Category : Databases and related files
Archive   : DO106.ZIP
Filename : DO.DOC

DESK ORGANIZER

Ver. 1.06

12-11-88

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The Desk Management Program for DO'ers
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*PLEASE UPLOAD TO YOUR LOCAL COMPUTER BULLETIN BOARD SYSTEMS! *
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I. General

A. Purpose

In my profession as a patent attorney and manager for a large
corporation, it is my duty to meet deadlines, to remember a large number of
date sensitive tasks to be done, and to follow up on matters periodically
with my employees and clients. I also need to keep track of a long list of
telephone numbers. DO was written to assist me in this effort. I hope it will
be useful to you also.

B. The Author

The author is a registered patent attorney working with Rockwell
International Corporation in Cedar Rapids, IA (the old Collins Radio Company).
He can be contacted on Compuserve (ID No.: 71016,1355), or GEnie (Address:
L.MURRAH), or by mail at the following address:

10 Cottage Grove Woods, S.E.
Cedar Rapids, IA 52403

The home telephone number is (319) 365-6530. Please feel free to call about
DO during weekend and early evening hours.

C. The Software

The development of DO began in June, 1987, and was previously
released under the name TICKLE. The last version of TICKLE which was released
was 1.4. New versions of DO will be released as features are added and
corrections are made to previously released versions.

The new name was chosen to eliminate confusion with other programs
having a similar name and to focus on the increasing scope of the program.

DO is written in Turbo Pascal version 3.0.

The philosophy of DESK ORGANIZER is to provide a tickler/reminder/
telephone system which can be used primarily from the command line. Most such
programs require entry into the program where menus must be navigated and, most
importantly, where operator action is required to exit the program. DESK
ORGANIZER is designed to be run automatically from an AUTOEXEC.BAT file when
the computer is activated so that the user's to do list will be placed before
his eyes at the start of each day. Several users have asked me why I don't
make the program memory resident. There are two reasons: (1) it would make the
program much more complex, (2) and it would compromise the "automatic in and
out" nature of the program.

D. Latest Version

The latest version of DO can usually be found on GEnie. The
latest version can also be obtained by sending a FORMATTED 360K diskette and a
STAMPED, SELF-ADDRESSED diskette mailer to the author at the above address.
The request should be sent with sufficient postage that no postage is due
upon arrival.

E. Conventions

When example command lines are shown, the sequence "" means to
press RETURN or ENTER.

II. Equipment and Program Configuration

A. Setup

DO can be run on the IBM-PC and compatibles having 192K of memory
and one floppy disk drive. A hard disk is not required, although you will find
that a hard disk will enhance operation of this and any other program.

Your CONFIG.SYS file should authorize at least 20 files. This can be
done with the following statement:

FILES = 20

CONFIG.SYS may be edited using a word processor or program editor.

DO will also run on plain MSDOS machines if it is compiled with the
correct version of Turbo Pascal. If you would like to have the generic MSDOS
version, please let me know.

B. The System Clock/Calendar

DO depends upon the system calendar being set correctly. If you
have a real time clock, you will have a program which automatically sets the
clock and which is usually run in the AUTOEXEC.BAT file. If not, you will
need to set the date and time with the DATE and TIME DOS commands.

III. Your Right to Use DO

A. License

As you may have noticed I have retained the copyright in DO,
primarily in order to control its orderly development. However, I have granted
the right to anyone to use the program for for private, use without further
permission from me. That is, you can copy it, use it, and share it so long as
you do not charge any money for it. You are also free to use DO in a business.

B. Contributions

Several users have asked me whether I require payment of a "shareware"
fee in order to use the program. The answer is "No"; but if you would like
to support DO with a small contribution (say $5, or $10 if used in a business),
we certainly would be grateful. It would certainly help in continuing to
improve the program and give the author some positive feedback. The author is
also susceptible to telephone "attaboys".

