Contents 



Project Clock is an easy to use project time tracking and time billing tool. It can be useful to anyone who must bill time to different projects.

Installing Project Clock
Getting Started
Using Project Clock
Using Project Clock with Multiple People
Configuring Project Clock
Synchronizing Data Between Windows and Project Clock App
Preventing Data Corruption

Multi-language support

Differences Between the Project Clock Versions
Frequently Asked Questions

License

Purchase Information
Feedback

Other CyberMatrix Software



Find up to date information on all CyberMatrix software at:

http://www.cybermatrix.com


Getting Started



When billing time with Project Clock the most important field is the Project. The Project is what you are billing time to. As well as the Project, you can also optionally add either a Task or a Client.

The first step in using Project Clock is to enter your projects into the program. To do this, select View | Data Manager from the main menu. Note that in the Client/Server edition the Data Manager can only be accessed from the server application, not the client. The Data Manager screen should pop up. In the radio group to the left, select the Projects radio button. This will cause the Project table data to be displayed in the grid to the right. Enter your project information in this grid. See the Viewing and Editing Table Data link for a tutorial on entering data in the Data Manager. Because Project Clock contains sample data, you'll probably want to delete all the sample projects first. See the section on deleting records to learn how to do this.

You may also simply enter a new project by pressing the button to the right of the Project pull-down list on the main screen. After clicking the button, a dialog box will pop up allowing you to enter a Project ID and description.

The process is similar for entering Tasks, Clients and Items. Enter your tasks in the Tasks table. Enter your clients in the Clients table. Enter your expense items in the Items table.

Changing Projects

To bill time to a project, first select a project from the pull-down list near the top of the main screen. To the right of the Project box, you should see a small gray box with a downward pointing arrow. Clicking on this arrow brings up the Project List. Click on any project to select it.

Instead of using the pull-down list, you can change the current project using the keyboard. Pressing the [Ctrl] + [-] key combination, i.e. holding down the [Ctrl] key and without releasing pressing the minus [-] key, will switch to the last project you worked on. This is a handy feature if you constantly need to switch between two projects.

You can cycle through the project list by using the Up and Down Arrow keys. First, click on the Project box or tab into it to give it the focus. Then press the Up Arrow key to view projects in the upward direction or press the Down Arrow key to view accounts in the downward direction.

Starting Billing

To start billing click on the In button. You may also manually type in a time in the edit box in front of the In button. Be sure to use the proper time format.

Stopping Billing

To stop billing to the current project, click on the Out button or enter a time in the Out text box. The time spent will be added to the total amount of time currently billed to the project, seen in the Time Spent box. The total time spent today can be seen in the Day Total box.

Comments

At any time after punching in and before punching out you may type in a comment about what the billed time involved. To edit the comment after billing has stopped you will have to edit the Project Clock history using the Data Manager.

History

The Project Clock time history is a detailed record of times billed to all projects. To see the history choose View | Data Manager from the main menu. In the Data Manager screen, select the Time History radio button to the left. Changes may be made here that will be reflected on the time sheet reports. See the Data Manager link for more information.


Using Project Clock


The Main Form
Working with Project Clock Data
Adding Time Charges Later
Adding Blocks of Time Quickly
Understanding Time Formats
Pausing Billing
Day Punch
Break for Lunch
Holiday Punch
Tracking External Programs
Printing Reports
Using Project Clock for Billing and Invoicing
Project Management
The Project Clock Tray Icon



The Main Form



On starting Project Clock, you will see the main form. 



The Project Clock main form consists of several controls and a menu. Below is a description of all the items on the main form.

Date
Time charged to this date. Usually this will be today's date but it can be changed to add time data for previous days. To change the date, click on the down arrow to the right of the Date field. A small calendar will pop-up allowing you to select a different date. The arrows at the top of the calendar will change to the previous and next months. You can also select a different month by clicking on the month and selecting another month. To change the year, click on the year and type in a new year or use the up and down arrows. You can always revert to today's date by clicking on the red square at the bottom left of the calendar.

Client
The client is the person or company to whom work is being charged. You can add new clients by pressing the button to the right of the Client pull-down list on the main screen. After clicking the button, a dialog box will pop up allowing you to enter a client ID, description and optional rate.

Project
Identifies which project to which time is being charged. To change the current project click on the down arrow to the right of the Project field. From the list that pops up, click on the account you wish. The individual projects can be assigned clients and users in the Data Manager. If this has been done, when a new client is selected only the projects that are associated with that client or the current user will show up on the Project pull-down list. If no clients or users are associated with a project then all projects will be listed. You can add new projects by pressing the button to the right of the Project pull-down list on the main screen. After clicking the button, a dialog box will pop up allowing you to enter a project ID, description and optional rate.

Task
The task is an additional code for the current project. It is used to break the project down for reporting purposes. The individual tasks can be assigned projects in the Data Manager. If this has been done, when a new project is selected only the tasks that are associated with that project will show up on the Task pull-down list. If no projects are associated with a task then all tasks will be listed. Tasks can also be assigned to users by populating the User Tasks table. As soon as there is even one record in this table, users can only access tasks that have been assigned to them in this table. If no tasks have been assigned to them they will not see any tasks. 

You can add new tasks by pressing the button to the right of the Task pull-down list on the main screen. After clicking the button, a dialog box will pop up allowing you to enter a task ID, description and optional rate.

Expense Item
Expense item used during this time period. Unlike other expenses, expense items are recorded along with the time charge records.

Expense item count (Amount)
The number of expense items used in this time period.

Expenses button
Brings up the Expenses screen where expenses can be entered for the current employee. See also: Entering Expenses

Start Time
The field to the left of the In button is used to manually enter the time you started billing to the current project. Click the In button to record current time as the project billing start time.

End Time
The field to the left of the Out button is used to manually enter the time you stopped billing to the current project. Click the Out button to record current time as the project billing end time.

Pause button
Punches you out of the current project allowing you to resume charging later. After punching out, the Pause menu item changes to Resume. When you are ready to begin charging time again choose the Resume menu item. See also: Pausing Billing

Comments
The Comments field is for entering optional notes describing the work performed during the billed time period. If you wish to add a comment you must enter the comment after punching in and before punching out. To edit the list of comments seen when opening the Comments pull-down list, open the Comments.Txt file in the Data folder with any text editor such as Notepad. Note that only the first 100 comments will be loaded.

Note that if the Enable Auto Fill option has been set, and it is by default, the Comments field will automatically show the term in the list matching what you have typed. You can press the Delete key or Backspace to remove the auto-filled text you don't need.

Time Spent
If the current project is currently being charged to, this field indicates the total time so far that has been billed to this project.

Proj Total
The Project Total field indicates the total time billed to the current project for the current day.

Day Total
The Day Total field indicates the total time billed to all projects for the current day.


See also: Understanding Time Formats


The Main Form Menu

The main form menu has four sections: File, Clock, View and Help. Each menu section is described below.

File

Login
When security is enabled in the Pro and C/S versions, the Login and Logout menu item will be visible. Selecting the Login menu item will bring up a login dialog allowing you to log into the system. See also: Security

Logout
Logs you out.

Change Password
Brings up the change password dialog that allows you to change your log in password.

Language
If you have created other language files, these language files will show up as sub-items of the Language menu. Selecting a new language will cause Project Clock to translate its program text to that language. See also: Multi-language support

Sync with Project Clock App
Transfers data between Project Clock for Windows and Project Clock App software. This function will only work if you have purchased a license to use Project Clock for Windows and have initiated the sync process Project Clock App. The synchronization process moves all your time records from Project Clock App into Project Clock for Windows. The time records on Project Clock App are then deleted. Finally, the Projects, Tasks and Client lists on Project Clock App are replaced by those on Project Clock for Windows. See Also: Synchronizing Data Between Windows and Project Clock App

Sync with Windows Mobile
Transfers data between Project Clock for Windows and the Windows Mobile edition of Project Clock CE. This function will only work if you have a PocketPC or Windows Mobile device connected to your machine. The synchronization process moves all your time records from Project Clock CE into Project Clock for Windows. The time records on Project Clock CE are then deleted. Finally, the Projects, Tasks and Client lists on Project Clock CE are replaced by those on Project Clock for Windows. Note that users will need file create privileges on the data folder. Also note that all software must be installed in the default folders or the sync process will not work. Project Clock CE must be installed in \Program Files\Project Clock\ and the NSBasic runtime must be installed in \Program Files\nsbasic\. Firewalls can prevent proper syncing. If you have connection problems ensure this application has an exception in your firewall.

Minimize
Minimizes Project Clock.

Open registration key file
This item is only seen in the non-trial software. Choosing this menu item allows you to import a registration key file to properly register the software.

Exit
Exits the program.

Clock

Recent Accounts
The ten last used accounts show up as sub-items of the Recent Accounts menu. Selecting a sub-item will cause that account combination to appear in the account pull-down lists.

Punch In
Punches you into the current project with the current time. This has the same effect as clicking the In button.

Punch Out
Punches you out of the current project with the current time. This has the same effect as clicking the Out button.

Cancel Time Charge
Removes the time charge from the system of which you just punched out.

Edit Last Time Charge
Allows editing the time charge from the system of which you just punched out. 

Previous Account
Automatically selects the previous Project you worked on before the current one.

Add Hours
Brings up the Add Hours screen that allows you to quickly enter blocks of time. See also: Adding Blocks of Time

Timesheet Entry
Brings up the Timesheet Entry form that allows you to enter time for an entire week in one sitting. This menu item is not seen in the Standard edition. See also: Timesheet entry

Pause
Punches you out of the current project allowing you to resume charging later. After punching out, this menu item changes to Resume. When you are ready to begin charging time again choose the Resume menu item. See also: Pausing Billing

Break for Lunch
Allows you to punch out for your lunch break in one step. See also: Break for Lunch

Day Punch
The Day Punch feature allows you to punch in an entire working day in one step. See also: Day Punch

Holiday Punch
The Holiday Punch feature allows you to punch in an entire holiday in one step. See also: Holiday Punch

Sickday Punch
The Sickday Punch feature allows you to punch in an entire sick day in one step. See also: Sickday Punch

Clear Fields
The Clear Fields feature clears all the fields on the main form.

View

Reports
Brings up the Time Reporting screen where several different reports may be viewed. See also: Printing Reports

HMS to Hour Calculator
Brings up the Convert Time to Hours dialog. This screen is used to convert hours in decimal format (e.g. 1.25) to time format (e.g. 01:15:00) and time format to decimal format. This screen also contains a small calculator.

Clear Fields
This function clears all the fields on the main form.

Tools

Data Manager
Brings up the Data Manager screen. The Data Manager is used to administer the data used in Project Clock. See also: Working with Project Clock Data

Billing
Brings up the Billing Screen, where invoices can be created, printed and edited. See also: Billing

Manage Clients
Brings up the Manage Clients screen, where client information can be added or edited. See also: Managing Clients.

Manage Estimates
Brings up the Manage Estimates screen, where project estimate information can be added or edited. See also: Managing Estimates.

Manage Expenses
Brings up the Manage Expenses screen, where project expense information can be added or edited for the current user. See also: Managing Expenses.

Manage Items
Brings up the Manage Items screen, where expense item information can be added or edited. See also: Managing Items.

Manage Programs
Brings up the Manage Programs screen where external programs can be entered for tracking the time spent using them. This menu item will only be available if the Track Programs configuration option has been set. See also: Tracking External Programs

Manage Projects
Brings up the Manage Projects screen, where project information can be added or edited. See also: Managing Projects.

Manage Security
Brings up the Manage Security screen, where user login and password information can be added or edited. See also: Managing Security.

Manage Tasks
Brings up the Manage Tasks screen, where task information can be added or edited. See also: Managing Tasks.

Manage Time History
Brings up the Manage Time History screen, where user time charges can be edited. See also: Managing Time History.

Manage User Clients
Brings up the Manage User Clients screen, where users can be associated with clients. See also: Managing User Clients.

Manage User Projects
Brings up the Manage User Projects screen, where users can be associated with projects. See also: Managing User Projects.

Manage User Tasks
Brings up the Manage User Tasks screen, where users can be associated with tasks. See also: Managing User Tasks.

Options
Brings up the Options screen where the different configuration options may be set. See also: Configuration


See also: Data Manager


Time Format

The time edit boxes will show the system time format as defined in the Regional Settings control panel. 

You do not always have to enter the exact format in time edit boxes. 

Here are examples of time entries and their resulting displayed values:

Enter Displays
1 01:00:00 AM
1 pm 01:00:00 PM
2:3 pm 02:03:00 PM

Be careful. If your In Time is PM and you leave out the AM/PM format you elapsed time will be very wrong:

In Displays
1 pm 01:00:00 PM
Out Displays
1:30 01:30:00 AM
Spent Displays
11:30:00


Adding Time Charges Later



Often you will have spent time on a project while away from the computer. Sometimes you may also make a mistake when entering time manually.

Adding Time to the Current Day 
To add time for the current day you can manually enter the start and end times in the main screen. See the Getting Started link for more information. Note that your administrator may have changed Project Clock so that you cannot manually enter times. 

Adding Time for Previous Days
To make time charge additions for previous days you can change the date in the date selector control. When the date is changed, the caption will change to indicate that the program is now in edit mode. Any manually entered time records will be billed to the date indicated. Note that your administrator may have changed Project Clock so that you cannot change the date. 

Manually Editing Data
You may also manually edit time data in the Manage Time History Screen or the Data Manager screen provided you have the permissions to do so. In the Client/Server edition the Data Manager can only be accessed from the server software. Adding new time history records in the data Manager screen is not recommended as the timestamp fields must be entered exactly correct or you will not be able to save the record. See the Data Manager link for more information. Note that your administrator may have set the permissions in Project Clock so that you cannot edit time data. 

See also: Adding Blocks of Time


Adding Blocks of Time



You can quickly enter blocks of time by using the Hours Entry form. You can access the Hours Entry form by choosing Clock | Add Hours from the main menu. The following screen will then pop up:



This screen is very similar to the main screen except that there is no items field and instead of In and Out fields and buttons there is an Hours field. To add a block of time first set the desired project, task and client. Add a comment if any, and in the Hours field type in the amount of hours you need to add. Hours can be entered in decimal (2.5) or time format (2:30). To save this block of time press the Save button or press the Cancel button to close the Hours Entry screen.


See also: Adding Time Charges Later


Understanding Time Formats



On the Project Clock main screen the time spent and day total fields displays the total time in Hours:Minutes:Seconds format. However, in the time sheet reports; the total time is shown as a decimal number. That is, if your total for a project on Tuesday is 3:26:09, on the report this will show up as 3.44. This is calculated as follows: 3 hours + 26/60 minutes + 09/3600 seconds.




Pausing Billing



If you are working on a project but must leave for a few hours, you will find the Pause billing feature convenient. This feature punches you out of the current project, but when you punch back in, any comments you had entered will not be cleared. To pause billing select Clock | Pause from the main menu or press the [Alt] + [P] key combination.




Day Punch



The Day Punch feature allows you to punch in an entire working day in one step. Simply choose the date you want to bill to and then choose Clock | Day Punch from the main menu. You must setup your working day in the Options screen for this feature to work properly. Normal day time records have a 0 in the BillingType field of the Time History. 




Break for Lunch



The Break for Lunch feature allows you to punch out for your lunch break in one step. Simply choose Clock | Break for Lunch from the main menu. You will be automatically punched out at your usual lunch start time and punched in at your usual lunch end time. You must setup your working day in the Options screen for this feature to work properly.




Holiday Punch



The Holiday Punch feature allows you to punch in an entire holiday in one step. Simply choose the date you want to bill to and then choose Clock | Holiday Punch from the main menu. You must enter your day hours value in the Options screen for this feature to work properly. Holiday time records have a 1 in the BillingType field of the Time History. 




Sickday Punch



The Sickday Punch feature allows you to punch in an entire sick day in one step. Simply choose the date of the sick day and then choose Clock | Sickday Punch from the main menu. You must enter your day hours value in the Options screen for this feature to work properly. Sick day time records have a 2 in the BillingType field of the Time History. 



Billing



The Billing Screen allows you to create, print and administer invoices.

To access the Billing screen choose Tools | Billing from the main screen menu. The following screen will appear:



The billing screen consists of the toolbar at the top, the Invoice Details section, the Filter section and the grid tab at the bottom. The first tab on the grid tab shows all invoices that match the current client filter. The Time tab lists all billable time that matches the client filter. The Expenses tab lists all the expenses that matches the client filter.

If a client was selected on the main screen, the billing screen will show only invoices from that client. Otherwise all client invoices will be shown. To show invoice data for another client simply choose that client from the Client pull-down list. Setting a blank client will show data for all clients.

To load an invoice simply click on that invoice from the bottom grid. To edit that invoice click the edit button on the toolbar. You can also edit an invoice by double-clicking the invoice in the grid below. To save the edited invoice click the Save button on the toolbar. To delete the invoice click the delete button on the . To add a new invoice click the Add Invoice button on the toolbar. In the Invoice Details section enter the invoice details and press the Save button when you are done.

To generate an invoice just click the print or preview button. All time and expense records that match the client and which are within the date range will be assigned the current invoice number and the invoice will be printed out.


Managing Clients


To manage clients choose Tools | Manage Clients from the main screen menu. The following screen will appear:



This screen will allow you to view information on each client. You can also use this form to add or edit client information. To view information on a client, select the client from the client pull-down list. To edit information on the currently listed client press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new client, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new client. To delete the current client click the Delete button.

Fields Explained

The Client ID field is a unique identifier for the client. Every different client must have it's own ID. The Name field is a descriptive name for the client. The Rate field indicates the rate at which this client is charged. The Active field indicates whether this client shows up in the client pull-down lists. 




Managing Estimates



To manage project estimates choose Tools | Manage Estimates from the main screen menu. The following screen will appear:



This screen will allow you to view information on each estimate. All estimate records that have been entered for this person in the current week will show up in the grid at the bottom. Administrators can see estimates for all users. 

You can also use this form to add or edit estimate information and even search for existing estimates. To edit a previously entered estimate record, first double click on the record in the grid at the bottom. The estimate detail will appear in the fields above. To edit information on the currently listed estimate press the Edit button. The fields at the top will now allow changes to them and the Save button will become enabled. Make the changes you want and then press the Save button. To add a new estimate, press the New button. All the fields at the top will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new estimate. To delete the current estimate click the Delete button.

Fields Explained

The EstimateID field is a unique ID for the estimate. The Description field is a descriptive name for the estimate. You can optionally assign an employee, client, project and task to the estimate.


Entering Expenses


Expenses for the current user can be entered by choosing Tools | Manage Expenses from the main menu. The following screen will appear:



All expense records that have been entered for this person in the current week will show up in the grid at the bottom. Each expense record can include the following:
  • the date the expense was incurred
  • an optional client, project or task the expense relates to
  • a description of the expense
  • the amount of the expense
  • the invoice number the expense belongs to

    To add a new expense record, press the New button. If you check the Clear Fields On New Record check box, all the fields will clear allowing you to enter a new record. To save the new record, press the Save button. If the New Record After Save check box has been checked, the fields will be cleared after saving a record.

    To edit a previously entered expense record, first double click on the record in the grid at the bottom. The expense detail will appear in the fields above. Make the changes you want and then press the Save button. To delete the current expense record press the Delete button.

    Note that the fields to the right are for informational use only, they cannot be edited. These fields relate to the current state of the project information on the main form.


    Managing Items



    To manage items choose Tools | Manage Items from the main screen menu. The following screen will appear:



    This screen will allow you to view information on each item. You can also use this form to add or edit item information. To view information on an item, select the item from the Item pull-down list. To edit information on the currently listed item press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new item, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new item. To delete the current item click the Delete button.

    The items listed here will show up in the Item selector list in the main billing screen.  

    Fields Explained

    The Item field is a unique identifier for the item. Every different item must have it's own unique ID. The duration field indicates how long using this item in an appointment will take. 



    Tracking External Programs


    External programs can be monitored and tracked for time usage. In order to track the time spent on external programs you must go to the View | Options | Billing tab and check the "Track Programs" option. You can manage these external programs by choosing Tools | Manage Programs Form from the main menu. The following screen will appear:



    Press the Refresh button to get an updated list of the programs running on your machine. 

