down through the list, or use the mouse and the scroll bar. The box always has a name appearing right above it, in the case above it is Hours. You can access this box by pressing tab until the highlight bar appears in the box, or press Alt and the highlighted letter in the box name. There are also five buttons within the window, three to the right of the box and two below. The two on the bottom of the window, the Ok and Cancel buttons, really don't do anything when you are looking at a normal window; they will when you call a window as part of an entry screen as described later. The three buttons to the right, Add, Edit and Delete do just what they suggest. To add a new record to the list, you press the Add button. An entry screen will pop over the window and you can then enter the information for this record. If you press Ok on the entry screen, the record will be saved and added to the list; if you press the Cancel button, your additions will be reversed and the list left unchanged. The Add button can be pressed with the mouse button, highlighted by pressing tab or accessed by pressing Alt-A. Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 7 The Edit button, Alt-E, will pop up the same entry window, however it will show you the information saved for the record that the highlight bar is sitting on. This way you can change the information for a particular record. The Delete button, Alt-D, deletes the record under the highlight bar. You will be given a chance to cancel the deletion before it becomes final. DayView pops up a message screen asking you if you are sure you want to delete this record. If you are, press the Ok button, otherwise press the Cancel button. Setting the Working Date The Working Date is always displayed to the right of the menu on the top line of your screen. This date is used by all the windows to determine which information you want to see. When you first run DayView, the Working Date is set to today's date. To change the current Working Date, press F9 or select Date... from the Option menu. You will see a small calendar appear in the upper right portion of your screen. This is the Working Date selector. The calendar will show the month and year of the Working Date, and the day will be highlighted. Selecting a new Working Date is equivalent to turning the page of your paper diary. To select a new working date, use the arrow keys to move the highlight from day to day, or use the mouse to point to a day and click. The triangles next to the month and year are used to flip the calendar page, the triangle pointing up will increase the date (from January to February) while the triangle pointing down will flip back in time. When you press Enter, the highlighted date becomes the current Working Date. All open windows on the screen will change to reflect the newly selected Working Date. The To Do Window The To Do Window shows you all the open To Do items on file. A To Do record is characterized by an item, which is a line of text that describes the task to be done. In addition, a To Do record will have a due date, and a project code. Regardless of the Working Date, this list never changes; it always shows you the items in the To Do file that are not marked as Done. Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 8 ÉÍ[þ]ÍÍÍÍÍ Things To Do ÍÍÍÍÍ[]Í» º Items º º Get Mail from [ Add ]Ü º º Write DayView² ßßßßßßß º º Review Home C± [ Edit ]Ü º º Review System± ßßßßßßßß º º ± [ Delete ]Ü º º ± ßßßßßßßßßß º º ± º º ± º º ± º º ± º º ± º º ± º º  º º º º [ Ok ]Ü [ Cancel ]Ü º º ßßßßßß ßßßßßßßßßß º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÄÙ The figure above shows you a To Do window. The Items list displays the all of things on the To Do list that are not marked as Done. ÉÍ[þ]ÍÍÍÍÍ Things To Do ÍÍÍÍÍ[]Í» º Items º ºÉÍ[þ]ÍÍÍÍÍÍÍÍÍ To Do Item ÍÍÍÍÍÍÍÍÍÍÍÍÍ» ºº º ºº Item º ºº Review System Move Risks º ºº º ºº Due Date º ºº 06-06-91 º ºº º ºº Project º ºº PD º ºº º ºº doNe [ Ok ]Ü º ºº ( ) Yes ßßßßßßß º ºº ( ) No [ Cancel ]ܺ ºº ßßßßßßßßßßߺ ºÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÄÙ When you press the Add or Edit buttons, you will see the entry window above. This window is used for all To Do item entry and editing. The first field, Item, will have the cursor in it. Enter the description of the item that has to be done. Press Enter or Tab to move to the next field. Now enter the Due Date for this item, then press Enter or Tab again. You can press Shift-Tab to move backwards to a previous field. Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 9 In the Project field, you have two options: typing the code of a project, or pressing the Ins key and selecting a project. When you press the Ins key, a new window will appear - a small Projects window. Use the scroll bar or arrow keys to select the code of the project associated with this To Do item. If the item belongs to a new project, you can press Alt-A (or the Add button) to add a new project. You can, of course, edit or delete project codes as well. Once you have moved the highlight to the desired project code, press Enter or Alt-O (Ok) to place the code of the project into the To Do Entry Screen. You can press Esc or Alt-C (Cancel) to leave the To Do item's project code as it was. The done field has two choices: Yes or No. You can use the up and down arrows to change the checked box, or pres Alt-Y or Alt-N to choose an answer. When you are done editing the fields of this To Do item, press the Alt-O (Ok) button to save your changes. You can abort your changes (or additions) by pressing the Cancel button (Alt-C). The Expenses Window The Expenses window will always display the expense records that you have entered for the current working date. These are project related expenses that might appear on your expense report, or they could be your own personal expenses that you want to track on a daily basis. On the left hand side of the Expenses List will be a description of the charge, and on the right hand side will be the amount. ÉÍ[þ]ÍÍÍ Current Expenses ÍÍÍ[]Í» º Expenses º º  [ Add ]Ü º º ² ßßßßßßß º º ± [ Edit ]Ü º º ± ßßßßßßßß º º ± [ Delete ]Ü º º ± ßßßßßßßßßß º º ± º º ± º º ± º º ± º º ± º º ± º º  º º º º [ Ok ]Ü [ Cancel ]Ü º º ßßßßßß ßßßßßßßßßß º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÄÙ Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 10 On this window, all the buttons and boxes behave in the same manner as those on the To Do items window. In the box, you will see the description of the expense item that you entered when you added the expense record. Pressing the Alt-A (Add) or Alt-E (Edit) buttons will bring up the entry screen below. Note that pressing the Alt-E button when there are no records will not bring up the entry window, DayView will ignore your key press. ÉÍ[þ]ÍÍÍ Current Expenses ÍÍÍÍ[]Í» º Expenses º ºÉÍ[þ]ÍÍÍÍÍÍÍÍÍÍ Expense ÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» ºº Date Amount º ºº 06-09-91 0.00 º ºº º ºº Note º ºº º ºº º ºº Project º ºº Woodhaven º ºº Type Billable º ºº ( ) Unknown ( ) Yes º ºº ( ) Other ( ) No º ºº ( ) Airfare º ºº ( ) Lodging º ºº ( ) Meals º ºº ( ) Telephone º Ⱥ ( ) Entertainment [ Ok ]Ü º º ßßßßßßß º º [ Cancel ]ܺ º ßßßßßßßßßßߺ ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ The first field on this window is the expense date field. Even though you are only looking at expenses for one day, you can enter them for any day at any time. Again, tab and Shift-Tab will maneuver the cursor through the fields in this window. After entering the date, enter the amount of the expense. Next, enter a short explanation of the charge; this is the description that appears in the list box. You can also associate a project with the expense item by entering its project code. Pressing the Ins key pops up the small project window that was already described in the To Do Window section. Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 11 The expense entry screen has two multiple choice fields. The first is the Type field which identifies the category of the expense. You can press Alt and the first letter of the expense type, or use the arrow keys to move the check mark from choice to choice. The same goes for the Billable field which indicates whether or not you can charge this expense to a client. The Daily Summary Window The Daily Summary window keeps track of your work during the day. For each task that you complete, enter a task record, and DayView will be able to print a summary report at the end of the month that tracks your time by project. It will also be able to print a report that shows the things you've accomplished each day or each week. ÉÍ[þ]ÍÍÍ Daily Work Record ÍÍ[]Í» º Tasks º º Revise busine [ Add ]Ü º º ² ßßßßßßß º º ± [ Edit ]Ü º º ± ßßßßßßßß º º ± [ Delete ]Ü º º ± ßßßßßßßßßß º º ± º º ± º º ± º º ± º º ± º º ± º º  º º º º [ Ok ]Ü [ Cancel ]Ü º º ßßßßßß ßßßßßßßßßß º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÄÙ Once again, the window works just like the others described before. The only difference is that this window shows you the descriptions of the tasks you accomplished today. Press Alt-A (Add) or Alt-E (Edit) and you will see the Work Record entry window pop up onto your screen. Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 12 ÉÍ[þ]ÍÍÍ Daily Work Record ÍÍÍ[]Í» º Tasks º ºÉÍ[þ]ÍÍÍÍÍÍÍÍ Work Record ÍÍÍÍÍÍÍÍÍÍÍÍÍ» ºº Date º ºº 06-09-91 º ºº º ºº Task º ºº Revise business plan for Woodhaven º ºº º ºº Started Finished º ºº 09:00 pm 11:30 pm º ºº º ºº Project º ºº Woodhaven º ºº º ºº Billable [ Ok ]Ü º ºº ( ) Yes ßßßßßßß º ºº ( ) No [ Cancel ]ܺ Ⱥ ßßßßßßßßßßߺ ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ Just like with expenses, you can enter records for any day, not only the current working date, by changing the date of the record shown in the first field. The second field holds the description of the task you have completed. Third, enter the starting time of this task. When you first add a new record, the Start and Finish times are both set to the current time. You can add new records every time you begin a new task; just remember to edit it when you are done and change the Finish time accordingly. As you probably have guessed, the Finish time is the time you were done working on this task. Enter or select a project code to associate with this task. DayView can print reports showing time by project, or the detailed tasks that were accomplished for each project if you use this field appropriately. If the time used to complete this task can be billed to a client, then the Billable field should be Yes, otherwise it should be No. DayView will subtotal your time charges into Billable and Non-Billable when printing time sheets. The Appointment Window The Appointment Window should be used to keep track of all your scheduled events such as phone calls and meetings. Anything that must be done at a specific time should be tracked through the Appointment window. Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 13 ÉÍ[þ]ÍÍÍÍÍÍÍ Appointments ÍÍÍÍÍÍÍ[]Í» º Hours º º 06:00 am  [ Add ]Ü º º 06:15 am ² ßßßßßßß º º 06:30 am ± [ Edit ]Ü º º 06:45 am ± ßßßßßßßß º º 07:00 am ± [ Delete ]Ü º º 07:15 am ± ßßßßßßßßßß º º 07:30 am ± º º 07:45 am ± º º 08:00 am ° Mtg JC± º º 08:15 am ° ± º º 08:30 am ° ± º º 08:45 am ° ± º º 09:00 am ° Call B º º º º [ Ok ]Ü [ Cancel ]Ü º º ßßßßßß ßßßßßßßßßß º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÄÙ Regardless of whether or not you have entered any appointments, this window always shows time in fifteen minute intervals from 6:00 am to 8:00 pm. When you have entered an appointment, a bar will appear next to the times and stretching from the starting interval to the ending interval of the appointment. The topic of the appointment will be shown on the line next to it's starting time. To edit an appointment record, you must move the highlight bar to any time period within the scheduled time of the appointment. So to edit the record of an appointment that starts at 8:00 am and runs until 9:00 am, you must move the highlight bar to 8:00, 8:15, 8:30 or 8:45 am before pressing Alt-E. When you do, and when you press Alt-A, the Appointment scheduling window below will appear. Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 14 ÉÍ[þ]ÍÍÍÍÍ Appointments ÍÍÍÍÍÍ[]Í» ºÉÍ[þ]ÍÍÍÍÍÍÍÍ Appointment ÍÍÍÍÍÍÍÍÍÍÍÍÍ» ºº Date º ºº 06-09-91 º ºº º ºº Start End Time º ºº 05:05 pm 05:05 pm º ºº º ºº Project º ºº Woodhaven º ºº º ºº With º ºº º ºº º ºº Topic º ºº º ºº º ºº Location º Ⱥ º º º º [ Ok ]Ü [ Cancel ]ܺ º ßßßßßßßß ßßßßßßßßßßߺ ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ You can enter an appointment for any date. The system assumes that you are adding records for the current working date, but you can change the date shown in the first field of the record. Next, enter the scheduled starting time for the appointment. Also enter the scheduled ending time. Enter or select a project code. Type in the name of the person, company or group that you are meeting with in the With field. The Topic field should hold a description of the subject matter for the meeting; this field. We envisioned the Location field holding the place of the meeting or event, or a note like Phone Call for non-meeting appointments, but you can use the Location field as you wish. The Names Window Then Names window is a simple name and address directory. It holds the names, company affiliations, addresses and phone numbers of your contacts. To view the directory, select Task and Names from the menus. In the list box of the window, DayView will show you the name and phone number of the people in your directory. Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 15 ÉÍ[þ]ÍÍÍÍÍÍÍÍ Names ÍÍÍÍÍÍÍÍÍ[]Í» º Names º º John Doe 212  [ Add ]Ü º º Pam Pravetz 4² ßßßßßßß º º ± [ Edit ]Ü º º ± ßßßßßßßß º º ± [ Delete ]Ü º º ± ßßßßßßßßßß º º ± º º ± º º ± º º ± º º ± º º ± º º  º º º º [ Ok ]Ü [ Cancel ]Ü º º ßßßßßß ßßßßßßßßßß º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÄÙ As with the other DayView windows, press Alt-A to add a new item, Alt-E to edit the highlighted item or Alt-D to delete the highlighted item. When you add or edit a person's directory entry, you will see the following entry window: ÉÍ[þ]ÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ Names ÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º º º Name º º Pam Pravetz º º º º Company º º Pravetz & Associates º º º º Address º º 133 Meadowbrook Drive º º º º City St Zip º º Bethel Park PA 15102 º º º º Phone Fax º º 412 831-8154 º º º º Key OK Ü º º PRAVETZ ßßßßßßß º º Cancel Ü º º ßßßßßßßßß º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 16 Most of the fields are self-explanatory -- the name, company, address and phone number fields; the odd one is Sort Key. In this field, enter the key that DayView should use for the sort order when displaying names on screen. In