Contents of the PS.DOC file
PROFESSIONAL SCHEDULER 3.0
Evaluation Copy Reference Guide
This reference guide is designed to provide you with
sufficient information to operate and evaluate the
Professional Scheduler software package. This is NOT the
same as the "User's Guide" that is provided to registered
users of Professional Scheduler in printed form.
Copyright (C) 1991, J P Systems
All Rights Reserved
J P Systems
P. O. Box 11083
Spring, Texas 77391
PROFESSIONAL SCHEDULER is copyrighted software ((C) J P Systems, 1991)
and is protected by United States Copyright Law and International Treaty
provisions. All rights are reserved. Non-registered users of PROFESSIONAL
SCHEDULER are licensed ONLY to use the program on a EVALUATION basis to
determine whether or not it meets their requirements. All other use
Any other use of non-registered copies of PROFESSIONAL SCHEDULER by any
person, BUSINESS, CORPORATION, OR GOVERNMENT ORGANIZATION, or any OTHER
entity is forbidden and is a violation of this license agreement.
Registration provides users a license to use PROFESSIONAL SCHEDULER on a
single computer. Site/network licenses are also available from J P
Systems. User wishing to obtain a site/network license for PROFESSIONAL
SCHEDULER should contact J P Systems for more information.
Users may freely copy evaluation copies of PROFESSIONAL SCHEDULER for the
trial use by others, upload it to bulletin boards, etc. with the following
PROFESSIONAL SCHEDULER must be distributed in unmodified, complete form.
This includes this Reference Guide and License Agreement.
PROFESSIONAL SCHEDULER may not be distributed in conjunction with any
other product, HARDWARE OR SOFTWARE without express written permission
from J P Systems.
J P SYSTEMS DOES NOT MAKE ANY WARRANTY AS TO THE SUITABILITY, CORRECTNESS,
ACCURACY, PERFORMANCE OR RELIABILITY OF THE SOFTWARE. The software is
provided "as is" with no warranty made of any kind either expressed or
implied. The entire risk as to results and performance is assumed by the
licensee. Neither J P Systems nor anyone involved in creation, production
or delivery is liable for damages including but not limited to loss of
profit, incidental, consequential or other similar claims.
No other agreements exist either verbal or implied nor may this agreement
be modified by the licensee. This agreement will be governed by the laws
of the state of Texas. If parts of this agreement are deemed
unenforceable, the remaining parts shall still apply.
Professional Scheduler 3.0 is a general-purpose group or individual
schedule management software package for use with IBM (tm), COMPAQ (tm)
and 100% compatible personal computers. We believe it to be the most
full-featured scheduler available (at any price). Previous versions of
Professional Scheduler have found productive use in many types of
businesses and organizations (including law offices, manufacturing and
service organizations, to mention a few). It requires at least 256
Kilobytes of memory, 1 floppy drive, and DOS 3.0 or higher. It replaces
Professional Scheduler version 2.0x.
NOTE: Users of previous versions of Professional Scheduler must
convert their data files if they wish to use version 3.0 with their
existing data... See CONVERT.EXE utility, below.
The use of a hard disk is recommended. In addition to the features of
previous versions, this version provides:
1. Simultaneous use by multiple users on a computer network
2. Event billing and billing report generation
3. Export of event information to a data base
4. Faster operation (especially during conflict checking)
5. Enhanced user interface
6. "Private" events that are invisible to other users
7. Cancelling of recurring event instances.
8. More alarm options
9. Much more...
Professional Scheduler 3.0 provides a new level of sophistication in
calendar and schedule management. Equally effective as a standalone or a
networked application, it is a serious tool with power to meet the most
demanding scheduling needs of a business or organization. Professional
Scheduler can easily detect and avoid scheduling conflicts that can result
from group or individual scheduling. The Professional Scheduler display
is uncomplicated and consistent. The end result is easy, conflict-free
To Professional Scheduler, things that can be in only one place at one
time are "resources". In most environments, the main resources are
people. However, things like equipment, vehicles, conference rooms, etc.
