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  1. 1. – leveraging your Microsoft® TIMECARD WORKGROUP ADMINISTRATOR MANUAL CONTENT TIMECARD WORKGROUP ADMINISTRATOR MANUAL..............................................1 CONTENT........................................................................................1 1 INTRODUCTION.................................................................................4 2 SERVER INSTALLATION.........................................................................5 2.1 START INSTALLATION.................................................................................5 2.2 INSTALLATION TYPE...................................................................................7 2.3 DESTINATION........................................................................................8 2.4 ACTUAL INSTALLATION................................................................................9 2.5 CREATE DATABASE..................................................................................11 2.5.1 SETTING UP THE CONNECTION WITH THE SQL SERVER..................................................11 2.6 CONFIGURING TIMECARD PERSONAL SETTINGS....................................................12 2.7 PERMISSIONS.......................................................................................12 3 COMMON SETTINGS..........................................................................13 3.1 META DATA.........................................................................................14 3.1.1 IMPORTING DATA BY COPY & PASTE...................................................................15 3.1.2 COPYING FROM A CONTACT FOLDER.....................................................................15 3.1.3 TIMECARD PROPERTIES – META DATA STRUCTURES......................................................15 3.2 WHAT TO TRACE COST ON? ......................................................................17 1 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  2. 2. – leveraging your Microsoft® 3.2.1 COST BY PERSON........................................................................................17 3.2.1.1 Hide Statistics....................................................................................................17 3.3 COMMON SETTINGS, LOWER PART..................................................................17 3.3.1 DEPARTMENTS...........................................................................................18 3.3.2 ENABLE AND DISABLE DATA..............................................................................18 3.3.3 HIDE ‘MORE’ IN PERSONAL SETTINGS...................................................................18 3.3.4 MAKE ALL TIMECARD META FIELDS MANDATORY.........................................................18 3.3.5 DEFAULT VALUE FOR EMPTY FIELDS......................................................................19 3.3.6 PLANNING INFORMATION.................................................................................19 3.3.7 AUTO-ADD NEW TIMECARD PROPERTIES...............................................................20 3.3.8 ENABLE THE EXPENSES FEATURE.........................................................................20 3.3.8.1 Edit Expense Label .............................................................................................20 3.3.9 ENABLE E-MAIL/DOMAIN SETTINGS....................................................................21 3.4 HIDE THE REPORT BUTTON.........................................................................21 4 CLIENT INSTALLATION........................................................................21 5 THE PERSONAL SETTINGS DIALOG...........................................................28 6 UPGRADE.....................................................................................30 6.1 UPGRADE WHEN DIRECT REPORTING...............................................................30 6.1.1 UPGRADE OF CENTRAL INSTALLATION....................................................................30 6.1.2 CLIENT TOOL UPGRADE.................................................................................30 6.1.2.1 Upgrade from version 4.2....................................................................................31 6.2 UPGRADE WHEN REPORTING VIA ASP.............................................................31 7 WORKING WITH TIMECARD IN THE OUTLOOK CALENDAR - INFO FOR USERS................32 7.1 PERSONAL SETTINGS CONFIGURATION..............................................................32 7.1.1 META DATA.............................................................................................32 7.1.2 THE LOWER PART OF PERSONAL SETTINGS.............................................................32 7.1.2.1 License..............................................................................................................33 7.1.2.2 Database...........................................................................................................33 7.1.2.3 Costs counted by user rate...................................................................................33 7.1.2.4 Filter.................................................................................................................34 7.1.2.4.1 Recurring Appointments......................................................................................................................................34 7.1.2.4.2 Private Appointments .......................................................................................................................................34 2 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  3. 3. – leveraging your Microsoft® 7.1.2.4.3 All day Appointments..........................................................................................................................................34 7.1.2.5 Time Manipulation..............................................................................................35 7.1.2.6 Meta data in Subject line ....................................................................................35 7.1.2.7 Language Options...............................................................................................35 7.1.2.8 Export to Excel Alternatives..................................................................................35 7.2 APPOINTMENTS.....................................................................................36 7.2.1 ADDING NEW APPOINTMENTS WITH TIMECARD PROPERTIES............................................36 7.2.2 SETTING TIMECARD PROPERTIES ON EXISTING APPOINTMENTS.........................................37 7.2.3 COPYING APPOINTMENTS.................................................................................37 7.2.4 EXPENSES...............................................................................................37 7.2.5 CATEGORIES FIELD – WHY USE IT? ...................................................................38 7.2.6 REMOVE TIMECARD PROPERTIES........................................................................38 7.3 REPORTING TIME WITH TIMECARD.................................................................39 7.3.1 THE REPORTING DIALOG................................................................................39 7.3.2 CHOOSING DATE RANGES................................................................................39 7.3.3 DISPLAY OPTIONS.......................................................................................40 7.3.4 CHANGE APPOINTMENTS WITHIN THE REPORTING DIALOG...............................................40 7.3.5 EXPORT TO EXCEL......................................................................................40 7.3.5.1 Customization of the Excel template......................................................................40 7.3.6 SENDING REPORT........................................................................................41 8 GENERAL ARCHITECTURE.....................................................................42 8.1 THE FILES AND THEIR PURPOSE....................................................................42 8.1.1 CENTRAL INSTALLATION FILES...........................................................................42 8.1.2 FILES ON EACH CLIENT .................................................................................43 8.2 OUTLINE...........................................................................................45 9 REPORTING OPTIONS........................................................................46 9.1 DIRECTLY TO ACCESS OR SQL/MSDE...........................................................46 9.2 REPORT VIA WEB SERVICE (ASP) ...............................................................46 9.2.1 SETTING UP THE POST TO ASP OPTION...............................................................46 10 STATISTICS.................................................................................49 3 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  4. 