most cases, you would use the person's last name or their company name. You can use any word or words for the sort key. The Projects Window The Project is the basic work unit in DayView. All To Do items, expenses, appointments and tasks have an associated project that let's you summarize the events in your day. The time and expense reports group and sort their information based on projects. If you don't have true projects per se, you can actually use the project record for any other type of classification strategy that suits your needs. ÉÍ[þ]ÍÍÍÍÍÍÍ Projects ÍÍÍÍÍÍÍ[]Í» º Projects º º  [ Add ]Ü º º ² ßßßßßßß º º ± [ Edit ]Ü º º ± ßßßßßßßß º º ± [ Delete ]Ü º º ± ßßßßßßßßßß º º ± º º ± º º ± º º ± º º ± º º ± º º  º º º º [ Ok ]Ü [ Cancel ]Ü º º ßßßßßß ßßßßßßßßßß º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÄÙ The window above is the full sized project window which is just like the small one that appears over entry window, only bigger. In the list box you will see the codes of your projects. Pressing the Alt-A or Alt-E keys pops up the same Project entry window that you get when you are choosing a project code for another record. Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 17 ÉÍ[þ]ÍÍÍÍÍ Open Projects ÍÍÍÍÍ[]Í» º Projects º ºÉÍ[þ]ÍÍÍÍÍÍÍÍÍÍ Project ÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» ºº º ºº Project Code º ºº DayView º ºº º ºº Name º ºº DayView development º ºº º ºº cLient º ºº CMP º ºº º ºº Manager º ºº CMP º ºº [ Ok ]Ü º ºº Due Date ßßßßßßß º ºº 06-04-91 [ Cancel]Ü º Ⱥ ßßßßßßßßß º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ The first field is the project code. This is the code that is saved with all the other records that are associated with projects. It makes sense to keep this field as short as possible without losing descriptiveness. The next field holds the full name of the project. This name is used on reports when grouping things like time summaries and expenses. Next, enter the name of the client that this project is for. If you don't have clients, use this field for anything you like. The manager field identifies the person with responsibility for this project. In the multi-user version, these two fields Client and Manager, may have more than informational purposes, so you might as well complete them now. The Due Date field is simply an expected completion date for the project. You can use it for any other relevant project date if you wish. The File Viewer A file viewer has been provided with DayView to permit you to view text files. It is intend to be used primarily for viewing reports that you send to disk instead of the printer, but it will work with any file. Press F3 or select File Open to use the File Viewer, and a dialog box will appear in the center of your screen. Enter, or select, the name of the file you want to view and the main file viewing window will open. Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 18 By default, this window will zoom to the full size of your screen, but you can shrink it using the control described in Working the Windows. Use the arrow keys to scroll through the text file - you can scroll horizontally as well as vertically. If you are using a mouse, you can click on the scroll bars to reposition the file in your window. Running DOS You can open a DOS shell while in the DayView by selecting File DOS from the menu. To return to DayView, you must type EXIT at the DOS prompt. This gives you a way to exit temporarily to DOS from programs that don't have a built-in DOS shell. Reports DayView includes several standard reports that make keeping track of your day easier. Some of the reports are designed to be used when you are away from your computer; others are meant to assist you in documenting and reporting the time and expenses you incur during the month. Any report can be printed directly to your printer or to a file. Using the file output option lets you review or modify a report on screen before it is printed. The DayView File Viewer was included specifically for this purpose! Below is a short summary of each report, and the information you will have to give DayView when generating one of these reports. Rather than be redundant in the descriptions below, each of the dialog windows for the reports will ask you for the print Location of the report. If you want DayView to sent the report to the printer, then don't change the field, leave it set to PRN. To send the report to a file, enter the name of the desired file in the Print location field. You can send reports to any drive, directory or filename on your system. WARNING! If you enter the name of an existing file, DayView will overwrite that file with the new report. Each report dialog box has a set of check boxes titled Formatted. When you select Yes for Formatting, DayView prints printer control codes with the report; if you select No, DayView will not printer the codes. If you are printing a report to a file instead of a printer, selecting No will provide you with a better looking report file. Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 19 Day Summary Report The Day Summary report gives you an overview of the day ahead. It will list all the open To Do items, all the Appointments scheduled, all the Task completed, all the Expenses entered and all the To Do items that were flagged a done on this date. To run the report, all you need to do is enter the print location as we described in the introduction to the reports section. Week View Report The Week View report prints a Week-at-a-Glance type page. When you run this report, you must give DayView the date of a day in the week that you want the report generated for. The report always runs from Sunday to Saturday. For those days before the date you entered, DayView will show all the tasks completed that day; For the report date, and those following, the report shows the appointments you have scheduled. In the bottom right corner box, DayView prints as many open To Do items as will fit in the box. Time Sheet Report The Time Sheet is a monthly summary of the hours recorded in the Daily Work Summary window. Give DayView a month and year for the report in addition to the print location. DayView summarizes and sorts all daily work records by project and prints a one line summary of all hours spent on a single project on each day of the month. The numbers on this simple format can probably be transferred to you company's time report sheets without too much difficulty (unless you have the time reporting needs of a lawyer, in which case you could just print the daily summaries). At the bottom of the report, DayView totals the hours expended into Billable and Non-Billable sub-totals. Expense Report The expense report, a corporate torture tool unmatched since the end of the Middle Ages, just got easier to live with. DayView will print and summarize all expenses for a given time frame by project and expense category. You must supply DayView with a starting date and an ending date for the report. The system will then print a report showing each expense, sorted and subtotaled by projects, the category of the charge and the amount of the charge. It will subtotal charges for each category, and break out billable and non-billable expenses. Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 20 To Do List This report is a simple listing of the To Do items in your data base that are not marked as done. It can be handy for taking on the road, or simply checking things off as you complete them. DayView needs only a print location to run this report. Work Record Report The Work Record report is similar to the To Do list, except it shows those To Do items that are marked as done. Enter the date you wish reported, and DayView will print the list. Project List The Project List report is a listing of all the projects in your data base. Sorted by project Code, it shows all the information you have entered about each project including name, client, manager and due date. Changing the Colors The Colors that DayView uses can be changed by selecting Colors... from the Options menu. The color change window you see will depend on the type of display adapter you are using. On color and black-and-white systems, it will contain two color palettes for choosing colors. On monochrome systems, it contains a set of radio buttons instead of the palettes. This dialog box is where you can change the colors of different parts of the program. ÚÄ Group ÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Desktop ³ ³ Menus þ³ ³ Dialogs/Calc ±³ ³ Calendar ±³ ³ Ascii table ±³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ The Group list box contains the names of the different aspects of DayView that you can customize the colors for. ÚÄ Item ÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Color ³ ³ þ³ Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 21 When you select a group from the Group list, the Item list box displays the names of the different views in that region. Ú Foreground ¿ Ú Background ¿ ³ °±²°±²°±²° ³ ³ ²°±²°±²°±² ³ ³ ²°±²°±²°±² ³ ³ °±²°±²°±²° ³ ³ ±²°±²°±²°± ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÙ ÀÄÄÄÄÄÄÄÄÄÄÄÄÙ On color and black-and-white systems, you use the Foreground and Background palettes to select colors. Ú Colors ÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ (ù) Mono low ³ ³ ( ) Mono high ³ ³ ( ) Mono underscore ³ ³ ( ) Mono inverse ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ On monochrome systems, you use the Colors set of radio buttons to modify the character attributes. ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Text Text Text ³ ³ Text Text Text ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ On all systems, the display text (above the Help button) shows the current color or attribute settings. Changes do not take effect on the desktop until you close the Colors dialog box by choosing OK. The changes also will not become permanent in the initial single-user version of DayView; to save your color choices you must select the Save Desktop function from the Options menu. Then whenever you retrieve the Desktop, the colors you saved will be used. Managing Your Mouse DayView really shines when used with a mouse -- you can access any feature or command by pointing and clicking. When you chose the Mouse Controls Dialog box from the Options menu, you will be able to change the speed of a double-click or the actions of the mouse buttons. To speed double clicks, point the mouse cursor to the sliding bar on the dialog box and move the slider towards the word Fast. Moving to the right, towards Slow, allows you to double click more slowly. Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 22 You can switch the functions of the mouse buttons (use the right button instead of the left button) by clicking on the Reverse Mouse Buttons check box. This feature should help those left-handed users, like us, who never can feel comfortable with the normal mouse button layout. Saving your settings You can always save the way you have arranged the windows, and the colors you selected, by selecting the Options, Save Desktop function. DayView will create a file called DAYVIEW.DSK in the current directory that has all these settings. One way to recall your settings is to select the next option on the menu, Retrieve Desktop. You can also have DayView automatically restore the screen to the settings you saved by using the command line option /R. When you put /R on the command-line, DayView will read the DAYVIEW.DSK file automatically on start-up. Retrieving the Desktop When you select Options, Retrieve Desktop, DayView will search the current directory and the original program directory for a file called DAYVIEW.DSK. This file contains information about the color preferences and the location and appearance of any open windows when you last saved the desktop. The Calculator DayView has a simple pop-up calculator. Select Calculator from the System menu, and the calculator will appear on your screen. You can use either the keyboard or the mouse to press the buttons. This calculator has a memory feature, and can be popped-up over any of the windows in DayView except dialog boxes and entry windows. We will probably add a feature to allow you to paste numbers from the calculator into your entry windows. The Calendar One of the options from the System menu is the calendar. This calendar looks a lot like the Working Date calendar, except that you can't select a date, today's actual date is highlighted instead of the working date, and you can leave it on the screen while you work with other windows. Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 23 DayKeep The DayKeep utility is provided to all registered users of DayView. It's purpose is to move information from you data files to secondary files that can be backed up or archived and removed from your system. Of course, it will also allow you to return information from these archives to your primary data files. When you run DayKeep, you will see the familiar DayView style desktop screen. The menu options, however, are basically limited to Archive and Restore. Using these two options, you have the ability to save old records without tying up your hard disk. To move information from your main files to your backup files, select Archive. When the dialog window appears, you must enter the drive and directory of your archive files, and the cut-off dates to use for archiving data. We suggest you archive to another directory on your hard disk and then copy those files to floppy disks, rather than archiving straight to the floppies. This will reduce the possibility of running out of disk space during the archiving process. First, enter the cut-off date for Completed Things to do records. The default cut-off date for all record types is the first of the year. DayView will not archive uncompleted Things-to-do, but can archive those records that are flagged as done. Next, enter the cut-off dates for expense records, Daily Work History records and Appointments. The Archive Directory field is where you identify the location of your archive files. If you already have archive files in this directory, DayKeep will append the new records to them, otherwise new archive files will be created for you. As soon as you press the Ok button, or press Alt-O, DayKeep will move the archived records from the DayView files to the archive files. When it is completed, you can back up the archive files to floppy disk and delete them from your hard disk. You will not see the sizes of your DayView files shrink when you archive. Instead of physically deleting a record from the files, DayView marks its slot as free, and any new record will be stored in its place. So the effect you will see is that newly added records will not increase the size of the data file. If you really need to shrink the size