may also be considered resources. With Professional Scheduler you can
define your own resources as well as event categories (meetings,
appointments, etc.). You may schedule an unlimited number of events
between the years 1900 and 2099. The following are the basic elements of
a Professional Scheduler event:
1. Date and time (or recurrence)
2. Type or category of event (meeting, party, etc.)
3. Duration of the event
4. Resources that are part of the event
5. Billing or charge for the event
6. Attribute (public or private)
7. Miscellaneous text
Events may also have alarms and "ticklers" (reminders of upcoming events)
associated with them. Events may have a fixed date, or be "recurring" (ie
- occur daily, weekly, monthly, or yearly). Professional Scheduler may be
used as a memory resident (pop-up) utility, or as a standalone
When used in "runprog" mode, Professional Scheduler provides for the
automatic execution of programs at specified dates and times. Extensive
edit, search, print, and other capabilities make Professional Scheduler
one of the most valuable tools in time and schedule management since the
invention of the calendar.
You may install Professional Scheduler on your hard disk by copying all
Professional Scheduler files to your hard disk. It is a good idea to
create a directory specifically for these files.
If you wish to be able to execute Professional Scheduler from any
subdirectory on your system, you must specify its location to DOS (see
"path" command in your DOS manual).
To install Professional Scheduler on a floppy disk, copy all Professional
Scheduler files to a "working" diskette.
RUNNING PROFESSIONAL SCHEDULER
PS.EXE is the executable file. Start the program by entering the command
below at the DOS prompt. Items in brackets: "[ ]" are considered optional.
The '/' character may be replaced by a '-' character. The parameters may
be given in any order.
NOTE: To get Professional Scheduler running right away, enter the
following at the DOS prompt.
ps supervisor ...then press the Enter key
PS user/resource [filename] [/P /C /R /T] ...then press the Enter key
user/resource - This is the name of the user (or resource)
that is in a sense "logging into" the Profes-
sional Scheduler system. This name must be
one word and should not contain any spaces,
commas, or semicolons. This is the only
required parameter. The user "supervisor" is
a pre-defined user. This user is the only one
that can create other resources. If a
resource name contains spaces, commas, etc.,
use the first word of that resource name as
the user/resource parameter.
filename - If you wish to use data files other than the
default "PSDATA" files, specify the file name
here. For example, "MYDATA".
/P - run as a "pop-up"
/R - run in "RUNPROG" mode
/C - video compatability flag
If a filename is not given on the command line, Professional Scheduler
assumes the default data file names (PSDATA.ADT, PSDATA.ATX, and
PSDATA.ALR). If it cannot find the PSDATA files in the current directory,
it searches the directories specified in the DOS search "path" (see your
DOS manual "path" command). If the files still cannot be found, they are
created and initialized in the current directory. If you supply a
filename on the command line, Professional Scheduler looks for data files
by that name in the same directories that it would look for the PSDATA
files. For example, if you specify a filename of MYDATA, it would look
for MYDATA.ADT, MYDATA.ATX, and MYDATA.ALR. These files would be created
if they cannot be found. A filename extension is not necessary and will
be ignored if provided. The ".ADT", ".ATX", and ".ALR" extensions are
automatically provided by Professional Scheduler. You can exit
Professional Scheduler by pressing the Escape (Esc) key.
Professional Scheduler must be able to locate a configuration file named
PSCONF to operate correctly. This file is also searched for in the
current directory, as well as the specified path. If PSCONF cannot be
located, execution will not continue.
If you have set up a password, you will be asked to enter it. The
password verification process is "case-sensitive". This means you must
enter the password exactly as you entered it when you first set
it, including capital or lower case letters/numbers.
When you run Professional Scheduler, you will see three boxes or windows.
The one at the upper right hand corner of the screen contains a calendar
layout of the current month. A video indicator within that month shows
the "current day" within that month. That indicator is referred to as the
DAY INDICATOR. You may move the day indicator to any day within any month
by using the cursor and paging keys. The window is referred to as the
The large window on the left part of the screen contains a list of events.
It is called the EVENT WINDOW. It contains a video indicator that is
called the EVENT INDICATOR. You may also move it within the event window
to any event by using the cursor and paging keys.
