
                         
                           TimeTracker/LX
                         
                           Time Tracking Software
                           for the
                         
                           HP 100LX / 200LX / 700LX / 1000CX
                           Palmtop Computers
                         









(C) D&A Software, Inc. 1996  1997 
All Rights Reserved.

Please report any errors found in this documentation by
sending and e-mail to

 info@dasoft.com

Thank you!

December 15, 1997




The Fine Print

As in most manuals, we have to start out with the stuff for  the lawyers.
While we must ask that you read this section,  in general this is what it all
means:

   TIMETRACKER/LX belongs to us, not you. What you bought was a right to use
TIMETRACKER/LX. You can use it on as many computers as you'd like, but each
person who uses TIMETRACKER/LX must pay for a copy.

   You may NOT DISTRIBUTE copies of this program to anyone. An official
version of the demonstration program is available from D&A Software, Inc. (See
details on our Web page at http://www.dasoft.com) where others may obtain
their own copy of the demonstration program.

   You agree that you use TIMETRACKER/LX at your own risk. We are not
responsible for anything that happens as a result of your use of this
software.

   If you bought this program for use by the U.S. Government, the Government
is only allowed to use it for one person. (If we don't include this stuff
about FARS and DFARS, the Government will assume that they can make as many
copies as they would like, and that they can do what ever they want with it.
At least they're trying to save us tax payers some money, but sorry, we can't
let them do it by pirating TIMETRACKER/LX.)


Copyrights and Trademarks

TIMETRACKER/LX and the TIMETRACKER/LX logo are trademarks of D&A Software Inc.

HP, HP 100LX, HP 200LX, and 1000CX are trademarks of Hewlett-Packard Company.
All other product names are copyright and registered trademarks/tradenames of
their respective owners.


Limited Warranty

TIMETRACKER/LX is distributed on an "as is" basis. Neither D&A Software Inc.,
nor the software author, guarantees this program to be free from defects and
may not be held responsible for any losses caused, directly or indirectly, by
the use of this software. If you are not completely satisfied with
TIMETRACKER/LX within thirty (30) days of purchase, you may receive a refund
of your purchase price, when you return all items along with the proof of
purchase. Further, since D&A Software Inc. does not have any direct
affiliation with Hewlett Packard Co., future models of the HP Palmtop may not
be compatible with TIMETRACKER/LX. D&A Software Inc. does not guarantee that
updates will be available to maintain compatibility with future HP Palmtop
models. Further, if updates are offered, an upgrade fee may be required. Your
use of this program constitutes your acceptance of these terms.


Disclaimer of Warranty

With the exception of the Limited Warranty stated above, D&A Software Inc.,
and the software author, disclaim any and all warranties, expressed or
implied.


Use by the U.S. Government

RESTRICTED RIGHTS: Use, duplication, or disclosure by the U.S. Government is
subject to restrictions as set forth in subparagraph (c)(1)(ii) of the Rights
in Technical Data and Computer Software clause of DFARS 252.227-7013 or
subparagraphs (c)(1) and (2) of the Commercial Computer Software Restricted
Rights at 48 CFR 52.227-19.

(C) Copyright 1996, 1997 D&A Software, Inc. 
All Rights Reserved

  D&A Software Inc.
  22817 Ventura Blvd, Suite 320
  Woodland Hills, CA 91364-1202
  USA
  Telephone / Fax: (818) 341-1188
  E-Mail: info@dasoft.com




CONTENTS

1 INTRODUCTION
2 INSTALLATION
3 A SIMPLE USAGE EXAMPLE
4 THE ADVANCED MODE: HOW TimeTracker/LX REALLY WORKS
5 THE DISPLAY AND THE DIALOGS
6 CREATING, OPENING, AND SAVING DATABASES
7 ADVANCED TOPICS
8 PRINTING REPORTS AND EXPORTING DATA
9 QUESTIONS AND ANSWERS



1   INTRODUCTION

There are many reasons why you may want to keep track of how you spend your
time. Maybe you have to report it to your company, maybe you bill your clients
by the time you spent on their behalf, maybe you just want to know how your
time "disappears" or maybe you have yet another reason.