4. – leveraging your Microsoft® 11 REGISTRATION AND TRIAL INFO............................................................50 12 SUPPORT...................................................................................51 13 CONTACT...................................................................................51 14 REMOVE OR REPAIR TIMECARD............................................................52 15 TIMECARD MOBILE.........................................................................53 15.1 INTRODUCTION....................................................................................53 15.2 INSTALLATION.....................................................................................53 15.3 USAGE............................................................................................54 15.3.1 OPEN TIMECARD MOBILE AND CHANGE PROPERTIES..................................................54 15.3.2 CREATE NEW APPOINTMENT............................................................................55 15.3.3 EDIT APPOINTMENT....................................................................................56 15.4 UN-INSTALLATION ...............................................................................56 1 INTRODUCTION With TimeCard users both plan and report their time inside Outlook Calendar. We hope that you will get a good understanding of TimeCard by studying this manual and the online video demonstrations. You are welcome to print the manual or parts of it and use it within your organization. You may also change or add text or images so that the manual better suits your needs. TimeCard can be used with any calendar, including shared ones or secondary mailbox calendars. The TimeCard toolbar will be visible in all calendars. To report appointments of the particular calendar, just run the reporting dialog. It is as simple as that! By avoiding free form text, TimeCard makes time reporting quicker and virtually error-free. All the users have to do is select the appropriate TimeCard properties (one, two or three) for each of their appointments. This will enable easy reporting and follow up. When users regularly send time reports into the database, each post will contain information about the date, start time, end time, duration, subject, body and the TimeCard properties you have defined. This data can then be examined in the integrated statistics tool, OLAP Reporting. All screen shots in the manual are taken from a PC with Microsoft Vista and Office 2007, English versions, but TimeCard works with all Office versions from 2000 and with the most common operative systems, like Windows XP and Vista. For more details about requirements, refer to the Requirements page at the kalmstrom.com website, http://www.kalmstrom.com. 4 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  5. 5. – leveraging your Microsoft® The language of TimeCard automatically defaults to the same Office language of the user’s actual PC. We currently support Czech, Danish, Dutch, English, Finnish, French, German, Greek, Italian, Norwegian, Portuguese, Spanish and Swedish. The user has the option of selecting any one of these languages instead of the default system language. 2 SERVER INSTALLATION TimeCard is designed to be easy to install and distribute, and a central installation and configuration takes care of almost everything. Create a TimeCard directory in any shared file folder on your server and save the file you download into it. You can use either a UNC- path, such as servernamesharename, or a mapped drive, such as Y:. TimeCard Workgroup requires installation on a shared folder on a file server, apart from the requirements of MS Excel and MS Outlook. In the instance that the file server does not have Office installed, it is recommended that you install the TimeCard workgroup files from a client workstation (where TimeCard will be used), by specifying a shared folder on that file server. The installation files are compressed in the TimeCardWorkgroupSetup.exe file, and when you run the installation those files become decompressed. Perform the installation from a client machine. After the installation is finished, the TimeCard directory (the root file folder) will have content similar to that in the picture below, where the administrator has selected to create an Access database. Note: the .mbd file will only be there if you select the “Create an Access database” option at the end of the installation. If you choose the SQL Server option, a TimeCard connection text file will be created instead. For more information about the files, refer to The Files and their Purpose. 2.1 START INSTALLATION Click the file TimeCardWorkgroupSetup.exe to start the installation. You are first shown the InstallShield Wizard and then a dialog showing the requirements for the TimeCard installation. 5 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  6. 6. – leveraging your Microsoft® If you click Next, you are asked to accept the License Agreement. If you don’t do that the installation will be cancelled. 6 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  7. 7. – leveraging your Microsoft® 2.2 INSTALLATION TYPE The setup lets you choose between a New and Upgrade/Repair Installation of TimeCard. Below, the New installation is described. 7 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  8. 8. – leveraging your Microsoft® r 2.3 DESTINATION The next choice is to define the folder where TimeCard for Outlook will be installed. It is recommended that this folder is a shared file folder on your server. You can use either a UNC- path, such as servernamesharename, or a mapped drive such as Y:. 8 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  9. 9. – leveraging your Microsoft® 2.4 ACTUAL INSTALLATION When you have chosen the directory for the central installation, click Next and then Install to start the installation. Then the actual installation takes place. 9 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  10. 10. – leveraging your Microsoft® 10 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  11. 11. – leveraging your Microsoft® 2.5 CREATE DATABASE In the next step, you are asked to choose what kind of database should be used for TimeCard reports. If you select one of the new database options (Microsoft Access® or Microsoft SQL® Server), the installation program will create the database in a few seconds. The Access database will be stored in the server folder where you put the TimeCard files. If you choose a SQL Server there will be a TimeCard connection .txt file instead. Note: in order to create an MS Access database you do NOT need to have MS Access installed, only Excel. However, in order to use the MS SQL option, you do need to have MS SQL. All users must have write permissions to the database. 2.5.1 SETTING UP THE CONNECTION WITH THE SQL SERVER For a large number of users and reportings we recommend having the backend database on a SQL server, as it is easily scalable, supports multi-users in any numbers without affecting much on query performance and also has finer control over access to data. To use a SQL Server there are three alternatives: 1. Create the sql-database automatically and specify authentication method (Option #2 in the screen shot above). 2. During installation a sql-file is created. Choose this sql-file to install the database manually. Open another window and create the database in your database administration tool before you choose this option (Option #3 in the screen shot above). 3. If you already have an existing database setup previously, you can configure it from the TimeCard common settings tool directly, by selecting your new reporting option and then configuring it. For example, for reporting to a new SQL database, just select ‘Report to MS SQL Server’ from the report drop down and then click the ‘Configure’ button. 11 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  12. 