    Adding Programs to Monitor
    To add programs to monitor first select the programs in the Running Programs list box. Select multiple program by holding down the Ctrl key while clicking on the programs. Then press the Add button. You should see the program now show up in the Tracked Programs Grid at the bottom.

    Removing Monitored Programs
    To remove a program from the monitored list simply click on the program in the Tracked Programs Grid at the bottom and then click the Delete button.


    NOTE: In V10 the program monitoring process changed. You should verify that your older tracked programs have the correct format.


    Managing Projects



    To manage projects choose Tools | Manage Projects from the main screen menu. The following screen will appear:



    This screen will allow you to view information on each project. You can also use this form to add or edit project information. To view information on a project, select the project from the project pull-down list. To edit information on the currently listed project press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new project, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new project. To delete the current project click the Delete button.

    Fields Explained

    The ProjectID field must be a unique ID for the project. The Description field is a descriptive name for the project. The Rate field indicates the rate at which this project is charged. The ClientID field indicates which client, if any, the project belongs to. The active field indicates whether the project can have time billed to it. If the active field is not set, this project will not show up in any of the project pull-down lists. The deposit hours field indicates the number of hours this project has been paid for in advance. The deposit hours field would only be used by someone like a lawyer that is paid on retainer.





    Managing Security



    To manage user names and passwords choose Tools | Manage Security from the main screen menu. The following screen will appear:



    This screen will allow you to view information on each security user name. You can also use this form to add or edit user name information. To view information on a user name, select the login ID from the Login ID pull-down list. To edit information on the currently listed user name press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new user name, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new user name. To delete the current user name click the Delete button.

    The user names listed here will show up in the Login ID pull-down list on the security login dialog.

    Fields Explained

    The Level field indicates which security level the user has. The Level field can be A for administrator, S for superuser and U or blank for user. 

    See also: Using Security



    Managing Tasks



    To manage tasks choose Tools | Manage Tasks from the main screen menu. The following screen will appear:



    This screen will allow you to view information on each task. You can also use this form to add or edit task information. To view information on a task, select the task from the task pull-down list. To edit information on the currently listed task press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new task, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new task. To delete the current task click the Delete button.

    Fields Explained

    The TaskID field must be a unique ID for the task. The Description field is a descriptive name for the task. The ProjectID field indicates which project, if any, the task belongs to. The Rate field indicates the rate at which this task is charged. The Active field indicates whether this task shows up in the task pull-down lists. 

    The Priority, IssueDate and CompleteDate fields can be used to make the Tasks table function as a ToDo list. When a task or ToDo item is completed the Active field can be set to false.



    Managing Time History




    To manage your time billing records choose Tools | Manage Time History from the main screen menu. The following screen will appear:



    This screen will allow you to view information on each time billing record. All time billing records that have been entered for this person in the current week will show up in the grid at the bottom. Administrators can see the time histories for all users by ensuring the LoginID field is blank on the Login ID pull-down list. 

    You can also use this form to add or edit time billing records and even search for existing records. To edit a previously entered time record, first double click on the record in the grid at the bottom. The record  detail will appear in the fields above. To edit information on the currently listed time billing record press the Edit button. The fields at the top will now allow changes to them and the Save button will become enabled. Make the changes you want and then press the Save button. To add a new time record, press the New button. All the fields at the top will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new estimate. To delete the current estimate click the Delete button.

    Fields Explained

    The ID field is a unique ID for the time record. You can optionally assign a client, project and task to the time record.



    Managing User Clients



    In Project Clock, clients can be assigned to users. When clients have been assigned in this way, users can only enter hours on clients to which they have been assigned.

    To assign clients to users select Tools | Manage User Clients from the main menu. The following screen will appear:



    All users will be listed in a treeview on the left. All clients will be listed on the right. To assign clients to a user, simply select the desired clients and drag them over to the user. Multiple clients can be selected by using the Ctrl and Shift keys. When clients have been dropped onto a user they will show as sub items underneath that client.

    Note that changes are made in real time. You cannot cancel user client assignments you have made.



    Managing User Projects



    In Project Clock, projects can be assigned to users. When projects have been assigned in this way, users can only enter hours on projects to which they have been assigned.

    To assign projects to users select Tools | Manage User Projects from the main menu. The following screen will appear:



    All users will be listed in a treeview on the left. All projects will be listed on the right. To assign projects to a user, simply select the desired projects and drag them over to the user. Multiple projects can be selected by using the Ctrl and Shift keys. When projects have been dropped onto a user they will show as sub items underneath that user.

    Note that changes are made in real time. You cannot cancel user project assignments you have made.



    Managing User Tasks



    In Project Clock, tasks can be assigned to users. When tasks have been assigned in this way, users can only enter hours on tasks to which they have been assigned.

    To assign tasks to users select Tools | Manage User Tasks from the main menu. The following screen will appear:



    All users will be listed in a treeview on the left. All tasks will be listed on the right. To assign tasks to a user, simply select the desired tasks and drag them over to the user. Multiple tasks can be selected by using the Ctrl and Shift keys. When tasks have been dropped onto a user they will show as sub items underneath that user.

    Note that changes are made in real time. You cannot cancel user task assignments you have made.



    The Project Clock Tray Icon



    A tray application has a small icon in the lower right corner of the Windows task bar. If you enable the Tray Icon option in the Project Clock configuration screen your Windows tray should look something like this: Missing image: tray.gif

    The Project Clock tray icon is the little stopwatch. Right clicking on the Project Clock icon will pop up a small menu: 


    From this menu you may restore the Project Clock program, punch in, punch out, bring up this help file or exit Project Clock. Restore Project Clock merely by clicking on the tray icon.

    This menu also has the Quick Punch sub-menu. The Quick Punch sub-menu contains a list of all your projects. When a project is selected from this menu the project will be either punched into or punched out depending on its current status.

    When Project Clock is not currently billing time to an account, the tray icon will have a red X across it.



    Using Project Clock with Multiple People


    Keeping track of everyone's time
    Using Security
    Applying updates
    Modifying reports and building your own
    Timesheet Entry




    Keeping track of everyone's time


    Project Clock Pro and Project Clock Client/Server can be used with multiple people. By default the Windows login ID is used to differentiate each person's time from another. If using the software with several people on one machine this could be problematic as everyone must log off Windows after punching in or out. If this is inconvenient or you just wish to use your own login IDs you can enable security and set the Force Login option.

    See also: Using Security, Security Options


    Using Security



    By default there is no security set up for Project Clock. This means that in a multi-user environment, any user will be able to view and edit any other user's time data. To prevent this, you can implement the security option (see the Options screen). When security is in place, an administrator must login in order to see all users' data as well as access the security options screen. 

    Logging In
    To see all users' data, a user must login as Administrator. To login choose File | Login from the main menu. The default Administrator password is "magic". You should change this password if it is important that users cannot view or change other user's data. 

    Important: write down and store your changed password in a secure location such as the company safe.

    Logging Out
    To log out as Administrator choose File | Logout from the main menu.

    Changing Passwords
    To change your password choose File | Change password from the main menu.

    Forcing Login
    If the Force Login option is set, each user must logon when the program starts. Before enabling this option, users and their passwords must be setup in the security table. You can add users and passwords using the Data Manager. Make sure you setup a user named Administrator.

    Limiting Use to Workgroup
    If Limit Use to Workgroup option is set, only those users listed in the Workgroups table are able to use the program.

    Set Data Read Only
    If Set Data Read Only option is set, users will have to login as administrator in order to edit table data.

    Assigning Security Levels to Users
    There are three security levels in Project Clock: User, Manager and Administrator. Users can only view their own time data, cannot change project data, cannot customize reports and cannot changes global configuration options. Managers can customize reports and change project data. Administrators have full control.

    Security levels can be assigned to users by editing the Security table using the Data Manager. To make a user an Administrator simply enter an uppercase A in the level field for that user. To make a person a Manager enter an M. To make a person a User enter a U or just leave the level blank. 


    See the Security Options section for more details.



    Applying updates



    If you have installed Project Clock Pro on each user's workstation, you may want to use the automatic update feature. This feature works by comparing the launch.ini file on the user's workstation to the launch.ini on the network. If the version in the network file is older than the version in the user's launch file, the new files are copied over.

    Here's how to setup your system for auto updates:
  • Create a shared folder somewhere on your network, for example H:\Updates\
  • In the Project Clock distribution files you should find a text file called launch.ini, open it with any text editor.
  • After the line: NetPath= put the full path to the update folder you created previously, for example NetPath=H:\Updates\.
  • Save the file.
  • If Project Clock 4 or above has not yet been installed of the workstations, install now from the distribution containing the launch.ini file you just modified.
  • If Project Clock 4 or above has already been installed, you may wish to simply copy the launch.ini file down to each user's Project Clock folder.

    Here's how to apply new updates:
  • In the update folder you created previously, place all files that you want to update on the user's workstation. Check the history.txt file to determine which files have changed in the latest version.
  • In the launch.ini file, change the line: Version= to reflect the new version or build number, for example: Version=6.001.
  • Now when a user next runs Project Clock, their files will be updated.




    Timesheet entry


    In Project Clock Pro, Client/Server and Enterprise you can enter time for an entire week in one sitting. To use this feature choose Clock | Timesheet entry from the main menu. The following screen will appear:



    To add time for the week first choose the week start date in the top left corner. This is the first day of the week for the period for which you wish to enter time. The date will default to current week's start date. If the Default to previous week option has been set, the date will default to last week's start date. Next, click in the first white cell of the timesheet grid. A pull-down list will appear. Select the Client you wish to enter hours for. Tab over and similarly enter a Project or Task if you wish. Then tab over to enter the number of hours worked on that project for the week. Include a comment note for the work if desired. Repeat for any additional projects that you have billed time to for the week. When you are finished, press the save button. This will save the time date to the database.

    Timesheet data can also be edited using the timesheet entry form. If you select a week for which you already have time saved, this time will show up on the timesheet form. You may change this time or add new time. When you save the changed timesheet, the original records will be replaced by the new records.


    Synchronizing Data Between Windows and Project Clock App


    The data from Project Clock App can be synchronized with any of our Windows time tracking software: Project Clock, Employee Project Clock or Timesheets. The synchronization is a two or three-step process.

    In the first optional step, all Clients, Projects and Tasks from the Windows software are copied to an intermediary database on our server. For this reason synchronization should always be started from the Windows software in order to update all Clients, Projects and Tasks. Then any Project Clock App time records on the server will be copied down to the Windows software and then deleted on the server. To perform the synchronization process from the Windows software, select File | Sync with App from the main menu.

    In the second step, all the time records from Project Clock App are copied into the intermediary database on our server. The time records on Project Clock App are then deleted. Finally, the Projects, Tasks and Client lists on Project Clock App are replaced by those on intermediary database. To perform the synchronization process from Project Clock App click the Sync Data item on the main screen.

    In the third step, any Project Clock App time records on the server will be copied down to the Windows software and then deleted on the server. To perform the second synchronization process from the Windows software, select File | Sync with App from the main menu.

    Your first sync should be initiated from the Windows edition of Project Clock, Employee Project Clock or Timesheets. You must be an existing customer of our Windows software in order to synchronize data. If you get a message that you are not authorized for synchronization, send us an email and your synchronization account will be setup. The first time you sync from Project Clock App, you will be asked for your registration key number. You can find the registration number in the registration email. If you did not get a registration number in the registration email, send us an email.
    You will also be asked for a login ID to use. You must enter the exact same login ID in which time is entered under in the desktop software. You can check the Time History table in the Data Manager to find your login ID. If you make a mistake entering either your registration number or login ID you can change these settings in the Options screen.


    About Project Clock



    Project Clock is a project time recording and time billing tool. 

    Please note that Project Clock is not free software. It is trial software. You may evaluate it at no charge, but to continue using the program you must purchase a license to use it from CyberMatrix.

    Project Clock is copyright (C) 1997-2007, by CyberMatrix Corporation, Inc. All rights reserved. Anything not explicitly allowed below, is prohibited.

    This software is provided "as is". In no event shall CyberMatrix Corporation be liable for any consequential, special, incidental or indirect damages of any kind arising out of the delivery, performance or use of this software. This software has been written with great care but CyberMatrix does not warrant that the software is entirely error free.

    You may not attempt to reverse compile, modify, translate or disassemble the software in whole or in part.

    You may freely distribute the trial version of Project Clock, provided that all the files are included and are unmodified and that no files have been added to the Project Clock installation package. Please distribute it by copying the original archive setup file.

    You may evaluate the trial version of Project Clock without any charge for a period of 30 days. After that time, the program must be registered with CyberMatrix or you must completely remove the program from your computer. Each machine that will  access the program must have a separate license. A site license allows every machine in your company to have the software installed. After 30 days from the time of installation, the software will cease functioning.


    Project Clock Administration



    Installing Project Clock
    Configuring Project Clock
    Logging Features
    Configuration settings
    Command Line Features


    Installing Project Clock



    Installing Project Clock Standard
    Installing Project Clock Pro
    Installing Project Clock Client/Server
    Installing Project Clock Enterprise
    Installing Project Clock Web

    Installing Project Clock Standard

    Use the setup program to install the software on your local drive. 


    Installing Project Clock Pro

    There are three ways Project Clock Pro can be installed:
  • On a single user's machine.
  • On a shared network location where the program and data is accessed by all users.
  • On every user's machine with only the data stored on the network.

    Note: if installing this software for use by multiple people, all people must have read/write access to the Data folder on the shared drive.


    Installing Project Clock Pro on a single user's machine 

    Use the setup program to make the initial install on a local drive for a single-user. When prompted for an installation type choose the first option, Standard. The data will be stored in the user Application Data\CyberMatrix\ProjClock folder. E.g. C:\Users\Public\Documents\CyberMatrix\ ProjClock on Windows Vista/7/8 or C:\Documents and Settings\Administrator\Application Data\CyberMatrix\ProjClock on XP. If you want to use a data folder in another location, you should choose the Client Only option when at the installation type selection screen. Otherwise, you will have to change the Data Path setting in the configuration screen. The DataPath setting is stored in a text file called PClock.ini. This file can be found in the shared documents\CyberMatrix folder. E.g. C:\ Users\Public\Documents\CyberMatrix\PClock.Ini.



    Installing Project Clock Pro on one or more machines with network-shared data

    There are two ways Project Clock Pro can be installed in order to share data with multiple people: fully-shared and shared-data-only. 

    Fully-Shared Setup

    In a fully-shared setup, the program and all data are installed on a shared network location. Users will use icons to access the software. To tell the program where the shared data is located, you will need to either:

    1) Enter the data path when you see the file missing message after trying to run the software on each client or
    2) Copy over a PClock.ini file containing the DataPath setting to each client's C:\ Users\Public\Documents\CyberMatrix\ folder or
    3) Install the shared data folder in a folder called "Data" off the shared program folder. That is, if you installed Project Clock Pro into a folder called I:\Shared\PClock, just install the data to I:\Shared\PClock\Data.

    To install the software and the data on the network and install Project Clock Pro only on one machine with network-shared data, do the following:
  • Run the setup program on a single machine.  
  • Choose the Data Only option when at the installation type selection screen.
  • Install the data in a folder everyone using it can write to.
  • After installing the data, run the setup program again to install Project Clock Pro on the machine that will host the software. Choose the Client Only option when at the installation type selection screen.
  • At the Enter Network Data Location prompt screen, enter the network data folder where you installed the data previously.

    Data Only-Shared Setup

    In a shared-data-only setup, only the data resides on a shared network location. The software and other support files reside on the user's own computer. Installing Project Clock Pro in this way will generally be faster since the program executable will not always be pulled down through the network. However, installation and applying updates will involve significantly more work.

    To install only the data on the network and install Project Clock Pro on one or more machines with network-shared data, do the following:
  • Run the setup program on a single machine.  
  • Choose the Data Only option when at the installation type selection screen.
  • After installing the data, run the setup program again to install Project Clock Pro on all the machines that need to use the software. If you are sharing the entire application on the network just install to this machine.
  • Choose the Client Only option when at the installation type selection screen.
  • At the Enter Network Data Location prompt screen, enter the network data folder where you installed the data previously.

    Setting up the User's Workstations

    In a fully shared multi-user setup, the Project Clock program files and data will reside in a common directory on the network. You will need to manually setup icons for your users.


    Installing Project Clock Client/Server

    There are two steps involved in installing Project Clock Server: Installing the server and installing the client

    Installing the server

    Download and install the Project Clock server software on a machine that will store the data. Make note of the IP address of this machine. If you don't know the IP address of the server, enter IPConfig at a command prompt. To get a command prompt, from the Start menu choose Run then type cmd and press OK.

    It is very important to get the correct IP address. You need to get the IP address the server software will be listening on. If you are testing on one machine only (very unlikely) it is OK to use 127.0.0.1 or localhost. If you are using this software on your network only, you can use the network IP address of the server machine. If however, you want to connect remotely over the Internet, you must use the Internet IP address.

    Note that the server should not be installed in the Program Files folder. This is because, by default, ordinary users do not have permission to write in this folder. It's best to install the server software in a network folder or a folder off the root drive e.g. C:\Project Clock Server.

    The edbsrvr.exe database server application must be running at all times. If this application is not running, the client applications will not work. If you are using a router or firewall, you may need to open the Port this software uses. The default Port number is 12010.

    Installing the client

    Download and run the Project Clock setup software. On the second screen of the setup, choose the Client Only option and press the Next button. At the Enter Network Data Location prompt screen, enter the IP address of the machine that is hosting the shared data and server and continue with the rest of the setup.  

    The client gets the IP Address from the PClock.ini file. If the client can't read a valid IP Address, it will not run. The PClock.ini file can be found in the shared documents\CyberMatrix folder. E.g. C:\ Users\Public\Documents\CyberMatrix\PClock.Ini.


    Running the Server As A Service

    It is possible to run the database server as an NT service. There are several advantages to running the server as a service: you can ensure it restarts if the machine reboots unexpectedly for any reason; you can take actions if the service crashes; and you can run the service as a specified user fairly easily. 
    To install the edbsrvr.exe database server as a service enter the following command at a command line prompt or from the Run Menu:
    edbsrvr.exe /install
    To install the database server so that it does not interact with the desktop at all, which is required in instances where the current user will be logged out of the system, then you should use the /nointeract flag along with the /install command-line switch:
    edbsrvr.exe /install /nointeract
    This will install the service as a non-interactive service and the database server will not display a user interface when it is started.
    To start the edbsrvr.exe database server as a service enter the following command at a command line prompt or from the Run Menu:
    net start edbsrvr.exe


    Installing Project Clock Enterprise


    There are two steps involved in installing Project Clock Enterprise: Setting up the database server and installing the client.

    Setting up the database server

    The first step in setting up your back end database server is to decide which server you should use. Project Clock Enterprise should work with the following database servers: MySQL, Microsoft SQL Server, PostgresQL, Sybase, DB2, Oracle, Interbase and Firebird. We recommend MySQL or Microsoft SQL Server because they are both very easy to work with. When you have your database server running you will need to create the tables used in Project Clock Enterprise. The easiest way to do this is by running a single script. Project Clock Enterprise comes with database setup scripts for MySQL and Microsoft SQL Server. All the script files end with the .SQL extension and can be found in the Project Clock Program Files Folder. E.g. C:\Program Files\CyberMatrix Project Clock\. If you create a script for another database and have trouble getting Project Clock to work with it, please send it to us. 

    Note that our software does not support network logins to the database server. You must use a SQL login.

    Installing the client

    Run the setup program from your distribution. The distribution will either be a Project Clock CD that has been sent to you or a folder you created yourself, after downloading and running the Project Clock download. At the Database Settings prompt screen, enter the database connection settings. These settings include the IP address of the machine that is hosting the database server, the type of database server you will use, the database name (usually cmpc) and the database user name and password. Then continue with the rest of the setup. If you are planning to install from a CD we recommend you instead copy the installation files to a shared network folder so the above database settings do not have to be re-entered each time.

