User Guide

Welcome to the User Guide for Eva! If you are viewing this on the pdf version, use Adobe Acrobat Reader and zoom in to 200% for the best viewing experience!
This document is created by CS2101 G05 Team 1

• Ben-Hanan Choong See Kaay
• Hou Rui
• Royce Ho Shou Yee
• Tin Kah Ong Isaac
• Udayagiri Nikhila Sai
  

You may refer to our work distribution at the bottom of this document.

• 1. Introduction
• 2. Getting Started
• 3. Features
  • 3.1. Eva GUI
    • 3.1.1. Staff List : Staff List Panel
    • 3.1.2. Staff Profile : Staff Profile Panel
    • 3.1.3. Applicant List : Applicant List Panel
    • 3.1.4. Applicant Profile : Applicant Profile Panel
  • 3.2. System Commands
    • 3.2.1. Open help window : help
    • 3.2.2. Exit the program : exit
  • 3.3. Staff commands
    • 3.3.1. List all staff : list s-
    • 3.3.2. Add a staff : adds
    • 3.3.3. Find a staff : find s-
    • 3.3.4. View : view
    • 3.3.5. Delete a staff: dels
    • 3.3.6. Edit a staff: edits
    • 3.3.7. Record leave taken by staff: addl
    • 3.3.8. Delete leave taken by staff: dell
    • 3.3.9. Clear staff database : clear s-
  • 3.4. Applicant commands
    • 3.4.1. List all applicants : list a-
    • 3.4.2 Add an applicant: adda
    • 3.4.3. Find an applicant : find a-
    • 3.4.4. View : view
    • 3.4.5. Delete an applicant: dela
    • 3.4.6. Edit an applicant: edita
    • 3.4.7. Add an application: addapp
    • 3.4.8. Delete an application: delapp
    • 3.4.9. Set application status: setas
    • 3.4.10 Clear applicant database: clear a-
  • 3.5. Comment Commands
    • 3.5.1 Add comment to a staff/applicant: addc
    • 3.5.2 Delete comment from a staff/applicant: delc
    • 3.5.3. Edit comment on a staff/applicant: editc
  • 3.6. Script Engine (Experimental)
    • 3.6.1. Load a JavaScript script: load
• 4. FAQ
• 5. Command summary
  • 5.1. System
  • 5.2. Staff
  • 5.3. Applicant
• Appendix: Distribution of Contribution

1. Introduction

Welcome and thanks for downloading Eva!

What is Eva?

Eva is a simple and lightweight desktop application that handles HR related administrative tasks, like managing your company staffs and recording details related to recruitment.
Eva comes with a Command Line Interface (CLI) which is faster than a typical mouse/GUI driven app after you or your staffs get used to it.

We hope that through our app, you and your company will be empowered and able to solve your basic HR needs.

This user guide will take you through the basics of Eva and help you get moving straightaway. There are 3 types of messages you can look out for that will further enhance your experience in using Eva with this user guide.

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2. Getting Started

Before you begin, here’s a quick start guide on how to get Eva up and running on your computer!

1. Ensure you have Java 11 or above installed in your Computer.

2. Download the latest Eva.jar from here.

3. Copy the downloaded jar file to the folder you want to use as the home folder for Eva.

4. Double-click the file to start the app. If you face any issues, refer to our Frequently Asked Questions (FAQ) Section below. A GUI similar to the one below should appear in a few seconds. Note how the app generate some sample data when you first launch it!
   

5. Type a command in the command box and press Enter to execute it. e.g. typing help and pressing Enter will open the help window.
   

   Here are some example commands you can try:

   • list a- : Lists all applicants, changes the panel to display the applicant list.

   • adda n/John Doe p/98765432 e/johnd@example.com a/John street, block 123, #01-01 : Adds a staff named John Doe to the application.

   • list s- : Lists all staffs, changes the panel to display the staff list.

   • adds n/John Doe p/98765432 e/johnd@example.com a/John street, block 123, #01-01 : Adds a staff named John Doe to the application.

   • dels 3 : Deletes the 3rd staff shown in the staff list.

   • addl 1 l/d/08/10/2020 d/10/10/2020 l/d/20/10/2020 : Adds two leave records with dates 08/10/2020 to 10/10/2020 and 20/10/2020 to the 1st staff shown in the current list.

   • dell 1 10/10/2020 : Deletes the leave record containing the date 10/10/2020 from the 1st person in the current list.

   • find s- Doe : Finds the staff whose name contains “Doe”.

   • clear s- : Clears the staff database.

   • exit : Exits the app.