IV. Using DO in General

A. Installation

The purpose of installation is to define the drive and subdirectory
in which DO and its associated data files are located. The DO data
files DO.DTA and DO.LOG are created the first time DO is run. If installation
is not performed, it is assumed that the data files are to be located on the
current drive and in the current subdirectory, which may or may not be the same
drive and subdirectory as DO.COM. In that case it will not be possible to use
DO from all subdirectories.

1. Using the Predefined Directory and Drive

Unless the user provides otherwise, it is assumed that DO.COM
and the DO data files are placed in a subdirectory named "\DO". To
install DO in this subdirectory, you can either use the following DOS
command:

MD \DO

to create the directory and then use the COPY command to copy DO.COM to
that directory, or you can run the DOINST.BAT program which will do the same
thing for you automatically. The DO data files will be automatically
created and placed in this directory the first time the program is run.

In order that DOS can find DO.COM from any subdirectory, you
should create a file named AUTOEXEC.BAT using a word processor or editor, if
you have not already done so for other reasons. The AUTOEXEC.BAT file should
contain the following line:

PATH = \DO

If you already have a path defined in the AUTOEXEC.BAT file, then add \DO
as in the following example:

PATH = \path1;\path2;\DO

2. Defining Your Own Drive and Directory

If you do not wish to use the predefined \DO subdirectory or
wish to place your data files on a different drive, you can define your own
drive and directory by including the following command in your AUTOEXEC.BAT
file:

SET DOSPEC=X:\DIRNAME\

where X: is the drive letter and DIRNAME is the desired directory name. For
example, to place the data files in directory \CALENDAR on drive D:, use the
following command in the AUTOEXEC.BAT file:

SET DOSPEC=D:\CALENDAR\

Be Sure to include the final "\".

If you are using a floppy disk, you may wish to forget using a
subdirectory. In that case simply copy DO.COM to the disk in the boot
drive and use the aforementioned SET command without the subdirectory
defined. For example, to use DO in the A: directory use the following
command in the AUTOEXEC.BAT file:

SET DOSPEC=A:

You can use a subdirectory on a floppy disk, however, and the installation is
identical to normal installation for a hard disk. If you use a floppy disk,
you must replace the diskette containing DO in the boot drive when you
wish to access DO.

3. Conversion of Data Files from TICKLE

If you want to use your preexisting TICKLE data and log files,
use the following conversion method:

a. Backup TICKLE.DTA and TICKLOG.DTA to a floppy disk.

b. Create a subdirectory named \DO

c. Copy TICKLE.DTA and TICKLOG.DTA to the \DO subdirectory

d. Run CNVTDTA.COM to convert the data file and CNVTLOG.COM to
convert the log file.

e. If you use specify your own directory change the SET command
line in AUTOEXEC.BAT as shown above in "2".

If you are using the DOSPEC file location method, then copy the data files to
your defined data drive and subdirectory after doing the foregoing.

4. Conversion of Data Files for Version 1.06 and Above

Your friendly author has once again improved DESK ORGANIZER in
such a way as to require that the data file be converted. Use the following
method.

a. Backup DO.DTA to a floppy disk.


b. Run CNVT106.COM to convert the DO.DTA file. The LOG and FON
files need not be converted.

If you are converting directly from TICKLE to DO 1.06 or higher,
you will need to run the TICKLE conversion first.

B. General

1. Conventions

When a response from the user is called for, the default response,
i.e., the response which is automatically entered if RETURN is pressed, is
indicated. To select the default all you have to do is press return.

2. Limits

DO will accept up to 250 notes and up to 150 telephone numbers.
Later versions of the program will increase these limits. Notes in the tickler
system may be 128 characters long.

3. Strings

When either a string or a search key is requested, as in the search
command, a series or "string" of character is being requested. Whole words
are not required. Single characters can even be used, but with most commands
this will not provide a satisfactory result. For example, there is no reason
to search for every note containing the letter "a".

C. Methods of Use

1. Batch File Use

One of the most convenient ways to use DO is in the
AUTOEXEC.BAT file which is run each time the the computer is turned on. Place
it last in the batch file so that you are forced to look at the DO notes
each time you use the computer. Select the time period (and thus the command)
that is most convenient for you.