    The client gets the database connection settings from the PClock.ini file. If the client can't read these settings, it will not run properly. The PClock.ini file can be found in the shared documents\CyberMatrix folder. E.g. C:\ Users\Public\Documents\CyberMatrix\PClock.Ini.

    In addition, each client needs special connectivity libraries installed. If these libraries are not installed the clients will not be able to connect to the database server. These libraries are available from the vendor of the database server you are planning to use. An easy way to get these libraries is to install the database client software. This client software should be available on their install CDs or can be downloaded from the vendor's web site. For Microsoft SQL Server you should connect using ADO instead.  

    Here is a video tutorial that shows how to connect to an existing MS SQL database using ADO:
    http://www.youtube.com/watch?v=_r6IXjo7fug

    Libraries for MySQL and PostgreSQL are available on our web site at:
    http://www.cybermatrix.com/pcdownloads.html


    MySQL Notes

    This software will run on MySQL v5. However, it connects as a v4 client. This means you will have to convert the connection password to the older style. You can do this with a query like the following:

    SET PASSWORD FOR 'root'@'localhost' = OLD_PASSWORD('magic');

    See also: http://dev.mysql.com/doc/refman/5.0/en/old-client.html


    Installing Project Clock Web

    Setting up Project Clock Web

    Run the setup program on the machine that will act as the web server. Make sure you install to a path with write access for the user the server will run under. Note that in XP and especially in Vista/7/8, installing into the Program Files folder is not a good idea as this folder by default does not have write access for ordinary users. 

    This software can be run in standalone mode or as a service. If you want to run this software as an ISAPI dll under Windows IIS or other web server contact us.

    Standalone Deployment

    For standalone deployment simply run the ProjectClockWeb.exe program. This program contains its own web server so you don't need another web server like Microsoft's IIS.

    By default, the web server communicates on port 8888. However, the port can be changed to whatever you like on this screen. To change the port, enter the new port number in the Port box and press the Update button. By clicking on the image of the globe, the default browser will be launched with the corresponding URL to test the application.

    The standalone web server can be used to deploy a productive application. You can place the application on a server machine of yours and let it run on the desktop. The obvious disadvantage is that a user needs to logged in to keep the desktop open. This even works via remote desktop, while not being connected. For productive stand-alone applications we recommend using service type applications.

    Service Deployment

    Running the Project Clock Web application as a service has its benefits and disadvantages. The disadvantages are that there is no log screen or browser execute button. The main advantage is that there is no requirement for logging on to the machine in order to run the application (like any other Windows service). A few steps have to be taken prior to running the application as a service. In particular, a separate application must be downloaded and it has to be installed as a service. Visit the CyberMatrix web site to download the Project Clock Web Service software. To install Project Clock Web as a service, using the windows command prompt, change to the directory where the application resides and type:

    ProjectClockWebService.exe /install

    This will install it and the application will appear in the Services Applet. From there, it can be configured to run automatically or manually. Look for the service called ProjectClock. There is no need to activate the "Interact with Desktop" under the properties of the service, and doing so will have no effect whatsoever.

    You can also create a shortcut to the executable, right click, choose Properties and add /install to the target. Then right click the shortcut and choose Run As Administrator.

    In a similar way, if the need arises to uninstall the application, you can do this by typing:

    ProjectClockWebService.exe /uninstall

    Before executing this command, be sure to stop your service.


    Running Project Clock Web on your clients 

    To launch Project Clock from a client browser, simply enter its URL. For example, "http://127.0.0.1:8888/". Replace the "127.0.0.1" part with whatever the IP address of the machine running the Project Clock web server is.


    Configuration



    Project Clock may be customized to a certain extent by modifying the many configuration options. The configuration options are changed in the configuration screen.

    On choosing View | Options from the Project Clock main menu you will see the configuration screen. The options are split up into seven different sections: the General tab, the Working Day tab, the Backup tab, the Reporting tab, the Terms tab, the Billing tab and the EMail tab. Choose a section by clicking on the labeled tab corresponding to that section.

    Project Clock Pro has two additional configuration sections: the Data tab and the Time Sheet tab

    Project Clock Pro and Client/Server have an additional configuration section: the Network tab



    General Options



    The General Options section is for setting program and security options.

    This is what the General Options section looks like. 



    Pressing the OK button will save the changes made and exit the program.

    Press Cancel to exit without saving changes.

    Below you will find a description of each item on this tab.

    Program Options

    Tray Icon
    If the Tray Icon option has a check beside it, Project Clock will appear in the Windows System Tray. Attempting to close Project Clock will minimize the program to the tray. Project Clock can be completely shut down by right clicking the tray icon and choosing Close from the pop-up menu.

    If there is no check by the Tray Icon option, Project Clock will not appear in the Windows System Tray and will close normally.

    See also: Project Clock as a Tray Application

    Load on Start
    If the Load on Start option is checked, Project Clock will start automatically when Windows starts up.

    Start Minimized
    If the Start Minimized option is checked, the program will be minimized as soon as it is started. If the Tray Icon option is also checked, Project Clock will start minimized to the system tray.

    Show Tips on Start Up
    If this option is checked helpful tips will be seen when the software first runs.

    Show Splash Screen
    If the Show Splash Screen option is checked, the Project Clock start screen will show as the program first loads.

    Always On Top
    If the Always On Top option is checked, the main screen of Project Clock will always be on top of whatever other applications are currently running.

    Enable Auto Fill
    If the Enable Auto Fill option is checked, all pull-down lists will automatically show the term in the list matching what you have typed. You can press the Delete key or Backspace to remove the auto-filled text you don't need.

    IDs first in pull-downs
    If the IDs in Pull-downs option is checked, all pull-down lists will show the ID field first instead of the description. 

    Allow manual time entry
    If the Allow Manual Time Entry option is checked, users may manually enter times in the In and Out fields on the main screen as well as access the Add Hours and Timesheet screens. Only administrators can change this option.

    Allow date change
    If the Allow Date Change option is checked, users will be able to change the date field at the top of the main screen, the Add Hours screen and the Timesheet entry screen..

    Show all tasks if unassigned
    If the Show All Tasks if Unassigned option is checked, all tasks will be seen in pull-downs if none are assigned to projects.

    Viewable pull-down lists

    The Viewable Pull-down List section is used to configure which pull down lists are seen on the main screen. To hide a pull-down list, simply uncheck the box next to the pull-down list's name. Note that these options will only take effect after the software is restarted.


    Security Options

    The security section allows the enabling of security and setting other security options. This section is only seen in the Pro or Client/Server version of Project Clock. It would be used only if Project Clock has been setup to run from a network location allowing multiple users to charge time to the same database.

    Enable Security
    If the Enable Security box is checked, users will only be able to see their own data. To see all users' data, a user must login as Administrator. Note that when security is enabled for the first time the Administrator uses the default password of "magic". You should change this password if you want to prevent every user from being able to view and edit other user's data. Write down your new password and store it in a secure location such as a safe.

    When security is enabled a login dialog will popup on program start. The Administrator can login as well as any users who have been setup in the Security table. To setup the users in the Security table and to change the current passwords use the Detail tab of the Data Manager.

    Force Login
    If the Force Login option is checked, each user must login on program start. Before enabling this option, users and their passwords must be setup in the security table. Make sure you setup a user named Administrator.

    Limit Use to Workgroup
    If this box is checked, only those users listed in the Workgroups table are able to use the program. Use the Data Manager to add users to the Workgroups table. This option is only useful when the Force Login option has been set.

    Set Data Read Only
    If this option is checked, users will have to login as Administrator in order to edit table data.

    Users can view Reports 
    If checked, users will be able to access the Reports screen.



    Working Day Options



    The Working Day section is for setting up your working day times for the Break for Lunch, Day Punch, Holiday and Sickday punch features. The week start is also set here. The week start is used for reporting and timesheet entry.

    This is what the Working Day Options section looks like. 



    Below you will find a description of each item on this tab.

    Working Day

    These times relate to your ordinary working day. They are used for the day punch and break for lunch features.

    Day Start
    The time your working day usually starts. This is used for the day punch feature.

    Lunch Start
    The time your lunch usually starts. This is used for the day punch and break for lunch features.

    Lunch End
    The time your lunch usually ends. This is used for the day punch and break for lunch features.

    Day End
    The time your working day usually ends. This is used for the day punch feature.

    Day Hours
    This is the number of hours you bill for statutory holidays and sick days. The Day Hours setting is used for the holiday punch and sick day punch features.

    Week Start
    Indicates on which day the week starts. Used in the reports screen to default to first day of the week.

    Include Lunch In Day Punch
    If set lunch times will be added when using Day Punch feature.



    Backup Options



    The Backup Tab allows enabling of automatic data backups. 

    This is what the Backup Options section looks like. 



    Below you will find a description of each item on this tab.

    Data backup path
    This is the folder location where the time-stamped backup files are stored. Backup data is stored in a Zip file archive having a name consisting of the date and time of the backup.

    Auto Backup
    If checked, automatic data backups are performed. Enter the automatic backup interval in the text box. For example, if you enter a 60 in the edit box the data will be automatically backed up every hour (60 minutes).

    Backup Every X Minutes
    This number indicates how often an automatic backup is to be performed. For example, to backup every 2 hours enter 120 (2 x 60).

    Keep Backups for X Days
    This number indicates how long backup archives remain in the backup folder. E.g. if the number is 7, any backup files older than a week (7 days) will be deleted when the program starts and when the system date changes.



    Data Options



    The Data Tab allows setting the locations of Project Clock data files. The main purpose of this screen is to move the user's database location. As an example, you might want to run Project Clock on each workstation but access the data on the server.

    This is what the Data Options section looks like. 



    Below you will find a description of each item on this tab.

    Local Data Location
    The local data location box indicates the path of the data on the user's machine. This setting can only be changed in Project Clock Standard or Project Clock Pro.

    Click the folder icon to the right of the box to change the directory. Before changing the data path, you should move or copy the data files to this path. Project Clock will not do this for you. Note that if using Project Clock Pro on multiple machines the Data Path setting used must be identical on all machines. You cannot mix regular paths and UNC paths. The text must be identical. Also if the software detects a data folder called Data in the same folder that Project Clock is running from, it will default to using this folder as the data folder.

    Log Time History Changes
    If checked, any changes to the time history table (TimeHist) will be logged to a file called TimeHist.log in the data folder.

    Use Field Names In CSV Export
    If checked field names will be exported in all CSV files.

    CSV Field Separator
    This field contains the character used to separate data fields for the CSV import/export feature.


    Reporting Options

    This is what the Reporting Options section looks like. 



    Below you will find a description of each item on this tab.

    Round report totals
    Use to round timesheet report totals either up or down. If you don't want to do rounding, choose None.

    Round Time By
    This number indicates how time totals should be rounded on reports that use the FracRound function. For example, a round time of 0.25 rounds all totals to the nearest quarter hour. A round time of 0.001 will not affect the totals at all.  See also: Modifying reports and building your own

    Invoice Prefix
    The optional invoice prefix is a one to six character value that is appended to every six-digit invoice number. This value is used for invoice reports. When you change this value, you must ensure that new invoices will always sort alphabetically at the bottom of the Invoices table. Enter yyyy to have the current year prefix every invoice.

    Allow record edits after print
    If not checked, users cannot edit records whose time has already been billed.

    Archive after invoice
    If checked, time records will be automatically moved to the Archive table after the Invoice report is printed.

    Default to previous week
    If checked the dates on the reporting screen default to the previous week.

    Report Interval
    The number in this box indicates the length in days that the report interval will be.

    Sales tax
    The number in this box will show up on the invoice report as the sales tax field. Note that for values under 10 you must have a space in from. So 7.56 would be entered as _7.56_ not 7_.56_.

    % Interest After X Days
    These fields are used to charge late clients interest on invoice reports. Enter the percent interest to charge in the first field. Enter the number of late days to wait before charging interest.

    Timesheet Report Heading
    The text in this box will show up on the center heading of the timesheet reports.

    Reports Location
    This value indicates the path where the reports folder is located. To change the path, click on the open folder icon to the right and select a new path. Ordinarily, the Report Location field will be blank. When the Report Location field is blank, the report location will default to the Reports folder off the program folder (usually C:\Program Files\Project Clock\Reports\). In a multi-user setting, you may want everyone to use the reports stored in a shared network folder. In this case, you would set the Report Location field to this shared path.


    Term Options



    This is what the Term Options section looks like.



    Below you will find a description of each item on this tab.

    Project Clock uses the following Project terms: Project, Task and Client. These terms are used throughout the program to breakup individual projects. If you would rather use different terms than these, you can use this form to change the names to anything you desire.

    In this case, Client was changed to Customer and Task was changed to Job.

    Rank

    You can set the rank for each term to change where the corresponding pull-down lists are displayed.

    To restore the original term defaults just click the Defaults button.



    Time Sheet Options



    The time sheet options tab is used to configure a default time sheet to be used when entering a new time sheet in the Timesheet Entry Screen.



    To create a default timesheet template, simply enter a list of Clients, Projects, Tasks and Comments. When you next go to enter a new timesheet, this list will automatically be shown allowing you to simply enter your times.

    You can add additional rows if needed, by pressing the down arrow key on the last row in the Comments column.


    Billing Options



    The Billing options tab is used to configure options related to time billing.



    Below you will find a description of each item on this tab.

    Punch Out on New Project
    If this option is checked, the current project will be automatically punched out when another project is selected from the Project pull-down list.

    Punch Out on New Task
    If this option is checked, the current project will be automatically punched out when another task is selected from the Task pull-down box.

    Punch Out on Program Close
    If this option is checked, the current project will be automatically punched out when Project Clock is closed down.

    Punch Out on Windows Close
    If this option is checked, the current project will be automatically punched out on Windows log off, reset or shutdown.

    Punch In on Start
    If this option is checked, the last project used will be automatically punched in when the software is started.

    Allow multiple punch ins
    If this option is checked, you will be able to punch in to a project several times without having to punch out first.

    Change project after punch in
    If this option is checked, you will be able to change the project after you have punched in to another project.

    Simultaneous billing
    If this option is checked, you will not have to punch out of a project before starting billing on another project. In other words, you can bill to multiple projects at the same time. If both the Punch Out on New Project and Simultaneous billing options have been unset, after you punch in the project pull-down list on the main screen will be disabled. In this scenario you cannot change the project after you have punched in.

    Force Client
    If this option is checked, you must enter a client name before you can punch in.

    Force Project
    If this option is checked, you must enter a Project before you can punch in.

    Force Task
    If this option is checked, you must enter a Task before you can punch in.

    Force Comments
    If this option is checked, you must enter a Comment before you can punch out.

    Clear fields on new Project
    If this option is checked, all pull-down fields on the main screen will be cleared when a new project is chosen.

    Clear fields on punch out
    If this option is checked, all pull-down fields on the main screen will be cleared when you punch out.

    Track programs
    If this option is checked, external applications will be monitored to punch in on creation and out on close.

    Minimum Billing Increment
    The value in this box indicates the minimum amount of time in hours that should be charged. For example, a minimum billing increment of 0.50 would mean you could not bill less than half an hour to a project. If the minimum billing increment is 0 or less, minimum billing will be disabled.

    Project total update interval
    The value in this box indicates how long in seconds the Time Spent and Day Total fields at the bottom of the main form will be refreshed.

    Punch out after X hours
    The value in this box indicates how long Project Clock will wait until it automatically punches out. Leave this value at 0 to never punch out automatically.


    EMail Options


    The Email Options tab is used to manage the email settings.


    Below you will find a description of each item on this tab.

    Mail options

    Notify On Near Project Completion
    If this option is checked, a notice will be e-mailed to the e-mail address set in the Estimates table whenever the current account is %75 complete or higher.

    Use MAPI
    If checked all e-mail will be sent using your default MAPI compliant mail program.


    SMTP Server options

    Enable Authentication
    Check this box if your mail server requires password notification before sending mail.

    Authentication Login ID
    Enter your SMTP authentication loginid here.

    Authentication Password
    Enter your SMTP authentication password here.

    SMTP Mail Host
    This is the SMTP mail host used on your network. Usually it is mail, but enter whatever you enter for configuring other mail programs. If this option is not entered correctly, the e-mail features will not work.

    SMTP Port
    This is the SMTP port used to send email on your network. Usually it is 25, but you can enter another port number to get around port 25 blocking. 

    Default From E-Mail Address
    The e-mail address here will show by default in the from field of any e-mails sent to clients or others.

    Domain
    The from field of e-mails sent to others will default to the loginid of the person adding or editing the appointment. If your network requires a full domain to send e-mails, enter the domain name in this field. Note that you must include the @ symbol.

    Note that this software does not support servers like GMail, that use TLS SSH encryption.



    Network Options


    The Network options tab is used to set the IP address used by the Project Clock server application. It is also used in Project Clock Pro to set the database password and the time server. This tab is only seen in the Project Clock Pro, Project Clock Client/Server and Project Clock Enterprise editions. 

    This is what the Enterprise Network Options section looks like.  



    Time server
    The IP address or machine name of the time server to use to get the current time. Leave blank to use the system time of each workstation. If you don't have your own time server we have one you can download. Click here to download.

    It is very important to set the correct IP address. If the wrong IP address is used, the client applications will not be able to connect to the server.

    Project Clock Client/Server has one other option on this tab.

    Compression Level
    This is the compression level to apply to data sent to and from the remote database server. Values can range from 0 or none to 9. For very fast connections (over 100MB) this should be set to 0 or no compression. For slower connections this value can be tweaked to increase performance.

    Project Clock Enterprise has four other important values on this tab.

    Protocol
    This is the back end SQL server database engine you wish to connect Project Clock to. If you select ado to connect to MS SQL Server 2005 or higher, you must click the ADO Setup button to the right to setup your ADO connection parameters.

    Port
    This is the port number the back end SQL server database engine connects at. Leave it at 0 to connect at the database server's default connection port.

    Database
    This is the name of the database to use on the remote database server. When using ADO this field will contain your ADO connection parameters.

    User Name
    This is the user name required to connect to the remote database server.

    Password
    This is the password required to connect to the remote database server.



    To set the IP address, merely enter the IP address of the machine on which the server is running, into the IP Address field.

    It is very important to set the correct IP address. If the wrong IP address is used, the client applications will not be able to connect to the server.

    By default there is no database password. This means that anyone can install the database administration software and have direct access to the Project Clock tables. When the database password is changed, on running the database administration software the user will be prompted for the password for the database Administrator account.


    Project Clock Data


    Project Clock uses a database to store its data. The database consists of several tables. These tables can be edited and administered by using the Data Manager. See the links below for further information.

    Getting to Know the Data Manager
    Viewing and Editing Table Data
    Importing and Exporting Data in CSV Format
    Viewing SQL Queries
    Executing SQL Queries
    Deleting records
    Inserting Records
    Loading Project Clock Data into Excel
    Exporting Project Clock Data into QuickBooks
    Re-indexing Tables
    Archiving Data
    Backing Up Data
    Restoring Data
    Inactivating Accounts
    Assigning Rates
    Preventing data corruption
    Project Clock Table Details



    Data Manager



    The Data Manager screen allows viewing and editing of all Project Clock data. To bring up this screen select View | Data Manager from the main menu. Note that in the Client/Server edition the Data Manager can only be accessed from the server application, not the client. The following screen should pop up:



    The Data Manager consists of three parts: the menu, the data navigation toolbar and the data view. The menu contains several data related functions. The data navigation toolbar is used to navigate through the different tables. The data view shows the data of a single table.

    Menu

    The menu consists of four sections File, Search, Records and Help. See below for descriptions of the different functions found within these sections.

    File

    Export to CSV - Exports the current table to text (CSV) format. See also: Importing and Exporting Data in CSV Format

    Import CSV File - Imports a text file, in comma separated variable (CSV) format, into the current table. See also: Importing and Exporting Data in CSV Format

    Export to QBXML - Exports data to newer versions of QuickBooks. See also: Exporting Project Clock Data into QuickBooks

    Export to IIS - Exports data to IIS format which older versions of QuickBooks can import. See also: Exporting Project Clock Data into QuickBooks

    Export Project to MS Project - Exports the current project data into MS Project. See also: Exporting Current Project to MS Project

    Import Project to MS Project - Imports the chosen MS Project project data into Project Clock. See also: Importing MS Project Project

    New SQL File - Opens the Notepad text editor to allow you to create a new SQL file. See also: Viewing SQL Queries

    Edit SQL File - Opens the Notepad text editor to allow you to edit an existing SQL file.