12. – leveraging your Microsoft® Either way, you will get a pop-up dialog window comes up, where you can enter the SQL server details, such as server name and user credential. To verify that the entered information is correct, press the ‘Test’. Click OK to continue to the next step. Once the database is created in the SQL server, you will notice that the database connectivity information has been saved in the text file TimeCardConnection.txt under the TimeCard Workgroup network share folder. If you open SQL management studio (or other SQL client), you will see there is a new database created (eg. Default name is “TimeCard3SQL”) with 10 (or more) tables. These tables will be used for saving settings and reported appointments data. 2.6 CONFIGURING TIMECARD PERSONAL SETTINGS Once the workgroup database is created and configured, and if a user has installed the TimeCard client tool, refer to Client installation, the user will see that TimeCard Personal Settings is already configured and connected to the workgroup database. What is left to be done is for the user to select their metadata lists (e.g. Projects, tasks etc) and he/she is ready to tag appointments with metadata values and report to the central database. 2.7 PERMISSIONS Access ‒ users need to have write permission over the .mbd file as well as over the workgroup folder (where the .mbd file is placed) for reporting and statistics to work. SQL ‒ users need to have DB Write and Read permission (and read permission over the workgroup folder to view statistics). 12 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  13. 13. – leveraging your Microsoft® ASP reporting ‒ the IUSR internet account needs to be set to have write permission over the MDB file or the SQL server, whichever the admin has set reporting option to. Calendar‒ the user needs to have Editor permission or higher on the calendar, otherwise the reporting will fail. This is normally only relevant for shared or secondary mailbox calendars. To report appointments which are already tagged with TimeCard data in a shared calendar, the user also needs to have the same selection of the metadata lists as that of the mailbox's owner (calendar owner). 3 COMMON SETTINGS When you have clicked OK in the database dialog the Common Settings dialog is shown. Define what TimeCard Meta data you need. In other words, decide what extra information needs to be gathered besides the date, start time, duration, body and subject. Next, add these properties in the dialog. The settings can be changed any time, so if you feel uncertain about the Meta data in the beginning, you can write in only the most basic data and then add more information later. If you want to change the Common Settings later, the dialog is reached by clicking on the file TCCommonSettings.exe in the TimeCard root file folder. 13 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  14. 14. – leveraging your Microsoft® 3.1 META DATA By default, TimeCard is configured to work with two properties, Customer and Task. This means that for each appointment, the people reporting time will have to select both a Customer and a Task for that specific appointment. However, you can easily modify the properties so that they fit your needs. Write the properties you need under Meta data, and the tabs above will automatically change to reflect what you have entered. The columns will also automatically widen to fit the longest Meta data item. It is possible to add an extra property, like in the image above, but keep in mind that doing so makes the procedure of reporting time more complicated. For more information, refer to TimeCard Properties – Meta Data Structures. You can also remove one property so that only one remains to work with. This will save time for all employees entering appointments. Choosing the appropriate properties to report on is an important step, and they can easily be edited if the needs of your organization change. It is often best to start with a simple reporting scheme and extend it later (if needed). Note: 14 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  15. 15. – leveraging your Microsoft® You cannot have the same name in more than one property. If a Task is called "ABC" you can NOT have a project also called "ABC". You can call the project "ABC_P" (or something similar), but not exactly the same. You cannot use the characters colon and semicolon (: and ;) in the metadata names. If you enter them in Common Settings the application will remove them automatically, but if you add the data directly into the database instead you have to think about this. 3.1.1 IMPORTING DATA BY COPY & PASTE The lists in the Common Settings dialog are made with Excel components. Thus, it is quite easy to copy & paste information into the grid. If you already have a list of existing properties in Excel that you want to use for reporting, the copying procedure should be very straightforward. You can also import the data or copy and paste directly into the database. The Common Settings dialog will automatically sort and remove any blank rows when you click OK or switch to another tab. Any duplicates will also be removed. 3.1.2 COPYING FROM A CONTACT FOLDER If you already have some of the data which you want to use as a TimeCard reporting property in an Outlook folder, it is quite easy to transfer the data into TimeCard. The most common scenario is that you have some customers in a Contacts folder and you want to copy those customer names into the Customer tab of the Common Settings form. These are the steps needed: 1. Create or choose an Outlook view that has all the data you need to copy. 2. Select all the data from the Edit menu or by CTRL+A. 3. Copy the data to the clipboard via the Edit menu or CTRL+C. 4. Paste the information into the TimeCard Common Settings dialog. Switch to another tab to get the data properly sorted and all doubles removed. 5. Reset your view in the Outlook Contacts folder (if needed). 3.1.3 TIMECARD PROPERTIES – META DATA STRUCTURES To get more out of your TimeCard statistics (refer to Statistics) you can make use of Meta categories. Each TimeCard property can have up to three categorization levels. They are only visible in the Common Settings dialog and when you view the statistics. They will not show in the appointments, in the users’ Personal Settings or when users report time. The users will never have to bother with the higher levels of categorization. Here is an example on how to use Meta categories with Customers: Relations between the Meta data, the Meta data category (Business area below) and the Meta data super category fields (Sector below) are automatically shown in the tree diagram to the right. 15 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  16. 16. – leveraging your Microsoft® Below is an example of how the Tasks can be sorted in Categories and Supercategories. 16 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  17. 17. – leveraging your Microsoft® 3.2 WHAT TO TRACE COST ON? TimeCard for Outlook is designed to be very flexible so that you can set it up to fit the way you want to track costs and time. Thus, it is very important that you consider how to set up the cost tracing options. Either you can specify that one of your TimeCard properties should be the cost carrier, or you can trace the cost after each person’s hourly rate. 3.2.1 COST BY PERSON If the costs are counted by person, there are two alternatives: 1. The administrator sets the rates in Common Settings. When the Cost by Person, Admin checkbox "Admin Specified" is Specified, with the new tab: checked, a new tab ("Person") is loaded. Only the category and rates fields are editable. The persons are loaded from the database (tblPersons) after the first time the users have reported time. 2. Each user defines her/his rate in the Personal Settings. If you want to use this option, leave the “Admin Specified” box unchecked, refer to Costs counted by user rate. 3.2.1.1 HIDE STATISTICS If the admin selects cost-carrier by person and rate specified by the admin, a new option will be available that hides the statistics button to the users. If it is checked the choice is populated to the Personal Settings automatically, so that the users will not see the statistics button. 3.3 COMMON SETTINGS, LOWER PART In the lower part of the Common Settings dialog the admin can customize the TimeCard settings to suit the requirements of the organization. 17 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  18. 18. – leveraging your Microsoft® 3.3.1 DEPARTMENTS If the Departments box is checked, each user will be asked for department when reporting for the first time. 3.3.2 ENABLE AND DISABLE DATA The checkbox Enable and disable data lets the administrator hide a row of the Meta data without having to delete it. This property will still be shown everywhere except in the users’ Personal Settings. Since the users cannot select this property anymore they cannot report on it. 3.3.3 HIDE ‘MORE’ IN PERSONAL SETTINGS If this box is checked, the lower part of the Personal Settings dialog is hidden, and users can only select Meta data and not any of the other personal alternatives. 