The small window on the lower right hand part of the screen contains
miscellaneous status information to be discussed later. It is called the
STATUS WINDOW. In addition to the three "windows", the current time and
date are displayed on the upper left hand corner of the screen, as well as
the name of the current user. Several "function keys" are displayed on the
bottom row of the screen.
At any one time, either the EVENT WINDOW or the CALENDAR WINDOW will be
"active". The active window will contain a bright double line border. The
active window is the one "listening" to your keystrokes. The TAB key is
used to switch the active window. The status window is never "active". It
only displays status information.
In Professional Scheduler, you will make many choices which are presented
in the form of a menu. All menus basically work the same way. You can
use the up and down arrow keys until the horizontal bar is on the desired
choice. Then you press the Enter key to make that selection. You may also
enter the number corresponding to the desired choice.
For network use, the data files (.ADT, .ATX, and .ALR files) discussed
above should reside on a network disk drive, where all workstations may
access the data. Each workstation using Professional Scheduler should
have it's path set up to access those files.
It is not necessary for PSCONF to reside on a network disk drive, as it
contains individual configuration information. If users share a PSCONF
file, they will not only be configured identically, but each time a user
changes his or her configuration, it will change all other user's
configurations. Use of individual PSCONF files can be achieved by always
starting Professional Scheduler from a local directory that contains a
private PSCONF file. Another way to achieve this is to place the
directory name of PSCONF before the directory name of the other data
files in the PATH statement.
IMPORTANT: The first "resource" defined to Professional Scheduler comes
pre-set as "supervisor". Use this user name when you first run
Professional Scheduler. Once you are in, you can modify it to any name
you want. Even if you change it, anyone that uses this name will have
"supervisory priviliges". In a network situation, the supervisor should
use a password to prevent other users "logging in" as the supervisor. The
supervisor has special priviliges that could cause data loss if used
irresponsibly. Only the supervisor can add or modify resources or event
categories. The supervisor can modify or delete any public event, whether
or not the supervisor owns that event. The supervisor cannot view or
otherwise access the private events of other users. Users (including the
supervisor) must provide their user name (resource name) when they execute
Professional Scheduler. All users are encouraged to set a password to
prevent unauthorized access to their scheduling information.
All non-supervisor users can only modify or delete their own events (public
or private). They cannot view the private events of any other user. They
cannot create or modify resources and event categories.
CONVERTING DATA FROM PREVIOUS PROFESSIONAL SCHEDULER VERSIONS
Professional Scheduler 3.0 cannot use data files built by previous versions
of Professional Scheduler. However, the old data can be modified and
converted for use by version 3.0 with the CONVERT.EXE utility provided in
the package. This utility converts all three types of data files
(".ADT", ".ALR", and ".ATX"). Use this utility as follows.
CONVERT olddata newdata
The olddata name should be the name of the old set of data files. For
example, "MYDATA", "PSDATA", etc. You need not provide a file extension.
The new data name will be the name of the new (converted) data files. If
files by that name already exist in the directory, they will be
overwritten, so please use caution.
IMPORTANT: The supervisor's name is the name of the first resource ever
entered. Remember that if that supervisor's name contains
spaces, commas, etc., use the first word of that supervisor
name as the user/resource parameter.
Press the F1 key at any time if you need some help. When F1 is pressed, a
window will appear containing a menu from which you may select the item
you desire help on. When an item is selected, help information will be
displayed in the window. You may quit viewing help information by
pressing the Escape key. If there is more information than fits in the
window, press any key to view more.
SCHEDULING A NEW EVENT
To schedule a new event, move the DAY INDICATOR or the EVENT INDICATOR to
the date that you wish to have the event, then press the F4 key. You will
then be asked to make a series of choices in defining the new event as
1. Attribute (select public or private). A private event cannot
be seen by anyone other than you. A public event is visible
to all, but can only be modified by you and the supervisor.
2. Charge or billing information (select "no charge",
"charge for the event", or "charge per hour")
3. Event type (select from previously defined or define a new one)
4. Start time of the event
5. Duration in hours and minutes
6. Recurrence (Select one-time, or various types of recurrence).
7. Text (Several lines of details about the event)
8. Resources (Select one or more users, etc.)
For details on entering the various parts of the event, refer to the
"Entering Data" section at the end of this document. New events are
checked for conflicts if you have configured Professional Scheduler to do
so (see Configuring Professional Scheduler, later in this document).
