TimeTable

User Manual

v1.3 November 1992

What is TimeTable?

TimeTable is a WordPerfect 5.1 template and macro to create legal timesheets. The template included with TimeTable is similar to the carbon copy timesheet forms available from many legal supply companies (see the timetabl.for file for a sample blank timesheet and timetabl.exp for a sample complete timesheet). I created TimeTable so that I would no longer have to write my time entries by hand. My firm bookkeeper makes fewer errors entering time records when he can read my timesheets.

The TimeTable template form, contained in the timetabl.for file, is a WordPerfect 5.1 table. The template is divided into two main sections: Non-Billable Time and Billable Time. I do not know if all firms keep track of non-billable time, but we do, especially in the areas of client development, continuing legal education, and bar activities, so I included a Non-Billable Time section.

The columns in the TimeTable template are divided into the following sections: Date, Client/Matter, Services Performed, Trans. # (for our bookkeeper after entering time into our time and billing system), and Time. Although the template only has one empty row under Non-Billable Time and Billable Time, do not be concerned. The macro adds rows as needed.

TimeTable also uses Table Math to calculate subtotals for non-billable time and billable time. It then totals both for a daily total. Since I track my hours on a daily basis, TimeTable tells me each day how well I've done. It also keeps the bookkeeper on his toes when he makes his reports about total hours. If he is off from my calculations, it is easy to track down where the mistake lies by reviewing each daily timesheet.

Installing TimeTable

To install TimeTable, copy altt.wpm to your default macro subdirectory and place timetabl.for somewhere on your hard disk. You should edit timetabl.for to substitute your firm name and your initials for mine (see the discussion about Fonts below for additional information about timetabl.for). However, please do not delete the copyright notice at the bottom of the form.

Next, start WordPerfect 5.1 and press Macro Define (Ctrl-F10). At the Define macro: prompt press (ALT-T), (2) Edit. Press (PgDn) to move to the {ASSIGN} codes near the top of the macro. Change the directory assignments to the directories appropriate for your system. Save the macro with Exit (F7).

If you are upgrading from an earlier version, you will need to use the latest timetabl.for file to ensure that TimeTable works correctly. You may need to change fonts in timetable.for. If so, see the next section on Fonts.

Fonts

I use TimeTable with a LaserJet II and LaserTools' PrimeType for WordPerfect which prints using Adobe PostScript fonts. I also use a Super VGA monitor. If you use TimeTable with regular VGA, or monochrome, which only shows 80 characters across the screen, you may be disconcerted by TimeTable moving off the right of the screen. Although the screen image may move beyond the right side of your screen, it should still print correctly if you can print using proportional fonts. If not, you will need to change the font codes in the timetabl.for file.

By the way, the reason the image moves off the right of the screen is that a regular VGA or monochrome monitor can only display 80 evenly-spaced characters across the screen while more than 80 proportionally-spaced characters can fit on a single line. The additional characters can print if you can print with proportional fonts; they just cannot be seen on screen all at once (as an aside, I understand that Microsoft Word automatically compensates for this screen anomaly).

If you do not like the image moving off the right of your screen, you will need to edit the timetabl.for file and change the font codes in it. First, though, after retrieving timetabl.for (using Shift-F10 in WordPerfect), make sure timetabl.for uses your printer driver by pressing Print (Shift-F7), S Select Printer, and selecting your printer from the list. Press Exit (F7) until you exit the Print menus. Try printing the timetabl.for file to see what you get. If your problem is just that the wrong fonts are being used, WordPerfect may substitute an appropriate alternative when you select your printer driver.

If you need to use non-proportional fonts, or you just want to use them to avoid the TimeTable moving off the right of your screen, you will need to search for the font codes in timetabl.for and replace them with codes of your choosing. To find the codes, move to the top of the timetabl.for file by pressing (Home)(Home)(Up). Then, press Search (F2), Font (Ctrl-F8), 4 Base Font. The [Font] code will appear next to "Srch:". Press F7 to start the search (make sure Reveal Codes (Alt-F3) is on so you can see the font codes!). Then, press Backspace to delete the current font code and use Font (Ctrl-F8), 4 Base Font to select a font you would like to use. If you want to keep the image within your 80 character screen, use a non-proportional font like Courier 10 PC for all fonts except the one at the beginning of the caption line at the top of the table, i.e., the line beginning with the word "Date" (I used Line Printer for this line in my timetabl.for file to make sure the captions fit in the row).

Of course, if you can print with proportional fonts, you can always change to a proportional font that you like better than Times. Personally, I use Adobe PostScript Tekton for my time entries. It makes my timesheets look like they were printed.

Working with TimeTable

You start TimeTable by pressing (Alt-T). You can start TimeTable from a clean screen or while editing another document (regardless of whether or not it has been previously saved). You can even start TimeTable at an alternate editing screen, such as the graphics editor (although I don't know why you would) and TimeTable will return to the Document Editing screen.