3.3.4 MAKE ALL TIMECARD META FIELDS MANDATORY If this box is checked, the number of TimeCard properties defined by the administrator must be selected for each appointment. If the user does not select all the properties, TimeCard will prompt him to try again. Else the changes to the appointment are discarded. There is one exception: if a user marks an appointment as private, he will still be able to save it without defining TimeCard properties. That way a user can have for example a dentist appointment in his calendar. 18 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  19. 19. – leveraging your Microsoft® 3.3.5 DEFAULT VALUE FOR EMPTY FIELDS Users cannot report appointments if some TimeCard fields are empty, but the administrator can define a TimeCard-property that will be used automatically if the user has left a field empty when reporting. If a user has selected at least one TimeCard property, this appointment will be reported, and if a default value is set for a field, it will be entered instead of an empty field. Fields that were filled out by the user, will of course stay unchanged. The default values are not connected with each other. They are used separately. Example: In Common Settings “Car” and “Year” are TimeCard properties. Car: Ford, Daewoo, Honda. Year: 2005, 2007, 2009. Default values are set to: Honda, 2009. The appointment <Ford, --> will be reported to database as <Ford, 2009> - the default value is used only for the missing value The appointment <--, 2007> will be reported as <Honda, 2007> Reporting can also be allowed if all fields are empty. The checkbox "Allow Reporting of appointments with all fields empty" means that appointments with all TimeCard fields empty will be reported with the default values. Users can not report appointments with all empty fields without default values being set for them, and the checkbox "Allow Reporting of appointments with all fields empty" is active only when the checkbox “Enable default value for empty fields” is enabled. This alternative is convenient if users often report on the same values. Example: The appointment <--, --> will be reported as <Honda, 2009> if the checkbox "Allow Reporting of appointments with all fields empty" is checked and those are the default values. (The appointment will not be reported at all if the “Allow” box is unchecked.) If you check the box for showing default metadata in the appointment, the users will see them there. If not, the default value will only be added at reporting. 3.3.6 PLANNING INFORMATION If Planning Information is enabled, you can study the end users’ future appointments that have not been reported in the tblPlanning in the database. This is how the Planning information works: 19 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  20. 20. – leveraging your Microsoft® When a user reports time, all future calendar appointments for one year after the latest reported appointment is added to the planning table in the database. The next time the same user reports appointments, his/her old future appointments are removed from the database, and the new future appointments are entered instead. Therefore, every time a user reports time, the Reporting Tool enters the upcoming meetings fresh, from the last unreported meeting and one year ahead. Settings are based on what was entered in Personal Settings, which gives the users options (such as excluding private appointments). The Planning reporting is done automatically at the same time as the other reporting. Users can change their future appointments in the calendar, just as they normally would. 3.3.7 AUTO-ADD NEW TIMECARD PROPERTIES If you enable this feature, the application downloads newly added Customers/Tasks (or whatever the TimeCard properties have been named) as soon as there is a connection to the database. Each user automatically gets every new project that is added. They of course have the option of de-selecting them if they don't want to use them. If this alternative is enabled each user’s Personal Settings are not saved but continuously updated with the info from the Common Settings. If the box is not checked, the users have to run the Personal Settings manually to select the new additions (tags) from the workgroup database. 3.3.8 ENABLE THE EXPENSES FEATURE If the Expenses Feature is enabled each user can add expenses to each appointment and then report these expenses when reporting time and TimeCard data. . The reported expenses will be saved in the table tblExpenses in the database, intReportID as foreign key for tblReports, and they will be shown in OLAP Reporting Tool and in the Export to Excel data sheet. Refer to Expenses. 3.3.8.1 EDIT EXPENSE LABEL The administrator can also edit the caption of the Expense Label by clicking the Edit Expense Label button. The default values are Mileage, Mileage Cost, per Diem, Other and Description. Once the admin changes the caption of an Expense Label it also gets changed in OLAP Reporting Tool, in the Export to Excel data sheet and in the users’ Save/Edit Expenses dialog box. We suggest that all the fields except the Description field should be numeric, to be easy to summarize. 20 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  21. 21. – leveraging your Microsoft® 3.3.9 ENABLE E-MAIL/DOMAIN SETTINGS This feature is useful if the users often get work orders via e-mail. Then they may drag the e-mail to their Outlook calendar and make an appointment of it. They may also drag the e-mail to the To-Do bar. When the box is checked a new tab is shown after the TimeCard properties tab(s): Under the new tab you may map an E-mail ID or Domain to your TimeCard properties. The metadata selected under this tab will be filled out automatically in the appointment users create by dragging an e-mail to the calendar or the To-Do bar. 3.4 HIDE THE REPORT BUTTON The TimeCard admin has one more configure possibility, to hide the Report button for the users. This setting is not made in the Common Settings dialog but in the registry of each user machine. The feature can be useful if the organization already has an in-housed tool that processes the users’ TimeCard appointments directly from the Exchange Server. The setting such that it can be used to enabled/disabled the reporting button in the TimeCard Outlook toolbar. To use this feature, just add the new key HKEY_CURRENT_USERSoftwareKalmstrom.nuTimeCardSettingsHideReport in the local registry value in each user’s system and set its value to 0 or 1. (0 - show report and 1 - hide report button). 4 CLIENT INSTALLATION Once the server installation is finished, TimeCard must also be installed on the clients’ machines. The person installing the Client Tool needs to have Administrator rights over the workstation. 21 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  22. 22. – leveraging your Microsoft® The Client Tool installer, TimeCardClientSetup.exe, will install some files on the client machine (by default in Program files/kalmstrom.com/TimeCard for Outlook). For more information about the Client Tool files, refer to Files on each client. TimeCardClientSetup.exe also creates a My TimeCards folder under (My) Documents. (Version 4.3 only uses the .dll version of the TimeCard Client Tool. If you have previously selected the homepage option and now wish to upgrade to version 4.3 just uninstall the Client Tool through the Control panel, Add/Remove programs or Programs and Features, and install again by (from the client machine) clicking the file TimeCardClientSetup.exe in the shared network TimeCard folder.) From each client machine, go into the TimeCard root file folder on the network drive and run the file TimeCardClientSetup.exe. When you run the TimeCardClientSetup.exe you are shown first the InstallShield Wizard and then the Welcome dialog. 22 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  23. 23. – leveraging your Microsoft® 23 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  24. 24. – leveraging your Microsoft® Then you are asked to accept the license agreement. 24 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  25. 25. – leveraging your Microsoft® By default the TimeCard Client Tool is installed in Program files/kalmstrom.com/TimeCard for Outlook, but you can choose another folder by pressing the Change button. 25 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  26. 26. – leveraging your Microsoft® Click Next, and then Install to start the installation. 26 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  27. 27. – leveraging your Microsoft® 27 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  28. 28. – leveraging your Microsoft® 5 THE PERSONAL SETTINGS DIALOG The dialog Personal Settings is shown when the installation of the Client Tool is finished. Here, each user selects those common properties that he/she will be working with and need to report on. The Personal Settings dialog also contains other choice possibilities, but these can be hidden by the administrator (this is done in Common Settings). Below is the default Personal Settings dialog. 