THE EVENT MENU
If you press the Enter key when the event indicator is on an event, a
small menu will appear that will allow you to perform certain actions on
the highlighted event as follows:
1. View the event
2. Modify the event
3. Delete the event
4. Check for conflicts
5. Grab the event (in preparation for moving or copying)
6. Move or copy a previously grabbed event
Short-cut keys are also displayed on the menu. By pressing the key
indicated on the menu, you can perform the indicated function without ever
displaying the event menu.
A tickler is a reminder of an upcoming event. An event with a "tickler"
set is indicated by the "T" indicator at the end of the event entry in
the Event window. To set a tickler, move the event indicator to the
desired event and press the "T" key. The "T" key is a toggle, so you may
also use it to delete a tickler or set of ticklers. When you press the
"T" key, you will be prompted for one or more numbers between 1 and 99.
This represents the number of days before the event that the tickler will
be activated. For example, if you have an important deadline coming up
and want to be reminded 1 month in advance, 2 weeks in advance, and 3 days
in advance. You should set three ticklers, entering 30, 14, and 3 when
prompted for number of days.
To print all available information about an event, use the cursor keys to
move the event indicator to the desired event and press the "P" key. This
will cause the information to be sent to the printer device. This
"device" may also be a file. In addition, there is a separate PRINT menu
accessed through the Utility menu.
You may set an alarm for any event that has a valid time. An event with
an alarm is indicated by a musical tone character at the beginning of its
entry in the Event window. Press the "A" key on an event to turn its
alarm on. The "A" key is a toggle, so you can both set and remove alarms
using the same key. When setting an alarm, you will be asked to enter the
number of minutes prior to the event that you want the alarm to sound. You
may enter a value between 1 and 30 minutes. If you just press the Enter
key without supplying a value, the alarm will sound at the exact time of
the event. When the alarm actually sounds, it will cause your keyboard to
"lock". If you press the Escape key, you will turn the alarm off. If you
press the space bar, you will cause a "snooze" for 3 minutes. This means
that your alarm will be temporarily turned off until 3 minutes have
passed. After three minutes, it will sound again. You may select the
alarm beep tone through the configuration menu.
Any non-recurring event may be marked as "completed". To mark an event as
completed, move the event indicator to that event and press the space bar.
A completed event will have a checkmark () at the leftmost location of
the event. The space bar is a toggle, so you may use it to "un-complete"
an event. Overdue events are uncompleted events that were scheduled
before the current time and date. The status window always shows how many
overdue events there are. Overdue events can be easily spotted by the
exclamation mark character (!) at the beginning. Recurring events cannot
be "completed". Thus, they can never be "overdue". Completed events
cannot be modified.
COPYING AND MOVING EVENTS
Events can be copied or moved. However, before you can copy or move an
event, it must be "grabbed". To grab an event, move the event indicator
to the event you wish to grab then press the "G" key (Remember, you can
also press the Enter key to get the Event menu, then select "grab"). This
causes Professional Scheduler to remember this event. When you grab an
event, the status window will display the message "Grabbed Event Ready".
You can now perform certain actions with a grabbed event by pressing the
"N" key. When you press the "N" key, the "Grabbed Event Action" window
will appear and provide you with several choices. First, you may move
(reschedule) the event. If you want to move it to another day, move the
day indicator to this other day BEFORE pressing the Enter key. Moving an
event may automatically check for conflicts (depending on whether
automatic conflict checking is turned on).
You may also copy the event to the desired location by selecting the
"copy" option of the "Grabbed Event Action" menu. This creates an exact
duplicate of the event (with the exception of date, if copied to another
day). If you move or copy a recurring event, it will NOT move or copy the
type of recurrence.
Finally, you may copy any part of the grabbed event to another event. For
example, if you grabbed an event of type "Meeting", you could make any
other event of type "Meeting" by using this option. This action causes
the event to stay "grabbed".
