Contents
CyberMatrix Timesheets is a single or multi-user employee time sheet entry software application. It is an ideal solution for those companies looking to move beyond their existing paper-based or spread-sheet time sheet system.
Installing Timesheets
Getting Started
Using Timesheets
Synchronizing Data Between Windows and Project Clock App
Preventing Data Corruption
Multi-language support
Frequently Asked Questions
Purchase Information
License
Feedback
Other CyberMatrix Software
Find up to date information on all CyberMatrix software at:
http://www.cybermatrix.com
About Timesheets
Timesheets is a single or multi-user employee time entry tool. It is an ideal solution for those companies wishing to move beyond their existing paper-based or spread-sheet time sheet system.
Please note that Timesheets 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.
Timesheets is copyright (C) 2003-2012, 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 edition of Timesheets, provided that all the files are included and are unmodified and that no files have been added to the package. Please distribute it by copying the original zip file. You may not ask any money for the distribution.
If you want to put this application on a CD-ROM or other software compilation, please contact CyberMatrix before doing so. This is to ensure that old or incomplete files are not included in the compilation.
You may evaluate the trial edition of Timesheets 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 person who will use the program must have a separate license. A site license allows every user in your company site to use the software. After 30 days from the time of installation the software will cease functioning but can still be registered.
Installing Timesheets
Upgrading Data
Installing Timesheets Standard
Installing Timesheets Client/Server
Installing Timesheets Enterprise
Installing Timesheets Web
Installing Timesheets Web Enterprise
Upgrading Data
If you are upgrading from a previous version of Timesheets such as V3 or V4, you will need to upgrade your data. The procedure is different for the Enterprise editions and the non-enterprise editions.
Upgrading Timesheets Standard, client/Server and Web to V5
Upgrading Timesheets Enterprise to V5
Upgrading Timesheets Standard, client/Server and Web to V5
NOTE: Version 5 of Timesheets requires major updates to the database files. Once upgraded you will not be able to use any new Timesheets data with older versions. Therefore, it is strongly recommended you backup your existing data before installing. The steps to upgrade your data are outlined below. However, the updates cannot be performed if anyone else is using the program. Before running this version, ensure no one else is running the application on your network.
The steps below are quite tedious for the average user. Because of this we are happy to upgrade your data for you. Just backup the data in the old version's Data Manager, send us the backup file and we'll do the rest.
Steps to upgrade data from an older version to version 5
1) download the DB conversion software from http://www.cybermatrix.com/download/tsdbisam2edb.zip.
2) unzip this file into your old data folder. For Timesheets Standard the data will be stored in the user Application Data\CyberMatrix\Timesheets folder. E.g. C:\Documents and Settings\Administrator\Application Data\CyberMatrix\Timesheets.
3) run DBISAM2EDB.exe (for multi-user installs you should run this file from one of the client machines so a network database path is stored instead of a local path)
4) click the Upgrade Database button.
5) when the update is finished close down the conversion software.
6) install the software
Then complete the steps listed below to upgrade data from version 4 to version 5. You do not have to export the table to CSV as this will have already been done.
Alternatively you could just start over fresh and export any old data you want to keep in CSV format. Then upgrade to v5 and import the CSV files into v5.
Part of the data updates in V4 include the Date field in the EmployeeTime table changed to WorkDate and the Date field in the Invoices table changed to InvoiceDate. If you have created new reports using these fields you will have to modify them to use the new names.
Steps to upgrade data from version 4 to version 5
In the Data Manager of v4, export every table containing data you want to keep to CSV format. Use the default name supplied, do not change the file name. Export these files into the data folder.
1) download the DB Unicode conversion software from
http://www.cybermatrix.com/download/tsedb2unicode.zip.
2) unzip this file into your old data folder. By default the data will be stored in the common Application Data\CyberMatrix\Timesheets folder. E.g. C:\Documents and Settings\All Users\Application Data\CyberMatrix\Timesheets.
3) run EDB2Unicode.exe (for multi-user installs you should run this file from one of the client machines so a network database path is stored instead of a local path)
4) click the Upgrade Database button.
5) when the update is finished close down the conversion software.
6) run the Timesheets installer to install v5.
Upgrading to a newer version of Timesheets V5
The easiest way to upgrade Timesheets and continue using your old data is to simply install over the old version. Be sure to backup your data first as a precaution. If you want to use your old data in a new folder, you have two choices. You will either have to copy over your entire old data folder to the new folder and then point the software to use this new folder, or install data in a new folder and then copy over the database files.
New Reporting Engine
Timesheets Version 3 involved a major upgrade to the reporting system. This means any custom reports you created in a previous version will not work in V3 or higher.
Custom Report Updates
Whenever CyberMatrix Timesheets is installed, it will overwrite any existing reports. Therefore, if you have made changes to any of the included reports you should back them up before upgrading.
Timesheets version 4 involved a change to a different database engine. Therefore any custom reports made in version 3 may have problems in version 4. For example, no field names in the report's SQL variable should be enclosed in square brackets. Calculated elapsed times such as this: (([EndTime] - [StartTime]) / 3600000) AS ElapsedTime should be converted to this: CAST((EndTime-StartTime) MINUTE AS INTEGER)/60 as ElapsedTime. In addition, the Date field in the EmployeeTime table was changed to WorkDate and the Date field in the Invoices table has been changed to InvoiceDate to better support EDB and Oracle.
Upgrading Timesheets Enterprise to V5
NOTE: Version 5 of Timesheets requires major updates to the database. Once upgraded you will not be able to use Timesheets data with previous versions. Therefore, it is strongly recommended you backup your existing data before upgrading. These updates must be performed before this version is first run. Examine the SQL scripts for your database server to determine which modifications to make. In the program folder you will find a script for the recent updates to MySQL and MS SQL.
New Reporting Engine
Timesheets Version 3 involved a major upgrade to the reporting system. This means any custom reports you created in previous versions will not work in V3 or higher.
Custom Report Updates
Whenever CyberMatrix Timesheets is installed, it will overwrite any existing reports. Therefore, if you have made changes to any of the included reports you should back them up before upgrading.
Installing Timesheets Standard
There are three ways CyberMatrix Timesheets 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 CyberMatrix Timesheets on a single 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 shared documents\CyberMatrix\TimeSheets folder. i.e. C:\Documents and Settings\All Users\Documents\CyberMatrix\TimeSheets. 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 CMTimesheets.ini. This file can be found in the shared documents\CyberMatrix folder. E.g. C:\ Users\Public\Documents\CyberMatrix\CMTimesheets.Ini.
Installing CyberMatrix Timesheets on one or more machines with network-shared data
There are two ways CyberMatrix Timesheets 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 CMTimesheets.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 Timesheets into a folder called I:\Shared\Timesheets, just install the data to I:\Shared\Timesheets\Data.
To install only the data on the network and install CyberMatrix Timesheets on only 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 CyberMatrix Timesheets 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, just the data resides on a shared network location. The software and other support files reside on the user's own computer. Installing CyberMatrix Timesheets 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 Timesheets Standard on one or 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 Timesheets Standard 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 CyberMatrix Timesheets program files and data will reside in a common directory on the network. You will need to manually setup icons for your users.
Installing Timesheets Client/Server
Installing Timesheets Client/Server
There are two steps involved in installing Timesheets Client/Server: Installing the database server and installing the client software.
Installing the server
Run the setup program from your distribution. The distribution will either be a Timesheets CD that has been sent to you or a folder you created yourself, after downloading and running the Timesheets Client/Server download. On the second screen of the setup, choose the Server and Data option and press the Next button. At the Enter Server IP Address 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. 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 enter the correct IP address. You need to enter 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 enter the network IP address of the server machine. If however you want to connect over the Internet you need to enter the Internet IP address.
The client gets the IP Address from the CMTimesheets.ini file. If the client can't read a valid IP Address, it will not run. The CMTimesheets.ini file can be found in the common Application Data\CyberMatrix folder. E.g. C:\Documents and Settings\All Users\Application Data\CyberMatrix\CMTimesheets.Ini.
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 know the Port number this software uses. The default Port number is 12010.
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.
Security
The default password for the Administrator account is "magic". To ensure you have a secure system, change the admin password immediately. Write down the new password and store it in a secure location, such as the company safe.