6. That’s it! Now, you can refer to the Features below for details of each command.

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3. Features

Field	Constraints	Example
NAME	can contain only alphanumeric characters, cannot be blank, and has a character limit of 70 characters.	John Doe
EMAIL	should be of the format local-part@domain where the local-part should contain alphanumeric characters or special characters which includes the characters !#$%&'*+/=?`{|}~^.-_ The domain name should have at least 2 characters and contain only alphanumeric with a period or a hyphen for the characters in between if needed.	john_Doe12345@example123.com
PHONE	can only contain numbers, and must be between 8 and 20 digits long.	6590018978
TAG	can only contain alphanumeric characters, cannot be blank, and has a character limit of 25 characters.	hardworking
INDEX	The index of the staff or applicant It must be a valid index number.	2 Note: This index will represent the staff/applicant with index-2 in the displayed list.
DATE	must be in the format DD/MM/YYYY	06/07/2020 represents the 6th of July 2020 Note: Eva automatically corrects wrong dates like 30/02/2020 and 31/11/2020 to 29/02/2020 and 30/11/2020 respectively.

Here is a brief overview on how this section is arranged.

The first section brings you through the different panels you will see in our application. After getting familiar with that, we will share some general system commands you can use at any point in time.

In the third section, we will bring you through the features we have implemented for staff.

Following which, you will be introduced to the features for managing applicant records.

Finally, you will learn about how to add and delete comments to applicants and staff and our very own unique script engine (experimental feature). By then, you will definitely become a master in using Eva! So let’s get started!

3.1. Eva GUI

Before we dive into the features, let us help you familiarize yourself with our GUI!

As of v1.4, Eva currently has four different panels it can switch between:

3.1.1. Staff List : Staff List Panel

This panel is where you can see all your staffs in a condensed list view.

3.1.2. Staff Profile : Staff Profile Panel

This is where you can zoom in on an individual staff and view more information about their leaves and comments.

3.1.3. Applicant List : Applicant List Panel

Similar to the Staff List, this is where you can see all your applicants in a condensed list view.

3.1.4. Applicant Profile : Applicant Profile Panel

This is also similar to the Staff Profile where you can zoom in on an individual applicant and view more information about them.

However, notice how the placement of the comments section differs from the Staff List.

These four panels form the core of Eva to be sure to familiarize yourself with them! Once ready, move on to the Commands!

3.2. System Commands

3.2.1. Open help window : help

If you’re not sure of how to use Eva at any point in time, use the help command!

The help command shows a message explaining how to access the help page.

Format: help

3.2.2. Exit the program : exit

Done using Eva? The exit command exits the program!

Format: exit

3.3. Staff commands

Eva makes use of these staff commands to give you the ability to keep track of your staffs which help you make business and manpower decisions.

3.3.1. List all staff : list s-

The Staff List Panel panel serves as your primary tool to give you an overview of all the staffs in your company.

This command changes the panel to the Staff List and shows a list of all staffs in the Eva Database.

Format: list s-

The image below shows what you would see after executing this example.

3.3.2. Add a staff : adds

As storing staff records is a primary activity in Eva, you can use this command to add a staff record into Eva.

Format: adds n/NAME p/PHONE_NUMBER e/EMAIL a/ADDRESS [t/TAG]…​[c/COMMENTS]…

Examples:

• To add only the necessary fields
  adds n/John Doe p/98765432 e/johnd@example.com a/John street, block 123, #01-01
• To add a comment along with the necessary fields
  adds n/Kristina Ryan e/betsycrowe@example.com a/Betsy street, block 123, #01-01 p/12345678 c/ ti/Behaviour d/20/12/2020 desc/Very enthusiastic in meetings
• To add a tag along with the necessary fields
  adds n/Betsy Crowe t/friend e/betsycrowe@example.com a/Betsy street, block 123, #01-01 p/12345678 t/Developer

The image below shows what you would see after executing the last example given. Notice that Betsy Crowe is now recorded as a staff in our database.

3.3.3. Find a staff : find s-

The command serves as a tool to help you quickly find all the staffs with the given name in your company.

This command will show a list of staffs whose name contains one of the given names. It changes the panel to the Staff List to display the result.

Format find FIND_TYPE- KEYWORD

Examples:

• find s- Doe

• find s- Alex

The image below shows what you would see after executing the last example given. Notice that no other staffs are listed as there is only one Alex.

3.3.4. View : view

To get to the Staff Profile Panel mentioned earlier, use this command from the Staff List Panel. Over here, you can take a closer look at the leaves and comments of a staff.

This command brings you to the profile panel of the staff at the specified index.