A - set/reset an alarm
C - check an event for conflicts
D - delete an event
G - grab an event for copying or moving
M - modify an event
N - perform an action on a grabbed event
P - print an event
R - chart (graphically represent) events of indicated day
T - set one or more "ticklers" for an event
V - view details of an event
X - execute first line of an event's text
SPACE - mark an event as completed
ENTER - display event menu
ESC - Cancel current operation/exit
F1 - Get help
F2 - Select new events starting at indicated date
F3 - Jump to new month
F4 - Schedule a new event
F5 - Display the utility menu
F6 - Configure
UTILITY FUNCTIONS (F5)
The utility functions are selectable by pressing the F5 key. When F5 is
pressed, a menu will appear from which you may select a particular utility
function as follows.
1. Printing groups of events
The event print options in this menu refer to all the events currently
selected for display in the event window. By making selections here, you
can print events at two levels or detail, print a billing report, or
export event information for later use in a database or spreadsheet. You
can change the destination of the print information from a printer to a
file via the Configuration Menu (F6 key from the main screen).
2. Setting/clearing event filters
This utility function allows you to "filter" the events you want to see in
the Event window. If you don't "filter" events, Professional Scheduler
will display all events without discrimination. Typically, you will be
interested in a subset of the events on the system. Range values are
inclusive. Active filters are indicated by highlighted video in the first
two lines of the status window. If a specific filter is not active, it is
displayed using a normal video attribute.
3. Setting the number of view days
This utility function allows you to specify the number of days you wish to
see in the event window at one time. This number is always displayed in
the status window below the calendar on the lower right hand portion of
4. Deleting groups of completed events
Selecting this option will have you select whether you will be deleting
only completed events or both completed and uncompleted events. Once you
have made that choice, it will prompt you for two dates: a start date and
an end date. After you enter those dates, Professional Scheduler will
delete all the specified events between and including those two dates.
5. Viewing/Processing overdue events
Select this option to view all overdue events. Optionally, you may
delete, reschedule, or mark "completed" each overdue event. If
rescheduled, you have the further option of rescheduling to the date
indicated in the calendar window, or providing a new date.
6. Running a tickler check
This option activates any ticklers that are scheduled for the current date.
Each tickler will be displayed in a window. You must press the Escape key
to stop viewing tickers, or any other key to view more ticklers.
7. Set a password
This option allows you to enter a password. If you enter a password,
Professional Scheduler will ask you for that password before allowing you
to access the event data information. You must not forget the password.
8. Set the tax rate
This option allows you to enter a tax rate to be used in calculating any
Often, you are required to enter text into a field. Examples of these are
time, date, event categories, resources, etc. In all such cases, the same
set of text editing keys may be used as follows.
Home Moves cursor to leftmost position in the field.
End Moves cursor to rightmost data location in the field.
Left arrow Moves cursor one position to the left.
Right arrow Moves cursor one data position to the right.
Backspace Deletes a character to the left of the cursor.
Delete Deletes the character at the cursor.
Enter Indicates you are finished entering data for the field.
Escape Indicates you wish to cancel the current operation
If requested only to enter a month, enter either the number of the month
or the name of the month. You may abbreviate the name of the month by
entering as much of the name as would make it unique from the other
months. If entering a year, enter the entire year (ie. - 1991). If
entering a complete date, the format is very flexible, as shown by the
following valid examples:
september 10, 1991 OR 9/12/1991 etc.
Professional Scheduler will accept time in either military of civilian
format. The colon character (:) is optional. For example, enter the time
of 3:00 pm as follows: "300p", "3:00p", "1500", or "15:00". If you press
only the Enter key when prompted to enter a time, it means "no time".
Enter event durations in hours and minutes. To specify a duration of 6
hours and 20 minutes, enter one of the following: "6h 20m", "6 hrs 20
min", or even "340 m". Professional Scheduler will round durations down
to the lowest 5 minutes.
