Agenda4ol
User Manual
Contents
Getting Started
Starting the
Program
About User
Interface
What is Multiple
Profiles?
What is Owner name?
Managing Profiles
Adding Profiles
Deleting
Profiles
Managing Events
Adding Events
Viewing Events
Editing Events
Deleting Events
Purging Past
Events
Other Tools
Importing
Events
Importing Events from
Contacts
Importing Events from
text files
Exporting
Events
Exporting Events to
Calendar
Exporting Events
through IR
Vacation
Planner
Getting
Started
Starting Agenda4ol
Agenda4ol is a simple All-day appointment and event manager that
makes managing all-day events and appointment very easy. Agenda4ol is suitable
for tracking events such as Birthdays, Anniversaries, Holidays, Festivals,
Important dates, and Vacation. Multiple views allow you to view the entire list
of events for all profiles to one type of events for a single profile, weekly,
monthly and complete list.
Starting Agenda4ol the first time
When you start Agenda4ol first time after installation, in
the following screen you will be asked the Owner name. Owner name is the first
profile (User) you configure to start using Agenda4ol. Unlike other Calendar
event managers, Agenda4ol can manager events for multiple people that are termed
as Profiles.
Once you
have entered the owner name and clicked on the “OK” button, you are ready to
start using Agenda4ol.
Starting Agenda4ol every time
Once the
owner name is entered and you have exited the program with or without
configuring events, any subsequent invoking of Agenda4ol will bring the main
screen.
In the
main screen, a list of events already entered is displayed along with the event
type and profile name for which it is displayed.
About User Interface
Agenda4ol
User interface consists of onscreen buttons, icons, tap on lists as well as
menus.
Program
Heading
On the Agenda4ol heading, you will see a text along with the name e.g.
Agenda4ol All, Agenda4ol Monthly, Agenda4ol Weekly. This indicates whether the
event list displayed contains all events, or events for next month, or events
for next week. This is selected by tapping on the ICONs displayed next to the
heading.
View
ICONs
View ICONs
are displayed at the heading line of the screen next to the menus.
- Icon with 5 “.”s displays event for next one
week
- Icon with 25 “.”s displays events for next month
- Icon with 5 lines of “.” And Line combination displays all
events.
Selecting event
types
In the
second line on the main screen, there is a drop down box on left and one on
right. The one on left is used to select the type of event you want to view on
the main screen. When you click on the drop down list, you will get a list of
all types of event the system can handle such as Holidays, Birthdays etc.
- If you want only one type of event to be displayed, select
that type.
- Selecting “All Events” will display all types of
events.
Selecting the
profile (User) for which you wants events listed
On the
right side of the second line on the main screen, there will be a drop down list
that contains names of all profiles configured in Agenda4ol.
- Click on this list and select the profile name for which you
want the events listed
- Click on the list and select “All Profiles” if you want
events listed for all users.
Event
list
The main
body of the main screen lists events that are in the system now. Event display
changes based on the type of event you have selected, and the profile
name.
- If “All Events” is selected then the heading of this list
contains Event name, Event type, Start date and End date
- If any particular event type is selected, then the heading
is displayed according to the event type e.g. if event type selected is
Birthday, then the heading contains “Birthday”, “Date”, “Age”. Similarly if it
is Anniversary, it will contain “Anniversary”, “Date”, “Year”
- The body of the list contains just a list of events or a
list of events with intermittent profile name based on what you have selected
in the “Profiles” drop down list.
- If a single profile is selected, all events in that profile
is listed.
- If “All Profiles” is selected, the list will contain
sub-lists for each profile. In this case, in one line a profile name will be
displayed followed by all events for the profile.
Look For
button
Look for
button allows you to list only the events that have the string you type next to
it. When you have a long list of events entered in Agenda4ol, this helps finding
the desired events easily. Type a string next to Look for and
then click on Go button.
New
New button allows you to enter a
new event. Adding new events are discussed later in this manual.
Menus
There are
2 menus in the main screen
What is Multiple Profiles?
Agenda4ol
can manage events for you, your family, or your group. Events can be
individually or collectively entered for one person or multiple people. Each
person’s identity in agenda4ol is termed as profile. Agenda4ol also provides the
option to view events for a single profile or multiple profiles at a
time.
What is Owner Name?
Although
Agenda4ol can handle events for multiple profiles, the export event to calendar
database is purposely restricted for the owner of the device who manages all
events so as to not make the calendar application complex by entering events in
to it for all profiles. The profile for which Agenda4ol gives you the option to
export to calendar database is identified as the owner profile, which is gotten
from you when the program is started at the beginning.
Managing Profiles
Adding profiles
Since
Agenda4ol supports multiple profiles, it provides the option for you to add
profiles through the tools menu.
- In the Add
Profile screen, you enter name of the person for whom you want to manage
events and click on the Add
button.
- If no name
is entered and you want to exit the prgoram, click on Cancel
button.
- You can add as many profiles as you like, even profiles for
which you are going to manage events temporarily as you can delete them using
the Delete Profile option once you no longer have to manage events for that
person.
Deleting profiles
Delete
profile option allows you to delete profiles for which you no longer wish to
manage events.
To delete
a profile:
- Select
Delete Profile from the Edit menu
- Tap on the profile name that you wish to delete
- Click on the
Delete button
Caution:
Profiles
once deleted cannot be recovered. You will loose all events configured for that
profile.
If you
delete the owner profile, next time when you start the program, you will have to
enter a new Owner name.
Managing Events
Adding Events
To
manually add an event to Agenda4ol, tap on the New button at the bottom
of the main screen. For importing events without going through this option,
check Importing
Events section.
In the
Add Event screen:
- Select the type of event you want to add. If the event type
on main screen is set to “All Events” this option will default to the first
event listed on the list. If the event list on main screen was displayed for a
particular type of event that will be the default for this
screen.