Format: view INDEX

Example:

• view 1

The image below shows what you would see after executing the example given.

3.3.5. Delete a staff: dels

This command deletes a staff from Eva’s database. By providing the index of the staff, you can remove that staff’s record.

Format: dels INDEX

Example:

• dels 1

• dels 7

The image below shows what you would see after executing the last example given. Notice that the last staff in the list now has index 6.

3.3.6. Edit a staff: edits

Edits general details of a staff from eva (excluding leave taken)

Format: edits INDEX [n/NAME] [p/PHONE_NUMBER] [a/ADDRESS] [e/EMAIL] [t/TAG] [c/ ti/COMMENT_TITLE d/COMMENT_DATE desc/NEW_DESCRIPTION]

Example:

• edits 1 n/John Doe p/99999999 a/John Street e/NEW@example.com

• edits 1 n/Balakrishnan Roy

The image below shows what you would see after executing the last example given. Notice how Roy Balakrishnan has changed to Balakrishnan Roy.

3.3.7. Record leave taken by staff: addl

In a company, it is important to keep track of your manpower and know who will be working on which day. As such, Eva allows you to record down the leaves taken by a staff and show you the total number of leaves taken as well.

Format: addl INDEX l/d/DATE [d/DATE] [l/d/DATE [d/DATE]]…​

Examples:

• list s- followed by addl 2 l/d/20/10/2020 adds the leave record with the given date(s) to the 2nd person in the shown list.
• find s- Betsy followed by addl 1 l/d/20/10/2020 adds the leave to the 1st person in the results of the find s- command.
• addl 1 l/d/08/10/2020 d/10/10/2020 l/d/20/10/2020
• addl 7 l/d/09/09/2020
• addl 7 l/d/10/10/2020 d/08/10/2020

The image below shows what you would see after executing the last example given above. Notice how the leave appears on Betsy’s record.

3.3.8. Delete leave taken by staff: dell

Sometimes a staff becomes unable to take their leave and cancels or postpones, Eva allows you to delete their recorded leaves. The total leave taken count is also automatically updated.

This command removes the record of leave taken by a staff, specified by the date given.

Format: dell INDEX d/DATE

Examples:

• list s- followed by dell 2 d/09/10/2020 deletes the leave record of which the given date coincides with from the 2nd person in shown list.
• find s- Betsy followed by dell 1 d/09/10/2020 deletes the leave from the 1st person in the results of the find s- command.

The image below shows what you would see after executing the last example given above. Notice how the leave is deleted from Betsy’s record.

3.3.9. Clear staff database : clear s-

In any case that you might want to remove all staff records, you can always use this command.
This command clears all staff entries from the Eva database.

Format: clear s-

The image below shows what you would see after using this command. Notice that there are no more records of staff in the Staff List.

3.4. Applicant commands

Applicant commands give you the ability to keep track of your applicants which help you make good recruitment decisions.

3.4.1. List all applicants : list a-

The Applicant List Panel serves as your primary tool to give you an overview of all the applicants in your company.

This command changes the panel to the Applicant List and shows a list of all applicants in the Eva Database.

Format: list a-

The image below shows what you would see when you execute this command.

3.4.2 Add an applicant: adda

Managing data of applicants is another main activity you might be involved in. Hence, this command is handy for you to add an applicant record into Eva.

Format: adda n/NAME p/PHONE_NUMBER e/EMAIL a/ADDRESS [id/INTERVIEW_DATE] [t/TAG]…​[c/COMMENTS]…

Examples:

• To add an applicant without an interview date
  adda n/Vicky Santana p/98765432 e/vsc@xample.com a/John street, block 123, #01-01
• To add an applicant with tags and comments
  adda n/Betsy Crowe t/friend e/betsycrowe@example.com a/Betsy street, block 123, #01-01 p/92345678 t/Developer c/ ti/Working Ethics d/10/10/2010 desc/Good
• To add an applicant with an interview date
  adda n/John Doe p/98765432 e/johnd@example.com a/John street, block 123, #01-01 id/22/11/2020

The image below shows what you would see after executing the last example given above. Notice that John Doe is now recorded as an applicant in our database.

3.4.3. Find an applicant : find a-

The command can help you quickly find all the applicant records with the given name in your company.

This command will show a list of applicants whose name contains one of the given names. It changes the panel to the Applicant List to display the result.

Format find FIND_TYPE- KEYWORD

Examples:

• find a- Doe

• find a- Yu

The image below shows what you would see after executing the last example given above.

3.4.4. View : view

To get to the Applicant Profile Panel mentioned earlier, use this command from the Applicant List Panel. Over here, you can take a closer look at the application and comments of an applicant.