of the file, one trick you can use is to delete the DayView index files. These files all have the IX extension. When you run DayView, and it can't find these files, it packs and rebuild your data base, thus saving disk space. The Restore feature works in exactly the same fashion as the Archive feature. In this case, the cut-off dates indicate the records with Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 24 dates after that are returned to the DayView files from the Archives. Be sure the archive files are where you say they are, or DayView will restore nothing! You can abort the Archive or Restore functions while viewing the dialog boxes by pressing Escape or Alt-C or pressing the Cancel button. Once you begin archiving or restoring, you should not interrupt the process; you can always restore and archive or re-archive restored records. If you need help Pravetz & Associates can be reached through CompuServe ID number 72657,2530. Our mailing address is listed on the registration form in the file ORDER.FRM. Finally, we have a support BBS set up for DayView at (412) 831-8154. This is not a general purpose BBS, simply a support tool for our users. Feel free to call, we will provide support to unregistered users who are evaluating DayView. The latest copy of DayView is also available on the BBS. Future Plans We at Pravetz & Associates have a number of future projects in mind, but we want to know what you would like us to do. Ultimately, if DayView is as successful as we expect, we will have developed two additional versions -- A Microsoft Windows version and a multi-user network version. Of course, we might also develop a stay-resident network version or a Windows-based network version. We have put this question to you, and you can respond on the attached order form. mark off those software products that you think we should develop next; you are not obligated to us for anything by checking a box, we simply want your opinion! Why you should register Aside from the fact that it is just the right thing to do, there are a number of other reasons why you should register your copy of DayView with us. First, registered users are sent an upgrade to the next available version upon release after registration. On this diskette is a utility called DayKeep that is only available to registered users. DayKeep archives records from your main data files to archive files so that you don't have to have ever expanding files or worry about needing those records you manually deleted some time in the future. Yes, DayKeep let's you un-archive records as well. Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 25 Second, registered users receive a typeset and bound User's Manual. It's the same manual you receive on disk with the shareware version of DayView, but it looks better. Third, registered users get to vote for their choice of future product versions and enhancements. See the registration form for the ballot. Fourth, if you have printer that is not already pre-defined in the DayPrint library, let us know. We will add it if you send us the printer control codes. Fifth, we are able to make a special subscription offer for Shareware Magazine available to our registered users. This arrangement entitles DayView users to order a full year of Shareware Magazine for $12.95 instead of the regular $20.00 subscription price. Details will be sent to you upon receipt of your registration. Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 26 Keyboard Scan Codes Scan Scan Scan Key Code Key Code Key Code Esc 01 ; 27 End 4F 1 02 ' 28 Down 50 2 03 ` 29 PgDn 51 3 04 \ 2B Ins 52 4 05 Z 2C Del 53 5 06 X 2D 6 07 C 2E 7 08 V 2F 8 09 B 30 9 0A N 31 0 0B M 32 Minus 0C , 33 Equals 0D . 34 Extended Codes Bksp 0E / 35 LtShft 01 Tab 0F PrtSc 37 RtShft 02 Q 10 Space 39 Ctrl 04 W 11 CapsLck 3A Alt 08 E 12 F1 3B R 13 F2 3C T 14 F3 3D Y 15 F4 3E U 16 F5 3F I 17 F6 40 O 18 F7 41 P 19 F8 42 [ 1A F9 43 ] 1B F10 44 Enter 1C NumLock 45 A 1E ScrlLck 46 S 1F Home 47 D 20 Up 48 F 21 PgUp 49 G 22 Minus 4A H 23 Left 4B J 24 Center 4C K 25 Right 4D L 26 Plus 4E Copyright 1991, Pravetz and Associates. All Rights Reserved. DayView User's Guide Page 27 Change History Version Change 2.00 Added TSR capabilities. 2.00 Added dynamic report widths. 1.02 Add screen control command-line parameters 1.02 Changed desktop save/retrieve option to save color scheme. 1.02 Added name and address file capabilities. 1.02 Added Due Date field to To Do List window. 1.01 Added Printer Library to DayPrint and eliminated need to manually enter codes for common printers. 1.01 Shortened indices and reduced disk space requirements for index files. 1.01 Eliminated possible problems with not rebuilding files at start of program. 1.01 Added mid-month and end-of-month subtotals to Time Sheet Report. 1.01 Added items to the display windows such as amount for expenses and times for the Daily Work log. Copyright 1991, Pravetz and Associates. All Rights Reserved.