Running the Server As A Service
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
Installing Timesheets Enterprise
There are two steps involved in installing Timesheets 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. Timesheets 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 must create the tables used in Timesheets Enterprise. The easiest way to create these tables is by running a single script. Timesheets Enterprise comes with database setup scripts for MySQL and Microsoft SQL Server. All the script files have the .SQL extension and can be found in the Timesheets Program Files Folder. e.g. C:\Program Files\CyberMatrix Timesheets\. If you create a script for another database and have trouble getting Timesheets 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
Download the Timesheets Enterprise setup file and run it. 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 cmts) 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 CMTimesheets.ini file. If the client can't read these settings, it will not run properly. The CMTimesheets.ini file can be found in the shared documents\CyberMatrix folder. E.g. C:\ Users\Public\Documents\CyberMatrix\CMTimesheets.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.
Libraries for MySQL and PostgreSQL are available on our web site at:
http://www.cybermatrix.com/tsdownloads.html
MySQL Notes
By default the MySQL timeout is 8 hours. So if invalid settings are entered, the software will be waiting for 8 hours before showing a timeout error. To prevent this, set the following variables in your my.conf:
[mysqld]
interactive_timeout=180
wait_timeout=180
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
Oracle Notes
Due to certain unusual idiosyncrasies of the different database servers, certain reports will not work correctly with Timesheets Enterprise using different database servers. The Oracle sub folder in the Reports folder contains reports with the special SQL that this database server requires. If you are using Oracle with Timesheets Enterprise you should copy these report files into the Reports folder.
Installing Timesheets Web
Setting up Timesheets Web
Run the setup program on the machine that will act as the web server. 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 TimesheetsWeb.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 Timesheets 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 Timesheets Web Service software. To install Timesheets Web as a service, using the windows command prompt, change to the directory where the application resides and type:
TimesheetsWebService.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 Timesheets. 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:
TimesheetsWebService.exe /uninstall
Before executing this command, be sure to stop your service.
Running Timesheets Web on your clients
To launch Timesheets 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 Timesheets web server is.
Upgrading From Desktop Edition
If you are upgrading from Version 5 of Timesheets Standard or Timesheets Client/Server and wish to use your old data, you can perform these steps:
1. Make a backup of your existing old data.
2. Close down Timesheets Web server.
3. Copy all data file from your old data folder over to the new data folder on your server.
4. Restart Timesheets Web server.
Installing Timesheets Web Enterprise
Setting up Timesheets Web Enterprise
Run the setup program on the machine that will act as the web server. 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.
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 cmts) 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 setting do not have to be re-entered each time.
The client gets the database connection settings from the CMTimesheets.ini file. If the client can't read these settings, it will not run properly. The CMTimesheets.ini file can be found in the shared documents\CyberMatrix folder. E.g. C:\ Users\Public\Documents\CyberMatrix\CMTimesheets.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.
Libraries for MySQL and PostgreSQL are available on our web site at:
http://www.cybermatrix.com/tsdownloads.html
MySQL Notes
By default, the MySQL timeout is 8 hours. So if invalid settings are entered the software will be waiting for 8 hours before showing a timeout error. To prevent this set the following variables in your my.conf:
[mysqld]
interactive_timeout=180
wait_timeout=180
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
Oracle Notes
Due to certain unusual idiosyncrasies of the different database servers, certain reports will not work correctly with Timesheets Enterprise using different database servers. The Oracle sub folder in the Reports folder contains reports with the special SQL that this database server requires. If you are using Oracle with Timesheets Enterprise you should copy these report files into the Reports folder.
Standalone Deployment
For standalone deployment simply run the TimesheetsWebEnt.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 Timesheets 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 Timesheets Web Enterprise Service software. To install Timesheets Web as a service, using the windows command prompt, change to the directory where the application resides and type:
TimesheetsWebEntService.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 Timesheets. 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:
TimesheetsWebEntService.exe /uninstall
Before executing this command, be sure to stop your service.
Running Timesheets Web on your clients
To launch Timesheets 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 Timesheets web server is.
Getting Started
Initial Administrator notes
When you run Timesheets after enabling security, a login dialog will appear. The default password is magic. So when you first login enter Administrator in the box labeled Enter LoginID and magic in the box labeled Enter Password. You should change this password if it is important that users cannot view or change other user's data.
When entering time with the Timesheets software, the time data is stored under the name of the person who is currently logged in. Therefore, employees should have their own login ID and password. When entering time, you can also optionally add a Client, a Project and a Task.
The first step in using Timesheets is to enter your employees and projects (if any) 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 Employees. This will cause the Employees table data to be displayed in the grid to the right. Enter your employee information in this grid. Repeat this step for your clients, projects and tasks, if any. See the Data Manager link for more information. The Timesheets database contains sample data, so you'll probably want to delete it first. See the section on deleting records to learn how to do this.
Note that you cannot simply enter new clients, projects and tasks in the pull-down lists on the main screen. All project information must be entered into the appropriate tables before they can have time assigned to them.
Initial User Notes
When you first run Timesheets a login dialog will appear. Your administrator should have setup a password for you and assigned you a user name. Enter your loginID and password at this screen.
Entering Timesheet Data
Time sheet data is entered in the Timesheet Entry Screen. After logging in, the Timesheet Entry Screen will appear. The currently logged in person can enter any combination of Client, Project and Task. Any number of these combinations can be entered in the time sheet entry grid. Clients, Projects and Tasks are chosen by clicking or tabbing into a cell, clicking on the pull-down list that appears and selecting an item from the list. For example, to select a client first click on a cell under the Client column. The time spent on that project combination is entered into the appropriate day cells after the Task column. An optional comment describing the week's work can be entered in the comments cell.
Saving Timesheet Data
When time sheet entry has been finished, save the changes by pressing the Save button on the toolbar at the top of the screen. To log out without saving any changes made, choose File | logout from the menu.
Changing the Billing Type
By default Time is entered as normal time. However, time can also be entered for holidays, sick days and overtime. To change the type of time entered select the appropriate value in the Billing Type radio box. Note that you must save your time before changing to another time format.
Submitting Timesheets
Timesheets must be submitted before your manager can approve them. Once time data has been submitted, ordinary employees can no longer make any changes to the time sheet on the time sheet entry form. To submit your time sheet chose File | Submit Timesheet from the main menu.
Approving Timesheets
Only the Administrator or an employee that has been designated as Manager can approve Timesheets. When the Administrator or a Manager logs in, an Employee pull-down field will be seen under the Week start date field. By selecting an employee, the manager can see all the time that the employee has entered, make any needed corrections and then approve the time. Approve time by pressing the Approve Time button on the toolbar at the top of the screen.
See also: Using the Security Features.
Using Timesheets
Getting to Know the Timesheet Entry Screen
Configuring Timesheets
Managing Timesheet Data with the Data Manager
Printing Reports
Custom Reporting
Using the Security Features
Using Timesheets with Different Divisions
Command Line Options
Getting to Know the Timesheet Entry Screen
After logging in, the Timesheet Entry Screen will appear.
The Timesheet Entry Screen is for employees to enter timesheet data for a day, a week or a month. The Timesheet Entry Screen consists of two parts: a menu and a set of visual controls.
Menu
Below you will find an explanation of all the menu items.
File
Logout
Logs you out of the system and then brings up the login dialog that allows someone else to login.
Change Password
Brings up the change password dialog that allows you to change your login password.
Save Timesheet
Saves the changes made to your timesheet entry. Editing a timesheet that has already been submitted or approved will require that the edited timesheet be resubmitted or approved.
Submit Timesheet
Submits your timesheet entry for approval to a manager.
Reject Timesheet
Rejects the timesheet data for the current Employee and week. Rejected timesheets are sent back to the employee to correct and then re-submit. Only Managers can see this menu item.
Approve Timesheet
Approves the timesheet data for the current Employee and time period. Only Managers can see this menu item.
Approve Projects
Allows Approval by project instead of by Employee. Approves the timesheet data for the current Project and time period. Only Managers can see this menu item. Select this menu item again to return to Employee timesheet mode.
Clear Timesheet
Clears the timesheet data for the current Employee and time period.