This command brings you to the profile panel of the applicant at the specified index.

Format: view INDEX

Example:

• view 1

The image below shows what you would see after executing this example.

3.4.5. Delete an applicant: dela

If you need to remove specific records of applicants, you may use this command. By providing the index of the applicant you see on Applicant List , you can remove that applicant’s record.

Format: dela INDEX

Example:

• dela 1

The image below shows what you would see after executing this example. Notice how Bernice Yu, previously at index 2, is now at index 1.

3.4.6. Edit an applicant: edita

Edits general details of an applicant from eva (excluding application status)

Format: edita INDEX [n/NAME] [p/PHONE_NUMBER] [a/ADDRESS] [e/EMAIL] [id/INTERVIEW_DATE] [c/ ti/COMMENT_TITLE d/COMMENT_DATE desc/NEW_DESCRIPTION]

Example:

• edita 1 n/NEWNAME p/99999999 a/NEWADDRESS e/NEW@example.com
• edita 1 id/ 10/10/2010
• edita 2 p/98762345

The image below shows what you would see after executing the last example given above.

3.4.7. Add an application: addapp

This command scans an applicant’s resume text file and adds an application (resume details) to an applicant with the specified index under Eva.

Format: addapp INDEX FILEPATH

• An applicant should be created prior to the addition of its application.

Example:

• addapp 1 data/resume.txt
• addapp 1 sample

The image below shows what you would see after executing the last example given above.

3.4.8. Delete an application: delapp

Deletes an application from an applicant with the specified index under Eva.

Format: delapp INDEX

Example:

• delapp 1

The image below shows what you would see after executing this example.

3.4.9. Set application status: setas

We understand that the process of hiring new talent requires multiple stages and this can be tracked using the application status. You can use this command to change the status of any applicant at any time.

Format: setas INDEX as/NEW_APPLICATION_STATUS

Example:

• setas 1 as/received
• setas 3 as/accepted

The image below shows what you would see after executing the last example given above. Notice that the application status of Li David has changed to accepted.

3.4.10 Clear applicant database: clear a-

In any case that you might want to remove all applicant records, you can always use this command. This command clears all applicant entries from the Eva database.

Format: clear a-

The image below shows what you would see after using this command. Notice that there are no more records of applicants in the Applicant List.

3.5. Comment Commands

Commands to add, delete and edit comments on staff or applicants

3.5.1 Add comment to a staff/applicant: addc

Adds a comment to a staff/applicant under eva depending on which panel you are in

Format: addc INDEX c/ ti/TITLE_OF_COMMENT d/DATE_OF_COMMENT desc/DESCRIPTION

Example:

• addc 1 c/ ti/Working Ethics d/10/10/2010 desc/Good
• addc 2 c/ ti/Punctuality d/10/10/2020 desc/This applicant as a problem with punctuality

The image below shows what you would see after executing the last example given above.

3.5.2 Delete comment from a staff/applicant: delc

Deletes a comment from a staff/applicant under eva depending on which panel you are in

Format: delc INDEX c/ ti/TITLE_OF_COMMENT_TO_DELETE

Example:

• delc 1 c/ ti/Working Ethics
• delc 2 c/ ti/Punctuality

The image below shows what you would see after executing the last example given above.

3.5.3. Edit comment on a staff/applicant: editc

Edits the description of a comment on a staff/applicant.

Format: editc INDEX c/ ti/TITLE_OF_COMMENT_TO_CHANGE d/DATE_OF_COMMENT_TO_CHANGE desc/NEW_DESCRIPTION

Example:

• editc 1 c/ ti/Working Ethics d/10/10/2010 desc/Quite Bad
• editc 3 c/ti/Review d/10/10/2010 desc/Suitable to be team leader due to experience in marketing

The image below shows what you would see after executing the last example given above.

3.6. Script Engine (Experimental)

Eva provides a built-in script to execute JavaScript that can be used to extend the features of Eva.

To write a script to extend the features of Eva, please refer to Nashorn official website for supported JavaScript features, and learn how to import Java classes to extend Eva features.

3.6.1. Load a JavaScript script: load

Format: load SCRIPT_FILE_PATH

Example Scenario:

• Load a script located at C:\Documents\script.js
• Command: load C:\Documents\script.js

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4. FAQ

Q: How do I transfer my data to another Computer?
A: Install the app in the other computer and overwrite the empty data file it creates with the file that contains the data of your previous Eva home folder.

Q: How do I find the data file?
A: The data folder is automatically generated in the same directory as your Eva.jar file. The data folder should contain the data you have saved inside some .json files.