An example AUTOEXEC.BAT file, which can be created with a word
processor (ASCII output mode only!) or a text editor is as follows:

DATE
TIME
DO H

2. A Suggested Program of Use

Each morning I run the "O" option to dispose of matters not
cleared from the preceding day's list. These matters are either deleted,
rescheduled, or filed. After this is done, I use the "P" option to print a
list for the current day (which also includes critical and docketed events for
the next 30 days). I then use this list as my checklist for my day's work. If
new items are added which need to be done today I write them on the printed
list. I can either enter these items into the DO note data base at the end of
the day or at the beginning of the next day. I also use the "H" command during
the day to check on my top priority or "hot" items.

D. Command Line Modes

DO has three command line modes as follows:

1. No Argument Mode

If command line is entered with only the program name, i.e.,

DO

the main title screen will be displayed along with a list of commands.

2. Entry Mode

Notes may be entered into the DO note file by using the
following command line entry:

DO MM-DD-YY Text of note

where "MM" is the month, "DD" is the day, and "YY" is the year of the note.
Months, days, and years may be entered as one or two digits each, and the wild
card character "?" may be used in place of any date. For example, if you wish
for a date to be redisplayed every year without deletion and re-entry, you can
enter a command line such as the following:

DO 01-01-?? New Year's Day

If you wish monthly redisplay, you can enter a command line such as
the following:

DO ??-01-87 Pay electric bill

The text of the note following the date can be up to 128 characters
in length.

Any date may be made a critical date by inserting a "!" in the
text of the note. This will ensure that a critical note will be displayed up
to 30 days in advance regardless of the display horizon chosen. The critical
date feature is useful for planning ahead to accomplish a time consuming task
before the critical date. These dates can also be separately displayed using
the DO ! command.

Likewise, any date can be designated as an appointment by inserting
the character "@" in the note. Appointments will be diplayed up to 120 days in
advance when printed regardless of the display horizon chosen. This will
permit your printed note list to replace a desk calendar for that period. The
120th day is identified so that the user will know to use the "@" command to
confirm subsequent dates. Appointment notes can be separately displayed with
the DO @ command.

In addition, any date can be designatied as a "docket" date by
inserting the "^" symbol in the note. This is a special type of critical
date which is most useful to lawyers for whom such dates are truly "drop
dead" dates. In addition to inserting docket dates manually, the author is
developing specialized subsidiary programs to insert these dates automatically.
For example, the author uses a special patent docketing subsidiary program to
calculate and insert multiple Patent Office docket dates. If an attorney user
or other professional having a fixed system of dates to be met and would like
to help develop such subsidiary programs, he should contact the author.

Notes can also be entered in the command mode as will be described
hereinafter (hey, I'm a lawyer. That's how we talk!).

3. Command Mode

In addition to the entry of notes, you can ask DO to perform
several functions on the stored file by using the following command line:

DO %

where "%" is a one letter command as discussed below. The command line mode is
also used to invoke the agenda and telephone directory systems as will be
discussed later. Do not confuse the "%" sign as used above with the calculated
date wild card!

E. Dates

1. Valid Range

All date comparisons and calculations in DO assume that dates
are in the range January 1, 1901 to December 31, 1999. Dates outside this
range will not work! If you have needs to docket dates outside that range,
contact the author.

2. Date Format and Content

Dates must be entered in the MM-DD-YY format using eiter one or
two digits for MM, DD, and YY. Thus dates in abbreviated format such as
"2-7-87" are also accepted. Date content is not checked. Thus 13-56-87 will be
accepted even though it is not a real date. Either "-" or "/" will be accepted
to separate the month from the day from the year. Thus, "MM/DD/YY" is also an
acceptable format. It is suggested that you choose one or the other of the
separators and use it consistently so that the display will not have a ragged
appearance.