    Open SQL File - Allows you to choose an existing SQL file and shows the results of that query in the detail tab data grid. Only Administrators can execute SQL queries.

    Execute SQL File - Allows you to choose an existing SQL file and execute that query. Only Administrators can execute SQL queries.

    Re-index Table - Re-index the currently selected table. See also: Re-indexing Tables

    Close - Closes the Data Manager screen.

    Search Section

    The Search section allows you to find records when in the detail tab view. To search for a record you must first click in or tab over to the field in which you want to search. Then choose Find from the Search menu. In the dialog that pops up, enter the text you want to search for and then press the Find Next button. To find the next occurrence of that text, press the Find Next button again. 

    Records Section
    The Records section contains the following functions:

    Copy - Copies the selected record into the Windows clipboard for pasting later.

    Paste - Pastes the record contained in the Windows clipboard into a new record.

    Cut - Copies the selected record into the Windows clipboard for pasting later and then deletes the record.

    Delete Selected Records - Delete all the selected records. See also: Deleting records

    Delete All Records - Deletes all the records in the current table.

    Archive History Data - Brings up a dialog to allow you to select from and to dates. On pressing OK, all time data between those dates will be moved to the Time History Archive table.

    Archive Selected Records - Moves all selected records to the Time History Archive table.

    Unarchive Archived Data - Brings up a dialog to allow you to select from and to dates. On pressing OK, all archived time data between those dates will be moved back to the Time History table.

    Unarchive Selected Records - Moves all selected Time History Archive records back to the Time History table.

    Backup Data - Makes a time-stamped backup file of all tables. See also: Backing up Data

    Restore Data - Replaces your existing data with the tables from a previous data backup. See also: Restoring data

    The Data navigator Bar

    The bar at the top is the data navigator. The data navigator is for navigating the records of the current table. The first button |< will move to the first record of the current table. The second button < will move to the previous record. The third button > will move to the next record. The fourth button >| will move to the last record. The + button will add a new record. The - button will delete the current record. The button with the checkmark will save changes made to the current record. The x button will cancel any changes made to an unsaved record. The last button refreshes the current table to show the latest changes made to it.

    The Data Tabs

    The data tabs show all the tables used in Project Clock and allow you to view and edit the data in them. See the Viewing and Editing Table Data section for more details.


    Viewing and Editing Table Data



    There are two ways to enter table data: form view and detail view.

    Entering data in form view

    To enter data by form view choose the tab corresponding to the table for which you wish to enter data. A form will appear showing all the fields in that table. The screen should look like this:



    To add a new record press the + button on the data navigator bar. A blank record field will appear. Enter data in the fields and press the check mark on the data navigator bar. This saves the record changes.

    Entering data in detail view

    To view a table's data in detail view, first choose the Detail tab. The screen should look like this:



    To view the data for a table choose the table's radio button in the left box. The table's data should then appear in the grid to the right. The data may now be edited directly in the grid. After editing a record, the changes will be saved after you move off the edited record.

    Currently, data from SQL queries may not be edited in this way.

    You can cancel any changes you made to a record by either clicking the Cancel button (the big X) on the Database Navigator at the top of the screen or by simply hitting the ESC key.




    Importing and Exporting Data in CSV Format


    Importing Data

    Project Clock can import data in the form of CSV files. If you have existing data from another application, this data can be imported into Project Clock provided it is saved in the right format. CSV files used for importing must follow the exact same format as the table into which they will be imported. That is, if you look at a table in the detail view of the Data Manager you will notice the order of the fields in the table. This is the same order that your CSV file must be in. Most spreadsheet programs like Microsoft Excel allow you to easily load in CSV file and move columns around.

    See the section Project Clock Tables for more details on each table's field types and sizes.

    To import a CSV file, open the Data Manager and select the table from which you want to import into. Then choose File | Import From CSV from the Data Manager menu.  A wizard will guide you through importing the CSV file.

    Note that when running the wizard, your import time format string must be exactly the same as what is in the CSV file. Most people leave in the .zzz in the import format string when their CSV data does not have microseconds. The import is not smart enough to determine what date/time formats you are using. You have to tell it. If the first row of your CSV file contains the field names, the field names in the header must exactly match the field names in the table you are importing into. Any boolean fields must contain True or False. They cannot be Null or empty.


    Exporting Data

    Data can also be exported in CSV file format from Project Clock. This data can be imported into other applications that can handle CSV imports.

    To export a CSV file first select the table to export from the Data Manager. Then choose File | Export To CSV from the menu. A file select dialog will allow you to select the CSV file to export.




    Viewing SQL Queries



    It is possible to view the results of simple SQL statements stored in external text files. SQL stands for Structured Query Language; it is a way to extract information from databases using English-like commands.

    To create a new SQL file, either create one using any text editor or choose File | New SQL File from the menu. Save the SQL file to a folder, usually the Project Clock Data folder. Remember to save with the .SQL extension.

    To open a previously saved SQL file choose File | Open SQL File from the menu. A file select dialog will pop up allowing you to choose a SQL file. After selecting a file, you should see the results of the query in the data grid.

    Here is an example of a simple SQL Select query:

    Select LoginID As UserID, ProjectID, TaskID As JobCode, (CAST((EndTime-StartTime) SECOND AS INTEGER)/3600) as ElapsedTime 
    From TimeHist 
    Where StartTime Between DATE "2007-03-09" And DATE "2007-04-03" And EndTime IS NOT Null And ProjectID = "CYBER"
    Order By LoginID 

    This query shows all time charge records, sorted by Login ID, for the account "CYBER", between March 09 and April 03, where time has been punched out.

    Note that you can assign a name to the grouped by fields using the As token. Here the LoginID field was named UserID. Naming fields in this ways gives the data grid columns a descriptive name.

    Note that when using dates in SQL, you must use the ISO date format (yyyy-mm-dd).

    For more information on SQL, consult a good introductory database textbook. There is also some documentation on the supported SQL calls in the database engine manual. To read this manual, choose Help | DB Engine Manual from the Data Manager menu.


    Executing SQL Queries


    It is possible to execute simple SQL statements stored in external text files. SQL stands for Structured Query Language; it is a way to manipulate information from databases using English-like commands.

    To create a new SQL file, either create one using any text editor or choose File | New SQL File from the menu. Save the SQL file to a folder, usually the Project Clock Data folder. Remember to save with the .SQL extension.

    To open a previously saved SQL, file choose File | Open SQL File from the menu. A file select dialog will pop up allowing you to choose a SQL file. After selecting a file, the query will be executed and make changes to the database.

    Here is an example of a simple SQL Update query:

    UPDATE TimeHist SET ProjectID='Test' WHERE ProjectID='STest' 

    This query will update all time records where the ProjectID is "STest". For these records, the ProjectID will be renamed to "Test".

    For more information on SQL, consult a good introductory database textbook. There is also some documentation on the supported SQL calls in the database engine manual. To read this manual, choose Help | DB Engine Manual from the Data Manager menu.



    Deleting records



    To delete a record when in form view, navigate to the record and press the - button on the navigator bar.

    To delete one or more records in the detail view, select the records to delete. To select multiple records, click on the first record then hold down the [Ctrl] Key and click to select individual records or hold down the [Shift] key to select a range of records. To delete the selected records, either press the [Ctrl]+[D] key combination or choose File | Delete Selected Records from the menu. To delete all the records in the current table, choose File | Delete All Records from the menu.



    Inserting Records



    To insert a record when in form view, press the + button on the navigator bar.

    To insert a record in the detail view, click on the record above which you wish to insert a record. Then either press the [Ctrl]+[I] key combination or choose File | Insert Record from the menu.



    Loading Project Clock Data into Excel



    To load a Project Clock data file into Excel 97 perform the following steps:
  • 1. From the Project Clock main menu, choose View | Data Manager.
  • 2. When the Data Manager form pops up, select the Detail tab and then select the desired radio button from the radio group that corresponds to the table you wish to export.
  • 3. Select File | Export to CSV from the menu. You will be asked for a filename to export to.
  • 4. Start Excel and choose File Open from the menu.
  • 5. In the Files of Type pull down list, choose All Files (*.*).
  • 6. In the Look In pull-down list, find the Project Clock program data directory (usually in C:\Documents and Settings\Administrator\Application Data\CyberMatrix\ProjClock).
  • 7. Select the CSV file you just exported to and then click the Open button.
  • 8. The Text Import Wizard should pop up. Make sure the Delimited button is darkened. Click the Next button.
  • 9. In the next screen, check the comma check box in the Delimiters section. Click the Finish button.

    The Project Clock data should now show up in an excel sheet.





    Exporting Project Clock Data into QuickBooks


    Project Clock data can be exported to Intuit QuickBooks in two ways: using QBXML and IIS files.

    Exporting using QBXML

    If you have a newer version of QuickBooks (2003 or higher), you should export using QBXML. Before exporting you must setup the QBXML SQL export file and ensure that all account information you will be exporting is already setup in QuickBooks. If you look in the Project Clock data folder, you will see a SQL file called QuickbooksXMLbyProject.sql. The content of that file is shown below.

    Select CAST(StartTime AS DATE) AS QBDate, Name AS Customer, ProjectID AS ItemName, Description, (CAST((EndTime-StartTime) SECOND AS INTEGER)/3600) AS Quantity, P.Rate, "Accounts Receivable" AS AR_Account
    From TimeHist T, Projects P, Clients C 
    where T.ProjectID=P.ProjectID AND T.ClientID=C.ClientID AND StartTime Between DATE "2007-10-01" And DATE "2007-10-31" And EndTime IS NOT Null

    You will need to change this file to reflect your data. Do not delete any fields, they are all needed. Also, no field names can be changed but their values can be. For example, suppose you wanted to export data by Task instead of by Project and you wanted to use the client rate. Then your SQL would look like this:

    Select CAST(StartTime AS DATE) AS QBDate, Name AS Customer, TaskID AS ItemName, Description, (CAST((EndTime-StartTime) SECOND AS INTEGER)/3600) AS Quantity, C.Rate, "Accounts Receivable" AS AR_Account
    From TimeHist T, Tasks J, Clients C 
    where T.TaskID=J.TaskID AND T.ClientID=C.ClientID AND StartTime Between DATE "2004-10-01" And DATE "2004-10-31" And EndTime IS NOT Null

    The AR_Account field is the QuickBooks accounts receivable field to which the billed time will be exported. In this case, we used the general "Accounts Receivable" account but you can use any other accounts receivable account you have setup in QuickBooks.

    The filter (the WHERE clause) can be changed to whatever you like. In this case, we only wanted to export time data from the month of October.

    You must ensure that all account information you will be exporting is already setup in QuickBooks. Each customer and item name and description you are exporting must already be setup in QuickBooks.



    Exporting to IIS Format

    If you have an older version of QuickBooks (2002 or below), you should export to QuickBooks using IIS files. Before exporting you must setup the IIS SQL export file and ensure that all account information you will be exporting is already setup in QuickBooks. If you look in the Project Clock data folder, you will see a SQL file called QuickbooksXMLbyProject.sql. The content of that file is shown below.

    Select CAST(StartTime AS DATE) AS QBDate, Description, ((CAST((EndTime-StartTime) SECOND AS INTEGER)/3600) * Rate) as Cost, Invoice 
    From TimeHist T, Projects P 
    where T.ProjectID=P.ProjectID AND StartTime Between DATE "2007-10-01" And DATE "2007-10-31" And EndTime IS NOT Null

    You will need to change this file to reflect your data. Do not delete any fields, they are all needed. Also, no field names can be changed but their values can be. For example, suppose you wanted to export data by Task instead of by Project and you wanted to use the client rate. Then your SQL would look like this:

    Select CAST(StartTime AS DATE) AS QBDate, Description, ((CAST((EndTime-StartTime) SECOND AS INTEGER)/3600) * Rate) as Cost, Invoice 
    From TimeHist T, Tasks J 
    where T.TaskID=J.TaskID AND StartTime Between DATE "2007-10-01" And DATE "2007-10-31" And EndTime IS NOT Null

    The filter (the WHERE clause) can be changed to whatever you like. In this case, we only wanted to export time data from the month of October.



    Exporting Current Project to MS Project


    To export a project to Microsoft Project you must first select a project by clicking on it in the Detail tab of the Data Manager or navigate to it on the Data Manager's Projects entry form. Then choose File | Export Project to MS Project.



    Importing MS Project Project



    To import a Microsoft Project project into Project Clock choose File | Import Project from MS Project from the Data manager menu. A file selection dialog will appear. Choose the MS Project project file you want to import and click Open.


    Re-indexing Tables



    Over time, one of your tables may become corrupted. See the section Avoiding Corruption to learn more about table corruption. Usually when a table is corrupted, you will see an error message such as:

    ElevateDB Error #601 The table TimeHist is corrupt (Invalid index page number specified for retrieval from cache) 

    Corrupted tables must be re-indexed to make them function properly. Re-indexing or repairing the table is simple. Just select the corrupted table in the Detail view and then choose File | Re-index Table from the Data Manager menu. It does no harm to re-index a non-corrupt table.

    Elevate DB Manager

    If you are unable to open the application to do a re-index, you can get the DB Manager. The DB Manager is a utility from Elevate Software, the makers of the database engine used in Project Clock. Use this program to repair the affected table.

    Last Resort

    If after trying all these solutions you still have problems, you can zip up the problem data files and e-mail them to CyberMatrix support.


    Archiving Old Data



    Project Clock contains an archive function that moves old time records from the time history table into an archive table. No other tables are affected by this process.
     
    To archive old time history data, do the following. In the Data Manager screen, choose Records | Archive History Data. This will bring up the archive dialog.



    Choose the start and end date. On pressing the OK button, all time records having a date within the period chosen will be moved to the Archive table.

    Press the Cancel button to cancel the archive process.

    Archiving selected records

    You may also archive all records selected in the Data Manager detail grid by selecting Records | Archive Selected Records from the Data Manager menu.

    Unarchiving selected records

    You unarchive records in a similar manner. In Detail view, select the Time History Archive table. Select the records you wish to unarchive. Then choose Records | Restore Selected Archived Records from the main menu.

    Note that the ID field of the TIme History table is an auto-increment field which cannot be changed. So on Unarchive new ID's will be created for the unarchived records.


    Backing up Data



    In Project Clock, there are two ways to backup your data: manually and automatically. To manually create a backup of your data, choose Records | Backup Data from the menu in the Data Manager screen. Running this function will create a zip file in the Data\Backup folder. The zip file will have a name consisting of the current date and time the archive was completed.


    Automatically Backing up Data

    To have your data automatically backed up after a certain number of minutes (or hours), set the auto backup options in the Options screen.


    Restoring data



    To restore previously archived data choose Records | Restore Data from the Data Manager menu. A file select dialog will pop up allowing you to choose the archive you would like to restore.




    Inactivating Accounts



    Eventually you may wish to remove obsolete projects, tasks or clients from the system. You can simply delete the unwanted accounts but you will have problems when running reports on old data. Instead, you can simply assign accounts as inactive. To do this for a project, for example, just use the Data Manager to view the Projects table and uncheck the active field for the projects you wish to inactivate. Inactivated accounts will not show up on any of the Project pull-down lists.


    Assigning Rates


    In Project Clock rates can be assigned to people, projects, clients, tasks and user projects. To assign rates to people you will need to use the Data Manager to edit the rate fields in the Security table. By adding login IDs and rates to the UserProjects table you can have different rates for each person and project.

    Note that you may have to modify the reports to make them use the rate you desire. Or you can ask us to do it for you.

    See also: Data Manager


    Preventing Data Corruption


    Note that corruption is very unlikely to occur in the client/server and web-based editions of Project Clock.

    Project Clock uses a local database to store its data. Unfortunately, local databases are susceptible to corruption if the computer is shut down abnormally. Corruption occurs while the program is in the middle of writing to the database and the program is prevented from completing the write. For this reason, you should always perform proper shutdowns. You should never shut off the computer or reset it, while Windows is still running. Perform a proper shutdown by choosing Shut Down and either Restart or Shutdown from the start menu. If your system starts to act abnormally, try exiting Project Clock first and then perform a proper shutdown.

    If your system appears frozen, first try hitting the Ctrl + Alt + Delete key combination. This should bring up a task list. You may be able to end the task that is no longer responding. Sometimes the system will crash so hard that you cannot even bring up the task list. If this happens, reset the machine and repair any corrupted Project Clock tables if necessary.


    See Also: Re-indexing Tables


    Project Clock Table Details



    Project Clock has ten tables: Clients, Currencies, Estimates, Expenses, Invoices, Items, Projects, Tasks, Time History, Time History Archive.

    Project Clock Pro, C/S and Web have six additional tables: Security, Workgroups, UserClients, UserProjects, Users and UserTasks.

    Clients
    This table lists all the different clients and their details. Here are the field sizes and descriptions:

    ClientID - Text - 15 - unique
    Name - Text - 50
    Contact - Text - 50
    Address1 - Text - 20
    Address2 - Text - 20
    City - Text - 15
    State - Text - 15
    Country - Text - 15
    Postal - Text - 15
    E-mail - Text - 50
    Web - Text - 50
    Phone - Text - 20
    Fax - Text - 20
    Rate - Currency
    Active - Boolean
    DepositHours - Integer

    The ClientID field links to the ClientID field in the Projects table. The deposit hours field indicates the number of hours this client has paid for in advance. The deposit hours field would only be used by someone like a lawyer that is paid on retainer. 

    Currencies
    This table lists all the different currencies and their details. Here are the field sizes and descriptions:

    Currency - Unsigned Integer - unique
    Description - Text - 5
    Symbol - Text - 1
    ExchangeRate - Float

    Estimate
    This table keeps track of all the different project estimates. Here are the field sizes and descriptions:

    EstID - AutoInc - unique
    Description - Text - 15
    ProjectID - Text - 15
    TaskID -Text - 15
    ClientID - Text - 15
    LoginID - Text - 30
    EstHrs - Float
    ActHrs - Float
    EstCost - Currency
    ActCost - Currency
    EstStart - Date
    EstFinish - Date
    ActStart - Date
    ActFinish - Date
    Priority - Word
    Status - Word
    EMail - String 50
    Notified - Boolean

    The ProjectID field links to the ProjectID field in the Projects table. The TaskID field links to the TaskID field in the Tasks table. The ClientID field links to the ClientID field in the Clients table. The LoginID  field links with the LoginID field in the Time History table. The Email field indicates who will be sent warnings when the project budget is close to being used up. The Notified field indicates whether the contact has been so notified.

    Expenses
    The Expenses table keeps track of all the expenses for different projects. Here are the field sizes and descriptions:

    ExpenseID - AutoInc - unique
    Description - Text - 50
    ProjectID - Text - 15
    TaskID -Text - 15
    ClientID - Text - 15
    LoginID - Text - 30
    Invoice - Text - 15
    Amount - Currency
    ExpenseDate - Date

    The ProjectID field links to the ProjectID field in the Projects table. The TaskID field links to the TaskID field in the Tasks table. The ClientID field links to the ClientID field in the Clients table. The LoginID  field links with the LoginID  field in the Time History table. The Invoice field links to the Invoice field in the Invoices table.

    Invoices
    The Invoices table lists all the invoices. Here are the field sizes and descriptions:

    Invoice - Text - 15 - unique
    Client - Text - 15
    InvoiceDate - Date
    PaidDate - Date
    Paid - Boolean

    The Client field links to the ClientID field in the Clients table. 

    Items
    The Items table lists all the different types of expense items and their costs. Here are the field sizes and descriptions:

    ItemID - String - 15 - unique
    Description - String - 25
    Cost - Currency

    Projects
    This table lists all projects along with a description, charge out rate and the client the to which account belongs. Here are the field sizes and descriptions:

    ProjectID - Text - 15 - unique
    Description - Text - 25
    Rate - Currency
    ClientID - Text - 15
    Active - Boolean
    DepositHours - Integer

    The ProjectID field links to the ProjectID field in the Time History table. The ClientID field links to the ClientID field in the Clients table. If clients are assigned to any projects, when a new client is selected only the projects that are associated with that client will show up on the Project pull-down list. If no clients are associated with any projects then all projects will be listed. The deposit hours field indicates the number of hours this project has been paid for in advance. The deposit hours field would only be used by someone like a lawyer that is paid on retainer. 