Q: I can’t run the app by double clicking! What do I do?
A: Open terminal and traverse to the directory the Eva.jar file is in. Then type the command java -jar Eva.jar.

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5. Command summary

This section gives a summary of all the commands in the user guide.

5.1. System

Action	Format, Examples
Help	help
Exit	exit
Load (experimental)	load

5.2. Staff

Action	Format, Examples
List Staff	list s-
Add Staff	adds n/NAME p/PHONE_NUMBER e/EMAIL a/ADDRESS [t/TAG]…​ e.g. adds n/John Doe p/98765432 e/johnd@example.com a/John street, block 123, #01-01
Find Staff	find s- KEYWORD [MORE_KEYWORDS] e.g. find s- James Jake
View	view INDEX e.g. view 2
Delete Staff	dels INDEX e.g. dels 1
Edit Staff	edits INDEX [n/NAME] [p/PHONE_NUMBER] [e/EMAIL] [a/ADDRESS] [t/TAG]…​ e.g.edits 2 n/James Lee e/jameslee@example.com
Add Leave	addl INDEX l/d/DATE [d/DATE] e.g. addl 2 l/d/08/10/2020 d/10/10/2020 l/d/20/10/2020
Delete Leave	dell INDEX d/DATE e.g. dell 1 d/10/10/2020
Clear Staff Database	clear s-

5.3. Applicant

Action	Format, Examples
List	list a-
Add Applicant	adda e.g. adda n/John Doe p/98765432 e/jd@example.com a/John street, block 123, #01-01
Find	find a- KEYWORD [MORE_KEYWORDS] e.g. find a- James Jake
View	view INDEX e.g. view 2
Delete Applicant	dela e.g. dela 1
Add Application	addapp INDEX [filepath] e.g. addapp 1 C:\Users\Public\Downloads\resume.txt
Delete Application	delapp INDEX e.g. delapp 1
Set AppStatus	setas INDEX as/NEW_APPLICATION_STATUS e.g. setas 1 as/processing
Clear Applicant Database	clear a-

Appendix: Distribution of Contribution

• 1. Introduction (Royce and Nikhila)
• 2. Getting Started (Ben)
• 3. Features (Ben and Nikhila)
  • 3.1. Eva GUI (Ben)
    • 3.1.1. Staff List : Staff List Panel (Ben)
    • 3.1.2. Staff Profile : Staff Profile Panel (Ben)
    • 3.1.3. Applicant List : Applicant List Panel (Ben)
    • 3.1.4. Applicant Profile : Applicant Profile Panel (Ben)
  • 3.2. System Commands
    • 3.2.1. Open help window : help (Royce)
    • 3.2.2. Exit the program : exit (Royce)
  • 3.3. Staff commands (Ben)
    • 3.3.1. List all staff : list s- (Hou Rui)
    • 3.3.2. Add a staff : adds (Nikhila)
    • 3.3.3. Find a staff : find s- (Hou Rui)
    • 3.3.4. View : view (Ben)
    • 3.3.5. Delete a staff: dels (Royce)
    • 3.3.6. Edit a staff: edits (Isaac)
    • 3.3.7. Record leave taken by staff: addl (Ben)
    • 3.3.8. Delete leave taken by staff: dell (Ben)
    • 3.3.9. Clear staff database : clear s- (Nikhila)
  • 3.4. Applicant commands
    • 3.4.1. List all applicants : list a- (Hou Rui)
    • 3.4.2 Add an applicant: adda (Nikhila)
    • 3.4.3. Find an applicant : find a- (Hou Rui)
    • 3.4.4. View : view (Ben)
    • 3.4.5. Delete an applicant: dela (Nikhila)
    • 3.4.6. Edit an applicant: edita (Isaac)
    • 3.4.7. Add an application: addapp (Royce)
    • 3.4.8. Delete an application: delapp (Royce)
    • 3.4.9. Set application status: setas (Nikhila)
    • 3.4.10 Clear applicant database: clear a- (Nikhila)
  • 3.5. Comment Commands
    • 3.5.1 Add comment to a staff/applicant: addc (Isaac)
    • 3.5.2 Delete comment from a staff/applicant: delc (Isaac)
    • 3.5.3. Edit comment on a staff: editc (Isaac)
  • 3.6. Script Engine (Experimental) (Hou Rui)
    • 3.6.1. Load a JavaScript script: load
• 4. FAQ (Ben)
• 5. Command summary (Royce)
  • 5.1. System
  • 5.2. Staff
  • 5.3. Applicant