A Palmtop computer is well-suited to help you with this task, especially if
you are mobile. TimeTracker/LX is a software package that was especially
designed for use on the Palmtop, keeping the Palmtop's features and abilities
in mind. Using TimeTracker/LX, you can record your activities with only a few
keystrokes, wherever you are. Totals can be immediately displayed within
TimeTracker/LX. More extensive statistics can be computed by exporting the
data from TimeTracker/LX to a file that is loadable into a spreadsheet program
or a database. If you need a printed report, TimeTracker/LX can generate
reports in various user specifiable formats.



2   INSTALLATION

Create a directory in your Palmtop computer where you want to keep the files
related to TimeTracker/LX. The full distribution consists of the following
files:

 TT.EXE      The main program
 SETUP.EXE   TimeTracker/LX setup program
 TT.DOC      This documentation

Copy all files in the list above into the newly created directory. You don't
need to copy TT.DOC if you don't want to have the documentation for
TimeTracker/LX on your Palmtop.

Next, select SETUP.EXE in Filer and press Enter to launch it. SETUP will first
ask you if you wish to install TimeTracker/LX in the Applications Manager. If
you do, the SETUP program will install an icon for you. It will also ask you
if you intend to use a DOS editor from within TimeTracker/LX in order to edit
memos attached to TimeTracker/LX' records (text files attached to a record,
in which you can put additional notes). If you do, SETUP will ask you how
much memory this editor needs to run properly.

After that, SETUP will create a few sample report formats and data export
formats (files with the extension FMT).

Finally, SETUP will ask you to choose from a list of default databases. Choose
the one that comes closest to what you intend to use TimeTracker/LX for. The
type of database you select will help you to become familiar with
TimeTracker/LX and to obtain the most benefit from using it.

TimeTracker/LX is now ready to use. When you start it, you will see the
preinstalled database and can use it to become familiar with TimeTracker/LX.



3   A SIMPLE USAGE EXAMPLE

Let's assume Mr. A. is working in the customer support department of a
software company. He has to answer customer calls regarding the product A/LX
and product B/LX. When no phone calls are coming in, he edits the
documentation for these products.

Mr. A. gets a phone call at 8:15 am and provides support for the product A/LX
until 8:30 am. When the phone rings, he presses a key on his Palmtop in order
to record the time for this event. TimeTracker/LX automatically keeps track of
the start time. In terms of TimeTracker/LX, Mr. A. is creating a new
"record". The record specifies the date, start time, end time, duration, an
activity type and optionally a client, a project and a short memo.

It is obvious that the "activity type" Mr. A. is doing is a phone call.
Therefore, he can immediately choose "Phone Call" from the list  of activity
types. As soon as he knows who the other party is, he may enter that
information into the Client field. Also, when it becomes clear that the call
is about A/LX, he may want to enter "A/LX" into the Project field, i.e.
choose it from the list of available projects. Maybe Mr. A. will also want to
make a short note about the topic of the call and enter it into the Memo
field.

When the phone call is completed, Mr. A. just has to press another key, and
the end time and duration are automatically filled in, completing the record.

Whenever Mr. A. needs information about how he spent his time, this
information is readily available in TimeTracker/LX: He can set a filter that
displays only records concerning a certain activity type, a certain client or
a certain project. He can also inspect totals for any of these views by
looking at the corresponding totals screens. And finally, he can create a
report that contains all that information.



4   THE ADVANCED MODE: How Timetracker/LX REALLY Works

If all you want to do with TimeTracker/LX is already covered by the previous
chapter, you may want to skip this chapter and also skip all references to
"advanced mode" later on in this document.

What you have seen so far is:

A database consists of a number of records. Each record holds timing data, an
optional memo and three fields. These fields are: activity type, client and
project. Each of these fields can hold at most one value.

This is only half of the story. The truth is that there is much more to the
program, but to see it you must enable "advanced mode" in the Options dialog.
If you do that, the menus and some of the dialog boxes will change. The two
things you will notice are:

 There is now a new term: "categories"

 The "activity type" changes its "look-and-feel".

