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
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. 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
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 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 Pocket PC
Transfers data between the Windows version and the CE version of Project Clock. This function will only work if you have a PocketPC 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\.
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.
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
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
Options
Brings up the Options screen where the different configuration options may be set. See also: Program Options
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
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.
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. 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.
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 by ensuring the Employee is blank on the main screen pull-down list.
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.
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.
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.
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:
Missing image: pcmanageusertasks.gif
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: 
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 and Client/Server 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.
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 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:\Documents and Settings\Administrator\Application Data\CyberMatrix\ProjClock. If you want to use a data folder in another location, you should choose the Data Only option when at the installation type selection screen. After installing the data, run the setup again and choose the Client Only option when at the installation type selection screen. Otherwise, you will have to move or copy the data to the desired location and then change the Data Path setting in the configuration screen.
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. 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:\Documents and Settings\[UserName]\Application Data\CyberMatrix\ folder.
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.
In a shared-data-only setup, just 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.
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. In this scenario, when first running Project Clock on a client machine, you will get a message asking for the path to the shared data. Enter the path to the shared data to continue.
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
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. On the second screen of the setup, choose the Server and Data option and press the Next button. At the Enter Network Data Location prompt screen, enter the IP address of the machine that will host 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 PCServer.exe 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, you may need to know the Port number this software uses. The Port number is 9000.
Installing the client
Run the setup program from your distribution. 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. If you are installing from a CD, you will need to manually copy over the PClock.Ini file (containing the server's IP address) over to each client install.
Installing Project Clock Web
System Requirements
To setup Project Clock Web you must first install and configure a web server. A common web server is Microsoft's IIS. Project Clock Web should run on any Windows compatible web server. If it doesn't work with yours let us know.
Installing Project Clock Web
When you have a functioning web server you will then install the software into your web server's script folder. For example, when using IIS your scripts folder might be C:\Inetpub\Scripts. For Apache, your scripts folder will be the cgi-bin folder. Run the setup program and choose this scripts folder as the destination folder.
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/scripts/ProjClockWeb.exe" or "http://localhost/scripts/ProjClockWeb.exe". Replace the "127.0.0.1/scripts" or "localhost/scripts" part with whatever your tcp-ip address, logical script library is.
Security
The default password for the Administrator login is "magic". To maintain a secure system you should change this immediately. Write down the passwords and store in a safe location.
Upgrading From Windows Version
If you are upgrading from an older version of Project Clock Standard or Project Clock Pro and wish to use your old data perform these steps:
1. Make a backup of your existing old data
2. Delete the Security.Dat and Security.idx files from your old data folder
3. Copy the remaining tables over to the new data folder on your server
Troubleshooting
If you are having problems running the software try entering this URL in your browser:
http://127.0.0.1
If you have an index.html or default.html file in your web server's root folder you should see it now. If not your web server is not running.
If you see your default web page but still cannot run our software try downloading this file:
http://www.cybermatrix.com/download/consolecgi.zip
Unzip this file into your scripts folder and run it by entering this URL in your browser:
http://127.0.0.1/scripts/ConsoleCGI.exe
If successful you should see a page of system information. If not your server is not setup to run CGI executables.
If the ConsoleCGI test worked but you cannot run our software this means the PCData folder, containing the database tables does not have the appropriate permissions set. The most common reason is that the Internet Guest account (IUSR_machinename), which is by default part of the "Everyone" group, does not have Write permissions on the database files. To fix this problem, use the Security tab in Explorer to adjust the properties for the Data folder so that the Internet Guest account has the correct permissions.
Setting Permissions in IIS
You must give execute permissions to the CGI web folder (for IIS this is the scripts folder), this is the folder where our program executable is located. In the IIS console's "Directory Security" tab "Execute Permissions" should be set to "Scripts and Executables" for the Scripts folder. No IIS permissions need to be set at all for the SCRIPTS\DATA folder.
Select "Integrated Windows Authentication".
Don't set "Web Sharing", only NT Directory Permissions. For the anonymous Internet user (i.e. IUSR_xxx) account, set as following:
SCRIPTS ("All" - since anonymous cannot do anything bad via web anyway)
SCRIPTS\PCDATA ("All" - since anonymous cannot do anything bad...)
SCRIPTS\TEMP ("All" - since anonymous cannot do anything bad...)
For the Temp folder you should make sure the Allow inheritable permissions from parent to propagate to this object is set. This is because subfolders are created when reports are run.
If you can run the software but you see little boxes with a red X in them the Files folder does not have read access permissions set.
In the scripts folder you'll see a folder called PCFiles. This folder contains the images and HTML templates used in the application. You must set read access security for the Internet Guest account (IUSR_machinename) on this folder or the images will not show up in the web application. Similarly, the PCReports folder must also have read access in order to view reports.
IIS 6 Notes
The ProjClockWeb.exe file must be specifically given permission to run in IIS 6. Enabling executables in the web properties for the site is NOT enough. You have to add ProjClockWeb.exe to the Web Applications section.
Apache Server Installation
Install the Project Clock Web software by running the pcwsetup.exe program. When prompted for a folder to install the application to, choose a new directory outside of the Apache document tree. For example, use C:\CyberMatrix.
Note: You should not install the application to the Apache cgi-bin directory! It will not operate correctly if installed to this location.
Configure Apache
Open the Apache httpd.conf file in Notepad or other text editor. You can open it with Start -> All Programs -> Apache HTTP Server -> Configure Apache Server -> Edit the Apache httpd.conf Configuration File, or the default location of this file is C:\Program Files\Apache Group\Apache2\conf\httpd.conf.
Add the following section to the httpd.conf file. If you are not using a virtual hosting configuration, add these lines to the bottom of the file. Otherwise, add them to the appropriate VirtualHost section.
Alias /CyberMatrix C:/CyberMatrix
<Directory "C:/CyberMatrix">
Options +ExecCGI
AddHandler cgi-script .exe
</Directory>
<Directory "C:/CyberMatrix/PCData">
Order Deny,Allow
Deny from all
</Directory>
The Alias line tells Apache to map all URL's that start with /CyberMatrix to the C:/CyberMatrix directory (i.e. the directory you installed the application to above. If you used a different directory, then use that directory instead of C:/CyberMatrix throughout these configuration lines.)
The next section tells Apache that files that end with .exe are to be executed as CGI applications. All other files (images, etc.) are handled using the default static content handler.
The last section protects files in the PCData directory from being downloaded directly through client browsers.
Save your changes to the httpd.conf file.
Test Configuration
Restart the Apache Server so it will re-read the configuration file. Use the Apache Services Monitor icon on the taskbar or restart the server with Start -> All Programs -> Apache HTTP Server -> Control Apache Server -> Restart.
If the server fails to restart, you may have made an error in the configuration settings. Review the Error Log to see what the problem is and double-check the configuration file.
When the server has restarted, execute the Project Clock Web application by navigating to http://localhost/CyberMatrix/ProjClockWeb.exe. This URL is formed by combining the server name, the value used in the Alias directive above, and the application file name.
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 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 edits
If the Allow Manual Time Edits option is checked, users may manually enter times in the In and Out fields on the main screen. 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.
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.
Show Tips on Start Up
If this option is checked helpful tips will be seen when the software first runs.
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.
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.
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.
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
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.
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 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.
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 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 Client
If this option is checked, you must enter a client name before you can punch in.
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.
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.
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. This tab is only seen in the Project Clock Client/Server and Project Clock Pro editions. 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. 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.
Execute SQL File - Allows you to choose an existing SQL file and execute that query. Only Administrators can execute 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 y