28 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  29. 29. – leveraging your Microsoft® The Personal Settings dialog when the “More” button is hidden by the administrator. 29 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  30. 30. – leveraging your Microsoft® 6 UPGRADE 6.1 UPGRADE WHEN DIRECT REPORTING 6.1.1 UPGRADE OF CENTRAL INSTALLATION If the users report directly to the database (Access or SQL Server), the upgrade is automatic. Run the file TimeCardWorkgroupSetup.exe. The installer will recognize a previous installation and will ask you if you want to upgrade. Answer Yes and the upgrade will be performed. The person performing the upgrade needs to have Administrator permissions over the TimeCard network shared folder. 6.1.2 CLIENT TOOL UPGRADE When the central installation is upgraded, each client is asked to upgrade when there is a connection to the file server. (TimeCard compares the version of the currently installed TCAddin.dll with Version.xml, which is present at the shared path. The setup file TimeCardClientSetup.exe is run from the shared path if the version number in Version.xml is higher than in the installed version.) If the client answers Yes, the upgrade is automatic. This upgrade will be run in silent mode, that is, there will not be any dialog forms. However, since Outlook has to be restarted for the upgrade to be effective, it is recommended that you shut down Outlook once you have clicked 'Yes' to the auto- update confirmation message. 30 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  31. 31. – leveraging your Microsoft® 6.1.2.1 UPGRADE FROM VERSION 4.2 The automatic update of the Client Tool will not work when you upgrade from version 4.2 or earlier. In that case the Client Tool has to be upgraded manually. From the client machine, go into the TimeCard root file folder on the network drive and run the file TimeCardClientSetup.exe. Refer to Client installation 6.2 UPGRADE WHEN REPORTING VIA ASP Three parts need to be upgraded if you upgrade your existing TimeCard ASP option: Application Files 1) First upgrade the TimeCard workgroup folder (which is likely a shared networked folder) by running TimeCardWorkgroupSetup.exe. 2) Go to the TimeCard Workgroup folder, where you copy and overwrite the following files to the TimeCard Web folder (which is likely under your IIS root folder): ‒ TCCommonSettings.exe ‒ TCReport.asp ‒ TCPlanning.asp Database structure Run the newly updated TCCommonSettings.exe within the IIS root folder (most likely you would need to do this on the server machine) and Click OK. Doing this, it will upgrade your old database to the new specification. Your existing data will be unaffected. Client Tool When the workgroup installation is upgraded, every client needs to run the client tool setup. If the users have access to the shared folder where TimeCard was initially installed, each client is upgraded automatically when there is a connection to the file server. After the client upgrade Outlook has to be restarted. For upgrades from version 4.2 or earlier the Client Tool has to be upgraded manually. Refer to Upgrade from version 4.2 If the users do not have access to the shared folder, the administrator can put the Client Tool installer in a web folder for the users (or e-mail it as an attachment). In that case, use the files TimeCardClientSetup.exe and TCCT.exe. Both files should be copied to the client system and then the TimeCardClientSetup.exe should be run to install the Client Tool. 31 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  32. 32. – leveraging your Microsoft® 7 WORKING WITH TIMECARD IN THE OUTLOOK CALENDAR - INFO FOR USERS Use your Outlook Calendar to plan your day with meetings and appointments. You have to select the appropriate TimeCard Properties (or property) for each appointment; otherwise you can handle them just as you normally would. You can, for example, extend them or move them without the TimeCard properties being disturbed. When the week (or any other preferred period) is done, you can review the existing data and send them directly to the central database. You may start working with TimeCard as soon as you have defined your personal settings. 7.1 PERSONAL SETTINGS CONFIGURATION Before you start working with TimeCard you must define your personal settings. The Personal Settings dialog is show when the Client Tool is installed, and it can also be reached by clicking on the highlighted TimeCard button above. The settings may be changed any time. 7.1.1 META DATA The Meta data defined in the Common Settings are shown also in the Personal Settings dialog. Select the ones you want to work with by checking the boxes. Only these values will be now shown in the appointment drop downs, saving you time by having fewer alternatives to choose from. 7.1.2 THE LOWER PART OF PERSONAL SETTINGS The lower part of Personal Settings might be hidden by the administrator, but if each user makes his own settings these are the alternatives shown: 32 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  33. 33. – leveraging your Microsoft® 7.1.2.1 LICENSE The user registers here, either by using the key already entered in the database by the administrator or by entering an additional license key. Refer to Registration and Trial Info. 7.1.2.2 DATABASE Select what database to report to and give the path to it. If you select to report to an SQL server, the personal settings get another checkbox, Create local .cub file. When this box is checked, you can see your own statistics. If it is not checked, you cannot see the statistics and you have no statistics button in the toolbar. 7.1.2.3 COSTS COUNTED BY USER RATE If the alternative Count costs by Person is selected in the Common Settings and the administrator has chosen not to set the rates centrally, the Personal Settings has a field where each user defines his/her personal rate. 33 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  34. 34. – leveraging your Microsoft® 7.1.2.4 FILTER In Personal Settings, you also configure which types of appointments should be excluded from reporting. These appointments do not show in the summary, even if they exist in your calendar. By default, Private, Recurring and Events (whole day appointments) are excluded. Uncheck the appropriate boxes to include them. 7.1.2.4.1 RECURRING APPOINTMENTS You can work with recurring appointments together with TimeCard. Just add TimeCard properties to your recurring appointment. (appointment symbol) Recurring series of appointments are treated as one group by TimeCard, so that any changes to TimeCard properties on one appointment will be applied to the whole series. To change TimeCard properties in recurring appointment, you have to open the appointment series. After that you can change the meta data of the recurring appointment. By default, recurring appointments are not visible in the Reporting Tool and will not be included in the TimeCard reports. However, you can change this setting in the Personal Settings form, by clicking More and unchecking the appropriate box. 7.1.2.4.2 PRIVATE APPOINTMENTS By default, private appointments are not visible in the Reporting Tool (appointment and will not be included in the TimeCard reports, even if they contain symbol) TimeCard properties. You can change this setting in the Personal Settings form, by clicking More and unchecking the appropriate box. 7.1.2.4.3 ALL DAY APPOINTMENTS 34 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  35. 35. – leveraging your Microsoft® You can work with all day appointments and TimeCard Properties. All day appointments are considered to be exactly 24 hours work time in (appointment symbol) the TimeCard reports. By default, 24 hour appointments (Events) are not visible in the Reporting Tool and will not be included in the TimeCard reports. You can change this setting in the Personal Settings form, by clicking More and unchecking the appropriate box. 7.1.2.5 TIME MANIPULATION With TimeCard for Outlook, it is possible to convert whole day Events to hours and remove time from appointments that are longer than seven hours. If you check one of these boxes you can either accept the suggested time or change it into the time you prefer. 7.1.2.6 META DATA IN SUBJECT LINE In the Personal Settings dialog, there is a box for writing the TimeCard Meta data in the appointment’s Subject line. This is an additional tool to help facilitate your time planning. If you check this alternative, the subject line in each appointment will automatically be completed with the selected TimeCard properties for that appointment. 