If you press MENU, EDIT, CATEGORIES (or press CTRL-T), you will see a list in
which you find all the clients, projects, and activity types. They are now all
in the same "pot", all named "categories". But why should you have only
client type, project type and activity type categories? The answer is: You
don't have to stick to these. You can also have a huge number of other
categories if you need them. Mr. A., for example, may also want to have a
category "difficult" in order to separate difficult support questions from
simple ones. Or maybe he wants to have a category "images" for more details
on exactly what tasks he is performing while he is writing documentation. All
he needs to do is to add these two categories to the list of categories and
assign them to the "activity types".

In standard mode TimeTracker/LX presents activity types in a simplified way.
It seems as if   an activity type can have just one category, e.g. "Phone
Call". In fact, an activity type can be  associated with an arbitrary number
of categories. Thus, the activity type named "Phone Call  - difficult" may be
associated with the category "Phone Call" and the category "difficult". In 
standard mode, each activity type is associated with one (and only one)
category named as the  activity type itself. This was a limitation of
standard mode of TimeTracker/LX, and it is  relaxed in the advanced mode of
operation of TimeTracker/LX.

The ability to associate any number of categories with an activity type leads
to numerous  new possibilities that you did not have in standard mode. The
categories totals screen, for  example, now displays totals for all phone
calls, and also for difficult phone calls separately.

Another example for the newly achieved flexibility: Let's assume Mr. A. gets a
second phone  line and has to report for the two phone lines separately, as
well as all phone calls regardless  of line. All he has to do is create two
new categories "line 1" and "line 2", create a new activity type "Phone Call
- line 2", associate it with categories "Phone Calls" and "line 2", editing
the old "Phone Calls" activity type to add "line 1" to the name, thus renaming
it to "Phone Calls - line 1". He does not even have to touch a single record
for that.



5   THE DISPLAY AND THE DIALOGS


The Main Screen

When you start TT.EXE, you see the main screen. It contains a title bar at the
top and a description of the function keys at the bottom. This may looks
familiar because it has the same "look and feel" as the Palmtop's built-in
applications.

When you start TT.EXE for the first time, you will see a list of the records
for the supplied example database. Below the heading "Date Start...", you will
find a chronologically sorted list of records. When the number of records
grows, the list becomes scrollable. Using the arrow keys, the PGUP and PGDN
keys, and the HOME and END keys, you can move around in the list. If you press
ENTER, you can review the data of the selected record. If you press the DEL
key you can delete the record. By pressing F2 (Add), you can create a new
record. You can also use the "+" key and the "-" key to add and delete items
(this works in all lists where adding/deleting makes.)


The Edit Client / Project / Activity Type Dialogs

Using these dialogs, you can add, rename and delete clients, projects and
activity types. Add new items by pressing F2 or "+". Remove items by pressing
the DEL key or "-" and rename items by pressing ENTER and typing in the new
name.

Names consist of any alphanumeric characters, spaces and punctuation, with the
exception of ";" (semi-colon). The maximum length of a name is 32 characters.

In the Edit Activity Type Dialog, you can assign an hourly rate to each
activity type. This tells TimeTracker/LX compute totals for the time and for
the costs.

In advanced mode, there is also a category list in the Activity Type Dialog.
Each activity type can be associated with any number of categories. You can
choose which categories to assign an activity type, by moving the bar to the
selected category and pressing the space bar  or the ENTER key. All selected
categories show a RIGHT ARROW character () in front of the category name. To
unselect a category, simply press the space bar or the ENTER key again.


The Category Dialog (Advanced Mode Only)

Pressing the F5 key pops up the Category Dialog. It displays a list of
categories, lets you add new categories, change the names of available ones
and delete them. This works in the same manner as in the other lists. Note
that you cannot delete a category if any activity type refers to it. 

Category names consist of any alphanumeric characters, spaces and punctuation,
with the exception of ";" (semi-colon). The maximum length of a name is 32
characters.


The New Record / Edit Record Dialog

When you press F2 (Add) or "+", a dialog box appears where you enter the data
for a new record. This is the same dialog box which appears when you select a
record in the main screen.

If you create a new record, some fields are already filled out for your
convenience: The Date field contains the current date and the Start Time field
contains the current time. Of course, you can modify these values.

The Activity Type, Client and Project fields will be filled with the same
values as the  last selected record. This provides an easy way to enter
repetitive information. 