Invalid dates may be used for special purposes. For example, if
you wish to specify that something is to be done during a month without
specifying a particular date, you can use the day "00", e.g., "07-00-87". The
same trick could be used for the entire year, e.g., "00-00-88".

If you wish to enter non-date-specific notes, you can use an
invalid date such as "00-00-00". However, this will make your non-dated
notes appear at the beginning of the file. To make them appear at the
end, you might use "XX-XX-99", where 'X' is a numeral. The invalid date
"50-50-50", and dates of the format 97-XX-99 and 98-XX-99 may not be
used for this purpose, since they are used for other purposes in DO.

3. Wildcard Dates

If a wildcard ("?") is used to replace any digit in a date, then
both digits are assumed to be wildcards. Thus, if you enter 01-01-8?, it will
be interpreted as 01-01-??. Only one date at a time will be displayed when a
wildcard is used. In other words, if the wildcard ??-15-87 is entered on
November 14, 1987, the date 11-15-87 will be displayed until that date, after
which 12-15-87 will be displayed. Multiple dates will not be inserted by
wildcards! All wildcard dates can be displayed using the DO # command.

4. Date Shorthand

When entry of a date is expected, you can enter a one character
shorthand for several common dates as follows:

"=" - Today's date
"-" - Yesterday's date
"+" - Tomorrow's date
"`" - One week from today (character is reverse apostrophe!)
"~" - One month from today
"%" - Calculated date
"C" - Display a calendar

V. The DO Tickler System

A. Alternaive Note Entry Method

In addition to the command line method described above, notes can be
entered using the following command:

DO E

This method is most convenient for multiple entries since the user is prompted
for further entries after each new note is entered.

B. Examining the Notes File

1. Display Conventions

When notes and their dates are displayed on the monitor screen,
the notes may be accompanied by several symbols which convey important
information about the note.

A "-" before the date means that the note is overdue, i.e., it
has a date earlier that the current date.

A "*" before the date indicates notes having today's date.

A "#" after the date indicates the the date contains wildcard
characters.

A "!" before the date indicates that the note is a critical one.
A note is made critical by typing a "!" in the body of a note.

A "@" before the date indicates that the note contains an
appointment. A note is identified as such by the presence of the "@" symbol
in the body of the note.

A "^" before the date indicates that the note contains a docketed
date. A note is identified as a docketed date by inclusion of the "^" symbol
in the body of the note.

The critical, appointment, and docket symbols are printed only for
dates beyond the current date.

Notes are also displayed with separating blank lines to
distinguish the notes for today and for the next week from other notes.

2. Looking at All Notes

All the notes in the DO file can be examined by entering the
following command line:

DO A

3. Looking Ahead

DO notes can be displayed for several selectable future periods
as follows:

DO T - Today's notes
DO D - Through the next day
DO W - Through the next week
DO M - Through the next month
DO Q - Through the next quarter
DO Y - Through the next year

Any note which is made a docket date by insertion of a "^" in the
body of the note is and which is due within 30 days is displayed when the
"T", "D", and "W" commands are used. This ensures that you are aware of
critical dates sufficiently far in advance to take appropriate actions.

4. Checking a Particular Date

If you need to check a particular date as when you are scheduling
an appointment, you can use the following command:

DO K

5. Special Displays

a. Critical Dates

Only the critical dates (i.e., those which include the
character "!") will be displayed with the following command:

DO !

b. Appointments

All appointments (i.e., notes which include the character
"@" may be displayed with the following command:

DO @

c. Docketed Dates

All docket dates (primarily of interest to lawyers)
containing the "^" character may be displayed with the following command:

DO ^

c. Hot Notes

All critical notes and appointments for today and for
tomorrow (for the weekend and Monday if the clock date is a Friday) can be
displayed with the following command:

DO H

If you have a large number of notes in the file for each day, the "hot"
lets you see only what absolutely has to be done. This command is useful
in the AUTOEXEC.BAT file for displaying your most important tasks each
time the computer is turned on. The author has found this is one of the most
useful commands in DESK ORGANIZER.

d. Wildcard Dates

All wildcard dates may be displayed using the following
command:

DO #

C. Manipulating Note Content and Dates

1. Calculating a Date

If you do not know the date on which to enter a date and instead
know only that it is a certain number of days after a particular date, you can
calculate the correct date by replacing the date with the shorthand date "%" at
any place a date is asked for. You will be prompted for the start date (the
default date is the current date in your system clock) and a number of days to
be added to the start date. Currently months and years cannot be added to the
start date--only days.