When you are prompted to enter an event category, Professional Scheduler
will list all the choices on the screen and place a reverse video
indicator over the first one. You may move this indicator to different
categories using the up and down cursor keys. If there are more event
categories than fit in the window, you may use the PgUp and PgDn keys to
page through the categories. You may insert new categories anywhere by
pressing the F3 key. You may also modify existing categories by pressing
the F4 key. Once you have moved the indicator to the desired category,
press the Enter key to select it. If you press the Escape key without
first making a selection, you will cancel the operation. You may
alphabetize or sort event categories by pressing the F9 key.
Selecting resources is similar to selecting an event category. However,
since you can select more than one resource, there are some basic
differences. You can still use the arrow keys and the PgUp and PgDn keys
to move the indicator to different resources. However, you use the SPACE
BAR to select each resource. Each time you press the space bar, a
"Selected" indicator will remain displayed to the left of the resource. If
you change your mind about a resource, the same space bar will "un-select"
the resource at the indicator. When you are finished, press the Enter key
to end the selection process. If you press the Enter key without first
selecting a resource, then you only select the resource at the indicator.
Event text information consists of six lines of 40 characters each. Enter
each line separately and terminate them by pressing the Enter key. The
standard text editing keys may be used to edit each line.
Entering charge amounts
The following example shows several valid charge amounts: 7.50, 200,
$120.75. As you can see, the decimal point is optional if there are no
decimal amounts, and the dollar sign is optional.
Entering tax rates
Tax rates are entered as percentages. For example, to set a tax rate of 7
1/4 percent, enter the following: 7.25.
CONFIGURING PROFESSIONAL SCHEDULER
Pressing the F6 key displays the configuration menu. The configuration
facility allows you to customize Professional Scheduler to your individual
requirements. Through the configuration menu you can:
1. Set the time format displayed by Professional Scheduler
(AM/PM or 24 hour format).
2. Set the alarm beep tone.
3. Specify the key combination that will "pop-up" Professional
Scheduler from any application.
4. Specify a compatability mode for video operations. Select
"compatible" only if there is excessive "snow" on your
video display during operations.
5. Select color or monochrome video. Some older color monitors
(particularly CGA) look better if you select monochrome.
6. Printer location. To use your printer, this should normally
contain "PRN". However, you may cause printing to be
redirected into a file by providing a file name instead.
7. Specify whether events that occur on different dates may be
printed on the same page.
8. Specify whether to enable or disable automatic conflict
checking. Generally, it should be "enabled".
9. Indicate whether or not to display a "running total" billing
display at the bottom of the event window.
AUTO-EXECUTE (RUNPROG) MODE
When you start Professional Scheduler with the "RUNPROG" option (ie. "PS
/R "), Professional Scheduler will place the computer in a timed
execution mode. In other words, it will constantly compare the time and
date of all events of type "RUNPROG" to the current time and date. When
there is a match, the first line of the event's text field will be sent as
a command line to DOS. After execution of that command, Professional
Scheduler regains control and continues searching for more events to
execute. If you press the Escape key, you will terminate the program and
return to the DOS prompt. While the computer is in this mode, a window
containing the time, date, and mode information will move around the
screen every 10 seconds. The movement is to prevent the phosphorous on
the screen from getting "burned out".
EVENT DATA EXPORT
One of the choices given in the print menu (selected via the F5 key, then
selecting the first choice) is "EXPORT comma-separated database records".
When this function is selected, the event information in the EVENT WINDOW
is exported to the current print device or file. Exporting provides a
way to use Professional Scheduler event information in a database or
spreadsheet for further analysis or reporting. The format of this
"exported" data is "comma separated values", or CSV. Most spreadsheet and
data base programs can read such files. Basically, each unit of
information about an event is separated by a comma. Carriage return and
linefeed characters are placed at the end of each event "record". The
order of the event information within each record is as follows.
year - 1991, 2001, etc.
day - 1 - 31
month - 1 - 12
time - in format specified via configuration
duration - in decimal format (ie. 1h 30m --> 1.5)
type - event type
charge - $0.00 if no charge
charge type - "PER HOUR", "PER EVENT", or "N/A"
total charge - $0.00 if no charge
number of resources - number of participants/resources
resource - name of resource
resource... - etc.
The following is the record for a non-charge event of type "Meeting"
with 3 participants, or resources that lasted 2 hours.
The following is the same event, but with a charge of $20.00 per hour.