Sync with Project Clock App
Transfers data between Timesheets for Windows and Project Clock App software. This function will only work if you have purchased a license to use Timesheets for Windows and have initiated the sync process Project Clock App. The synchronization process moves all your time records from Project Clock App into Timesheets 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 Timesheets for Windows. See Also: Synchronizing Data Between Windows and Project Clock App
Sync with Windows Mobile
Transfers data between the Windows edition and the CE edition of Timesheets. This function will only work if you have a Windows Mobile device connected to your machine. The synchronization process moves all your time records from Timesheets CE into Timesheets for Windows. The time records on Timesheets CE are then deleted. Finally, the Projects, Tasks and Client lists on Timesheets CE are replaced by those on Timesheets 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. Timesheets CE must be installed in \Program Files\Timesheets\ and the NSBasic runtime must be installed in \Program Files\nsbasic\.
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
Closes the program.
View
Reports
Brings up the Time Reporting screen where several different reports may be viewed. See also: Reporting.
Tools
Data Manager
Brings up the Data Manager screen. The Data Manager is used to administer the data used in Timesheets. See also: Getting to know the Data Manager.
Billing
Brings up the Billing Screen, where invoices can be created, printed and edited. See also: Billing
Manage Employees
Brings up the Manage Employees screen, where employee information can be added or edited. See also: Managing Employees.
Manage Clients
Brings up the Manage Clients screen, where client information can be added or edited. See also: Managing Clients.
Manage Projects
Brings up the Manage Projects screen, where project information can be added or edited. See also: Managing Projects.
Manage Tasks
Brings up the Manage Tasks screen, where task information can be added or edited. See also: Managing Tasks.
Manage Phases
Brings up the Manage Phases screen, where phase information can be added or edited. See also: Managing Phases.
Manage Actions
Brings up the Manage Actions screen, where task information can be added or edited. See also: Managing Actions.
Manage Employee Projects
Brings up the Manage Employees Projects screen, where employees can be associated with projects. See also: Managing Employee Projects.
Manage Employee Tasks
Brings up the Manage Employees Tasks screen, where employees can be associated with tasks. See also: Managing Employee Tasks.
Manage Divisions
Brings up the Manage Divisions screen, where division information can be added or edited. See also: Managing Divisions.
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 Expenses screen where expenses can be entered for the current employee. See also: Expenses.
Manage Leave Requests
Brings up the Manage Leave Requests screen, where employee leave requests can be added, edited or approved. See also: Managing Leave Requests.
Options
Brings up the Options screen where the different configuration options may be set. See also: Program Options.
Visual Controls
Below you will find an explanation of all the visual controls on the main screen.
Save Timesheet button
When timesheet entry has been finished, press the Save toolbar button to save the changes.
Submit Timesheet button
When timesheet entry has been finished, press the Submit toolbar button to submit the changes.
Reject Timesheet Button
Clicking this button will reject the timesheet data for the current Employee and week. Only Managers can see this button.
Approve Timesheet Button
Clicking this button will approve the timesheet data for the current Employee and week. Only Managers can see this button.
Expenses button
Brings up the Expenses screen where expenses can be entered for the current employee. See also: Expenses.
Reports button
Brings up the Time Reporting screen where several different reports may be viewed. See also: Reporting.
Configuration
Brings up the Options screen where the different configuration options may be set. See also: Program Options.
Data Manager
Brings up the Data Manager screen. The Data Manager is used to administer the data used in Timesheets. This button is not seen in the Client/Server and Enterprise versions. See also: Getting to know the Data Manager.
Date/Week Start Date
This is the date or the first date in the weekly period in which time is being charged to. For weekly timesheets, the date will default to the start of the current week but it can be changed to add time data for previous weeks.
Employee
The employee to view timesheet data for. Only Managers see this field.
Equipment
The equipment to view timesheet data for. This field is only seen if the Hide Equipment option is unchecked. See also: Timesheet Options.
Changing the Billing Type
Time is by default entered as normal time. However, time can also be entered for holidays, sick days and overtime. To change the type of time entered select the appropriate value in the Billing Type radio box. Note that you must save your time before changing to another time format.
Timesheet Entry Grid
This is where timesheet data is entered. The currently logged in person can enter any combination of Client, Project and Task. Any number of these combinations can be entered in the timesheet entry grid. Clients, Projects and Tasks are chosen by clicking or tabbing into a cell, clicking on the pull-down list that appears and selecting an item from the list. For example, to select a client first click on a cell under the Client column. The time spent on that project combination is entered into the appropriate day cells after the Task column. An optional comment describing the weeks work can be entered in the comments cell. If the Daily Comments option has been set, a comment can be entered for a day by right clicking the cell and choosing Add Comment from the pop-up menu.
The individual projects can be assigned clients and employees 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 employee will show up on the Project pull-down list. If no clients or employees are associated with a project then all projects will be listed. 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. Administrators will be able to see all projects and tasks regardless of which employee they are assigned to.
Status Bar
The status bar at the bottom of the screen gives additional details about the timesheet. The second column gives the status of the timesheet. It will indicate if the current timesheet has been saved, submitted approved or rejected. The third column of the status bar show the grand total of all the different hours: regular, holiday, overtime etc.
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 and the currently loaded invoice. The Expenses tab lists all the expenses that matches the client filter and the current invoice.
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 Employees
To manage employees choose Tools | Manage Employees from the main screen menu. The following screen will appear:
This screen will allow you to view information on each employee. You can also use this form to add or edit employee information. To view information on an employee, select the employee from the employee pull-down list. To edit information on the currently listed employee 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 employee, 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 employee. To delete the current employee click the Delete button.
Fields Explained
The EmployeeID field must be a unique ID for the employee. The DivisionID field indicates to which division, if any, the employee belongs to. The ShiftID field indicates in which shift the employee works. The Rate field indicates the rate at which this employee is charged out. The Password field indicated the login password for this employee. The Level field indicates the security level of the employee. This field can be A for Administrator, M for Manager or blank for an ordinary employee. The Manager field indicates the manager for this employee. The Type field indicates the type of employee. Employees can be regular (0) or hourly (1). Hourly employees, like consultants, cannot charge for holidays or sick days. The BankedTime field stores the overtime the employee has banked. The HolidayTime field stores how much holiday time the employee has remaining. When an employee's leave request is approved this HolidayTime field is decremented by this amount. The Active field indicates whether this employee shows up in the employee pull-down lists.
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. The AllowOvertime field indicates whether this client allows overtime to be charged to them.
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 DivisionID field indicates which division, 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 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 ProjectID field indicates which project, if any, the task belongs to. The Description field is a descriptive name for the task. 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 Phases
To manage phases choose Tools | Manage Phases from the main screen menu. The following screen will appear:
This screen will allow you to view information on each phase. You can also use this form to add or edit phase information. To view information on a phase, select the phase from the phase pull-down list. To edit information on the currently listed phase 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 phase, 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 phase. To delete the current phase click the Delete button.
Fields Explained
The PhaseID field must be a unique ID for the phase. The Description field is a descriptive name for the phase. The Rate field indicates the rate at which this phase is charged. The Active field indicates whether this phase shows up in the phase pull-down lists.
Managing Actions
To manage actions choose Tools | Manage Actions from the main screen menu. The following screen will appear:
This screen will allow you to view information on each action. You can also use this form to add or edit action information. To view information on a action, select the action from the action pull-down list. To edit information on the currently listed action 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 action, 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 action. To delete the current action click the Delete button.
Fields Explained
The ActionID field must be a unique ID for the task. The Description field is a descriptive name for the action. The Rate field indicates the rate at which this action is charged. The Active field indicates whether this action shows up in the action pull-down lists.
Managing Employee Projects
In Timesheets, projects can be assigned to employees. When projects have been assigned in this way, employees can only enter hours on projects to which they have been assigned.
To assign projects to employees select Tools | Manage Employee Projects from the main menu. The following screen will appear:
All employees will be listed in a treeview on the left. All projects will be listed on the right. To assign projects to an employee, simply select the desired projects and drag them over to the employee. Multiple projects can be selected by using the Ctrl and Shift keys. When projects have been dropped onto an employee they will show as sub items underneath that employee.