TimeTable is menu driven, with menu prompts appearing at the bottom left of your screen. The first menu asks if you want to create or edit a timesheet, or exit (almost all menus include an option to exit which can be helpful if you accidentally press the wrong key and get a menu you didn't expect).

If you select Edit, you can select your timesheet from a list by moving the cursor bar to it and pressing (Enter) (the "6" that remains in the menu at the bottom of the list cannot be removed from the screen).

If you select Create, the timetabl.for template file is retrieved and you are prompted for a three character extension to use when saving the timesheet. I recommend that you use the current date. For example, if you are working with the August 8 timesheet, you would use 808. September 23 would be 923. For October, November, and December, use "O", "N", or "D" as the first character in the extension. You are then asked for the date in 00/ 00/ 00 format. You will need to type the slashes between the numbers.

If the three character extension you enter has already been used, the macro retrieves the existing timesheet instead of opening a new one.

If you are already editing a file when you start TimeTable, regardless of whether it is a timetabl.for file or not, the macro presents appropriate options for dealing with your file. It will also ask you if you want to save your work on screen if it has not already been saved at least one.

The next menu prompts are for your time entries. You can create or edit an entry (or exit). If you select create, you are asked whether you want to create a billable or a non-billable entry. The macro will move to the appropriate area of the timetabl.for file and add rows as needed. Since the date should always be in the top Date cell, TimeTable moves this row up when you have more than one non-billable entry.

If you want to edit an entry, you are prompted for the Client/ Matter. You need only type in enough information so that WordPerfect's searching function can find the entry. For example, if you have three Smith matters, i.e., Smith/ Closing, Smith/ Envtl., and Smith/ Bankruptcy (which usually follows environmental problems), all you have to enter is "smith/c" to move to the first matter.

After entering information in any cell in the timetabl.for template, press (Enter) to jump to the next cell. You can then continue to enter the requested information.

To enter time, just enter the amount of time. You do not need to add a "+" to the formula. This is done automatically. For example, you can enter .1, 1.4, 8.3, or whatever, and TimeTable will add it to the time already in the appropriate Time cell.

TimeTable uses only one decimal place by default because all time in our firm is kept to the tenth of the hour. However, some firms use two decimal places to track time more accurately. If you want to change the number of decimal places used by TimeTable, open the timetabl.for file, press Columns/ Tables (Alt-F7), (2) Tables, (2) Edit. When you are in Table Edit mode, move the cursor bar until it is on the first "0.0" entry in the last column of the table and press (2) Format, (2) Column, (4) # Digits, and change the entry from 1 to whatever number you want to use. I expect, though, that if you use more than 2, you will need to increase the width of the column.

After you finish entering your time, press "x" for Exit. You should always calculate your timesheet (by pressing "c" after pressing "x"), and I recommend that you always spellcheck it as well. You can select other options as needed, although you will probably always select print at some point. If you need to work with another timesheet, press "n" for new and you will be prompted for options for the currently displayed timesheet.

If you get stuck, remember that you can always edit the timesheet by hand. It is just like any other WordPerfect file (you may want to delete old ones after awhile, or they will tend to clutter your hard disk; I usually delete them after the bookkeeper enters the time into our computer billing system). You can also select "edit" at the edit or create prompt and then move around the timesheet without exiting the macro. Remember, though, that if you press (Enter) in the wrong place while editing a timesheet in this manner, the macro will forge ahead and jump to a cell where you might not want to be. You can also press Cancel (F1), make your corrections, and re-start the macro. You will then be given options to edit the current sheet displayed.

To use TimeTable throughout the day, you can keep it running in Doc 2 (or Doc 1) while you work in Doc 1 (or Doc 2) if you press Exit, Other Window. This exits the macro and switches to the other Doc Window. When you need to make an entry, press Alt-T again and the macro will switch back to the Doc Window with TimeTable and return you to the Create/ Edit Entry Prompt.

This technique is useful if you've made a mistake that cannot be fixed through the menu options. After exiting to the Other Window, just switch back to the TimeTable window using Shift-F3 and edit the timesheet by hand. Press Alt-T when you are done making corrections and the TimeTable macro will display the Create/ Edit Entry Prompt. You'll then be ready to continue making entries.

Be careful, though. You should not clear the TimeTable timesheet from the screen by hand using WordPerfect's Exit (F7) command. Instead, use TimeTable's Exit commands. However, if you do exit a timesheet by hand, and you then press Alt-T, TimeTable will be able to sense what has happened, warn you about it, give you an option as to which window to use, and then reopen your last edited timesheet.

License

TimeTable is protected by U.S. Copyright law and applicable international treaties, and may only be used in accordance with the terms of this license agreement. The word "TimeTable" is a trademark. TimeTable is distributed as "shareware", which means that you are licensed to use TimeTable for thirty (30) days to determine if TimeTable meets your needs. If you want to use TimeTable after this initial thirty (30) day period, you must register TimeTable and pay the applicable registration fee.