    Security
    This table lists all the login IDs and their corresponding passwords. It is used to verify logins to the software. Here are the field sizes and descriptions:

    LoginID - text 30 - unique
    Password - text 10
    Rate - currency

    Tasks
    This table lists all the different tasks and their descriptions. Here are the field sizes and descriptions:

    TaskID - text - 15 - unique
    Description - Text - 25
    Rate - Currency
    ProjectID - Text - 15
    Priority - Word
    IssueDate - Date
    CompleteDate - Date
    Active - Boolean

    The TaskID field links to the TaskID field in the History table. The ProjectID field links to the ProjectID field in the Projects table. If projects are assigned to any tasks, when a new project is selected only the tasks that are associated with that project ill show up on the Task pull-down list. If no projects are associated with any tasks then all tasks will be listed. The Priority, IssueDate and CompleteDate fields can be used to make the Tasks table a ToDo list.

    Time History
    This table lists all the time charge records. It is a history of all time billed to your different accounts. Here are the field sizes and descriptions:

    ID - AutoInc - unique
    LoginID - Text - 30
    ClientID - Text - 15
    ProjectID - Text - 15
    TaskID -Text - 15
    StartTime - TimeStamp
    EndTime - TimeStamp
    Comments - Text - unlimited
    Sync - Boolean
    Invoice - Text - 15
    Printed - Boolean
    Billable - Boolean
    Item - String - 15
    NumItems - Word
    BillingType - Word

    The LoginID field links to the LoginID field of the WorkGroup table, the UserProjects table, the Security table and the User tables. In the Data Manager tabs, the Login ID pull-down lists will use the Workgroup table if security has been enabled and the Limit Use To Workgroup option has been set. The Security table will be used if security has been enabled and the Force Login option has been set. Otherwise the Users table will be used. The ProjectID field links to the ProjectID field in the Projects table. The TaskID field links to the TaskID field in the Tasks table. The ClientID field links to the ClientID field in the Clients table. The Invoice field links to the Invoice field in the Invoices table. The Item field link to the ItemID field of the Items table. The BillingType field indicates which type of hours the employee logged. The value for this field can be:
  • 0 - normal hours
  • 1 - holiday hours
  • 2 - sick day hours
  • 3 - overtime hours

    Time History Archive
    The Time History archive table lists all the old records no longer seen in the Time History table. When the archive function is executed, the archived records end up here. This table has exactly the same format as the Time History table.

    Users
    This table lists the different users of the software. Here are the field sizes and descriptions:

    LoginID - text 30 - unique
    LastIn - TimeStamp
    LastOut - TimeStamp
    Rate - currency

    The LoginID field links with the LoginID field in the Time History table. 

    User Clients
    This table lists the clients assigned to the different users. Here are the field sizes and descriptions:

    LoginID - text 30
    ClientID - Text - 15
    Rate - currency

    The ClientID field links to the ClientID field in the Clients table. The LoginID field links to the LoginID field of the Users table, the WorkGroup table and the User tables. 

    NOTE: As soon as there is even one record in this table, users can only access clients that have been assigned to them in this table. If no clients have been assigned to them they will see all the clients. 

    User Projects
    This table lists the projects assigned to the different users. Here are the field sizes and descriptions:

    LoginID - text 30
    ProjectID - Text - 15
    Rate - currency

    The ProjectID field links to the ProjectID field in the Projects table. The LoginID field links to the LoginID field of the Users table, the WorkGroup table and the User tables. 

    NOTE: As soon as there is even one record in this table, users can only access projects that have been assigned to them in this table. If no projects have been assigned to them they will see all the projects. 

    User Tasks
    This table lists the tasks assigned to the different users. Here are the field sizes and descriptions:

    LoginID - text 30
    TaskID - Text - 15
    Rate - currency

    The TaskID field links to the TaskID field in the Tasks table. The LoginID field links to the LoginID field of the Users table, the WorkGroup table and the User tables. 

    NOTE: As soon as there is even one record in this table, users can only access tasks that have been assigned to them in this table. If no tasks have been assigned to them they will not see any tasks. 

    Work Groups
    This table lists the different workgroups and the associated User ID's. Here are the field sizes and descriptions:

    WorkGroup - Text - 30 - unique
    LoginID - text 30

    The LoginID field links with the LoginID field in the Time History table. The LoginID field contains the loginid of the manager responsible for the workgroup.


    Reporting



    Project Clock has several reporting features. Visit the links below to find out more about them.

    Getting to know the Reporting Screen
    Reports explained
    Exporting reports to different formats
    Customizing reports



    Getting to know the Reporting Screen


    The Report Selector screen allows the viewing of several different time data reports.

    To access the Report Selector select View | Reports from the main menu. The following screen will pop up:



    The reporting screen consists of a menu, the report selector and the filters. See below for a description of each section.

    Menu

    The menu consists of three parts: File, Custom Reports and Help. Note that the Custom Reports menu is not seen on Project Clock Standard.

    File

    Print Setup - Brings up a print setup dialog so you can change printer options such as the printer used.
    Print - Sends the current report to the printer.
    Print Preview - Sends the current report to the screen so you can check it before printing.
    EMail Report - Sends an email with the current report attached as a PDF document.
    Close - Closes the reporting screen and returns to the main screen.

    Custom Reports

    New Reports - Brings up the custom report designer allowing you to create a new report.
    Edit Report - Show the report selector dialog to allow you to choose a report to edit in the custom report designer. Provided the SQL is not changed you will be able to preview the edited report inside the custom report designer.
    Print Report - Show the report selector dialog to allow you to print a custom report.
    Preview Report - Show the report selector dialog to allow you to print preview a custom report.

    Note that only managers and administrators can use the custom reporting features.

    The Report Selector

    The report selector consists of a list of all the available reports organized into a tree structure. To run a report first click on the report you wish and then choose either the Print Preview or Print button. The Print Preview button will show you how the report will look before you send it to the printer. You can open specific report category by double-clicking the category name or by clicking the + icon to the left of the category name. 

    The report list shows all the reports that exist in the Project Clock reports folder. If you do not need all the reports that show up here you can delete the ones you do not need from this folder. In the Reports folder is a folder called Examples. This contains additional reports that you might want to use.


    Filters

    The report filters allow you to limit the amount of data seen on the reports. See below for a description of the different filters.

    Date Filter
    Used to limit reports to a user-defined time period. The time period defaults to the current week but can be changed to any time period. If the Default to previous week option has been set, the date range will default to last week's dates. 

    Client filter
    Select a client to show only time charged to that client.

    Project filter
    Select a project to show only time charged to that project.

    Task filter
    Select a task to show only time charged to that task.

    User filter
    Select a User ID to show only time charged by that user. This field cannot be seen in Project Clock Standard and can only be used by Administrators or by Managers. Managers will only see people within the same workgroup they are in.

    Note that certain filters will not be available if they do not pertain to the selected report.


    Reports explained


    The Time Sheet Reports

    You may view different reports that show the current hour totals by week for all your listed projects. 

    Before viewing a report, choose a start date and end date. The start and end date default to the current week. To view a time sheet report for a time period, first choose a report type in the left radio group box, select the dates from the date picker and then click the OK button.


    Invoicing

    To generate an invoice, first set the date and project filters to select only those records for which you want to invoice. Select the Invoice radio button on the report selector box and press OK. A dialog box will pop up with a new invoice number. If you want to use a different number, enter it here. Press OK. The invoice should now show on the screen.

    Note: if you make a mistake and need to redo the invoice, you must enter the invoice number you used before.


    Rates

    Note that all main reports use the Project rate. If you want reports to show another rate such as the client or task rate you will need to modify the reports to show this rate. There are also several reports in the Examples folder that use other rates.

    See Also: Customizing reports


    Exporting reports to different formats


    The reports in Project Clock can be exported to several different formats:
  • Report file
  • Adobe Acrobat PDF - can be viewed by Adobe Acrobat.
  • HTML File - can be viewed in web browsers.
  • Excel Table - can be viewed in Microsoft Excel
  • Rich Text - can be viewed in most word processors like Word.
  • ASCII Text - can be viewed in and text editor.
  • CSV File - can be viewed in spreadsheet programs like Excel.
  • Open Document Spreadsheet (ODS) File - can be viewed in open document supported spreadsheets.
  • Open Document Text (ODT) File - can be viewed in open document supported word processors.
  • E-mail - can be sent via email.

    To export a report first preview by selecting File | Print Preview from the menu. When the report comes up on the screen click on the export icon on the toolbar. An export menu will appear. Choose the file type you would like the report exported to and set any export options. Then press the OK button. Type in the desired file name and press Save.


    Modifying reports and building your own



    Project Clock Pro comes with a powerful report designer feature. With the report designer you can create your own unique time reports or edit existing ones.

    Editing an Existing Report

    The easiest way to create a new report is to edit an existing one. Project Clock Pro comes with several pre-built reports. To edit one of these select Custom Reports | Edit from the Report Selector menu. A file select dialog will pop up allowing you to choose a report. After selecting a report, the report designer will appear. In the report designer you can add graphics and text to the report or even move fields around or add new ones. See the report designer help file for more details. To add new fields you will need to modify the SQL variable to include those fields. The SQL variable is explained below.

    Adding new fields to reports
    To add new fields to a report all you need to do is modify the report SQL to include the new fields and then add the new field boxes to the report. 

    Modifying the SQL variable:
    First start the report designer by editing a report as explained above. Now modify the SQL variable to include the new fields. From the menu choose Report | Variables. Click on the SQL variable. You will see the existing report SQL. Add the new fields to the end of the SELECT clause. Click OK to save the changed variable.

    Now add the new fields to the report:

    See the Creating Reports section below on how to add the new fields to the report.


    Creating Reports

    There are several steps to create your own reports.

    First create the report:
    Start the report designer by selecting Custom Reports | New from the Report Selector menu.

    Next assign the datasets
    Datasets are assigned in the Data tab to the right. Double click where it says No data available. In the selection dialog check frxDBDataset1. You will see the available data fields appear.

    Now create the SQL variable:
  • From the menu choose Report | Variables.
  • Click on the New Category button (the button with a glinting yellow folder icon). This will create a new category.
  • Name the category something like ReportVariables.
  • Click the New Variable button (the glinting fx button).
  • Call the new variable SQL.
  • In the Expression box, enter your SQL query. For example: SELECT * FROM TimeHist.
  • Click OK to save the new variable.

    Note that the existing template.fr3 report has this step completed for you already.

    Now add bands to the report:
  • Click on the Insert Band button (the button with the three squares and plus sign).
  • A list of band types will appear.
  • Click on Report Title, Page Header, Master Data (select the frxDataset1 Dataset) and Page Footer bands.

    Now add fields to the report:
  • In the Data tab to the right select the fields of the query you want to see on your report and drag them onto the Master Detail band positioning them where you want them. The Master Detail band is the long rectangle in the middle of the report with the blue heading.

    Note that the fields available may not match what you have added to the SQL variable. If that is the case you will have to save the report (if you haven't already), close the report designer and reopen it. This will update the query to use the SQL the report is based on.

    Now add field labels to the report:
  • Click on the Text Object button (the button with the ab on it).
  • No click on the Page Header band where you want the first field caption to appear.
  • A dialog will pop up allowing you to type the text for the field label. Type the text and press the green check mark to save.
  • Repeat this for all other field labels.

    Your report should now work. Save the report. Press the Close button to return to the Reporting Screen. Choose Custom Reports | Preview Report from the menu. Select your new report and press OK to see what your report will look like when printed. 

    Note that choosing File | Preview from the report designer menu may not work depending on what fields you've added to the report. To get the report to preview correctly from the report designer you will need to save the report (if you haven't already), close the report designer and the preview the report from the report selector screen. This will update the query to use the SQL the report is based on.

    Other Variables

    There are three other variables that you can use to make special reports. If you want to create an invoice report you must create and set the SubSQL variable and the Invoice variable. These variables are created the same way the SQL variable is created. The SubSQL variable is used to create data for the bottom section of the invoice report. In the Invoice Report.fr3 report, you will see that this SubSQL variable is used to show expense data on the invoice. For invoice reports, you must also set the Invoice variable to 'true'.

    If you want to create a timesheet report, you must create the Timesheet variable and set it to 'true'. Note that for timesheet reports the SQL must follow a special format. The first field is the key field. This is the field that the timesheet will be sorted and grouped on. The next field in the query must be the Date field, the date the time charges were made. The third field must be the hours field, the amount of time charged. After these three fields you can put any other fields you wish.

    There are several other variables that you can use to customize your reports. See a description of each variable below:
  • varDateFrom - prints out the report start date filter
  • varDateTo - prints out the report end date filter
  • varCurrencyStr - prints out the currency character used on your machine
  • varSystemDate - prints out the current date
  • varDateTime - prints out the current date and time
  • varLogin - prints out the login ID of the current user
  • varSalesTax - prints out the sales tax setting from the Options Screen.
  • varInterest - prints out the interest to charge for late reports. See interest settings on the Reporting tab in the Options Screen.

    Report Functions

    There are several report functions that can be used to format data and output special values.

    FracRound() - rounds decimal numbers according to the rounding options.
    WeekDayName() - outputs the day of the week for a date field.
    HoursToTime() - converts an hours value in decimal form to hours and minutes form.
    FormatTime() - formats a time field based on your system time format.
    FormatDate() - formats a date field based on your system date format.
    FormatCurr() - formats decimal numbers based on your system currency format.
    FormatDec() - formats decimal numbers based on your system currency format.

    Here is an example as to how to use these functions in a report memo field:
    [FormatDate(<frxDBDataset1."StartTime">)]


    Converting Old .frf Custom Reports to the New .fr3 Format

    If you have created custom reports in the old .frf format they will need to be converted to the new .fr3 format. If you still have the old version of the software you can save the frf reports to the fr3 format. To do this open the old report in the Report Designer. Choose File | Save As from the menu. In the Save as type pull-down list choose FastReport3 form (*.fr3). Alternatively you can download the report converter program. You can download the converter from:

    http://www.cybermatrix.com/download/fr2x-fr3converter.zip

    Unzip the file to a folder somewhere. Run the fr3convert.exe program and click on the Select Report Files tab. Click the Open Folder icon and locate the reports folder containing the .frf files. Click the button with the green arrow to convert the reports.

    Each report must be tweaked manually to fully convert it. Here are some guidelines:
  • set designer to free bands placement - in designer choose View | Options and set the Free bands placement option
  • open report
  • assign datasets - choose Report | Data - select frxDBDataset1 and frxDBDataset2 if your report uses a sub report.
  • set master detail band dataset to frxDBDataset1
  • all fields must be preceded by the dataset and enclosed in quotes. Eg. [frxDBDataset1."WeekStart"]
  • fields referenced in expressions must be surrounded by <> not [] i.e. [FormatDec(<frxDBDataset1."Total">)]
  • set group conditions in this format Eg. frxDBDataset1."WeekStart"
  • for summing numbers in string fields must use StrToFloat or Int function i.e. [FormatDec(Sum(StrToFloat(<frxDBDataset1."Total">)))]
  • variables referenced in code must be surrounded by <> not []
  • any report variables will need to be recreated as they will not convert over


    Additional Help

    See the user report manual help file for more details on report design (choose Help | Report Designer from the Reporting Screen menu).


    Using Project Clock for Billing and Invoicing



    Whenever a person punches in and out of a client, project and/or task a time record is created. Each time record can be assigned an invoice number. The invoice can be added manually using the Manage Time History screen. This can be tedious however if you have many time records to bill for. An easier way to assign many time records to an invoice is to simply run an Invoice report from the reporting screen. When an invoice report is printed or previewed you will be prompted for an invoice number. You can use the auto-generated invoice number or enter your own invoice number. After entering the invoice number and pressing OK the invoice number is associated with all the time records that show on the report based on the set report filters. In this way you can create separate invoice for separate people, clients, projects or tasks within a specific date range.

    In addition to time billing, expenses can also be billed. Any expenses a person enters in the Manage Expenses screen can be assigned the very same invoice number. In this way the expense item will also show up on the expense report.

    See also: Manage Time History, Getting to know the Reporting Screen, Manage Expenses screen


    Differences between the Project Clock versions



    There are currently five different versions of Project Clock: Project Clock Standard, Project Clock Pro, Project Clock Client/Server, Project Clock Palm and Employee Project Clock.

    Project Clock Standard and Project Clock Pro

    There are two major differences between the Pro and Standard versions of Project Clock. First, the Pro version can be used in a multi-user network environment in order to store time data for many different users. Secondly, the Pro version has the ability for any user of the software to create their own reports using the Report Design tool.

    In addition, the UserID or machine name is very important in the Pro version. If you move your data to a machine having a different UserID, you may not see your old data. To get around this you will need to enable security and login as admin in order to see the data associated with the other UserID.

    Project Clock Pro also has the following additional features:
  • a spreadsheet-like timesheet entry form
  • the ability to change the location of the program's data files

    Project Clock Pro is ideal for power users and for those companies that wish to share their project time data over a network.

    Project Clock Client/Server

    Project Clock Client/Server has all the main features of Project Clock Pro except that it's data can be shared over a TCP/IP (Internet) connection. This version is ideal for those who must share data remotely though the Internet.

    Project Clock Web
    Project Clock Web can run from a browser on virtually any operating system. The web version of Project Clock is ideal for small or large numbers of simultaneous users in any environment who need to access time charge data over the company intranet or Internet. Due to the limitations of HTML, not all the features of the Windows versions of Project Clock can be found in the web version.
    Project Clock Palm
    Project Clock Palm runs on PalmOS based hand held computers. Project Clock Palm can be used by itself to collect time spent on different projects. However, the main use of Project Clock Palm is to allow the data collected on the Palm to be imported into the Windows version of Project Clock.
    Project Clock for PocketPC
    Project Clock for PocketPC runs on PocketPC hand held computers running Microsoft Windows Mobile OS. Project Clock for PocketPC can be used by itself to collect time spent on different projects. However, the main use of Project Clock for PocketPC is to allow the data collected on the PocketPC to be imported into the Windows version of Project Clock.
    Employee Project Clock
    Employee Project Clock is similar to Project Clock Pro but with a few important exceptions. Unlike Pro, Employee PC does not have the Client field and time records are not stamped with the person's network LoginID. Instead, Employee Project Clock has the Employee field. When using Employee Project Clock each Employee must choose their name from a pull-down list before they start or stop billing. Employee Project Clock was intended to replace the old clunky time-card machines.


    Frequently Asked Questions



    Questions for users new to computers and the Internet
    Questions about CyberMatrix Software
    Questions about CyberMatrix Software Licensing
    Database/Multi-user questions
    Client/Server questions
    Enterprise questions
    Questions about Project Clock 


    Questions about Project Clock

    Q. I am using Project Clock Pro. I punched in an now I cannot select another project. Why is this?
    A. After you have punched in you cannot select a different project unless you set the Simultaneous Billing option.

    Q. I am using Project Clock Pro. Everything was working fine until I added a record to the User Projects table. Now there are no projects showing up in the pull-down lists. What happened?
    A. As soon as there is even one record in the User Projects table, users can only access projects that have been assigned to them in this table. If no projects have been assigned to them they will not see any projects. To get your projects back either delete all records from the User Projects table or add records to setup all users for the projects they require. You can delete these records using the Data Manager or from the Manage User Projects screen.

    Q. I have entered tasks so why are there are no Tasks in the Task pull-down list?
    A. Probably you either assigned Tasks to Projects in the Tasks table or you entered records in the UsersTasks table. As soon as there is even one record in the UserTasks table, users can only access tasks that have been assigned to them in this table. If no tasks have been assigned to them they will not see any tasks. To get your tasks back either: 1) remove all project assignments to your tasks or assign all tasks to only the projects they relate to 2) delete all records from the UsersTasks table or add records to setup all users for the tasks they require.