Note that changes are made in real time. You cannot cancel employee project assignments you have made.
Managing Employee Tasks
In Timesheets, tasks can be assigned to employees. When tasks have been assigned in this way, employees can only enter hours on tasks to which they have been assigned.
To assign tasks to employees select Tools | Manage Employee Tasks from the main menu. The following screen will appear:
All employees will be listed in a treeview on the left. All tasks will be listed on the right. To assign tasks to an employee, simply select the desired tasks and drag them over to the employee. Multiple tasks can be selected by using the Ctrl and Shift keys. When tasks have been dropped onto an employee they will show as sub items underneath that employee.
Note that changes are made in real time. You cannot cancel employee task assignments you have made.
Managing Equipment
To manage equipment choose Tools | Manage Equipment from the main screen menu. The following screen will appear:
This screen will allow you to view information on each piece of equipment. You can also use this form to add or edit equipment information. To view information on a piece of equipment, select it from the equipment pull-down list. To edit information on the currently listed equipment 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 piece of equipment, 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 equipment. To delete the current equipment click the Delete button.
The equipment listed here will show up in the Equipment pull-down list on the main screen. When equipment from this table is chosen from this pull-down list, only the timesheet data of this equipment will be shown.
Fields Explained
The Equipment field must be a unique ID for the equipment. The Description field is a descriptive name for the equipment. The Rate field indicates how much it costs to use the equipment.
Managing Divisions
To manage divisions choose Tools | Manage Divisions from the main screen menu. The following screen will appear:
This screen will allow you to view information on each division. You can also use this form to add or edit division information. To view information on a division, select the division from the division pull-down list. To edit information on the currently listed division 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 division, 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 division. To delete the current division click the Delete button.
Fields Explained
The DivisionID field must be a unique ID for the division. The Description field is a descriptive name for the division. The AdminID field indicates who the administrator is for this division.
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.
Manage Expense Types
To manage expense types choose Tools | Manage Expense Types from the main screen menu. The following screen will appear:
Missing image: tsmanageexpensetypes.gif
This screen will allow you to view information on each expense type. You can also use this form to add or edit expense type information. To view information on a expense type, select the expense type from the expense type pull-down list. To edit information on the currently listed expense type 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 expense type, 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 expense type. To delete the current expense type click the Delete button.
Fields Explained
The Expense TypeID field must be a unique ID for the expense type. The Description field is a descriptive name for the expense type.
Managing Leave Requests
To manage employee leave time requests choose Tools | Manage Leave Requests from the main screen menu. The following screen will appear:
This screen will allow you to view information on each leave request. All leave request records that have been entered for this person will show up in the grid at the bottom. Administrators can see leave requests for all users by ensuring the Employee is blank on the Employee pull-down list.
You can also use this form to add or edit leave request information and even search for existing leave requests. To edit a previously entered leave request record, first double click on the record in the grid at the bottom. The leave request detail will appear in the fields above. To edit information on the currently listed leave request press the Edit button. The fields 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 leave request, 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 leave request record. To delete the current leave request record click the Delete button. Managers can press the Approve button to a approve a leave request. When a leave request is approved the current date will appear in the Approved Date field and the length of the leave time will be deducted from the employee's Holiday Time.
Fields Explained
The ID field is a unique ID for the leave request. The Description field is a descriptive name for the estimate. The EmployeeID field indicates which employee the leave request pertains to. The DateFrom and DateTo fields indicate when then employee's leave time starts and ends. The Reason field indicates why the employee is on leave, for vacation or medical reasons for example. The ApproveDate field indicates when the leave was approved by the employee's manager.
Expenses
Expenses for the current user can be entered by choosing View | 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
the expense type
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 when you create 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 allowing you to enter a new 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.
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.
Configuration
On choosing Tools | Options from the Timesheets main menu you will see the configuration screen. The options are split up into eight different sections: the General Tab, the Intervals Tab, the Reporting Tab, the Timesheet Tab, the Default Timesheet tab, the Terms Tab, the E-Mail tab and the Data tab. Choose a section by clicking on the labeled tab corresponding to that section.
In Timesheets Standard ordinary users will only see only one tab in the Client configuration screen, the Default Timesheet Tab. Administrators will see all eight sections. In Timesheets Client/Server and Timesheets Enterprise, ordinary users will see an additional configuration section: the Network tab.
To close this screen and save any changes made, press the OK button. To close this screen without saving any changes made, press the Cancel button.
General Options
The General Options section is for setting program options.
This is what the General Options section looks like.
Program Options
IDs in First Column
If this box is not checked, pull-down lists will show the description in the first column instead of the ID field.
Hide ID Column
If this box is not checked, timesheet pull-down lists will not show the ID field. Note that this option will only work if the IDs in First Column option is also set.
Limit Projects by Employee
If this box is checked, employees will be able to bill time only to projects that have been assigned to them. Administrators, however, can select any project for any employee. Projects are assigned to employees in the Manage Employee Projects screen.
Limit Tasks by Employee
If this box is checked, employees will be able to bill time only to tasks that have been assigned to them. Administrators, however, can select any task for any employee. Tasks are assigned to employees in the Manage Employee Tasks screen.
Show Tips on Start Up
If this option is checked helpful tips will be seen when the software first runs.
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.
Font
Indicates the font used through out the software. Languages using special characters (Unicode) should change the font to one that supports these characters.
Language
Indicates the language used for the program captions. See also: Multi-Language Support
Security Options
Enable Security
If this box is checked, security will be enabled. When security is enabled, a login dialog will show on program start-up. Employees will only be able to view and edit their own time. They can see their approved time only on reports. The Administrator can login as well as any employee who have been set up in the Employees table. To set up the employees in the Employees table and to change the current passwords use the Detail tab of the Data Manager. See also: Using the Security Features
Note that when security is enabled for the first time, the Administrator uses the default password of "magic". You should change this password immediately after enabling security to ensure a secure system. Write down your new password and store it in a secure location such as a safe.
Use Windows Login
If this box is checked, users will not have to login if they are already logged in to Windows and their Windows login ID has been set up as an Employee ID in Timesheets.
Allow User Reporting
If this box is checked, users will be able to view, print and edit reports in the Reporting Screen. See also: Reporting
Allow users to change accounts
If checked, ordinary users can view and edit account types.
Pressing the OK button will save the changes made and exit the program.
Press Cancel to exit without saving changes.
Interval Options
The Interval Options section is for setting time interval options.
This is what the Interval Options section looks like.
Hours Per Week
This indicates how many hours per week your normal work week has. Enter a value of 0 to ignore.
Maximum Hours Per Week
This indicates the maximum hours per week as employee can charge to a timesheet. If an employee attempt to submit a timesheet that goes over this limit they will see a warning. Leave the value at 0 to ignore. If the Enforce box is checked, the timesheet cannot be submitted.
Hours Per Day
This indicates how many hours per day your normal work day has. Enter a value of 0 to ignore.
Maximum Sick Days Per Year
This indicates the maximum number of sick days an employee can log. Enter a value of 0 to ignore.
Reporting Options
This is what the Report Options section looks like.
Round report totals
Use to round report totals either up or down.
Round Time By
This number indicates how time totals on the timesheet reports should be rounded. 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.
Invoice Prefix
The optional invoice prefix is a one to six character value that is appended to every four-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.
Report Location
This is the path to the reports folder. To change to a new folder, click the 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 data folder (usually C:\Documents and Settings\All Users\Application Data\CyberMatrix\Timesheets\). 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.
Timesheet Options
This is what the Timesheet Options section looks like.
Week Start
Indicates on which day the week starts. Used for the reports to default to first day of the week.
Allow Past Entry for X Weeks
The value in this box indicates the maximum number of previous weeks that employees can enter time for. This option does not affect Administrators or Managers.
Timesheet rows
The value in this box indicates the number of rows that will be seen on the timesheet grid on the main screen.
Timesheet account column width
The value in this box indicates the size of account columns that will be seen on the timesheet grid on the main screen. If you want to set your own sizes, leave this value at 0.
Timesheet Entry Period
Indicates which date period format the timesheet grid on the main screen will have: daily, weekly, bi-weekly or monthly.