7.1.2.7 LANGUAGE OPTIONS In Personal Settings you can also choose if you want to use the same language as in your operative system, which is the default, or if you prefer one of the other supported languages. 7.1.2.8 EXPORT TO EXCEL ALTERNATIVES If you use the Export to Excel button in the Reporting dialog, refer to Export to Excel, select here on what TimeCard properties the data should be grouped in the spread sheet. You may also select to include the first 255 characters of the appointment body in the export. 35 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  36. 36. – leveraging your Microsoft® 7.2 APPOINTMENTS Here we are showing a situation where the Expenses feature is enabled by the administrator. When TimeCard is installed and you make the first appointment in the Outlook Calendar, a new toolbar is shown. There are the TimeCard properties and also buttons for Expenses, Reporting, Personal Settings and Statistics. One or more buttons might be hidden by the administrator. The TimeCard properties fields in the Outlook Calendar are active when an appointment is selected. 7.2.1 ADDING NEW APPOINTMENTS WITH TIMECARD PROPERTIES Create a new appointment as usual, but to use your calendar with TimeCard, select the extra information (the TimeCard properties) from the dropdown list in the appointment form for that appointment. In Outlook 2007 the dropdowns are in the ribbon, as showed below. In earlier versions they are in the toolbar and look exactly as they do in the calendar explorer, see image above. You can handle the appointments just as you normally would. For example, you can extend or copy your appointments without losing the TimeCard properties. 36 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  37. 37. – leveraging your Microsoft® 7.2.2 SETTING TIMECARD PROPERTIES ON EXISTING APPOINTMENTS You can add or change TimeCard properties in an existing appointment two ways: • Open the appointment and then select or change the TimeCard properties in the toolbar. • Mark the appointment in your calendar (by clicking on it once). The TimeCard toolbar is now activated. Select or change the TimeCard properties. The changes will be applied to the selected (marked) appointment. 7.2.3 COPYING APPOINTMENTS A very fast way to enter information into your calendar is to drag & drop while holding down the CTRL key. That will create a copy of your appointment with all the TimeCard properties intact. Use CTRL+C for copy and CTRL+V for paste. 7.2.4 EXPENSES With TimeCard you can report your expenses at the same time as you report your time. You can reach the Expenses dialog in two ways: In the calendar, select an appointment and press the Expenses button in the Outlook toolbar. In the appointment you can reach the Expenses dialog via a button. In OUtlook 2007 it is placed in the ribbon, and in lower versions you can find it in the tool bar that is similar to the one in the calendar. In the Expenses dialog, fill out your expenses and they will follow the appointment when you report it. 37 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  38. 38. – leveraging your Microsoft® 7.2.5 CATEGORIES FIELD – WHY USE IT? TimeCard uses the Outlook Categories field to store TimeCard properties on appointments. This allows you to work with these properties even on PDAs (such as Windows Mobile) and get the information synchronized between Outlook and your PDA. If you use the categories field for another type of appointment classification, TimeCard does not interfere with your existing data. However, if you add TimeCard properties to an appointment with non-TimeCard categories filled out, they will be overwritten. 7.2.6 REMOVE TIMECARD PROPERTIES To remove the TimeCard properties from an appointment, right click the appointment in the Outlook homepage and select Categorize and Clear all categories. Note: if you want to exclude some appointments from the reports you can mark them as recurring, personal or whole day, refer to Filter. 38 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  39. 39. – leveraging your Microsoft® 7.3 REPORTING TIME WITH TIMECARD 7.3.1 THE REPORTING DIALOG The Reporting Dialog lets you select a period, study and edit a summary of your work time and report the work time to the central database. You start the reporting dialog by pressing the Report button on the TimeCard toolbar. To get the best possible data input, the data in TimeCard is verified four times: • When you enter the appointment in your calendar. • In the TimeCard Reporting Tool where you get an overview of the data that is about to be entered into the database. • When you click on OK in the Reporting Dialog, you are asked to confirm that the TimeCard properties are correct and complete. • When the reported time is written to the database. 7.3.2 CHOOSING DATE RANGES Choose your date range by selecting a start and end date for the report. The Reporting Tool will summarize all appointments within that date range and include them in the report. Whether the dialog uses calendars or not depends on what components you already have installed on the computer. 39 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  40. 40. – leveraging your Microsoft® 7.3.3 DISPLAY OPTIONS For the time period you have defined, you can select which appointments you wish to show. These are the alternatives: • All appointments marked with TimeCard properties • All partially marked appointments • Both marked and partially marked appointments • Not marked appointments • All appointments This allows you to simply verify that you did not miss tagging any appointments in your calendar. If you did, you can easily select TimeCard properties for that appointment from the Reporting Tool. 7.3.4 CHANGE APPOINTMENTS WITHIN THE REPORTING DIALOG You can change the TimeCard properties within the Reporting Dialog by selecting a row in the list and changing one or more values. All changes will be written back to the calendar. Thus, if you change the duration of an appointment from 2 to 3 hours in the Reporting Dialog, the corresponding appointment in the calendar will become an hour longer. 7.3.5 EXPORT TO EXCEL The Export to Excel button produces an editable Excel spreadsheet for all the appointment listed under the TimeCard Reporting grid, where hours easily can be summarized. In Personal Settings you can select which TimeCard property the data should be grouped after and if you should include the appointment body, refer to Export to Excel . To use this feature you must have Microsoft Excel installed. This Excel report is opened automatically when the button is pressed, and it is also saved as Report.xlsx or Report.xls (depending on Excel version) under '(My) DocumentsMy TimeCards' subfolder. The file can be printed for signatures, if that is needed before the reporting. 7.3.5.1 CUSTOMIZATION OF THE EXCEL TEMPLATE The Excel spreadsheet can be customized according to the user’s needs. When the data is exported to Excel, make the changes and save them. Then they are preserved and available for subsequent reports. The user can for example: • insert a company logo at the left top of the report • add rows on top and bottom, but not in the default exported report area • change colors, fonts or number format in newly added rows. We don’t recommend inserting any columns, as they can spoil the layout of the report. 40 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  41. 41. – leveraging your Microsoft® (For Appointments note, check the box in Personal Settings) 7.3.6 SENDING REPORT When you click OK to post your report you will get a warning that the data cannot be changed once it has been posted. If you decide to post your report you are asked if you want to send another report. 41 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  42. 