In the End Time and Duration fields, you have to enter the end time of the
activity or the  duration. If you enter one of these values, the other is
adjusted automatically. If you keep the dialog box open, the End Time and
Duration fields will be updated automatically on the screen, after a delay of
about a minute. In the Activity field, you have to specify the activity type
of this record. You may specify a client and a project. Activity type is
mandatory, but specifying client or project is optional.

(Note that you can "speed locate" an entry (as in most other lists of
TimeTracker/LX): Simply press the first letter(s) of an entry you want to
select.)

Finally, there is a Memo field. Here you can add a short note that you want to
associate with the record. You can enter a note of up to 256 characters in
this field. If you need more space, see the section about the Memo field under
ADVANCED TOPICS.

The type of work you track and your preferences will determine how you
actually fill out the New record Dialog fields. A few examples:

Example 1: When you start working on a specific activity, press F2 to open the
New Record dialog. The current date and time will be initialized. Keep the
dialog open. As soon as you know what activity it is,  you choose the activity
type for the current new record. If the dialog box is left open,
TimeTracker/LX will continuously update the End Time and Duration after a
delay of approximately one minute. When the activity is done, you simply press
the F10 key (Done) and you are all set and ready for the next activity.
Instead of the F10 key, you can also press the "Stop/New" button, which will
close the current record and immediately open another New Record dialog.

Example 2: When you start a new activity, press F2 to open the New Record
dialog, enter the activity type (optional) and then immediately close the
dialog box by pressing F10 (Done). The Duration field in the main screen will 
then show "?????", to remind you to enter an end time or duration for that
record. After the activity is completed, select its entry on the main screen
and press ENTER to open the record. The end time and duration are
automatically filled in the proper fields. Press F10 to save the record. If
all you wish to update in the record is the end time, you don't even have to
open it again. Simply highlight it and press F7 (StopNow) from the main
screen.

Example 3:  If you start a new activity press F2 to open the New Record
dialog, enter the activity type (optional), then immediately close the dialog
box again by pressing F10 (Done). In the main screen, the Duration field will
show "?????" to remind you to enter the End Time or Duration for the record.

If you open the record while the activity is on-going (to add a note to the
Memo field, for example), its End Time and Duration will automatically update
to the current time. This may not reflect the actual time and actual duration.
To restore the "?????" press CTRL-DEL. If the Duration is already cleared
(i.e. the display shows "?????") then pressing CTRL-DEL will set the Start
Time to the current time. To update the End Time and Duration, simply make
sure the record is highlighted on the main screen, then press F7 (Stop Now).

By using the methods in Example 2 and Example 3, you can track several
concurrent activities at the same time, if this makes sense for your work.

If you want to interrupt an activity, and later on resume it, there are two
examples to do it:

Example 4: When you interrupt the activity, stop it completely and create a
new record for the new activity.When the second activity is complete as well,
stop it. Then, select the first activity again and press F2 (or +) to create
a new record (the second part of the interrupted record). The new record will
be set up using the selected record as a template (i.e. activity type, etc.
will be carried over from the interrupted record).

Example 5: When you interrupt the activity, stop it completely and create a
new record for the second activity.When this activity is complete, stop it as
well. Then, select the first activity again and press F8 (Resume). This will
"restart" the activity using the duration from the record as the starting
value. Note that the original start time will be lost because it will adjust
according to the current time and duration. Use the method described in
Example 4 to preserve the correct Start Time and End Time.


The Totals Dialogs

There are Totals dialogs for activity types, clients, projects, and, in
advanced mode, for categories. These dialogs display a list of all the
corresponding totals for time and costs.


The Filter Dialogs

Normally, the main screen displays a list of all records. This list may be
very long making it difficult to get an overview. However, you can specify a
filter to dosplay only those records with a specific activity type, or those
records that fall between two dates, or those records that are marked
(tagged). To mark a record, press the space bar. To remove the mark, press the
space bar again. To remove all the marks, press SHIFT and the space bar at the
same time.

When a filter is active, the main screen shows additional totals data.

The filters have the same effect as if no other records exist except those
selected by the filter. A generated report,  will reflect only the records
selected by the filter. If you look at the totals screens, the totals reflect
only the records selected by the filter.