Managers can Approve Timesheets
If checked, managers can approve timesheets just like administrators.
Managers can Edit Approved Timesheets
If checked, managers can edit the approved timesheets of those they manage just like administrators.
No Holidays On Weekends
If checked, holiday hours will not be added to timesheets if they fall on Saturday or Sunday.
Daily Comments
If this option is checked, comments can be entered for each day instead of only once per time period.
Force Client
If this option is checked, you must enter a client name for each timesheet entry before you can save the timesheet.
Force Project
If this option is checked, you must enter a Project for each timesheet entry before you can save the timesheet.
Force Task
If this option is checked, you must enter a Task for each timesheet entry before you can save the timesheet.
Force Phase
If this option is checked, you must enter a phase name for each timesheet entry before you can save the timesheet.
Force Action
If this option is checked, you must enter an action name for each timesheet entry before you can save the timesheet.
Manual Task Entry
If this option is checked, tasks can be entered directly into the timesheet instead of selecting from a pull-down list.
Manual Phase Entry
If this option is checked, phases can be entered directly into the timesheet instead of selecting from a pull-down list.
Hide Equipment
If checked, the Equipment pull-down list will not be visible on the timesheet entry form.
Hide Client Column
If checked, the Client column will not be visible on the timesheet entry form.
Hide Project Column
If checked, the Project column will not be visible on the timesheet entry form.
Hide Task Column
If checked, the Task column will not be visible on the timesheet entry form.
Hide Phase Column
If checked, the Phase column will not be visible on the timesheet entry form.
Hide Action Column
If checked, the Action column will not be visible on the timesheet entry form.
Hide Comments Column
If checked, the Comments column will not be visible on the timesheet entry form.
Default Timesheet Options
The Default Timesheet Options tab is used to configure a default timesheet. The default timesheet is used when entering a new timesheet in the Timesheet Entry Screen. Any Clients, Projects, Tasks and comments entered in the default timesheet will show up instead of a blank timesheet.
This is what the Default Timesheet Options section looks like.
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.
Default to Previous Period's Timesheet
If checked, new timesheets will default to show the project list used for the employee's previous timesheet period.
Include Previous Data
If Checked, new timesheets will default to show the project data used for the employee's previous timesheet period.
Term Options
This is what the Term Options section looks like.
Timesheets uses the following terms: Employee, Client, Project, Task, Action and Phase. These terms are used throughout the program to breakup employee's time. If you would rather use different terms than these, you can use this form to change the names to anything you like.
In this case Employee was changed to Staff, Client was changed to Customer, Project was changed to Account and Task was changed to Job Code.
To revert to the original terms, click the Restore Defaults button.
E-Mail Options
This is what the E-mail configuration tab looks like.
SMTP Server options
Send e-mail reminders
If checked, e-mail reminders will be sent out to users that have not submitted their previous week's timesheet or had it approved. Managers will also be alerted to timesheets that have not yet been submitted. Reminders will be sent out once a week. The first computer starting Timesheets in the new week will run the check and send the emails.
Send e-mail on approved timesheet
If checked, an e-mail notification will be sent out to users that have had their timesheet approved.
Use MAPI to send e-mails
If checked, all e-mail will be sent using your default MAPI compliant mail program.
View log
Click this button to view the e-mail error log file in your text editor.
Use password 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.
Note that this software does not support servers like GMail, that use TLS SSH encryption.
Data Options
This is what the General Options section looks like. It is only seen in Timesheets Standard.
Data Location
Local Data Location
This is the directory location of the database tables. This setting can only be changed in Timesheets Standard.
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. Timesheets will not do this for you. Note that if using Timesheets Standard 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 Timesheets is running from, it will default to using this folder as the data folder.
Backup options
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).
Network Options
The Network options tab is only seen in the Timesheets Client/Server and Timesheets Enterprise.
This is what the Enterprise Network Options section looks like.
The Network options tab is used to set the IP address used by the Timesheets server application. To set the IP address, enter the IP address of the machine 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.
Timesheets 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.
Timesheets Enterprise has four other important values on this tab.
Protocol
This is the back end SQL server database engine you wish to connect Timesheets 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.
Data Features
Timesheets 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
Timesheets Table Details
Viewing SQL Queries
Executing SQL Queries
Deleting records
Inserting Records
Loading Timesheets Data into Excel
Exporting Project Clock Data into QuickBooks
Re-indexing Tables
Backing Up Data
Restoring Data
Inactivating Accounts
Preventing data corruption
Timesheets Table Details
Getting to Know the Data Manager
The Data Manager screen allows viewing and editing of all Timesheets data. To bring up this screen select View | Data Manager from the main menu. The following screen should pop up:
Note that in Timesheets Client/Server and Timesheets Enterprise the Data Manager does not contain features to backup and restore data.
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
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 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.
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.
Archive Old Time Records - Moves old time records into the Employee Time Archive table.
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 check mark 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 Timesheets 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.
Table Details
Timesheets has 20 tables: Actions, Audit, Clients, Divisions, EmployeeProjects, Employees, EmployeeTasks, EmployeeTime, EmployeeTimeArchive, Equipment, EquipmentTime, Estimates, Expenses, Holidays, Invoices, LeaveRequests, Phases, Projects, Tasks and Users.
Actions
This table lists all actions along with a description and charge out rate. Here are the field sizes and descriptions:
ActionID - Text - 15 - unique
Description - Text - 25
Rate - Currency
Active - Boolean
The ActionID field must be a unique ID for the action. The Description field is a descriptive name for the action. The Rate field indicates the rate at which this action is charged. The active field indicates whether the action can have time billed to it. If the active field is not set, this action will not show up in any of the action pull-down lists.
Audit
This table records changes to the timesheets. Here are the field sizes and descriptions:
EmployeeID - Text - 15 - unique
LoginID - text 30
TimesheetDate - Date
ModifyDate - TimeStamp
State - Text - 20
The EmployeeID field links to the EmployeeID field in the Employees table. The LoginID field links to the LoginID field in the Users table. The TimesheetDate field links to the WorkDate field in the EmployeeTime table. The ModifyDate filed indicates the time and date when the timesheet was modified. The State field describes how the timesheet was modified.
Clients
This table list all the client data. 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
EMail - Text - 50
Web - Text - 50
Phone - Text - 20
Fax - Text - 20
Rate - Currency
Active - Boolean
AllowOvertime - Boolean
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. The AllowOvertime field indicates whether this client allows overtime to be charged to them.
Config
This table stores all configuration files for the Enterprise and Client/Server editions. Here are the field sizes and descriptions:
ini - Text - unlimited
DivisionID - Text - 15
LastUpdate - Timestamp
KeyFile - BLOB - unlimited
The DivisionID field links to the DivisionID field in the Divisions table.
Divisions
This table list all the division data. Here are the field sizes and descriptions:
DivisionID - Text - 15 - unique
Description - Text - 25
AdminID - Text - 15
The DivisionID field must be a unique ID for the division. The Description field is a descriptive name for the division. The AdminID field indicates who the administrator is for this division. The AdminID field links to an Administrator EmployeeID field in the Employees table.
EmployeeProjects
This table lists the projects that have been assigned to employees and the rate at which they are billed out. Here are the field sizes and descriptions:
EmployeeID - Text - 15 - unique
ProjectID - Text - 15
Rate - Currency
The EmployeeID and ProjectID fields must be a unique combination for the employee project. The EmployeeID field links to the EmployeeID field in the Employees table. The ProjectID field links to the ProjectID field in the Projects table. The Rate field indicates the rate at which this project is charged for this employee.