2. Revising a Note

A note can be deleted, rescheduled, logged, or edited using the
following command:

DO R

When this command is invoked, you will be asked to select the note to be
revised by a string which it contains. When the note is located, you will be
asked to select one of five revise actions and prompted prompted for the action
selected.

a. Deleting

Deleting is accomplished by selecting the delete action. No
further action is required.

b. Rescheduling

To reschedule all you need to do is to enter the new date
(or shorthand) when prompted.

c. Logging

Logging is accomplished by selecting the log action. No
further action is required.

d. Editing

Editing is accomplished by entering a combination of letters
in the following form when prompted:

oldstring;newstring

where "oldstring" is a combination of characters containing the incorrect part
of the note being edited, and "newstring" is another combination of characters
which is to be substituted for oldstring. For example, in the following note:

Call the home offce

can be corrected by entering the following when prompted:

offce;office

You should take care to specify enough characters in "oldstring" that no
ambiguities are created. Otherwise the substitution may be made earlier in
the note than desired. If no "oldstring" is specified, the newstring will be
appended to the end of the note.

After a note is edited, all other dispositions are again made available.

e. Upgrading

A note may be upgraded to a critical note which is displayed
with the "H" command using this option. This is done by appending a '!' to the
end of the note. This obivates the need to use the more cumbersome edit option
to merely add one character.

D. Searching for a Note

If you cannot remember the date of a note but do remember a word (or
a fragment of a word) in the note, you can search for it using the following
command:

DO S

Enter the "search string" (i.e., word, part of a word, or character
combination) when prompted. Notes can easily be classified and searched with
this command using a special set of characters, such as initials, as part of
the note.

E. Overdue Notes

The user can review all overdue notes (that is, notes having a
date earlier than the current system clock date) regardless of date using
the following command:

DO O

Each overdue note (i.e., notes having dates earlier than the current date)
will be selected and the user is asked whether to delete, log, reschedule,
or upgrade the note as those terms are defined in connection with the "R"
command.

F. Displaying a Calendar

If you need to view a calendar for any month and year, enter the
following command:

DO C

and respond with the month and year in the format MM-YY or M-YY. A calendar
can also be displayed by entering a "C" (either case) any time entry of a date
is requested.

G. The Log File

Instead of simply erasing a note from the file, you may wish to move
it to another file for later review. If you do a monthly report, this "log"
file may be a handy reminder of what you did last month.

1. Logging Notes

When you have finished with a note, you can move it to the log
file with the Revise or Overdue commands as previously discussed.

2. Manipulating the Log

You can manipulate the log by issuing the Log command as follows:

DO L

You will be presented a short menu which will permit you to view,
print, archive, or erase the ENTIRE log file. You can also display the archive
file. You may wish to print the log file, for example, at the end of each
month to do your monthly report or simply to preserve a record of your
activities. The archive option is a special backup file which permits you to
preserve the log file as a permanent record of your activities. The log file
is backed up to the floppy drive you specify an is given the name DOyymmdd.LOG,
where yymmdd are the year, month, and day the backup was performed. If you
wish to later review this file you can do so using the display archive
selection. You will need to enter the exact file name for the archive file
including the floppy drive in which it appears. To make sure of the correct
file name, you may wish to run the DOS "DIR" command on the target floppy
drive.

Log files are write-only files and thus may not be edited.