    Q. Why does the Project field get cleared when I choose a Client? 
    A. When you choose a Client only those Projects that have been associated with that client will show up in the Project pull-down list. If the Project is not in that list, it will be cleared. To prevent this you should assign each Project with a particular Client. You assign clients to projects by editing the projects table in the Data Manager.

    Q. I was able to run reports and create invoices before, but now when I go into the reports screen the left hand side of the dialog box is blank. The radio box selection of the various reports is not there. The print preview buttons on the bottom are there, but they do nothing because I can't select a report. How do I get the reports back?

    A. This means Project Clock cannot find any reports in the Reports folder. Usually this means the Reports folder has been changed to a folder that does not  have any report files in it. From the menu choose View | Options then click the Reporting tab. Verify that the Reports Location is a valid reports folder. Reinstalling the software should also correct the problem.


    Q. Why doesn't auto-fill work? Whenever I try to type in a comment after punching in it won't let me as it tries to fill it in with an old comment

    A. The auto-fill feature works just as it is supposed to. Some people do not seem to realize they can press the Delete key or Backspace key to remove the auto-filled text they don't need. If you don't like the auto-fill feature you can turn it off in the Configuration screen.


    Q. How do you specify for which employee you are recording time? 

    A. With Project Clock Pro or C/S the Windows login ID is used to differentiate employees. If you enable security and set the Force Login option that login ID is used to differentiate employees. 


    Q. I purchased Project Clock why does the program still say unregistered? 

    A. If you purchased Project Clock Standard the registration method will not work with Project Clock Pro. Visit the Project Clock web page to download Project Clock Standard. Also, make sure you have version 3.01 or higher of Project Clock.


    Q. I have Project Clock Pro but I can't edit the items of the grid in the data view screen.

    A. It sounds like you enabled security. When security is enabled, you must login as Admin before you can edit the Projects and Tasks tables. See the on-line help for more information.


    Q. Why is there a big X across the Project Clock System Tray icon?

    A. The X indicates that Project Clock is currently not charging time to an account.


    Q. I use the rounding options. Why do the timesheet reports have different totals than the Invoice reports? 

    A. What is happening is that in the timesheet reports the day totals are each rounded separately and then added together. The Invoice rounds the totals directly so there will always be rounding differences. If we change the timesheet totals to round directly, we'll get complaints from other customers that the day totals don't match. Not much we can do. 


    Q. How can I export a report to Word or Excel? 

    A. Reports can be saved in RTF format which can be read in Word, or CSV format which can be read by Excel. 


    Q. We have a multi-user license for Project Clock Pro. I notice that there are several records that start precisely at 12:00:01 AM. Are the user's entering time incorrectly or is this some kind of bug?

    A. These records are entirely valid. They result from using the Add Hours feature. You can tell because of the start time, which the database interprets as 0 hours.


    Q. You have a report that is almost exactly what I need except I want to use the Task rate not the project rate. How do I build a report that uses the Task rate instead of the Project rate?

    A. The Project Clock Flash demo contains a section that shows you exactly how to do this.


    Project management


    The Project Management features of Project Clock allow you to keep track of your project's estimated and actual costs and completion times.

    To access the project management feature choose Tools | Manage Estimates from the main menu. This will bring up the Manage Estimates screen. The screen should look like this:



    See below for a description of the fields on this screen.

    Project ID

    Which project time is being charged to.

    Task ID

    This is an additional code for the current project.

    Client ID

    The client work is being charged to.

    Login ID

    Network user name of the person time is billed to.

    Estimated hours

    The number of hours estimated for completing the project.

    Actual hours

    The actual number of hours that were billed for the project.

    Estimated cost

    The estimated cost of the project.

    Actual cost

    The actual cost of the project.

    Estimated start date

    The estimated date the project will start.

    Actual start date

    The actual date the project started.

    Estimated finish date

    The estimated date the project will finish.

    Actual finish date

    The actual date the project finished.

    Priority

    A positive integer representing the priority of the project. A priority of 1 will be the highest priority.

    Status

    A positive integer representing the project's status.

    See also: Managing Estimates


    Logging Features


    Project Clock has two logging features: application logging and time history logging. On close, Project Clock will write to a file called PClock.log in the Project Clock data folder. This text data file contains the date and time each person started and stopped using Project Clock along with their username. If the Log Time History Changes option has been set, a file called TimeHist.log will be found in the data folder. This file documents every change made to the TimeHist table.



    Configuration settings


    Project Clock saves configuration setting in two locations: your CyberMatrix Documents and settings folder and your data folder. The path to your CyberMatrix Documents and settings folder will look something like this and its location will depend on how Windows was installed and what version you are using: C:\Documents and Settings\[UserName]\Application Data\CyberMatrix. This folder will contain a file called PClock.ini that contains your default settings. Your data folder will default to Documents and Settings\[UserName]\Application Data\CyberMatrix\ProjClock on new installs. Project Clock will attempt to use your old data folder on upgrading. The data folder will contain another file called PClock.ini which contains your global configuration settings.

    In the client server version of Project Clock, the configuration file in the data folder will be overwritten periodically by the server's configuration file.


    Command Line features


    Project Clock Pro and Client/Server have a command line feature that allows SQL files and SQL script files to be run from a command line. This means SQL statements can be run from a shortcut or batch file. The SQL will only run if the security feature has not been enabled. Project Clock also cannot be running on your machine when you run the SQL. After running the SQL Project Clock will close. For Client/Server users, the command line features do not work on the server software only the client and the server must be running. To execute a SQL file create a batch (.Bat) file or a shortcut with the following:

    [Path to Project Clock executable] /EXECSQL [Path to script file]

    Eg. "C:\Program Files\Project Clock\ProjectClock.exe" /ExecSQL G:\Scripts\ArchiveData.SQL

    Note that only one SQL statement can be in a SQL file or an error will be seen. For multi-line SQL scripts you will need to use the SQL script feature. To execute a SQL script create a batch (.Bat) file or a shortcut with the following:

    [Path to Project Clock executable] /EXECSQLSCRIPT [Path to script file]

    Eg. "C:\Program Files\Project Clock\ProjectClock.exe" /ExecSQLScript G:\Scripts\ArchiveData.SQL

    SQL scripts need to use the script language of the ElevateDB engine. Below is an example of the format to use:

    SCRIPT
    BEGIN
    execute immediate 'DELETE from Projects where ProjectID like "PS%''';

    execute immediate 'INSERT INTO Projects (ProjectID,Description,Rate,ClientID,Active,DepositHours) VALUES('PSpec'','Piping Specs',100,'ACME'', TRUE,0)';
    END


    Multi-language support



    This program can be configured to support almost any language. Currently only English is supported. However, users of this software may easily create support for their own language.

    This software uses language files to store all its internal text strings. These files end with the .lng extension. To create a language file for your language do the following:

    Simply open the existing English.lng file with any text editor such as Notepad. 

    You will see that the language file is split into two sections [Translations] and [Messages]. To convert to your language replace all the strings to the right of the equal sign (=) with your language's equivalent. Do not translate the text to the left of the equal sign. You do not have to convert lines starting with ; as these are comment lines and are ignored by the translator. You should not convert any text between square brackets [] as these are very important to the translator. 

    Note that menu captions use the ampersand (&) to enable a hot key on the character following it.

    Finally, save the modified text file to the name of your language, e.g. Francais.lng.

    To try out your language file select File | Language from the main menu and select your language.

    Please be sure to send us your translations so we can allow everyone else to use your language with this software as well. Contributors will be noted on this page.




    Purchasing Project Clock



    You may freely evaluate the trial version Project Clock without any cost for a period of 30 days. If you wish to continue using the program after 30 days, you must purchase it from CyberMatrix. If you do not wish to purchase the program after 30 days, you must uninstall it from your computer. 

    After 30 non-consecutive days from the time of installation, the software will cease functioning. Even if the software ceases functioning, your data will remain intact. When you purchase Project Clock and reinstall over the expired trial version you will be able to access your old data again.


    Non-profit Discount

    Not for profit agencies are entitled to a 10% discount, when software is purchased directly from CyberMatrix. 

    There are several ways to purchase Project Clock:

    All CyberMatrix software can be purchased directly from CyberMatrix by credit card, fax, phone, funds transfer, purchase order or by regular postal (snail) mail. Note that all prices are in U.S. dollars


    Fax

    For fax orders click here to fill out the order form and fax toll free to 1-866-425-2670


    Internet Secure Server

    The full commercial version of this program can be purchased immediately on the Internet by credit card via an Internet secure link. Please go to:

    http://www.cybermatrix.com/


    Phone

    For phone orders using a credit card you may call CyberMatrix directly at (250)503-1009.


    Toll Free

    For phone orders by credit card, call toll free in Canada and the U.S.: 1-888-664-0383


    Funds Transfer

    Funds may be transferred directly from your bank account to ours. Contact us for account information. There is an additional $10 charge for orders under $300 when using this option.


    Snail Mail

    You can also purchase Project Clock by printing and filling out the order form and sending it by regular postal mail. 


    Purchase Order

    Companies and government agencies may purchase this software by way of purchase orders. Standard credit references are required before PO's may be processed. This information may be faxed toll free to 1-866-425-2670


    After Purchasing

    After you have purchased Project Clock, you will receive from CyberMatrix the full commercial version of Project Clock and instructions on registering the software. The commercial version can be sent out on disk for an extra fee or downloaded from the Internet for free.

    If you have chosen not to receive the software on disk, when your order and payment has been received you will promptly be e-mailed a registration key. It is therefore very important to include a valid e-mail address when you place your order. Instructions will be provided on how to use the registration key with the program.


    Upgrade Information

    All registered users of Project Clock are guaranteed all future product revisions, both major and minor will be provided free of charge for a minimum of six months after the date of purchase.

    Any major revisions after six months may accompany an upgrade fee that will be not more than 50% of the suggested retail price for said revision.

    All upgrades will be made available for electronic download.



    See also: Order Forms, Bulk Purchases


    Order forms



    Order form for Project Clock Standard
    Order form for Project Clock Pro
    Order form for Project Clock Client/Server
    Order form for Project Clock Web


    Project Clock Standard Order Form

    Remit To:
    CyberMatrix Corp.
    3104-30th Ave
    Suite #224
    Vernon, B.C.   V1T 9M9
    Fax: 1-866-425-2670

    Name:      _________________________________________

    Company: _________________________________________

    Address:  _________________________________________

                    _________________________________________

                    _________________________________________

    Ship To:   _________________________________________

                    _________________________________________

                    _________________________________________

    (For credit card orders, the name and address must be exactly the same as they appear on your credit card and statement.)

    Phone:     _________________________________________

    E-mail:       _________________________________________


    [All prices in U.S. Dollars.]

    ___________  Single license $35.
    ___________  10  seats $325 or $32 / seat.
    ___________  25  seats $750 or $30 / seat.
    ___________  50  seats $1250 or $25 / seat.
    ___________  100 seats $2000 or $20 / seat.
    ___________  Site License $2500.

    ___________  SubTotal

    ___________  Internet download - FREE. (Make sure to include e-mail address.)
    ___________  Send program on electronic media (disk) - $5 ($15 registered).
    ___________  Send program by courier - $45 ($65 outside North America).

    ___________  Total

    Payment method

      [  ]  Check
      [  ]  Money Order
      [  ]  Visa - Credit Card Number: ________________________________ Expire Date: ___________
      [  ]  MC - Credit Card Number: ________________________________ Expire Date: ___________
      [  ]  Amex - Card #: ________________________________ CID #:___________  Expire Date:___________
      [  ]  Discover - Credit Card Number: ________________________________ Expire Date: ___________
      [  ]  Purchase Order: ______________________  
    (For P.O.'s please fax your standard credit references form to 1-866-425-2670.)

    Where did you hear about Project Clock:

    ________________________________________________________________


    Project Clock Pro Order Form

    Send To:
    CyberMatrix Corp.
    3104-30th Ave
    Suite #224
    Vernon, B.C.   V1T 9M9
    Fax: 1-866-425-2670

    Name:       _________________________________________

    Company: _________________________________________

    Address: _________________________________________

                    _________________________________________

                    _________________________________________

    Ship To:   _________________________________________

                    _________________________________________

                    _________________________________________

    (For credit card orders, the name and address must be exactly the same as they appear on your credit card and statement.)

    Phone:     _________________________________________

    E-mail:       _________________________________________


    [All prices in U.S. Dollars.]

    ___________  Single license $55.
    ___________  10  seats $500 or $50 / seat.
    ___________  25  seats $1125 or $45 / seat.
    ___________  50  seats $2000 or $40 / seat.
    ___________  100 seats $3000 or $30 / seat.
    ___________  Site License $3500.

    ___________  SubTotal

    ___________  Internet download - FREE. (Make sure to include e-mail address.)
    ___________  Send program on electronic media (disk) - $5 ($15 registered) .
    ___________  Send program by courier - $45 ($65 outside North America).

    ___________  Total

    Payment method

      [  ]  Check
      [  ]  Money Order
      [  ]  Visa - Credit Card Number: ________________________________ Expire Date: ___________
      [  ]  MC - Credit Card Number: ________________________________ Expire Date: ___________
      [  ]  Amex - Card #: ________________________________ CID #:___________  Expire Date:___________
      [  ]  Discover - Credit Card Number: ________________________________ Expire Date: ___________
      [  ]  Purchase Order: ______________________  
    (For P.O.'s please fax your standard credit references form to 1-866-425-2670.)

    Where did you hear about Project Clock:

    ________________________________________________________________


    Project Clock Client/Server Order Form

    Send To:
    CyberMatrix Corp.
    3104-30th Ave
    Suite #224
    Vernon, B.C.   V1T 9M9
    Fax: 1-866-425-2670

    Name:       _________________________________________

    Company: _________________________________________

    Address: _________________________________________

                    _________________________________________

                    _________________________________________

    Ship To:   _________________________________________

                    _________________________________________

                    _________________________________________

    (For credit card orders, the name and address must be exactly the same as they appear on your credit card and statement.)

    Phone:     _________________________________________

    E-mail:       _________________________________________


    [All prices in U.S. Dollars.]

    ___________  Single license $75.
    ___________  10  seats $700 or $70 / seat.
    ___________  25  seats $1625 or $65 / seat.
    ___________  50  seats $3000 or $60 / seat.
    ___________  100 seats $5000 or $50 / seat.
    ___________  Site License $6500.

    ___________  SubTotal

    ___________  Internet download - FREE. (Make sure to include e-mail address.)
    ___________  Send program on electronic media (disk) - $5 ($15 registered).
    ___________  Send program by courier - $54 ($65 outside North America).

    ___________  Total

    Payment method

      [  ]  Check
      [  ]  Money Order
      [  ]  Visa - Credit Card Number: ________________________________ Expire Date: ___________
      [  ]  MC - Credit Card Number: ________________________________ Expire Date: ___________
      [  ]  Amex - Card #: ________________________________ CID #:___________  Expire Date:___________
      [  ]  Discover - Credit Card Number: ________________________________ Expire Date: ___________
      [  ]  Purchase Order: ______________________  
    (For P.O.'s please fax your standard credit references form to 1-866-425-2670.)

    Where did you hear about Project Clock:

    ________________________________________________________________


    Project Clock Web Order Form

    Remit To:
    CyberMatrix Corp.
    3104-30th Ave
    Suite #224
    Vernon, B.C.   V1T 9M9
    Fax: 1-866-425-2670

    Name:       _________________________________________

    Company: _________________________________________

    Address: _________________________________________

                    _________________________________________

                    _________________________________________

    Ship To:   _________________________________________

                    _________________________________________

                    _________________________________________

    (For credit card orders, the name and address must be exactly the same as they appear on your credit card and statement.)

    Phone:     _________________________________________

    E-mail:       _________________________________________


    [All prices in U.S. Dollars.]

    ___________  Single license $35.
    ___________  10  seats $325 or $32 / seat.
    ___________  25  seats $750 or $30 / seat.
    ___________  50  seats $1250 or $25 / seat.
    ___________  100 seats $2000 or $20 / seat.
    ___________  Site License $2500.

    ___________  SubTotal

    ___________  Internet download - FREE. (Make sure to include e-mail address.)
    ___________  Send program on electronic media (disk) - $5 ($15 registered).
    ___________  Send program by courier - $45 ($65 outside North America).

    ___________  Total

    Payment method

      [  ]  Check
      [  ]  Money Order
      [  ]  Visa - Credit Card Number: ________________________________ Expire Date: ___________
      [  ]  MC - Credit Card Number: ________________________________ Expire Date: ___________
      [  ]  Amex - Card #: ________________________________ CID #:___________  Expire Date:___________
      [  ]  Discover - Credit Card Number: ________________________________ Expire Date: ___________
      [  ]  Purchase Order: ______________________  
    (For P.O.'s please fax your standard credit references form to 1-866-425-2670.)

    Where did you hear about Project Clock:

    ________________________________________________________________


    Multi-user Licenses



    The following rates apply to multiple purchases of Project Clock:

    Project Clock Standard

    Single license $35.
    10  users $325 or $32 / user.
    25  users $750 or $30 / user.
    50  users $1250 or $25 / user.
    100 users $2000 or $20 / user.
    Site License $2500 (up to ten different sites).


    Project Clock Pro

    Single license $55.
    10  users $500 or $50 / user.
    25  users $1125 or $45 / user.
    50  users $2000 or $40 / user.
    100 users $3000 or $30 / user.
    Site License $3500 (up to ten different sites).


    Project Clock Client/Server

    Single license $75.
    10  users $700 or $70 / user.
    25  users $1625 or $65 / user.
    50  users $3000 or $60 / user.
    100 users $5000 or $50 / user.
    Site License $6500 (up to ten different sites).


    Project Clock Web

    Single license $35.
    10  users $325 or $32 / user.
    25  users $750 or $30 / user.
    50  users $1250 or $25 / user.
    100 users $2000 or $20 / user.
    Site License $2500 (up to ten different sites).



    See also: Order Forms, Purchasing Project Clock


    Contact information



    Please feel free to contact CyberMatrix at any time regarding what you did or did not like about the product.* Is anything missing, broken or can something be improved? The greatest effort possible will be made to timely incorporate customer suggestions into future versions of this product.

    Customizations unique to your company's requirements can be performed for a negotiated fee. If you require certain features to be added to our software and cannot wait for a future version, you can pay to have the new features added immediately. Contact us for details. 

    Please email any comments or suggested improvements to CyberMatrix at feedback@cybermatrix.com


    Technical Support

    Technical support by e-mail is free of charge for all existing and potential CyberMatrix customers* for the most recent version of this software. Technical support by telephone during business hours is free of charge** for all existing and potential CyberMatrix customers for the most recent version of this software. 24-hour emergency phone support is available for a $25 (US) per incident fee. Visit this web page for details:
    http://www.cybermatrix.com/contacts.html

    Please be sure you have searched the help and the CyberMatrix web site first before requesting support.

    Customers with outdated versions of this software must purchase a yearly support contract for $100 or upgrade their software to the current version to continue with free email and non-emergency phone support.

    Please send any support requests to CyberMatrix support@cybermatrix.com



    * Please assign a single representative of your company to contact CyberMatrix regarding support issues. Feedback is welcomed from anyone but only the designated support representative will be guaranteed a response. No e-mail support is available for CyberMatrix freeware although bug reports are welcomed and may be responded to.

    ** May be subject to change in the future. No free phone support is available for CyberMatrix freeware.
     


    Product license



    BY RUNNING THIS SOFTWARE, YOU ARE CONSENTING TO BE BOUND BY AND ARE BECOMING A PARTY TO THIS AGREEMENT. IF YOU DO NOT AGREE TO ALL OF THE TERMS OF THIS AGREEMENT, DO NOT EXECUTE IT.

    LICENSE GRANT.
    CyberMatrix Corporation grants you a non-exclusive license to use the Software free of charge for evaluation and trial purposes only for a limited time. THE TRIAL EDITION OF THIS SOFTWARE CONTAINS CODE THAT DISABLES MOST OF ITS FEATURES AFTER IT HAS BEEN EXECUTED A PREDETERMINED NUMBER OF DAYS. This License does not entitle you to hard-copy documentation, support or telephone assistance.