Employees
This table lists all employees, their passwords and security level, the shift they work on and the rate at which they are billed out. Here are the field sizes and descriptions:
EmployeeID - Text - 15 - unique
Name - Text - 25
DivisionID - Text - 15
ShiftID - Text - 10
Rate - Currency
PayRate - Currency
Password - Text - 10
Level - Text - 1
Manager - Text - 15
EMail - Text - 50
Type - Unsigned Integer
BankedTime - Float
HolidayTime - Float
StartDate - Date
EndDate - Date
Fulltime - Boolean
Active - Boolean
The EmployeeID field must be a unique ID for the employee. The DivisionID field indicates to which division, if any, the employee belongs to. The DivisionID field links to the DivisionID field in the Divisions table. The ShiftID field indicates in which shift the employee works. The Rate field indicates the rate at which this employee is charged out. The Password field indicated the login password for this employee. The Level field indicates the security level of the employee. This field can be A for Administrator, M for Manager or blank for an ordinary employee. The Manager field indicates the manager for this employee. The Manager field links to a Manager EmployeeID field in the Employees table. The Type field indicates the type of employee. Employees can be regular (0) or hourly (1). Hourly employees, like consultants, cannot charge for holidays or sick days. The BankedTime field stores the overtime hours the employee has banked. The HolidayTime field stores the holiday hours the employee has banked. The Fulltime field indicates whether the employee is full time or part time. The Active field indicates whether this employee shows up in the employee pull-down lists.
EmployeeTasks
This table lists the tasks that have been assigned to employees and the rate at which they are billed out. Here are the field sizes and descriptions:
EmployeeID - Text - 15 - unique
TaskID - Text - 15
Rate - Currency
The EmployeeID and TaskID fields must be a unique combination for the employee task. The EmployeeID field links to the EmployeeID field in the EmployeeTime table. The TaskID field links to the TaskID field in the Tasks table. The Rate field indicates the rate at which this project is charged for this employee.
Employee Time
This table lists all the employee timesheet records. It is a history of all time billed by the different employees. Here are the field sizes and descriptions:
ID - AutoInc - unique
EmployeeID - Text - 15
WorkDate - Date
ClientID - Text - 15
ProjectID - Text - 15
TaskID -Text - 15
PhaseID - Text - 15
ActionID - Text - 15
Hours - Float
Comments - Text - 180
Submitted - Boolean
Approved - Boolean
ProjectApproved - Boolean
BillingType - Word
Invoice -Text - 10
Archived - Boolean
The EmployeeID field links to the EmployeeID field in the Employees table. The ClientID field links to the ClientID field in the Clients table. 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 PhaseID field links to the PhaseID field in the Phases table. The ActionID field links to the ActionID field in the Actions table. The Invoice field links to the Invoice field in the Invoices table.
The WorkDate field indicates for which date the hours were entered. The Hours field indicates how many hours the employee worked on this date for the project combination. The Submitted field indicates as to whether the employee's hours have been submitted to their manager. The Approved field indicates as to whether an administrator has approved the employee's hours. The ProjectApproved field indicates as to whether an administrator has approved the employee's project hours. The archived field can be set to indicate that these records have been exported to the accounting department, for example. 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
Employee Time Archive
This table stores all archived timesheet records. It is identical to the Employee Time table.
Equipment
This table lists all equipment and the rate at which they are billed out. Here are the field sizes and descriptions:
EquipmentID - Text - 15 - unique
Description - Text - 40
ShortDescription - Text - 20
Type - Unsigned Integer
Reference - Text - 6
Rate - Currency
LicenseNumber - Text - 7
EmployeeID - Text - 15
Location - Text - 30
SerialNumber - Text - 20
PurchaseDate - Date
Active - Boolean
The EquipmentID field must be a unique ID for the equipment. The Rate field indicates the rate at which this equipment is charged out. The Type field indicates the type of equipment. The Active field indicates whether this equipment shows up in the equipment pull-down lists.
Equipment Time
This table lists all the equipment timesheet records. It is a history of all time billed by the different pieces of equipment. Here are the field sizes and descriptions:
ID - AutoInc - unique
EquipmentID - Text - 15
WorkDate - Date
ClientID - Text - 15
ProjectID - Text - 15
TaskID -Text - 15
PhaseID - Text - 15
ActionID - Text - 15
Hours - Float
Comments - Text - 180
Submitted - Boolean
Approved - Boolean
ProjectApproved - Boolean
BillingType - Word
Invoice -Text - 10
Archived - Boolean
The EquipmentID field links to the EquipmentID field in the Equipment table. The ClientID field links to the ClientID field in the Clients table. 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 PhaseID field links to the PhaseID field in the Phases table. The ActionID field links to the ActionID field in the Actions table. The Invoice field links to the Invoice field in the Invoices table.
The WorkDate field indicates for which date the hours were entered. The Hours field indicates how many hours the equipment was used on this date for the project combination. The Submitted field indicates as to whether the equipment's hours have been submitted to their manager. The Approved field indicates as to whether an administrator has approved the equipment's hours. The ProjectApproved field indicates as to whether an administrator has approved the equipment's project hours. The archived field can be set to indicate that these records have been exported to the accounting department, for example. The BillingType field indicates which type of hours the equipment logged. The value for this field can be:
0 - normal hours
1 - holiday hours
2 - sick day hours
3 - overtime hours
Estimates
This table keeps track of all the different project estimates. Here are the field sizes and descriptions:
EstimateID - AutoInc - unique
Description - Text - 15
EmployeeID - Text - 15
ClientID - Text - 16
ProjectID - Text - 15
TaskID -Text - 15
EstHrs - Float
ActHrs - Float
EstCost - Currency
ActCost - Currency
EstStart - Date
EstFinish - Date
ActStart - Date
ActFinish - Date
Priority - Word
Status - Word
The EmployeeID field links with the EmployeeID field in the Employees table. The ClientID field links to the ClientID field in the Clients table. The ProjectID field links to the ProjectID field in the Projects table. The TaskID field links to the TaskID field in the Tasks table.
Expenses
The Expenses table keeps track of all the expenses for different employees. Here are the field sizes and descriptions:
ExpenseID - AutoInc - unique
Description - Text - 50
ExpenseDate - Date
EmployeeID - Text - 15
ClientID - Text - 15
ProjectID - Text - 15
TaskID -Text - 15
Invoice - Text - 10
Amount - Currency
ExpenseType - Text - 15
The EmployeeID field links to the EmployeeID field in the EmployeeTime table. The ClientID field links to the ClientID field in the Clients table. 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 Invoice field links to the Invoice field in the Invoices table. The ExpenseType field links to the ExpenseType field in the ExpenseTypes table.
Expense Types
The ExpenseTypes table lists all the different expense categories. Here are the field sizes and descriptions:
ExpenseType - Text - 15 - unique
Description - Text - 50
Holidays
The Holidays table lists all the statutory holidays. Holidays are used to automatically fill in holiday hours on the timesheets. Here are the field sizes and descriptions:
HolidayDate - Date - unique
DivisionID - Text - 15
Holiday - Text - 30
The DivisionID field links to the DivisionID field in the Divisions table.
Invoices
The Invoices table lists all the invoices. Here are the field sizes and descriptions:
Invoice - Text - 10 - unique
InvoiceDate - Date
ClientID - Text - 15
Paid - Boolean
The Invoice field must be a unique ID for the invoice. The Client field links to the ClientID field in the Clients table. The Paid field indicates whether the invoice had been paid or not.
Leave Requests
The Leave Requests table keeps track of all the vacation and other leave for different employees. Here are the field sizes and descriptions:
ID - AutoInc - unique
EmployeeID - Text - 15
DateFrom - Date
DateTo - Date
Reason - Text - 255
ApproveDate - Date
The EmployeeID field links to the EmployeeID field in the Employees table. The DateFrom and DateTo fields indicated when then employee's leave time starts and ends. The Reason field indicates why the employee is on leave, for vacation or medical reasons for example. The ApproveDate field indicates when the leave was approved by the employee's manager.
Phases
This table lists all phases along with a description and charge out rate. Here are the field sizes and descriptions:
PhaseID - Text - 15 - unique
Description - Text - 25
Rate - Currency
Active - Boolean
TaskID -Text - 15
The PhaseID field must be a unique ID for the phase. The Description field is a descriptive name for the phase. The Rate field indicates the rate at which this phase is charged. The active field indicates whether the phase can have time billed to it. If the active field is not set, this phase will not show up in any of the phase pull-down lists. The TaskID field links to the TaskID field in the Tasks table.