The Options Dialog

In the "Options" dialog,  you can modify the behavior of TimeTracker/LX to fit
your needs.

 Editor: In this field, you can enter the path and name of a DOS editor you
want to use to create/modify memos (see ADVANCED TOPICS) and to edit a
report.

 Sort Alphabetically: If this box is checked, the categories and activity
types are sorted alphabetically in all lists. If the box is not checked, new
categories and activity types are added to the end of the list. You can move
them around within the list by pressing SHIFT-UPARROW and SHIFT-DOWNARROW.

 Automatic Time Update: If this box is checked, the End Time field in the
record dialog is automatically updated to the current time whenever the dialog
is open (unless you change this value manually).

 Auto-Save files: If this box is checked, changes to the databases are saved
immediately. If it is not checked (the default), the changes are saved only
when you quit TimeTracker/LX or when you press F10 (Save).

 Granularity: By default, all the timers use 1 minute units. If you set this
value to 15, all times will automatically be rounded to the nearest 15
minutes. This is useful if you bill your clients in 15 minute intervals, for
example.

 Custom: The text in this field is used in a report (the <CUSTOM> field). It
is useful, for example,  to tag the report with the name of the person
producing the report, if a company collects reports from different people.

 Smallest Coin: In some countries, amounts of money are rounded to match the
smallest coin available. In Switzerland, for example, the smallest coin is a 5
cent coin and prices are always rounded to the next 5 cent value. If you set
this value to 5, all numbers will be rounded to the closest 5 cent value, if
you set it to 10, all numbers will be rounded to 10 cents etc.

 Decimal Places: For most countries, you will want to set this value to 2
because an amount of money is  given as the currency unit and hundredths of
it. In some countries, however, the currency unit itself is the smallest part
used in any prices. In this case, set the value to 0.

 Default Rate: This value specifies the hourly rate that should be set when
you create a new activity type.

 Advanced Mode: If this box is marked, TimeTracker/LX runs in advanced mode.
If it is not checked, TimeTracker/LX runs in standard mode. See the
corresponding section for an explanation.



6   CREATING, OPENING, AND SAVING DATABASES

The first time you start TimeTracker/LX, you will see the default database
"TT", which is provided as a tutorial. Of course, you will not want to use
this database for your purposes, but create your own. 

To create a new database, and also to open an existing one, press F9.
TimeTracker/LX will ask you for the name of the database. The actual database
consists of three files with an extension of CAT (for categories), ACT (for
activity types) and LOG (for the actual records). Therefore, you have to
provide a name without the extension. TimeTracker/LX will add the necessary
extensions.

When creating a new database, TimeTracker/LX will also ask you if you want to
keep the activity types and categories of the current database. This is
convenient when you start a new database, with the same structure, each
month.

TimeTracker/LX saves the database automatically when you quit the program, so
it is not necessary to save the database manually. However, if you leave the
program open all the time and add new records, the database in memory grows,
but is not saved to the disk. It is recommended that you press F10 (Save)
from time to time or to enable "Auto-save" in the Options dialog.

Instead of opening a new database each month, you can also keep the same
database and "trim" the old data from it from time to time. "Trim", from the
File menu, removes all the records that you can see in the main screen. Most
likely, you will apply a date filter so that all the old records you want to
delete are shown, then apply the "trim" to get rid of them.



7   ADVANCED TOPICS


Long Memos

If the size of the Memo field is not sufficient for your purposes, you can use
the Memo field to specify the name of a file to hold your notes instead of
writing them to the Memo field directly. 

To implement this, you need a text editor that runs in DOS and you must
specify its path and file name in the Options Dialog. As an alternative, you
may enter the word MEMO to indicate to TimeTracker/LX to use the bult-in Memo
application. Note that System Manager must also be active and the Memo
application must be closed for this method to work.

After the editor is specified in the Options Dialog, you can activate the
editor by: 

1. Entering a ">" followed immediately by the file name in the Memo field of
the record, 

or,

2. Pressing F6 (Editor) to signal TimeTracker/LX to automatically create a
unique file name for the memo file and launch the editor. 