    DISCLAIMER OF WARRANTY. 
    The Software is provided on an AS IS basis, without warranty of any kind, including without limitation the warranties that the Software is merchantable, fit for a particular purpose or non-infringing. The entire risk as to the quality and performance of the Software is borne by you. Should the Software prove defective in any respect, you and not CyberMatrix Corporation or its suppliers assume the entire cost of any service and repair. In addition, the security mechanisms implemented by the Software have inherent limitations, and you must determine that the Software sufficiently meets your requirements. This disclaimer of warranty constitutes an essential part of the agreement. No use of the Software is authorized hereunder except under this Disclaimer.

    TERMINATION.
    The license granted will terminate after you have executed the program not more than thirty times unless you register the software. The license will terminate automatically if you fail to comply with the limitations described herein. You must destroy all copies of the Software upon termination.

    TERMS APPLICABLE WHEN LICENSE FEES PAID:

    LICENSE GRANT. 
    Subject to payment of applicable license fees, Licensor grants to you a non-exclusive license to use the Software and accompanying documentation ("Documentation") in the manner described below under "SCOPE OF LICENSE GRANT".

    LIMITED WARRANTY.
    Licensor warrants that for a period of ninety (90) days from the date of acquisition, the Software, if operated as directed, will substantially achieve the functionality described in the Documentation. Licensor does not warrant, however, that your use of the Software will be uninterrupted or that the operation of the Software will be error-free or secure. In addition, the security mechanisms implemented by the Software have inherent limitations, and you must determine that the Software sufficiently meets your requirements. Licensor also warrants that the media containing the Software, if provided by Licensor, is free from defects in material and workmanship and will so remain for ninety (90) days from the date you acquired the Software. Licensor's sole liability for any breach of this warranty shall be, in Licensor's sole discretion: (i) to replace your defective media or Software; or (ii) to advise you how to achieve substantially the same functionality with the Software as described in the Documentation through a procedure different from that set forth in the Documentation; or (iii) if the above remedies are impracticable, to refund the license fee you paid for the Software. Repaired, corrected, or replaced Software and Documentation shall be covered by this limited warranty for the period remaining under the warranty that covered the original Software, or if longer, for thirty (30) days after the date (a) of delivery to you of the repaired or replaced Software, or (b) Licensor advised you how to operate the Software so as to achieve substantially the same functionality described in the Documentation.

    Only if you inform Licensor of your problem with the Software during the applicable warranty period and provide evidence of the date you purchased a license to the Software will Licensor be obliged to honor this warranty. Licensor will use reasonable commercial efforts to repair, replace, advise or, for individual consumers, refund pursuant to the foregoing warranty within thirty (30) days of being so notified.

    If any modifications are made to the Software by you during the warranty period; if the media is subjected to accident, abuse, or improper use; or if you violate the terms of this Agreement, then this warranty shall immediately terminate. Moreover, this warranty shall not apply if the Software is used on or in conjunction with hardware or software other than the unmodified version of hardware and software with which the Software was designed to be used as described in the Documentation.

    THIS IS A LIMITED WARRANTY, AND IT IS THE ONLY WARRANTY MADE BY LICENSOR OR ITS SUPPLIERS. LICENSOR MAKES NO OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NONINFRINGEMENT OF THIRD PARTIES' RIGHTS. YOU MAY HAVE OTHER STATUTORY RIGHTS. HOWEVER, TO THE FULL EXTENT PERMITTED BY LAW, THE DURATION OF STATUTORILY REQUIRED WARRANTIES, IF ANY, SHALL BE LIMITED TO THE ABOVE LIMITED WARRANTY PERIOD. MOREOVER, IN NO EVENT WILL WARRANTIES PROVIDED BY LAW, IF ANY, APPLY UNLESS THEY ARE REQUIRED TO APPLY BY STATUTE NOTWITHSTANDING THEIR EXCLUSION BY CONTRACT. NO DEALER, AGENT, OR EMPLOYEE OF LICENSOR IS AUTHORIZED TO MAKE ANY MODIFICATIONS, EXTENSIONS, OR ADDITIONS TO THIS LIMITED WARRANTY.

    TERMS APPLICABLE TO ALL LICENSE GRANTS

    SCOPE OF LICENSE GRANT.

    You may:
  • Use the Software on any single computer; 
  • Use the Software on a network, provided that a licensed copy of the Software has been acquired for each machine permitted to access the Software through the network;
  • Copy the Software for archival purposes, provided any copy must contain all of the original Software's proprietary notices; or 
  • If you have purchased a Right to Copy license for multiple copies of the Software, make the number of copies of Software (but not the Documentation) stated on the packing slip or invoice, provided any copy must contain all of the original Software's proprietary notices. The number of copies on the invoice is the total number of copies that may be made. Additional copies of Documentation may be purchased from Licensor.

    You may not:
  • Permit other individuals to use the Software except under the terms listed above; 
  • Permit concurrent use of the Software;
  • Modify, translate, reverse engineer, decompile, disassemble (except and solely to the extent an applicable statute expressly and specifically prohibits such restrictions), or create derivative works based on the Software; 
  • Copy the Software other than as specified above; 
  • Rent, lease, grant a security interest in, or otherwise transfer rights to the Software; or
  • Remove any proprietary notices or labels on the Software.


    TITLE.

    Title, ownership rights, and intellectual property rights in the Software shall remain in CyberMatrix Corporation and/or its suppliers. The Software is protected by copyright and other intellectual property laws and by international treaties. Title and related rights in the content accessed through the Software is the property of the applicable content owner and is protected by applicable law. The license granted under this Agreement gives you no rights to such content.

    TERMINATION.

    This Agreement and the license granted hereunder will terminate automatically if you fail to comply with the limitations described herein. Upon termination, you must destroy all copies of the Software and Documentation.

    LIMITATION OF LIABILITY.

    UNDER NO CIRCUMSTANCES AND UNDER NO LEGAL THEORY, TORT, CONTRACT, OR OTHERWISE, SHALL LICENSOR OR ITS SUPPLIERS OR RESELLERS BE LIABLE TO YOU OR ANY OTHER PERSON FOR ANY INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES OF ANY CHARACTER INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOSS OF GOODWILL, WORK STOPPAGE, COMPUTER FAILURE OR MALFUNCTION, OR ANY AND ALL OTHER COMMERCIAL DAMAGES OR LOSSES. IN NO EVENT WILL LICENSOR BE LIABLE FOR ANY DAMAGES IN EXCESS OF THE AMOUNT LICENSOR RECEIVED FROM YOU FOR A LICENSE TO THE SOFTWARE, EVEN IF LICENSOR SHALL HAVE BEEN INFORMED OF THE POSSIBILITY OF SUCH DAMAGES, OR FOR ANY CLAIM BY ANY THIRD PARTY. THIS LIMITATION OF LIABILITY SHALL NOT APPLY TO LIABILITY FOR DEATH OR PERSONAL INJURY RESULTING FROM LICENSOR'S NEGLIGENCE TO THE EXTENT APPLICABLE LAW PROHIBITS SUCH LIMITATION. SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THIS EXCLUSION AND LIMITATION MAY NOT APPLY TO YOU.

    HIGH RISK ACTIVITIES.

    The Software is not fault-tolerant and is not designed, manufactured or intended for use or resale as on-line control equipment in hazardous environments requiring fail-safe performance, such as in the operation of nuclear facilities, aircraft navigation or communication systems, air traffic control, direct life support machines, or weapons systems, in which the failure of the Software could lead directly to death, personal injury, or severe physical or environmental damage ("High Risk Activities"). Accordingly, Licensor and its suppliers specifically disclaim any express or implied warranty of fitness for High Risk Activities.

    MISCELLANEOUS. 

    This Agreement represents the complete agreement concerning the license granted hereunder and may be amended only by a writing executed by both parties. THE ACCEPTANCE OF ANY PURCHASE ORDER PLACED BY YOU IS EXPRESSLY MADE CONDITIONAL ON YOUR ASSENT TO THE TERMS SET FORTH HEREIN, AND NOT THOSE IN YOUR PURCHASE ORDER. If any provision of this Agreement is held to be unenforceable, such provision shall be reformed only to the extent necessary to make it enforceable. This Agreement shall be governed by Alberta law, excluding conflict of law provisions (except to the extent applicable law, if any, provides otherwise). The application of the United Nations Convention of Contracts for the International Sale of Goods is expressly excluded.


    Other CyberMatrix software



    Pro Schedule
    Meeting Manager
    Project Clock
    Timesheets
    Employee Project Clock
    Class Scheduler
    Employee Scheduler
    In Out Scheduler
    Point Of Sale
    Clipboard Magic
    Reminder


    The latest [trial] edition of all programs can be obtained from http://www.cybermatrix.com


    Pro Schedule

    CyberMatrix Pro Schedule is an easy to use single or multi-user appointment scheduling calendar. Pro Schedule is ideal for doctors, dentists, nurses, health care workers, lawyers, veterinarians, driving instructors or any other professionals who are often scheduling appointments. Pro Schedule can be used in clinics, hospitals, beauty salons, office buildings, driving schools or anywhere else requiring personnel appointment scheduling. 

    There are four different editions of Pro Schedule: Pro Schedule Standard, Pro Schedule Client/Server, Pro Schedule Enterprise and Pro Schedule Web. Additional software allows Pro Schedule appointments to be synchronized with the PalmOS and Pocket PC calendar applications.

    Pro Schedule runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 64 MB RAM, 20 MB HD.

    For Pro Schedule Client/Server we recommend a dedicated XP, 2003, Vista, 2008 or Windows 7 server with 500 MB RAM and power backup to host the Pro Schedule server application.

    For Pro Schedule Web a dedicated Windows XP, 2003, Vista, 2008 or Windows 7 server is recommended. The clients require only a web browser.

    Pro Schedule Enterprise requires a database server such as Microsoft SQL server, MySQL or PostgreSQL.

    The Pro Schedule PocketPC synchronization utility requires a PocketPC device running Windows Mobile with .Net support or Windows CE.

    Pro Schedule Standard costs $100 for a single license, Client/Server is $200, Enterprise is $200 and Web is $100. Affordable multiple-user license packs are also available.



    Meeting Manager

    CyberMatrix Meeting Manager is an easy to use group calendar application for scheduling meeting rooms, reserving meeting rooms and scheduling resources.

    Use Meeting Manager to schedule conference rooms, schedule board meetings, reserve rooms, schedule resources, schedule A/V equipment, schedule classrooms, schedule church events, schedule rental cars, schedule driving instructors and even schedule tennis courts and squash courts. Meeting Manager can handle all your meeting scheduling needs.

    There are four different editions of Meeting Manager: Meeting Manager Standard, Meeting Manager Client/Server, Meeting Manager Enterprise and Meeting Manager Web. 

    CyberMatrix Meeting Manager runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 64 MB RAM, 20 MB HD.

    For Meeting Manager Client/Server we recommend a dedicated XP, 2003, Vista, 2008 or Windows 7 server with 500 MB RAM and power backup to host the Meeting Manager server application.

    For Meeting Manager Web a dedicated Windows XP, 2003, Vista, 2008 or Windows 7 server is recommended. The clients require only a web browser.

    Meeting Manager Enterprise requires a database server such as Microsoft SQL server, MySQL or PostgreSQL.

    CyberMatrix Meeting Manager Standard costs $100 for a single license, Client/Server is $200, Enterprise is $200 and Web is $100. Affordable multiple-user license packs are also available.


    Class Scheduler

    CyberMatrix Class Scheduler is an easy to use single or multi-user application for scheduling students classes. The software is ideal for schools and other educational institutions that need to quickly schedule classes.
    Class Scheduler runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 512 MB RAM, 20 MB hard disk space.
    Class Scheduler costs $100 (US) for a single license. Other license packages are available. 



    Project Clock

    Project Clock is a project time entry system. Project Clock is useful for consultants, lawyers, engineers, contractors, project managers or anyone else who must record time billed to different projects.

    Project Clock Pro can be accessed over a network and has custom reporting and timesheet entry features. Project Clock Client/Server can access data over an Internet connection. Project Clock Web can be accessed from any web browser. Project Clock Palm runs on hand held computers using PalmOS and can sync data with Project Clock for Windows. Project Clock CE runs on Pocket PC hand held computers using Windows CE and can sync data with Project Clock for Windows.

    Project Clock runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 64 MB RAM, 20 MB HD.

    For Project Clock Client/Server and Project Clock Web we recommend a dedicated XP, 2003, Vista, 2008 or Windows 7 server with 500 MB RAM and power backup to host the Project Clock server application.

    For Project Clock Web the clients require only a web browser.

    Project Clock Palm requires an Palm device running PalmOS v3.5 or higher.

    Project Clock CE requires an PocketPC device running Windows CE or Windows Mobile.

    Project Clock Standard and Web costs $35 for a single-user license, Project Clock Pro costs $55 for a single-user license, Project Clock Client/Server costs $75 for a single-user license. Project Clock Palm costs $20 for a single-user license or $10 for existing Project Clock customers. Network and site licenses are available. 



    Reminder

    CyberMatrix Reminder is a free software program that allows you to enter upcoming events that you need to be reminded of. When the event approached a reminder notice will pop up to remind you of the event.

    CyberMatrix Reminder is free and runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 32 MB RAM and 10 MB hard disk space.



    Timesheets

    CyberMatrix Timesheets is an easy to use Windows-based multi-user timesheet entry software application. Timesheets features simple, intuitive employee time entry by client, project and task. The custom reporting features allow existing reports to be changed and new reports to be added. CyberMatrix Timesheets is an ideal solution for those companies wishing to replace their old-fashioned paper-based timesheet entry. 

    CyberMatrix Timesheets was designed to provide an effortless transition for those accustomed to the traditional paper-based timesheet entry. The timesheet entry screen looks like a standard timesheet entry form. Unlike traditional timesheets though, managers can validate and edit their employees time immediately from their own computers without having to pore over scores of timesheet reports. 

    Timesheets has four different editions to accommodate the needs of various customer types. Timesheets comes in Standard, Client/Server, Enterprise and Web editions. The Standard, Client/Server and Enterprise editions have a simple intuitive graphical interface. While the Standard edition can be used with multiple users over a network, the Client/Server and Enterprise editions are better suited for large numbers of users. Only the Enterprise edition can be scaled up to handle massive user loads. The Client/Server, Enterprise and Web editions can be used with multiple users accessing employee time data over the company intranet or even the Internet.

    CyberMatrix Timesheets runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 256 MB RAM 20 MB HD

    For Timesheets Client/Server and Timesheets Web we recommend a dedicated XP, 2003, Vista, 2008 or Windows 7 server with 500 MB RAM and power backup to host the Timesheets server application.

    For Timesheets Web the clients require only a web browser.

    Timesheets Enterprise requires a database server such as Oracle, Microsoft SQL server, MySQL or PostgreSQL.

    CyberMatrix Timesheets Standard and Web costs $55 for a single license. CyberMatrix Timesheets Client/Server and Enterprise costs $75 for a single license. Network and site licenses are available. 


    Employee Project Clock

    Employee Project Clock is an employee time tracking system. This software package is useful for companies that must keep track of their employee's time.  

    Employee Project Clock can be used by multiple people over a network. Employee Project Clock Pro also contains a powerful custom reporting feature. With the custom reporting tool, those who need additional reports can easily build their own.

    Employee Project Clock is easy to use. Employees simply choose their name and optionally choose a project or job code. To start billing time punch in by pressing the In button. To stop billing, enter an optional comment and press the Out button to punch out. The time data is safely stored in the database for later reporting purposes.

    Employee Project Clock runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 512 MB RAM and 30 MB hard disk space.

    Employee Project Clock costs $75 for a single-user license. Network and site licenses are available. 



    Employee Scheduler

    Employee Scheduler is an easy to use single or multi-user software application for creating and managing employee schedules. Employee schedule administrators can save time by using Employee Scheduler to automatically generate optimal schedules for their employees. Employees can be assigned into categories, have their day/time availability and scheduling priority entered in order to affect the generated schedules. After automatic scheduling takes place, the manual scheduling features can be used to easily adjust the schedules graphically. The schedule exception features allow for managing holidays, leave and sick days. The time clock options allows the software to act as a time clock that records when employees arrive and leave for the day.

    Employee Scheduler sports an attractive intuitive display of your employee schedules. Use the schedule view to view by single employee, by all employees, by week and by employees in week. Filter by day, or employee. Employee Scheduler is multi-user ready, you can share schedule data over your network for all your employees. Exchange schedule data with other programs via the CSV import/export feature. Access data from other database applications using the separate ODBC driver. 

    CyberMatrix Employee Scheduler will run on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 512 MB RAM, 30 MB HD.

    Employee Scheduler  costs $100 for a single-user license. Network and site licenses are available. 



    In Out Scheduler

    CyberMatrix In Out Scheduler is a multi-user attendance tracking application that visually indicates which employees are out of the office and at what time and date they will return. It is an ideal solution for those companies wishing to replace their old-fashioned In/Out scheduling board. 

    In Out Scheduler was designed to provide an effortless transition for those accustomed to the traditional scheduling boards. To this effect, the software looks a lot like an actual scheduling board. Virtual pins are used to designate which employees are in, which are out and when they will return. Unlike the traditional scheduling boards, In Out Scheduler can be accessed by all employees from the comfort of their own computers.

    CyberMatrix In Out Scheduler runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 64 MB RAM 20 MB HD

    In Out Scheduler costs $64 for a single-user license. Network and site licenses are available. 



    Point Of Sale

    CyberMatrix Point of Sale is a software application for retail sales management. It is designed to run on an ordinary Windows PC with a receipt printer. A keyboard intercept bar code scanner and cash tray are optional.

    CyberMatrix Point of Sale can be used by businesses that sell goods, services or a combination of the two. For retail store chains, a server application can be setup to allow data sharing and synchronization between the different stores.

    CyberMatrix Point of Sale runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 512 MB RAM and 20 MB hard disk space. The server application requires at least 1 GB RAM.

    The CyberMatrix Point of Sale client costs $300 for a single-user license. Affordable multi-license packages are also available. 



    Clipboard Magic

    Clipboard Magic is a free Windows Clipboard extender. If you spend a lot of time cutting and pasting repetitive text Clipboard Magic can greatly improve your productivity.

    By default, any text copied to the Windows Clipboard is automatically stored in Clipboard Magic. The text can range from a single line to several pages. At the click of the mouse, any item is automatically copied back to the Windows Clipboard allowing you to paste the text in any Windows compatible document.

    The automatic clipboard archiving can be turned off. This feature is useful when manually editing the clipboard list. Another very handy feature of Clipboard Magic is that clipboard lists can be saved to external files for reloading later.

    Clipboard Magic is small, fast and unobtrusive. By default, the program runs from the Windows System tray allowing quick and easy access. Clipboard Magic can be configured to automatically start when Windows starts and to start minimized.

    Clipboard Magic is free and runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 256 MB RAM and 10 MB hard disk space.



    Questions for users new to computers and the Internet



    Q. What is Try Before You Buy or Trialware software?

    A. Trialware is software that you can try out or demo first. If you decide you like the software, you can then purchase it. When you purchase the program you will either be sent a separate fully functional program and/or you will be sent a registration key file or code with instructions on how to apply the key to your program. 


    Q. I already have program X installed but I downloaded a new version. Should I install to the same location as the older version?

    A. The proper way to upgrade to a new version is to backup any important Program X data files first, uninstall Program X and then install the new version of Program X in the same folder. However, many people simply reinstall right over the old version to save time. Make sure Program X is not running when you do this though.


    Q. How do I uninstall program X?

    A. Click the Start button to bring up the Start Menu. Then choose Settings and then Control Panel. Double click on the Add/Remove Programs icon. Select the program you wish to remove and then click the Add/Remove button. According to Windows development guidelines, no data files created by the user are to be automatically deleted during the uninstall. Therefore, there may be a few "crumbs" (files) left in the program directory. Therefore, if you uninstalled Program X, the folder C:\Program Files\Program X may contain a few data files. You will have to delete these manually.