Projects
This table lists all projects along with a description, charge out rate and the client to which the project belongs. Here are the field sizes and descriptions:
ProjectID - Text - 15 - unique
Description - Text - 25
Rate - Currency
ClientID - Text - 15
DivisionID - Text - 15
Type - Text - 15
Billable - Boolean
Active - Boolean
DepositHours - Integer
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 ClientID field links to the ClientID field in the Clients table. The DivisionID field indicates which division, if any the project belongs to. The DivisionID field links to the DivisionID field in the Divisions table. The optional Type field can be used to categorize projects for reporting purposes etc. The Billable field indicates whether the time can be invoiced or not. 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.
Tasks
This table lists all the different job codes and their description. Here are the field sizes and descriptions:
TaskID - Text - 15 - unique
Description - Text - 25
ProjectID - Text - 15
Rate - Currency
Active - Boolean
The TaskID field must be a unique ID for the task. The ProjectID field indicates which project, if any, the task belongs to. The ProjectID field links to the ProjectID field in the Projects table. The Description field is a descriptive name for the task. 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.
Users
This table lists the different users of the software along with the times they last opened and closed the software. Here are the field sizes and descriptions:
LoginID - text 30 - unique
LastIn - TimeStamp
LastOut - TimeStamp
The LoginID field must be a unique ID for the user.
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 Timesheets 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 EmployeeID, ProjectID, TaskID, Hours
From EmployeeTime
Where WorkDate Between DATE "2007-03-09" And DATE "2007-04-03" And ClientID = "CYBER"
Order By EmployeeID
This query shows all time charge records, sorted by EmployeeID for the client "CYBER" between March 09 and April 03.
Note that when using dates in SQL, you must use the ISO format (i.e. 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 Timesheets 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 EmployeeTime 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.
Importing and Exporting Data in CSV Format
Importing Data
Timesheets can import data in the form of comma-separated CSV files. If you have existing data from another application, this data can be imported into Timesheets 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 Table Details for more details on field types and sizes.
To import a CSV file 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 Timesheets. 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.
Loading Data into Excel
To load a Timesheets data file into Excel perform the following steps:
1. From the Timesheets main menu, choose Tools | 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 file name 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 Timesheets program data directory (usually in C:\Documents and Settings\All Users\Application Data\CyberMatrix\Timesheets).
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 Timesheets data should now show up in an excel sheet.
Exporting Data into QuickBooks
Timesheet 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 Timesheets data folder, you will see a SQL file called QuickbooksXMLbyProject.sql. The content of that file is shown below.
Select WorkDate AS QBDate, Name AS Customer, ProjectID AS ItemName, Description, Hours AS Quantity, P.Rate, 'Accounts Receivable' AS AR_Account
From EmployeeTime T JOIN Projects P ON(T.ProjectID=P.ProjectID) JOIN Clients C ON(T.ClientID=C.ClientID)
Where WorkDate Between DATE '2014-10-01' And DATE '2004-10-31'
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 WorkDate AS QBDate, Name AS Customer, TaskID AS ItemName, Description, Hours AS Quantity, J.Rate, 'Accounts Receivable' AS AR_Account
From EmployeeTime T JOIN Tasks J ON(T.TaskID=J.TaskID) JOIN Clients C ON(T.ClientID=C.ClientID)
Where WorkDate Between DATE '2014-10-01' And DATE '2004-10-31'
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 WorkDate AS QBDate, Description, (Hours * Rate) as Cost, Invoice
From EmployeeTime T JOIN Projects P ON(T.ProjectID=P.ProjectID)
Where WorkDate Between DATE '2014-10-01' And DATE '2004-10-31'
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 WorkDate AS QBDate, Description, (Hours * Rate) as Cost, Invoice
From EmployeeTime T JOIN Tasks J ON(T.TaskID=J.TaskID)
Where WorkDate Between DATE '2014-10-01' And DATE '2004-10-31'
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.
Re-indexing Tables
Over time, one of your tables may require re-indexing. When a table requires re-indexing, it is considered to be 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 EmployeeTime is corrupt (Invalid index page number specified for retrieval from cache)
Re-indexing 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 Timesheets. 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 data files and e-mail them to CyberMatrix support.
Backing up Data
In Timesheets Standard, it is possible to backup your data. To 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.
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. Alternatively, you can use the Manage Projects screen. Inactivated accounts will not show up on any of the Project pull-down lists.
Reporting
Timesheets 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
Database Server Discrepancies
Due to certain unusual idiosyncrasies of the different database servers, certain reports will not work correctly with Timesheets Enterprise using different database servers. The Oracle sub folder in the Reports folder contains reports with the special SQL that this database server requires. If you are using Oracle with Timesheets Enterprise you should copy these report files into the Reports folder.
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 Timesheet Entry Screen 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.
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.
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 if security is enabled only Administrators can access this menu.
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 Timesheets 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.
Division filter
Select a division to show only time charged to that division. This filter is only available to the main Administrator account.
Employee filter
Select an employee to show only time charged to that employee. If security is enabled only Administrators and Managers can change the Employee filter.
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.
Phase filter
Select a phase to show only time charged to that phase.
Action filter
Select an action to show only time charged to that task.
Status filter
Select a timesheet status to show only time that has been submitted, approved, approved by project or archived.
Depending on the report, some filters will not be available. The triangle in the pull-down lists of unavailable filters will turn gray.
Reports Explained
The Timesheet Reports
You may view different reports that show the current hour totals by week for all your listed employees.
Before viewing a report, choose a start date and end date. The start and end date default to the current week. To view a timesheet 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.
Custom Reporting
Timesheets 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. Timesheets 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 separated by commas 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 EmployeeTime.
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 two other variables that you can use to make special reports. If you want to create an invoice report you must create and set the Invoice variable. This variable is created the same way the SQL variable is created. For invoice reports, you must 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 timesheet reports are special reports that can only have one key field which should be the first field in the SQL statement.
There are several other variables that you can use to customize your reports. See a description of each variable below:
varCurrencyStr - prints out the system currency symbol
varSystemDate - prints out the current date
varDateTime - prints out the current date and time
varFilters - prints out the filters set for the report
varHoursPerDay - prints out the normal hours in a work day configuration setting.
varHoursPerWeek - prints out the normal hours in a work week configuration setting.
varNumberOfWeeks - prints out the number of weeks in the given date filter range.
varExecSQL - run the SQL statement in this variable after the report prints
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.
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 number format.
FormatDecF() - formats decimal numbers based on your system number format and the passed number of decimal places.
Here is an example as to how to use these functions in a report memo field:
[FormatDec(FracRound(<frxDBDataset1."Hours">))]
Enterprise Considerations
In the Enterprise edition it is possible to create reports that link to tables other than the defaults tables included in this software. However, this software uses some very simple SQL parsing to construct the WHERE clause from the filters. For this reason all fields from the non-standard tables must go at the very end of the SELECT clause.
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 UserManual-en.pdf help file for more details on report design (choose Help | Report Designer from the Reporting Screen menu).
Exporting reports to different formats
The reports in Timesheets 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
XML - 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.
Using the Security Features
Timesheets has a security mechanism to prevent employees from accessing the time data of other employees. By default, there is no security in place for Timesheets. This means that in a multi-user environment, any employee will be able to view and edit any other employee's time data. To prevent this, you can implement the security features by setting the security check box in the General tab of the configuration screen.
Logging In
When you run Timesheets and security has been enabled, a login dialog will appear.
To see all users' data, a user must login as Administrator. The default Administrator password is "magic". You should change this password if it is important that users cannot view or change other users' data. To login for the first time enter the word Administrator in the LoginID box and enter magic in the Password box then press OK. If you press the Cancel button, the application will close.
Important: write down and store your changed password in a secure location such as the company safe.
Security Levels
There are four security levels: Administrator, Manager, Team Leader and User. The default security level is User. Users can only see and edit their own time data. Team Leaders can approove and reject other users' time sheets. Managers and Administrators can view, edit and approve other users' data. Only Administrators can create custom reports.
In Timesheets, Managers and Administrators can use the Data Manager. Only Administrators can change global program options. Users can change only their default timesheet settings in the Configuration screen.
Divisional Administrators can only administer data for their own division. An Administrator that has not been assigned a division can access all data in all divisions. See also: Using Timesheets with Different Divisions.
Assigning Security Levels to Users
To assign someone a security level, login as an Administrator or Manager. Choose the desired employee from the pull-down list and open the Manage Employees screen. Assign A to the Level field of the employees you want to be administrators. Assign M to the Level field of the employees you want to be managers. Leave the Level field blank for the employees you want to remain ordinary users.