File names that are automatically generated have the following structure:
Assuming that TT.EXE resides on C:\TT, the file name will be
C:\TT\960131A.MEM. 

The number specifies the date (YYMMDD) when the file was createdm and the
letter "A" will change to distinguish between other files created on the same
date.


Cost Adjustments

TimeTracker/LX assumes that all the time records for an activity type always
cost the same. However, in some cases, this is not true. For example, perhaps
you have to bill your client for a lunch in addition to the time. Or perhaps
a client has already given you part of the money and you want to subtract it
from the total cost. TimeTracker/LX supports such "adjustments". An adjustment
to cost is entered into the Memo field as a string "$$-23.60" (without the
quotes). So a Memo field containing "Lunch with Miller: $$25.30 (already paid
$$-10)", will adjust the cost by adding $25.30 to the total cost and
subtracting $10.00 from it.

In the totals screens, the adjustments will be summed up and shown as
"(adj:xxx.xx)". In reports, the adjustments can be printed using the
<ADJUSTMENT> token.

Note that if a Memo field contains a file name, it must be the first item in
the field. Adjustments must follow the file name and there must be at least
one space after the file name.



Overriding Durations

It is possible to override the duration of a record. If a string such as
"##2:30" is present in the  Memo field, the duration for this is assumed to be
2:30, regardless of what the Duration field shows.


Overriding Hourly Rates

It is possible to override the hourly rate of a record (the rate normally
depends on the associated activity type). If a string such as "@@35.80" is
present in the Memo field, the hourly rate for the record will be set to
35.80, regardless of the rate specified in the activity type for the record.


Target Time

Another feature is an "adjustment" to time. This is useful when you want to
set up a target work time. Assuming you have to work 42 hours a week, add a
record with an activity type "Target Time" and a duration of -42:00 (you may
add records with negative durations) every week. Set up this activity type in
category "Work Time". Also set up all of your work related  activity types in
that category too (and other category they require).  The total for this
category displays your working time balance.


Creating Categories and Activitiy Types On-The-Fly 
(Advanced Mode Only)

First, we urge you NOT to create new categories and activity types on-the-fly
because most likely it will lead to a disorganized database. Creating
categories and activity types in advance is a much better practice.

When you are in the Record dialog and you need to add a new activity type,
press the "+" key. In the window, enter the name for the new activity type.
Note that this activity type will not have an hourly rate or any categories
associated with it. You will need to add these in the Activity Type Dialog
later.

You can create new categories or assign a new activity type to existing
categories directly. For example: entering "C/LX;Support Calls" (without the
quotes) as the new name for the activity type causes TimeTracker/LX to add two
new categories: "C/LX" and "Support Calls". A list with one or more ";"
(semi-colons) in it, is interpreted as a list of categories. It would find
that the category "Support Calls" already exists. It would also find that the
category "C/LX" does not exist and will ask you if it should be created. 

Once all the categories are available, TimeTracker/LX will search through all
known activity types looking for one that is associated with exactly the
categories specified. If one is found, that activity type is used. If not, it
will ask you to create a new activity type, providing a default name for the
activity type structured from the category list originally entered. In this
example, the new (proposed) activity type would be "C/LX-Support Calls". (Note
the replacement of semi-colons with dashes.)

Adding new categories on-the-fly also works in the Activity Type Dialog.



8   PRINTING REPORTS AND EXPORTING DATA

TimeTracker/LX can produce a report from the data you collected or export the
data to a file that can be imported into other applications such as a
spreadsheet program or data base. To do this, choose "Report/Export" from the
"File" menu. TimeTracker/LX will send the data to a file named TT.REP (or
whatever you choose as a file name). The data in the report will be formatted
by the report format specifications. The format specifications are kept in the
same directory as TT.EXE and are named *.FMT. When a new report is generated,
TimeTracker/LX shows you a list of all available formats and lets you choose
the one you need.

The following report formats are provided with TimeTracker/LX:

REPORT    A report for standard mode. The records are listed separately by
          client, by project and by activity type.

REPORT1   A report for standard mode. It provides a report in a hierarchical 
          list: Client/Project/Record.

REPORT2   A report for advanced mode. It provides three lists: Records by 
          category, records by activity type, and all records.