3. Filing a Note to the Log File

Sometimes you may wish to simply enter a note in the log file
without having first entered it into the note file. This would most often
occur when you do a task as soon as it arrives at your office and you want to
remember it for your monthly report. The following command will accomplish
this:

DO F


H. Entering Day of Week Wildcards

The user can enter events which happen on the same day of the week
every week or every month using the following command:

DO $

Just follow the prompts.

I. Printing the Notes File

The notes file for a day, week, month, or year ahead can be printed
in chronological order on a line printer. In addition, all notes, all critical
notes, and all appointments can be printed. The following command is used for
this function:

DO P

The user is asked to select the period or category to be printed and to prepare
the printer. A suggested use of the Print command is to make a hardcopy for
the current day at the start of the day and use it as your "to do" list for the
day.

VI. The DO Agenda System

Sometimes you may wish to enter notes without specifying a date. For
example you may wish to list items for a future meeting. Also you can collect
a list of items to discuss with someone the next time you talk by entering
the persons's initials as the meeting name. The agenda system is invoked with
the following command:

DO G

In addition to 'Quit', you will be presented with five agenda
choices as follows:

1. Add

When add is selected the user is asked to enter a meeting
identifier of up to 6 characters and a note.

2. Display Meeting

This choice lists items for a particular meeting on the screen.
The user is asked to enter a previously used meeting identfier.

3. Delete

The user is asked to enter the meeting identifier, and ALL
entries for the selected meeting are deleted.

4. Print

Same as display except output is to the printer.

5. Display All Agenda Items

VII. The DO Telephone Directory

A. The Telephone Directory Command

DO has its own telephone which can be accessed with the following
command:

DO N

The user will be presented the option of finding a number, adding a number to
the directory, revising a directory listing, displaying all the directory
listings on the screen, or printing all the directory listings. Commands
requiring explanation are treated in the following sections.

B. Adding Telephone Listings

Each telephone listing consists of a name of up to 25 characters, an
organization of up to 17 characters, a telephone number of up to 14 characters,
and a note of up to 20 characters. A person's name should be entered in the
usual last-first format to permit alphabetical sorting. The note may be used
to add an special identifer or other useful information, such as the name of
the listed person's secretary.

C. Revising Telephone Listings

All the revise options are self-explanatory except for edit. The
"oldstring;newstring" format as used in tickler system is used here. However,
the user must specify whether to edit the name, the organization, the number,
or the note.

VIII. Backing Up Data Files

You can back up the DO.DTA, DO.LOG, and DO.FON files to either drive
A: or B: using the following command:

DO B

Be sure to have a formatted diskette with sufficient free space ready, and
enter the desired backup drive ("A" or "B") when prompted. The colon (":") is
not needed after the backup drive letter!

IX. We Need Your Feedback!

As I continue to improve DO, it is helpful for me to have your
feedback about what you like about DO, what you don't like about it, what
would make it easier to use, any bugs or cosmetic defects you have discovered
either in the program or the documentation, what you would like to see changed
or added, etc. Please take the time to fill out and mail the form in the file
FEEDBACK.FRM to me. It would be much appreciated by the author and other
users.

If you would like to have the latest version of DO, please send a
FORMATTED 360K diskette and a SELF-ADDRESSED, stamped diskette mailer along
with your feedback form. Please place sufficient postage on your request so
that postage will not be due upon arrival.


APPENDIX

DO Commands

A - List all notes in file P - Print notes
B - Backup note and log files Q - List notes for next quarter
C - Display calendar R - Revise note
D - List notes for tomorrow S - Search for note
F - File memo in log file T - List notes for today
G - Agenda operations W - List notes for next week
K - Check date Y - List notes for next year
L - Log operations @ - List appointments
M - List notes for next month ! - List critical dates
O - Process overdue notes # - List wildcard notes
^ - List docketed notes $ - Enter day of week wildcard

Shorthand Dates

"-" Yesterday
"=" Today
"+" Tomorrow
"`" One Week from Today (this is the reverse apostrophe!)
"~" One Month from Today
"%" Calculated Date
"C" Display a calendar