42. – leveraging your Microsoft® 8 GENERAL ARCHITECTURE 8.1 THE FILES AND THEIR PURPOSE 8.1.1 CENTRAL INSTALLATION FILES TimeCard consists of several files. Most of them are placed in a folder on a network drive where all users of TimeCard can access and execute: CreateDBTC.sql Use this file if you want to install the SQL database manually. OLAPReporting.exe The integrated statistics application OLAP Reporting Tool for Excel® is started when you press the Statistics button or manually by running this .exe. (OLAP Reporting was not designed specifically for TimeCard but can be used for viewing any .cub-files.) TCCube.exe This application is run automatically after a user has reported time to the central database. It creates the OLAP cube file that connects to the statistics tool, OLAP Reporting Tool for Excel. Each time the TCCube.exe is run, the old cube is removed and a new one is created. TCCube.exe can also be run manually. OutlookTimeCard.cub This .cub file contains an aggregate of your reported time. It is read and displayed by the OLAPReporting.exe. TCCommonSettings.exe Within Common Settings, you can configure available TimeCard properties (and more). Here, you can define Meta data to get more information for statistics purposes. TCCommonSettings.exe handles all editing of TimeCard properties and options. Refer to Common Settings. TCCT.exe and These two files are needed to start and perform the installation of the TimeCardClientSetup.exe TimeCard Client Tools. TimeCardClientSetup.exe is seldom changed, since it only runs the TCCT.exe. Therefore it is the TCCT.exe you should check to confirm that you have the latest version of the client tools. TCToolbar.exe This application enables/removes the TimeCard toolbar in Outlook and manages most TimeCard activities. It does not connect to the database, but only reads from the appointment at Jan 1 2050. It is designed to be very small and efficient, since the application is running whenever you view your calendar. When you switch to a “non-TimeCard” folder, it shuts down automatically. This .exe is used only with the folder homepage installation variant. As it only works on Outlook 2003 or earlier, it is no longer recommended. TCReport.asp This is a server component, used when you are setting up TimeCard as a distributed solution and users report via an ASP page. No installation or registration is required. Just place this asp-page on an IIS-server. End users need to specify which http-path they need to report to in the Personal Settings. 42 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  43. 43. – leveraging your Microsoft® TimeCard3.mdb This is the central Access database, where time reported from all users is stored. The Access database is not downloaded with the rest of the files, but is created automatically if you select to create an Access database. TimeCardConnection.txt If you select to use an SQL server or MSDE as the backend database, this file will be automatically created. It contains connection information and is only used by the TCCommonSettings.exe file. TCHomepage.htm This file is used if you use the homepage alternative this file. This alternative is not recommended, since it does not support Outlook 2007. TCReporting.exe The Reporting application is executed when users click the Report button on the TimeCard Toolbar in Outlook, or manually, by running this file. Its main purpose is to sum up the data and give the user a chance to do a final review of them before posting it to the database or ASP-page. TCReporting.exe writes to the database if you are using MS Access or MS SQL as the back-end database. If the Report to ASP option is selected, the application only posts information to TCReport.asp. TCPersonalSettings.exe The Personal Settings application is started when users press the Settings button on the TimeCard Toolbar in Outlook, or manually, by running this file. Each user customizes the TimeCard properties they want to use (as well as other settings). This file reads from the database and writes to the system registry for offline access. It also writes the Personal Settings to the appointment at Jan 1, 2050 for compatibility with TimeCard Mobile. The TCPersonalSettings.exe permits the user to change her/his personal settings. The license information can also be accessed from this file. Version.xml Each time is connected to the TimeCard server directory, the Client Tool checks this file to decide if the client needs to be upgraded. If that is the case, the TimeCardClientSetup.exe is run in silent mode. The TimeCard root file folder also contains two folders (for different versions of Office Web components) that contain OLAP reports. 8.1.2 FILES ON EACH CLIENT By default these Client Tool files are placed in Program files/kalmstrom.com/TimeCard for Outlook: 43 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  44. 44. – leveraging your Microsoft® TCReporting.exe The Reporting application is executed when you click the Report button on the TimeCard Toolbar in Outlook, or manually, by running this file. Its main purpose is to sum up the data and give the user a chance to do a final review of them before posting it to the database or ASP-page. TCReporting.exe writes to the database if you are using MS Access or MS SQL as the back-end database. If the Report to ASP option is selected, the application only posts information to TCReport.asp. TCPersonalSettings.exe The Personal Settings application is started when you press the Settings button on the TimeCard Toolbar in Outlook, or manually, by running this file. Each user customizes the TimeCard properties they want to use (as well as other settings). This file reads from the database and writes to the appointment at Jan 1, 2050, which holds all the personal settings. The TCPersonalSettings.exe permits the user to change his/her personal settings. TCAddin.dll This file adds the TimeCard Toolbar to Outlook, so that you can manipulate items in the calendar. TCPance.ocx This file creates a TimeCard Task pane in the appointments form for Outlook 2007 users. - TCCube.exe This application is used after a user reports work time to the central database. It creates the OLAP cube file. OLAPReporting.exe The integrated statistics application OLAP Reporting Tool for Excel® is started when you press the Statistics button on the TimeCard Toolbar in Outlook or manually by running this .exe. (OLAP Reporting was not designed specifically for TimeCard, but can be used for viewing any .cub- files.) OLAPLicense This file contains the license information for OLAP Reporting Tool for Excel. (The files TCCube.exe and OLAPReporting.exe need to be in both folders for the SQL database alternative which gives a possibility to let the user only see his/her own statistics). Under (My) Documents the TimeCard Client setup creates a folder named My TimeCards, which contains a few files. ReportPath.txt This file contains the path to the network server. It is removed from each client who reports to ASP. For more information about that, refer to Setting Up the Post to ASP option. TimeCardClientTool.iss This file is needed for the Silent upgrade of the Client Tool. Report.xlsx or Report.xls This file is created if you use the Export to Excel button in the Reporting dialog, refer to Export to Excel. 44 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  45. 45. – leveraging your Microsoft® 8.2 OUTLINE 45 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  46. 46. – leveraging your Microsoft® 9 REPORTING OPTIONS There are three options for setting up the reporting to TimeCard’s central database. 9.1 DIRECTLY TO ACCESS OR SQL/MSDE For smaller companies where all users are connected to a LAN, the simplest way is for users to connect directly to the database. This is done by placing the install folder on a network drive. 9.2 REPORT VIA WEB SERVICE (ASP) For a more distributed solution, users can report to the central database through an ASP page in a public or protected web folder. 9.2.1 SETTING UP THE POST TO ASP OPTION If your users are not connected to a common LAN network drive, you should use the Post to ASP option. To do this you require the following: • A server with Internet Information Services installed. • A Web, sub web or Virtual Directory that all users have access to. To set up this configuration, the following steps are needed: 1. Cut the highlighted files on the picture from the installation map below, and paste them in a website folder under Inetpub. 46 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  47. 47. – leveraging your Microsoft® 2. To allow the TCReport.asp to write data into the database, add the local asp-user in the Security Settings for the database. (For Access, right click the database file, select Properties and Security and give the ASP internet guest account full control over the database. 3. Run the TCCommonSettings.exe file and set the database alternative to ASP, with the path to the Inetpub TimeCard folder. When this is done, some .xml files are created in the TimeCard website folder. One is for each Meta data, one is for Meta lists and one is for other settings. 47 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  48. 48. – leveraging your Microsoft® 4. On each client machine, you also need to set the database alternative to ASP. When you first open Personal Settings it cannot read from the Common Settings, but that will be changed when the settings are adjusted. 