SPREADSH  A file that can be imported into a spreadsheet program. (Comma 
          Delimited Format)

EXAMPLES  Demonstrates more features of a report.


The Structure of a FMT File

All normal text in a .FMT file is kept as is. Everything that is not
considered normal text is kept between angular brackets and is called a
"token". For example, the token <TODAY> is replaced by the current date. 

Most of the tokens will be replaced by certain values or text strings. There
are, however, some special pairs of tags:

 <FOR ALL CATEGORIES> ... <END>
 <FOR ALL CLIENTS> ... <END>
 <FOR ALL PROJECTS> ... <END>
 <FOR ALL ACTIVITIES> ... <END>
 <FOR ALL RECORDS> ... <END>

Everything between the token pairs above is iterated (repeated) for each
category, client, project, activity type or record. Thus, the code:

 <FOR ALL ACTIVITIES> 
 Activity type: <ACTIVITY>
 <END>

Generates a list like:

 Activity type: Support Calls
 Activity type: Writing Docs
 Activity type: Creating Images

for the example of Mr. A. that was explained earlier. 

These special tokens can also be nested. For example:

 <FOR ALL ACTIVITIES>
 <FOR ALL RECORDS>
 ...
 <END>
 <END>

will first perform whatever is specified in "..." (see below) for each record
that belongs to activity type Support Calls, then for each record that belongs
to activity type Writing Docs, and lastly for each record in activity type
Creating Images.

 <FOR CATEGORY=...> ... <END>
 <FOR CLIENT=...> ... <END>
 <FOR PROJECT=...> ... <END>
 <FOR ACTIVITY=...> ... <END>

The four token pairs above produce a report for certain categories, or certain
clients only. For example, the tags:

 <FOR PROJECT=A/LX>
 <FOR ALL RECORDS>
 ...
 <END>
 <END>

repeat the actions specified in "..." (see below) for all the records that
belong to Project A/LX.

The "..." mentioned before represet any normal text to be printed, and in
addition, may be one or more of the following tokens:

TOKEN         Replaced by       
  
<TODAY>       current date

<CUSTOM>      user supplied text (see Options Dialog)

<DATE>        record's date

<START>       record's start time

<STOP>        record's end time

<ACTIVITY>    record's activity type if specified within the tag pair 
              <FOR ALL RECORDS> ... <END>

              or 

              the current activity type if specified within the tag pair
              <FOR ALL ACTIVITIES> ... <END>

<CLIENT>      client name for the current record

<PROJECT>     project name for the current record

<CATEGORY>    current category name

<DURATION>    record's duration if specified within tha tag  pair 
              <FOR ALL RECORDS> ... <END>

              or 

              the total duration for the activity type if specified within the
              tag pair <FOR ALL ACTIVITIES> ... <END>

              or 
              
              the total category duration if specified within the tag pair 
              <FOR ALL CATEGORIES> ... <END>

              or 

              the sum of all durations if specified elsewhere

<MINUTES>     record's duration in minutes

<MEMO>        contents of the Memo field

<BIGMEMO>     contents of the file specified in the memo field. If no file 
              specified, then same as <MEMO>

<FILE NAME>   file name from the memo field 
  
              or 

              nothing if there is no file name

<RATE>        record's hourly rate if specified within the tag pair 
              <FOR ALL RECORDS> ... <END>

              or 

              the hourly rate assigned to the activity type if specified within
              the tag pair <FOR ALL ACTIVITIES> ... <END>

<COST>        cost for the record if specified within the tag pair 
              <FOR ALL RECORDS> ... <END>

              or 

              cost for the activity type if specified within the tag pair
              <FOR ALL ACTIVITIES> ...<END>

              or 

              cost for the category if specified within tag pair
              <FOR ALL CATEGORIES> ... <END>

              or 

              the sum of all costs if elsewhere

<ADJUSTMENT>  adjustment values (see Advanced Topics). It has the same scope
              as <COST>

<ADDn>        adds the value of <COST> to accumulator "n", where "n" is a digit
              between 0 to 9. This tag does not print anything, only 
              accumulates. <ADD> may be used instead of <ADD0>. 