You may use TimeTable on only one computer at a time. However, you may install TimeTable on more than one computer, up to a maximum of three, that you use or own if there is no possibility that TimeTable will be used on more than one of your computers at the same time. In other words, if you have a computer at work, one at home, and a laptop, you may install TimeTable on all three computers because I assume that you can't work on all three computers at the same time unless you have more than two hands!

Registration Fee

If you purchased TimeTable directly from me through some type of advertisement or announcement, you do not need to read this section. However, if you downloaded TimeTable from CompuServe or some other electronic bulletin board, or obtained it on a disk from a friend or associate, you need to read this section carefully.

The TimeTable license fee for charitable organizations (I.R.C. § 501(c)(3) organizations) is waived. The registration fee for all other users is $10.00. If you are upgrading from an earlier version of TimeTable, the upgrade fee is $5.00. Site license pricing is available upon request.

To register, send your name, full address, license fee, disk size preference, and TimeTable version number to:

Mr. Richard C. Belthoff, Jr.

1043 Eaglewood Ave.

Charlotte, NC 28212

If you downloaded TimeTable, and you would like to have TimeTable on disk, please include an additional $2.50 for postage and handling. Add $1.25 for each additional disk ordered for postage and handling.

Remember, if you downloaded TimeTable, or obtained it on a Shareware or other type disk, and continue to use it for more than 30 days, you must register it. Please Support Shareware!

Conditions of Use

TimeTable is provided to you on an "as-is" "with all faults" basis.

Richard C. Belthoff, Jr. hereby disclaims all warranties, whether express or implied, including without limitation any implied warranties of merchantability or fitness for a particular purpose. Richard C. Belthoff, Jr. will not be liable for any damages, whether direct, indirect, special, incidental, or consequential, or for any loss of data, or for any other loss, cost, or expense, arising out of or resulting from the use of TimeTable even if Richard C. Belthoff, Jr. has been advised of the possibility of such actual or potential damages.

In no event shall Richard C. Belthoff, Jr.'s liability for any damages ever exceed the price paid for the license to use TimeTable. The person using TimeTable bears all risk as to the quality and performance thereof. The above conditions shall apply whether or not the user has registered his use of and license for the product.

TimeTable may be freely distributed to others on condition that it is accompanied by this documentation in full incorporating all notices of copyright and these conditions. Registered licenses may not be transferred.

Acknowledgements

I would like to thank Gordon McComb, Sysop Guerri Stevens, Stan Mulder, and all the others on the WPUSERS forum who answered my questions the last few months while I worked on TimeTable. All your help is greatly appreciated.

Time and Effort/Support

A lot of time and effort went into preparing TimeTable. I hope that you will find it as useful as I do. Thanks for your support!

If you have any questions or suggestions, drop me a note using CompuServe CMAIL, ABA/ Net (which uses AT&T mail so you may be able to reach me through AT&T mail as well), or leave me a message in either the WordStar or WPUSERS forums on CompuServe. You can also call me at home at 704/ 568-4681. My office fax is 704/ 332-0215, but please avoid using my office fax if you can since my office really has nothing to do with TimeTable. Enjoy!!

Version History

TimeTable 1.0	Not Released Publicly.

TimeTable 1.1	Released August 28, 1992.

TimeTable 1.2	Released September 10, 1992.

Fixes/ Additions

Added support for saving files when WordPerfect's Document Summary or Long Document Names features have been turned on.

TimeTable 1.3	Released November 13, 1992 (Friday the 13th!).

Fixes/ Additions

Added support for switching to second window while keeping TimeTable active in first window. Also added routines for checking files that are open if you switch to second window and close TimeTable by hand. Useful if you want to work in one window and enter time entries in the other. You can also use this feature to manually correct your timesheet. First, exit to other window. Then, manually switch back and make your changes. Pressing Alt-T again will restart TimeTable and place you at the Create/ Edit Entry Prompt.

Added new option on Exit menu for No Clear Exit. This will exit TimeTable while leaving your timesheet displayed. This can be useful if you want to make manual corrections to your timesheet. After making your corrections, pressing Alt-T again will restart TimeTable. You will need to select the Edit TimeTable and Edit Current Sheets selections on the menus.

Added support to check to see if a Client/ Matter already exists when you ask TimeTable to create an entry to avoid creating duplicate entries for individual matters. If the entry already exists, you are asked whether you want to edit it or create another. WARNING: TimeTable searches from the top down. Therefore, if you have more than one identical entry for a single Client/ Matter, TimeTable will always stop at the first one since it will be closest to the top of the document.

c:\wp51\articles\timetabl.wp5 [rcb] Edited: November 13, 1992 8:26 am Printed: at