5. Give the path to the web page you want the user to report at and click OK. You will notice that the Statistics button has now disappeared. Open Personal Settings again. It can now read from Common Settings, and the user’s personal settings can be defined. If you select to report to an ASP page, the statistics button is not shown. To view statistics, copy the database file back into the TimeCard root file folder again and run the TCCube.exe. This creates a .cub file so that you can run the OLAP Reporting.exe. 48 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  49. 49. – leveraging your Microsoft® 10 STATISTICS The picture above shows an example on how you can study reported data in the integrated statistics tool OLAP Reporting Tool. Once users have reported time for the first time, you can reach OLAP Reporting Tool by clicking the Statistics button on the TimeCard Toolbar in Outlook. When you do that two files are run automatically: TCCube.exe removes the old cube and creates a new one from the data in the database. OLAP Reporting.exe. starts OLAP Reporting Tool and reads from the newly created cube. Note that time must be reported before you can use OLAP Reporting Tool. If there is no data in the database, no cube is created, and OLAP Reporting Tool has nothing to read from. If you choose to report to an SQL Server or via an ASP page, there is no Statistics button. To view statistics, go into the TimeCard root file folder and run first the TCCube.exe file, and then OLAP Reporting.exe. For ASP you must first copy the database file back into the TimeCard root file folder, refer to Setting Up the Post to ASP option above. For SQL, each user can see his own statistics by creating a local cube, refer to Personal Settings. The first time you open OLAP Reporting, it will look like the picture below. Drag and drop the fields you wish to include in the report from the field list into the pivot or graph panels, or use the “Add to” button. Next, create your own reports. You can give names and add to the list by clicking Save report. The 49 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  50. 50. – leveraging your Microsoft® reports can be exported to Excel, and graphs can also be saved as .gif pictures or printed. The OLAP Reporting Tool has its own homepage on our website, along with its own downloadable Word manual, PowerPoint presentation, and video demonstrations. Please refer to http://www.kalmstrom.com/products/Excel/OLAPReporting/ for much more information about the TimeCard statistics tool. 11 REGISTRATION AND TRIAL INFO TimeCard is a shareware application with a free trial period of 60 days. If you would like to continue using the program after the trial period, you must join kalmstrom.com Community, refer to 50 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  51. 51. – leveraging your Microsoft® http://www.kalmstrom.com/Community/. Registration is done inside TimeCard, so there is no need to change anything once you decide to buy. The registration is performed by clicking the License button in the Personal Settings. When the administrator/user registers the organizational license, his copy of TimeCard will be registered and the same license information is available for all TimeCard clients via the TimeCard database. When each TimeCard user loads their Personal Settings, it will detect the license and will offer the user to register that copy of TimeCard. If the organization is a Premium Member of kalmstrom.com Community there is no need for registration at all, since it allows for a TimeCard without a register module. 12 SUPPORT Included in the purchase prices of TimeCard for Outlook is one year of the kalmstrom.com Support Services. Among the additional services offered with the license purchase are extensions of the support contract at a bonus price. When the first support contract is expired we recommend that you renew it. refer to www.kalmstrom.com/Support.htm. kalmstrom.com Support Services provides the following assistance: • Free upgrades of the applications you purchased licenses for – never worry about upgrades. • Your e-mails answered within 48 hours* – you ask, we answer. • A scheduled IM conference within 36 hours* – let us be a part of your virtual team. • A scheduled telephone or Skype conference within 36 hours* – speaking is an often underestimated form of communication. • Remote connection services – sometimes solving the problem on your computer is the best. We can help you set up the software or solve problems. • Influence on future versions and features – we will listen to our paying customers first. *during Western Europe working days 13 CONTACT If you have any kind of questions about our software, there are several ways of contacting us: E-mail: support@kalmstrom.co – Technical issues m sales@kalmstrom.com – General issues Telephone: +46 739 206 106 Within USA: (800) 518-4155 Chat on-line: www.kalmstrom.com 51 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  52. 52. – leveraging your Microsoft® 14 REMOVE OR REPAIR TIMECARD The TimeCard installer adds an entry under the title TimeCard for Outlook into the Add/Remove Programs (Programs and Features for Vista) in the Control Panel, so that the application can be uninstalled or repaired from there. The Uninstaller asks if you want to remove the database as well, so you have the option of keeping it. The TimeCard Client Tools are also repaired and removed through the Control Panel. Uninstallation does not remove the appointment of 1/1/2050 with the TimeCard settings, but you can do this manually by deleting the appointment in the Outlook Calendar. 52 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  53. 53. – leveraging your Microsoft® 15 TIMECARD MOBILE 15.1 INTRODUCTION If users have TimeCard for Outlook installed and they also use a Windows Mobile device, the TimeCard properties are synchronized when they synchronize their calendars. If they change the category in the device, that is also synchronized back to Outlook. To get the most out of the synchronization between computer and Windows Mobile device (and really be able to use all the TimeCard features in both), the users need to install TimeCard Mobile, (also called TimeCard for Pocket Outlook), which is a free application. Note: TimeCard Mobile requires TimeCard for Outlook. You cannot use it as a stand-alone. 15.2 INSTALLATION Download the file TimeCardPocketSetup.exe from the TimeCard Mobile page at www.kalmstrom.com to your computer. Connect the computer and the mobile device and click on the file TimeCardPocketSetup.exe to start the installation. The Windows Mobile add-on works with Windows Mobile 2003, 5 and 6. During installation you are asked to select the Mobile OS you use. Next, just follow the instructions on the screen. 53 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  54. 54. – leveraging your Microsoft® When the installation on the computer is finished, a .cab file is installed on the device. If you go into Programs, you will see that you have a new TimeCard icon there. 15.3 USAGE 15.3.1OPEN TIMECARD MOBILE AND CHANGE PROPERTIES A click on the TimeCard icon in the Program section of the Mobile device opens an application with all your appointments, synchronized from your computer. 54 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  55. 55. – leveraging your Microsoft® Set the date span for the appointments to define what appointments should be shown. In the appointments which are not checked, one of the TimeCard properties is missing. Select one appointment and the TimeCard properties of that appointment will be shown at the bottom of the list. If you want to change a property, do that and the change will be synchronized back to the computer (but only if you click Save in the bottom right corner). 15.3.2CREATE NEW APPOINTMENT 55 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com
  56. 56. – leveraging your Microsoft® When no appointment is selected, the fields for TimeCard properties are empty. To create a new appointment, select the properties you want and click Options in the bottom left corner. Choose New item, and the new appointment will be shown. The TimeCard properties you selected are already filled out in the appointment. You only have to add subject and time and click OK, and the appointment is added to the list. 15.3.3EDIT APPOINTMENT To edit an appointment, select the item you want to edit in the appointments list and click Options, Edit item. The selected appointment will then open so that you can edit it. Note: To change properties, you do not have to open the appointment. Just select another value from the fields at the bottom of the list and click Save. 15.4 UN-INSTALLATION Uninstall TimeCard Mobile from the Control Panel, Add/Remove Programs (Programs and Features for Vista). The computer and the mobile device must be connected. 56 TimeCard V4.3 Administrator Manual, Workgroup Version www.kalmstrom.com

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