Avoiding Table Re-indexing
Timesheets uses a local database to store its data. Unfortunately, local databases are susceptible to corruption if the computer is shut down abnormally. Corruption means the table requires re-indexing before it can be used again. 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 to exit Timesheets 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 re-index any corrupted Timesheets tables if necessary.
See Also: Re-indexing Tables.
Using Timesheets with Different Divisions
Timesheets can be set up to work with different divisions. For example, your company might consist of several different companies or have offices in several different cities. You can use divisions to split up time data for each different division. Each division has separate configurations, separate administrators, separate project lists, separate holidays and separate employees lists.
To make use of the divisional features first set up your divisions using the Data Manager. Alternatively you can add and change divisions from the Manage Divisions screen.
Each division should have it's own administrator. Divisional Administrators can only administer data for their own division. An Administrator that has not been assigned to a division can access all data. To change the configuration settings for a division, you must login as the administrator of the division you want to change the configuration for.
When employees login, they will have access only to those projects that are available to the division they belong to.
Command Line Options
Timesheets Standard can be started with an optional command line parameter to automatically backup the data files. To use this command line parameter create a batch file, a shortcut or run the following from the Start menu search box:
TimeSheets.exe /Backup
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 Timesheets
Questions about Timesheets
Q. I upgraded from a previous version of Timesheets. Why is it not showing my old data?
A. Version 4 of Timesheets requires massive changes to the database. Probably you did not upgrade your data as detailed in the installation instructions. These instructions will be seen during installation. You can also read them by opening the file called readme.rtf or by selecting the "CyberMatrix Timesheets Installation Instructions" icon in the Timesheets program group.
Q. When I run Timesheets for the first time it asks for a password. What is the default password?
A. Press the F1 key at this screen. The help file will pop up explaining the security features to you.
Q. I have entered data in the timesheets, but the reports page always comes up blank. What is wrong?
A. You probably have not approved the time data. Only approved data can be seen on the reports.
Q. I have setup each employee with their own rate. Why then do all the reports show $0 for the total fields?
A. The main reports all use the project rate. You'd need to modify them to use the employee rate. Look in the Examples folder for a few reports that use the employee rate. We can also build specific reports for you if you tell us exactly what you need.
Q. How can I build my own reports?
A. From the Report screen choose Help | Getting Started with Custom Reporting. This will guide you through the basics of creating your own reports.
Q. How can I resize the timesheet columns?
A. The columns can be resized like any other grid control. In the gray title area of the grid, position the mouse just after the column you want to resize. The mouse pointer will change to a resize pointer. Then just drag the column to the desired size.
Q. OK but how can I start off all users with the same timesheet column widths?
A. You could write a script to copy over a default configuration file (CMTimesheets.ini) to:
C:\Documents and Settings\[UserName]\Application Data\CyberMatrix
Q. When I make changes to the configuration and try to save them why do I get the error: "You are not in a division therefore any configuration changes will be saved to a general configuration file that no one will use."?
A. You have setup divisions where each division has separate configurations and separate administrators. However, the person you are logged in as does not belong to a division. Therefore the software is telling you it is useless to make configuration changes that will never be used. You need to login as the administrator of the division you want to change the configuration for.
Q. I have assigned all projects a division. Why do projects no longer show in the pull-down lists?
A. The division you belong to has no projects assigned to it. To see a project you must login as an employee that belongs to the division the project was assigned to.
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. The language files are stored in a folder called Languages inside the data folder. In Timesheets Client/Server and Timesheets Enterprise the folder will be in the common documents folder. e.g. C:\Users\Public\Documents\CyberMatrix\Timesheets in Windows 7.
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 open the options screen by choosing Tools | Options from the main menu and select your language from the language pull-down list.
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.
Report Translations
The report list used in the program is generated from all the report files in the Reports folder. To translate the report names you will have to changes the report names to your language's equivalents.
Purchasing Timesheets
You may freely evaluate the trial edition of Timesheets 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.
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 Timesheets:
All CyberMatrix software can be purchased directly from CyberMatrix by secure web form, fax, telephone, 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 edition 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/
Telephone
For telephone orders using a credit card, you may call CyberMatrix directly at (250)503-1009.
Toll Free
For telephone orders by Visa, MasterCard, Discover or American Express credit cards, 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 Timesheets 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 Timesheets, you will receive from CyberMatrix the full commercial edition of Timesheets and instructions on registering the software. The commercial edition 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 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 customers of Timesheets are guaranteed all future product revisions, both major and minor will be provided free of charge for a minimum of three months after the date of purchase.
Any major revisions after three 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, Multi-User Licenses
Multi-user Licenses
The following rates apply to multiple purchases of Timesheets:
[All prices in US dollars.]
Timesheets Standard and Web
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).
Examples:
3 seat license: 3 X $35= $105.
37 seat license: $750 + $325 + (2 X $35) = $1145.
Timesheets Client/Server and Enterprise
Single license $75.
10 users $700 or $70 / user.
25 users $1625 or $65 / user.
50 users $2750 or $55 / user.
100 users $4500 or $45 / user.
Site License $5000. (Up to ten different sites.)
See also: Order Forms, Purchasing Timesheets
Order Forms
Order form for Timesheets Standard
Order form for Timesheets Client/Server
Order form for Timesheets Enterprise
Order form for Timesheets Web
Timesheets Standard Order Form
Remit To:
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.)
Telephone: _________________________________________
E-mail: _________________________________________
[All prices in U.S. Dollars.]
Timesheets
___________ 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 registration - FREE (make sure to include e-mail address).
___________ Send program on disk by postal mail - $5.
___________ Send program on disk by registered mail - $15.
___________ 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: ___________
[ ] Discover - Credit Card Number: ________________________________ Expire Date: ___________
[ ] Amex - Card #: ________________________________ CID #:___________ 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 Timesheets?
________________________________________________________________
Timesheets Client/Server Order Form
Remit To:
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.)
Telephone: _________________________________________
E-mail: _________________________________________
[All prices in U.S. Dollars.]
Timesheets
___________ single license $75.
___________ 10 users $700 or $70 / user.
___________ 25 users $1625 or $65 / user.
___________ 50 users $2750 or $55 / user.
___________ 100 users $4500 or $45 / user.
___________ site License $5000.
___________ SubTotal
___________ Internet registration - FREE (make sure to include e-mail address).
___________ Send program on disk by postal mail - $5.
___________ Send program on disk by registered mail - $15.
___________ 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: ___________
[ ] Discover - Credit Card Number: ________________________________ Expire Date: ___________
[ ] Amex - Card #: ________________________________ CID #:___________ 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 Timesheets?
________________________________________________________________
Timesheets Enterprise Order Form
Remit To:
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.)
Telephone: _________________________________________
E-mail: _________________________________________
[All prices in U.S. Dollars.]
Timesheets
___________ single license $75.
___________ 10 users $700 or $70 / user.
___________ 25 users $1625 or $65 / user.
___________ 50 users $2750 or $55 / user.
___________ 100 users $4500 or $45 / user.
___________ site License $5000.
___________ SubTotal
___________ Internet registration - FREE (make sure to include e-mail address).
___________ Send program on disk by postal mail - $5.
___________ Send program on disk by registered mail - $15.
___________ 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: ___________
[ ] Discover - Credit Card Number: ________________________________ Expire Date: ___________
[ ] Amex - Card #: ________________________________ CID #:___________ 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 Timesheets?
________________________________________________________________
Timesheets Web Order Form
Remit To:
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.)
Telephone: _________________________________________
E-mail: _________________________________________
[All prices in U.S. Dollars.]
Timesheets
___________ 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 registration - FREE (make sure to include e-mail address).
___________ Send program on disk by postal mail - $5.
___________ Send program on disk by registered mail - $15.
___________ 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: ___________
[ ] Discover - Credit Card Number: ________________________________ Expire Date: ___________
[ ] Amex - Card #: ________________________________ CID #:___________ 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 Timesheets?
________________________________________________________________
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 support@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: <br><br>
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, w3schools SQL Tutorial
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.