              Together with the <SUM> tag, can be used to compute sums of
              rounded values (The tag <COST> always prints precise values.)

<SUMn>        prints the value of the accumulator "n". <SUM> may be used in
              place of <SUM0>. <SUMn=0> may be used to set sum "n" to 0.

<ADDTn>       same as <ADDn>, but accumulates time instead of currency.

<SUMTn>       same as <SUMn>, but prints time instead of currency.

<COUNTERn>    is replaced by a number where "n" designates the counter, from
              0 to 9. The first occurrence of <COUNTERn> is replaced by 1, the
              next by 2, the next by 3 etc. thus performing the counter 
              function. You can set a counter to a certain value: e.g.
              <COUNTER2=17> sets counter 2 to 17.

              Setting a counter does not print anything, only sets a value.
              <COUNTER> may be used in place of <COUNTER0>.

<EVERYTHING>  Normally, all text between <FOR...> and <END> is discarded if
              there are no matching records. This token toggles this mode.
              Everything is displayed, even if there are no matching records.


Width Specification

If you want these items printed in a specific width (for example to print the
report in a tabular format), you can specify a width after the token name
following a ":" (full colon). For example: <DATE:12> prints the date in a
field with a width of 12. The text is usually right aligned. To left align
the filed, use a negative number. For example: <TODAY:-20> prints the current
date left aligned in a field of 20 columns.

For more examples of the use of tokens see file REPORT.FMT and compare it with
the output file it produces. File SPREADSH.FMT creates a report in a format
that can be directly imported into the built-in Lotus 123 Spreadsheet program
of the Palmtop using the Lotus 1-2-3 command  

 /fin     

(File/Import/Numbers). File EXAMPLES.FMT contains examples of even more
advanced features.



9   QUESTIONS AND ANSWERS

Q:  How to see more in the main screen?
A:  Press Zoom (Fn-Space).

Q:  What are all these different files TT creates?
A:  .CAT  - description of the known categories (clients etc.)
    .ACT  - description of the known activity types
    .LOG  - log of all activities
    .FMT  - format description for export/report
    .CFG  - configuration of TT
    .REP  - report file/export file
    .MEM  - automatically created memo file
    .$$$  - temporary files (you should never see them)

Q: How to print a report?
A: Choose "Edit Report" from the File menu and print the report from your 
   editor. See the section about the Options dialog for how to set up an 
   editor.

Q: How to quickly select an activity type for a record? 
A: Type the first few characters of its name. This is similar to the "speed
   locate" feature in the built-in applications. This can be done in most other
   list boxes too.

Q: Why is my editor not starting?
A: Make sure you specified the full path and program name of your editor (e.g.
   C:\bin\myeditor.exe). If so, make sure TimeTracker/LX has enough memory 
   available to launch the editor. See the Palmtop manual for directions how to
   specify the amount of memory which a DOS program is allocated when it is
   started.

Q: How much memory does my editor need?
A: You can usually find this information in the manual for your editor. If not,
   you will have to experiment to find the memory requirements of your editor.

Q: How many records can TimeTracker/LX handle?
A: The number of records it can handle depends on the size of your memos. For
   typical usage, it can handle about 400 to 800 records. Before the limit is
   reached, TimeTracker/LX will warn you that the amount of free memory is
   getting low.

Q: What is the largest currency amount TimeTracker/LX can handle?
A: TimeTracker/LX can handle amounts up to about 350,000 assuming two decimal
   places, or up to about 35,000,000 if no decimal places are used.

Q: In the activity type totals screen, the amounts do not exactly add up to the
   total sum. Why?
A: TimeTracker/LX always computes all numbers with maximum accuracy, but when
   they are displayed, the numbers are rounded. The rounded numbers may not add
   up to the total sum. The total sum is the more accurate value. In reports,  
   you can use <ADD> and <SUM> to make the values match.

Q: How to get the number of records into a report?
A: Use the <COUNTER> field! Set it to 0 by using <COUNTER=0>. Then, while
   looping through the records, use it as: <COUNTER:0>. This will increment the
   counter each time and then print it in a field with a length of 0 (i.e. not
   print it). At the end of the report, add the line: 

   Number of records = <COUNTER>

   to print the records total.