- Select the Profile name for which you want to enter the
event from the Profile drop down list. If the main screen displayed events for
All Profiles, this will default to the first profile name on the list. If the
event list was displayed for a particular profile, that will be the
default.
- Select start and end date by tapping on the corresponding
line. Tap on these 2 lines will bring up an easy pick Date Picker.
- Click on the “Also for” line if you want to enter this event
for other profiles as well. This will bring up a screen with profile names
other than the current profile for which you are entering the event. This list
will have a check box next to each profile. Check the check boxes for the
profiles for which you want to enter this event and click Ok.
- If Occurs every year line is displayed, it will be defaulted
to No. If this is an event that will occur every year on the same date, select
“Yes”. Agenda4ol will enter this event for each year for subsequent 5
years.
- Agenda4ol
allows you to enter a note with each event. To enter note, click on the
Note button at the bottom of the Add screen. After entering
note, click on the Done
to come back to the event
screen.
- Once you have entered all information, click on the
Done to
enter the event. The event will be entered to Agenda4ol and if Owner is one of
the profiles for which this event is being entered, a option will be provided
to enter it to Datebook
database. You can select Yes or No in
that option. If Owner is not a profile, entering to Calendar option will not
be provided.
Viewing Events
To view
details of the event, click on the event in the main Agenda4ol
screen.
- Details about the event including any note you have entered
will be displayed.
- Click on the
Arrow on the right to display the next event on
the list. Once you reach the end of the displayed event list, the program will
go back to main screen.
- Clicking on
Edit will bring up the Edit Event screen for you
to make changes.
- If you want
to delete the event, click on Tools and select the Delete
option.
Editing Events
Edit
event option is accessible through the View Event screen. To edit an
event:
- Tap on the event when you see it on the event list screen.
This will take you to the View event screen where that event will be
displayed.
- Tap on the
Edit button in the View screen. This will bring up
the edit event screen.
- Edit event screen has the same layout and properties as Add
event screen. You can change all parameters here except the Event Type and
Profile name. These 2 pull-down lists will be disabled in Edit event screen.
- Once you
edit event, click on the Done button to save the
changes.
Deleting Events
Delete
event option is accessible through the View Event screen. To delete an
event:
- Tap on the event when you see it on the event list screen.
This will take you to the View event screen where that event will be
displayed.
- Tap on the Tools menu in the View screen. This will bring up
the Delete event option. Click on Delete event to delete the
event.
Purging Past Events
It is
expected that with Agenda4ol, you will manage a lot of events of different
types. As and when these events happen, you may need to bulk delete these events
to make room for new ones.
- Select this option from Tools menu to bring up a list of
events that have expired.
- The list displayed will be for the profile for which you
were viewing event list. You need to change the profile name by selecting from
the pull-down list if you want to purge events for another
profile.
- These are the events that are past dated to today’s date.
Click on the check boxes for the events that you want to purge. A click on Box
next to All, will check all expired events displayed on the
screen.
- Click on the
Purge button to purge these
events.
- Click on the Done button to exit this
screen
- If you want to see past events for a particular profile,
click on the All Profiles to bring the list of profiles to select
from.
Other
Tools
Importing Events
Agenda4ol
provides 2 ways of importing already defined events to its event
list.
- Import of events Birthdays and Anniversaries already entered
in to contacts
- Importing events from external event list files supplied by
us, downloaded from www.softtrends.com site,
or created by you adhering to the format.
Importing Events from Contacts
To Import Birthdays and anniversaries
entered in Contacts, select Import Contact Events
menu option from the Tools Menu.
- Agenda4ol will search through the contact records and
display a list of Birthdays and Anniversaries you have entered in to the
database.
- Check the check box next to the events that you want to
import, or check on the check box next to all if you like to import all
events.
- Tap on the Import button at the bottom of the
screen.
Importing Events from text files
You can
import events directly from external text files directly to Agenda4ol. These
text files need to be in specified formats. Agenda4ol ships with such holiday
events from around the world. More event lists can be downloaded from our site
at www.softtrends.com
Select Import Import Events from Lists menu
option from the Tools menu
- Tap on the
Check boxes for the specific events that you want to import.
Optionally tap on the All
check box if you want to import all
events.
- Select the profile at the top of the screen to indicate
which profile you want to import the events to.
- Tap on
Import button at the bottom of the screen to import
those events.
- Tap on Cancel to exit this
option
Exporting events
Export events allows you to export events
through IR in vCalendar format. It also allows to export events to the Palm Datebook application during
event add and edit operations.
Exporting Events to Calendar
Export
events to calendar option is only available during New and Edit of the events.
If the event is entered for the Owner, or Owner is one of the profiles you have
selected in the “also for” option, Agenda4ol will provide you the option to
enter the event to Calendar database.
Exporting Events
through IR
Export
events allows you to export events through IR in vCalendar format.
Vacation Planner
Vacation
planner is a tool provided by Agenda4ol to make it easy for you to scan through
the long list of events and find out dates that are suitable for you, or a group
of people to take off work. This tool uses “Important Date” event into
consideration and find free days with the dates that you provide that does not
have “Important Dates”.
Example:
Lets
assume you manage Schedules and Holidays for your group comprising of Robert,
Thomas, Harry, George, Godboy, Peter and Sue. Thomas, Harry, George, and Godboy
all want to go on 3-day vacation. During October and November. This is how you
use this feature:
o
Enter the date ranges in the first 2 lines
of the form
o
Enter 3 as minimum number of days
vacation
o
Enter the 4 names in for field and click
on find
o
The program will scan through their
events, for important dates they all have during this time and find out the
range of dates (which are =>3) during which none of them have any important
dates.
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