    Q. I downloaded one of your programs called program.zip how can I run it?

    A. Files ending in .Zip are compressed files. To open these files in Windows usually you just have to double-click it and it will open as a folder. If you use an older version of Windows you will need an unzip program such as WinZip. You can find WinZip here: http://www.winzip.com. Once you have installed an unzip program like WinZip, when you double-click on a .zip file, you will see the contents of the zipped file. Then you can unzip the contents of the zipped file to a temporary file location such as C:\Temp.


    Q. OK I figured out how to unzip the file, but how do I install the program?

    A. To install the program double-click on the installer file usually called SETUP.EXE or INSTALL.EXE. This will start the installation process.


    Q. What is the "system tray"?

    A. The Windows system tray is the area to the right or the Windows task bar. Certain programs, including Project Clock and Clipboard Magic, will have small icons here.


    Questions about CyberMatrix Software



    Q. I have downloaded and installed your trial edition. Now I want to purchase. Will the purchased edition overwrite my data?

    A. No. Our business software was designed to leave existing data intact when upgrading the software. However, as a precaution you should always backup your data prior to upgrading. Any report files you have modified will be overwritten though. When you change a report you should save it with a new file name to prevent it being overwritten


    Q. I have downloaded and installed your trial edition. Now I want to purchase. After purchase do I just enter a key to unlock the trial edition? 
    A. No. After purchase you will have to install the full software. But you can install right over the trial edition and it will still use your old data. As a precaution always backup your data before upgrading.

    Q. I purchased Program X version 2.00. I notice now that version 2.10 is out. If I upgrade, will I lose the data I have been working with?
    A. No, the setup software leaves your existing data alone. Just install the new version in the same manner as you installed the old version and your old data will remain intact.


    Q. We really like your software but desperately need a feature added. Can you add it right now?

    A. All customer feature requests are put on a ToDo list but we can't guarantee with certainty when or if the feature will ever be added. If you need a new feature immediately, you can pay to have it added. We charge out at $75 US per hour. Contact us for a quote including as much detail as possible about how you want the software changed.


    Q. We really like your software but would like to talk to some of your customers. Can you refer us to some of your customers in our area?

    A. Due to privacy concerns we never give out customer information. You can look on the software's testimonial page for actual customer testimonials. We also have fully functional time-limited trial editions of our software you can try out to see how you like it before ordering.


    Q. I tried to create a new report but hen I select the frxDBDataset1, no fields appear. How can I access the fields?

    A. You need to add the report's SQL, save, close and then re-open to see the fields. You can choose Help | Getting Started With Custom Reports from the report screen to learn more about creating your own reports.


    Q. I tried to customize one of your reports. Now the report no longer works. How can I restore the original report?

    A. You can just delete the bad report and reinstall the software to restore the original.


    Q. Why do I see the error "There is no default printer selected" when I try to print?

    A. You probably have not set a default printer in the 'Control panel - Printers' window.


    Q. I purchased Program X version 1.00 several years ago. I got a new machine and tried to reinstall using the download directions I got when I purchased the software. However the link no longer works. What am I doing wrong?

    A. We don't maintain downloads for outdated versions on the web site. Existing customers can upgrade to the latest version at a 50% discount though.


    Q. What are your support fees?

    A. Support by email is free. Phone support during business hours is free. 24 hour paid emergency support is available for a $25 fee per incident. For outdated software, a yearly $100 contract option is available.


    Q. What is the time frame for a return email to help get an issue resolved if one arises? 

    A. It depends on the severity. Urgent issues get a response almost immediately during business hours. Non-urgent issues should get a response within two business days. 


    Q. I downloaded the trial edition of program X using  Internet Explorer but when I tried to run the software I received a message that the setup files were corrupt and to obtain another copy of the software. What am I doing wrong?

    A. This is most likely a bug in Internet Explorer. Try downloading the file instead of trying to run it. Save the file to a folder like My Documents not your desktop. We can always email you the file if need be. 


    Q. I tried to download program X but it said it was not a valid archive. What am I doing wrong?

    A. Nothing. Large Zip archives sometimes become corrupted during the download process. Try emptying your browser cache and try downloading again. If you still can't download, send an e-mail and a trial edition setup file can be e-mailed to you as an attachment. 


    Q. I tried your X program and like it. Do you have a version that does Z or runs on Y?

    A. All CyberMatrix software is listed at the main web site. If you don't see it, we don't carry it. If you have a feature request for a particular program feel free to send in an e-mail.


    Q. My program shows the wrong date format. How can I make the software use the system date format we use? 

    A. This is probably due to a bug in Windows. Try these steps:

    1) choose Start/Configuration/Regional settings
    2) on the first tab select a different country, e.g. Germany, and press [APPLY]
    3) set the country back to what it should be and press [OK]
    4) Now the software will behave again as expected. 


    Q. Is it possible to do a silent install of your software?

    A. Yes like this:

    Setup.exe /SP- /silent /noicons "/dir=c:\Program Files\My Program"

    Just change Setup.exe to the name of the setup file you want to install and My Program to the folder you want the software installed to. Note that in software with multiple install options, the first option will always be chosen with this technique. In this case you can use the /Type parameter like so:

    Setup.exe /SP- /silent /noicons "/dir=c:\Program Files\My Program" "/Type=Client Only" 


    Q. I downloaded Program X and now my anti-virus software says the file is infected with a virus. When are you going to address this?

    A. No CyberMatrix software has ever been verified to contain a virus. Most likely, you are seeing a false detection. If this happens send us an e-mail detailing the anti-virus software you use, the program claimed to contain a virus, it's version and where you obtained (downloaded) it.



    Questions about CyberMatrix Software Licensing


    Q. I notice you offer a 10 seat license for your software. What do you mean by a seat? 

    A1. A seat means one machine that is used to access the software. If you have 10 machines that will access the software (even if the software is installed on the server) you will need a 10 seat license.

    A2. For our Web software we basically use what is called concurrent licensing. For concurrent licensing you just have to determine the maximum number of people that will be using the software at one time. That is the number of licenses you need. 


    Q. Are your license fees annual fees? 

    A. Our license fees are one-time fess for the current version. When we release a major new version you have the option of upgrading at a 50% discount. 


    Q. We want to buy your software. We will have one person making changes to the data and eight people that will only be viewing the data. Do I need a single seat license or a 9 seat license? 

    A. Since 9 people will have access to the software you will need a 9 seat license. 


    Q. What is the difference between your trial edition and the full edition?

    A. The only difference between our time-limited software and the full editions is that the time-limited software stops working after a certain number of days.


    Q. What is a site license?

    A. A site license allows the unlimited use of the software on any number of machines in up to 10 different sites (or buildings/locations) of a company. 


    Q. I have already purchased version 1.1 of your program Z. If I download version 1.2 do I have to purchase the program again?

    A. No. CyberMatrix has a policy of providing all minor version changes free of charge to existing customers.


    Q. I purchased version 1.0 of program X four months ago. I notice you now have version 2.0 available. Do I have to pay the full price again.

    A. No. CyberMatrix has a policy of providing major version changes free of charge to existing customers if the program has been purchased within the last six months of the year that the new version was released. If you have purchased the program more than six months ago, the new version will be available for upgrade, usually at a 50% discount.


    Q. We had a hard drive crash. I re-installed the software. Now we are getting a message saying we have exceeded our licensing. How do I correct this?

    A. You need to import the license key as explained in the download instructions. The download instructions were emailed to you after your purchased or upgraded the software.


    Q. I just updated our software to a new minor version. Why does the software now say it is an evaluation copy? 

    A. You must install the full software not the trial software. The full software download link was emailed to you after you purchased or upgraded the software. 
     

    Q. We had a hard drive crash. I re-installed the software. Now we are getting a message saying we have exceeded our licensing. The registration key has been imported as explained in the registration instructions. How do I get rid of this message?

    A. Check the Users table for ghost users. Ghost users are those users who are listed as still using the program even they no longer are. If there are any ghost users, delete those records. 


    Database/Multi-user questions



    Q. I upgraded an old version of your software to a newer version. Why can I no longer see any of my old data?

    A1. If you upgraded from Employee Project Clock v6 or lower, Project Clock v8 or lower, Timesheets v3 or lower, Meeting Manager v7 or lower or Pro Schedule v6 or lower you must upgrade your data to the new format. Step by step instructions to upgrade your data are seen during installation right after the license agreement. After installation you can read these instructions by clicking the "Installation Instructions" shortcut on the program's start menu.

    A2. Possibly you installed the data into a different folder using the Data only install. You'll need to find out where the old data folder was an set the data folder option setting to this path. 
     

    Q. Why am I getting strange errors like this one below?

    ElevateDB Error #600 File manager error (Cannot delete the file C:\DOCUME~1\fullerm\LOCALS~1\Temp\CM1S29083572PC45.EDBTbl (OS Error: The process cannot access the file because it is being used by another process. )). 

    A. This is probably due to your anti-virus software interfering with our software's database files. Try configuring it to not scan the data folder of our software.


    Q. How can we share data amongst several people with the Standard edition?

    A. To share data with multiple users over a network you should install the data on a network shared folder then install the software on each computer. To do this run the setup program and select the Data only installation option. The Select Destination Location screen will appear. This will be where the program data will be placed. Complete the setup for the data. Then run the setup file from each of the client machines, choosing the Client only installation for each one. When asked for the data folder enter the folder where you installed the data earlier. 


    Q. I installed the Standard edition on only one machine. How can I setup another machine to use the same data? 

    A. You need to either share the current data folder so the other machines can access it or move the data folder to a shared location and then setup each machine to use that data. 


    Q. I want to share data amongst several people. Can I use the Standard edition or do I need to purchase the Client/Server edition?

    A. The Standard editions of our software (as well as Class Scheduler, Employee Project Clock, Employee Scheduler, In Out Scheduler and Project Clock Pro) all use a local database. A local database can share data with multiple users over a network. However, shared local databases are more likely to require database re-indexing especially in networks with unstable machines or inexperienced users. A general rule of thumb is not to use the local database edition with more than 10 simultaneous users. With 10 or more simultaneous users the Client/Server edition will perform better.


    Q1. When I Start Program X why does the following error message appear: 
    ElevateDB Error #601 The table Users is corrupt
    Q2. When I Start Program X why does the following error message comes up: 
    DBISAM Engine Error #9217 Error reading From Data File C:\Program Files\Cyber App\data\ATable.dat

    A. This is a corruption error. Several CyberMatrix programs use a local database to store their data. Corruption can happen in any local database when a system is shut down abnormally. You should never shut down or restart a Windows machine without doing a proper Windows shutdown first (i.e., choosing Shut Down from the Start menu.) Newer versions of our software will re-index (repair) tables automatically if all users close the software and a single person restarts it. To re-index the table manually, first close down all instances of the software except one. Then select the problem table in the Detail tab of the Data Manager screen and then choose File | Re-index table (or File | Repair table).
    Last Resort
    If after trying all these solutions you still have problems, you can zip up the data files and e-mail them to CyberMatrix.


    Q. When I try to start your software a Data Missing box appears and says that I need to attempt re-installation or enter new data folder location.  What does this mean and what do I need to do?

    A. The software cannot find the data. Possibly the drive it was on is no longer available. You should verify that the machine where the data is stored is functioning properly and that no changes have been made relating to the data folder, e.g. drive mapping changes.


    Q. When I try to re-index a table I get the error "Re-Index failed". How do I fix this?

    A. Get everyone off the system (shutdown their machines if necessary) and try re-indexing again. 


    Q. What is the purpose of the Users table?

    A. The Users table merely keeps a running log of which users are believed to be logged into the system. 


    Q. What is the maximum size of a single table?

    A. The maximum size of a table (.EDBTbl, .DAT), index file (.EDBIdx, .IDX), or BLOB file (.EDBBlb, .BLB) is 4 gigabytes. 


    Q. Performance seems very slow. How can we make it faster?

    A. Turn off anti-virus software, or configure it to NOT scan *.EDB* files on newer software and .DAT, .IDX, .BLB files on older software (or simply your entire database folder).


    Q. How can I import data from another program into your software?

    A. Export the data from the other program into CSV format. Then in the Data Manager screen of our software select View | Data Manager from the main menu. Select the table then choose File | Import CSV File. 


    Q. How can I export table data into Excel?

    A. Export the table into CSV format in the Data Manager screen: select View | Data Manager from the main menu. Select the table then choose File | Export to CSV. Load the saved file into Excel.


    Q. How can I use your file-server (local, standard) software with two different data folders on the same machine?
    A. You could install the software in two different folders on the same machine each having separate data. The trick is that the data files must reside in a folder called Data inside the program's folder. 

    Q. Which database engine is used in your software?

    A. We use Elevate DB and the DBISAM database engine for all our non-Enterprise Windows business applications. Meeting Manager, Pro Schedule, Project Clock, Employee Project Clock, Timesheets and Point of Sale now use the Elevate DB engine.


    Q. Can your database tables be accessed from Crystal Reports or other common database software?
    A1. For newer non-enterprise editions of our software (Class Scheduler v3+, CyberMatrix Office, Employee Project Clock v2.20+, Employee Scheduler, In Out Scheduler, Meeting Manager v4+, Phone Lister, Point Of Sale, Project Clock v5.10+, Pro Schedule v3+, Timesheets) we have an ODBC driver available. See:
    http://www.cybermatrix.com/odbc.html

    A2. For older versions of our software there is an ODBC driver available that others have used to access database tables from Crystal Reports. You can get it here:
    http://www.cybermatrix.com/download/odbc.zip
    We do not offer any support for this older driver.


    Q. Where can I learn how to use SQL?

    A. Try these links: SQLCourse2.com, SQL Tutorial 1


    Q. I have a single license for Program X. I logged in as someone else, and then I had a crash. Now when I try to start Program X again it says "The number of users have exceeded your license. Contact CyberMatrix to purchase additional licenses." What do I do to use the software again?

    A. Login as the other person, shut down Program X and then login as yourself.


    Q. I want to move Program X to a new machine but keep all my data. What is the best way to do this?

    A. You could over your program and data folder over to the new machine but then there would be no shortcuts in your start menu. The best way is to install the software on the new machine. Then on the old machine do a backup from Program X's Data Manager, copy that backup file to the new machine, and then restore the backup file on the new machine using Program X's Data Manager. 


    Q. I exported a table to CSV. Why is it when I try to import that same CSV file it says there is an "Invalid data value in import data."?

    A. When running the CSV import wizard, your time format must be exactly the same as what is in the CSV file. Most people leave in the .zzz part in the import format string when their CSV data does not have microseconds. The import is not always sophisticated enough to determine what date/time formats you are using. You have to tell it.  


    Q. We are using version 1 of your software. Is it possible to install the V2 trial of the software on the same machine so that both versions can be run side by side.

    A. Yes. For the Client/Server edition the V2 server would have to run on a different server machine but V1 and V2 of the client can be installed into different folders. However you would have to log in as another user for V2. For the Web edition you would just install V2 in another folder. For the Standard edition you would have to do a Data Only and Client only install of V2. The data would have to be installed in a folder called Data just off the program folder i.e.: C:\ProgramX\Data. The software would have to be installed in the C:\ProgramX folder. Then you should run V1 and make sure it is still using the old data folder. Alternatively you could just run V2 under a different user account i.e. log in as another user for V2.  


    Client/Server software questions



    Q. What does Client/Server mean?

    A. Client/server applications have a client and a server component. The client only talks to the server and only the server has direct access to the data. File server applications have no server component and they can directly access the data. 


    Q. What is the advantage of Client/Server over File/Server?

    A. Client/server applications will be faster on slow networks like wireless networks because only the data packets required are sent down the network. With File/Server every table in a query will be sent down the network. Client/Server application will be less susceptible to database corruption because there is no direct access to the data. Only the server machine directly writes to the data files. 


    Q. We are using the Client/Server edition of program X. Why will the clients not connect to the server? 

    A. There are only three possibilities for this problem. Either the server is not running, the IP address is entered incorrectly or something like a firewall is blocking access to the server. 

    Sometimes the server software will not be listening to the correct IP address. Click the following link to watch a Flash demo of how to change the server IP. Change server IP.


    Q. We are using the Client/Server edition of program X. Why are we getting a windows socket error (10065) on API connect on one of the client stations?

    A. This is probably a firewall issue. You need to open a port. All our newer server software runs by default on port 12010. All our older server software runs on port 9000.


    Q. We are very interested in the Client/Server edition of your software. However, we want the server application to run as a service. Is this possible? 

    A. Yes it is possible to run the database server as an NT service. There are several advantages of running the server as a service: you can ensure it restarts if the machine reboots unexpectedly for any reason; you can take actions if the service crashes; and you can run the service as a specified user fairly easily. To install the edbsrvr.exe database server as a service enter the following command at a command line prompt or from the Run Menu:

    edbsrvr.exe /install

    To install the database server so that it does not interact with the desktop at all, which is required in instances where the current user will be logged out of the system, then you should use the /nointeract flag along with the /install command-line switch:

    edbsrvr.exe /install /nointeract

    This will install the service as a non-interactive service and the database server will not display a user interface when it is started.
    To start the edbsrvr.exe database server as a service enter the following command at a command line prompt or from the Run Menu:

    net start edbsrvr.exe


    Q. I installed the server as a service and the service is running. When I try to run the server as a regular Windows application why do I see the error: "Only one usage of each socket address (protocol/network address/port) is normally permitted"?
     
    A. Only one application can listen exclusively on a port at one time. You can't therefore run two instances of the server application at one time.


    Q. We use the Client/Server edition of your software. We want to install the latest version on a new server. What is the best way to upgrade and still use our old data? 

    A. You can either copy over your entire old server folder over to the new server machine and then install the new server software into this folder or install the new server software on the new machine and then copy over the database files. The database files are those with the *.EDB* extensions for newer software and .Blb, .Dat and .Idx extensions for older software.


    Q. We are using version 1 of your software. Is it possible to install the V2 trial of the software on the same machine so that both versions can be run side by side.

    A. Yes. For the Client/Server edition the V2 server would have to run on a different server machine but V1 and V2 of the client can be installed into different folders. However you would have to log in as another user for V2. For the Web edition you would just install V2 in another folder. For the Standard edition (or Project Clock Pro) you would have to do a Data Only and Client only install of V2. The data would have to be installed in a folder called Data just off the program folder i.e.: C:\Program\Data. The software would have to be installed in the C:\Program\ folder. Then you should run V1 and make sure it is still using the old data folder. Alternatively you could just run V2 under a different user account i.e. log in as another user for V2. 


    Enterprise software questions


    Q. We're using your Enterprise software with Microsoft SQL Server. On some of the client machines when we try to connect why do we get a Ntwdblib.dll not found error?
     
    A. Each client needs special connectivity libraries installed. If these libraries are not installed the clients will not be able to connect to the database server. These libraries are available from the vendor of the database server you are planning to use. 

    For MS SQL Server 2005 and higher you should connect using ADO instead of MSSQL. The following video shows how to setup ADO to work our software: MS SQL ADO Setup.

    For older versions of Microsoft SQL Server you can just install the MS SQL client software or just copy the Ntwdblib.dll file to the Windows System folder (\winnt\system32 on XP).

     
    Q.  I'm using Microsoft SQL server with your Enterprise edition software. I'm having a problem and want to send you our data so you can try to reproduce it and fix it. How can I send you our data? 

    A. Unlike other large database servers, MS SQL Server does not have a function to backup data to a SQL INSERT script. You will need to use a third party utility to backup the data to a SQL script. Alternatively you could export each table to CSV format. Sending in a MS SQL Server backup file will not work.


    Q. I'm trying to use your Enterprise edition with MySQL version 5. When trying to connect I get the error: "SQL Error: Client does not accept authentication protocol requested by server. Consider upgrading MySQL client". Does your software not work with MySQL v5? 
    A. This software will run on MySQL v5. However, it connects as a v4 client. This means you will have to convert the connection password to the older style. You can do this with a query like the following:

    SET PASSWORD FOR 'root'@'localhost' = OLD_PASSWORD('magic');

    See also: http://dev.mysql.com/doc/refman/5.0/en/old-client.html
     

    Q.  What permissions should be given to the Database Server Account for the clients? 

    A. The user needs SELECT, INSERT, UPDATE and possibly CREATE_TMP_TABLE privileges.