Help Contents
Employee Appraiser Help

Click on a topic for more information.

Manager Advice guides you through the employee appraisal process.

Quick Start for Appraisals summarizes the steps for setting up a new appraisal form and writing an appraisal.

Using Employee Appraiser includes step-by-step instructions for using Employee Appraiser's features.

Menu Commands describes menu commands and dialog boxes.

ToolBar contains a short description of each button on the Employee Appraiser Toolbar.

Shortcut: Use the Search button at the top of the Help window to find Help topics.


Manager Advice - Contents
Manager Advice

Performance Appraisal:  An Ongoing Process

Preparing the Appraisal

Gather input from various sources.

Be very specific.

Plan what you are going to say.

Review the appraisal with your manager.

Conducting the Appraisal

Avoid surprises.

Create a positive atmosphere that encourages communication.

Be sensitive to employees feelings.

Remember, the appraisal process is a two-way interaction.

Gain agreement on next steps.

Setting Effective Objectives

Why should you set objectives?

Examples of effective objectives


Ongoing Process
Performance Appraisal:  An Ongoing Process

As a manager, an important part of your job is motivating and encouraging your employees to be productive contributors. Performance appraisals are a powerful tool to assist you. By approaching performance appraisals as an ongoing and positive process, you will be able to:

•	Increase communication

•	Establish clear expectations

•	Reinforce good performance

•	Improve unsatisfactory performance

•	Foster a spirit of cooperation and teamwork

To increase the effectiveness of your performance appraisal process:

•	Have periodic, ongoing progress reviews with your employees. Do not limit your interactions to formal appraisals once or twice a year.

•	Acknowledge good performance immediately.

•	Address problems as soon as they arise.  It is easier to solve them early before they develop into larger issues.

•	Observe and record specific examples of performance whenever they occur.  It is important to provide specific feedback, not vague generalities.

•	Keep communications open. Remember to ask your employees about their feelings and perceptions and then actively listen to what they have to say.


Preparing the Appraisal

Gather input from various sources.

•	If you have been observing and recording specific examples of performance when they occur, you should have a good starting point for preparing the appraisal. But do not limit input to your own observations. Other good sources of input include feedback from colleagues, evaluations by customers, and having the employee complete a self-review form.

•	Be sure to review prior performance appraisals along with any progress reviews you've conducted. Concentrate on the objectives that were set and how well the employee has performed in relation to those goals.

Be very specific.

•	Be very specific in your feedback and give examples of the employee's actions that support your points.

•	Avoid analyzing an employee's motivations. Concentrate on the observable behaviors and results, not the person.

•	Point out the effects of the employee's behaviors and actions--how they have helped or hindered the groups efforts.

•	If there are areas that need improvement, be sure to specify what the employee should do to improve.

•	Ask yourself if the job requirements have changed since the last appraisal. If so, do you and your employee have a clear definition of the new requirements? You may want to list or discuss these in the appraisal document itself. Get agreement with your employee on the new requirements.

Plan what you are going to say.

•	Try to balance out positive and negative performance feedback. Be prepared to give praise for accomplishments as well as provide constructive criticism.

•	Make sure that you do not overlook either positive or negative behavior. You can usually find some positive performance by an employee who is generally unsatisfactory. Similarly, point out areas of improvement for outstanding employees.

•	Figure out the best way to present your points. The emphasis should be on mutual problem solving and concentrate on future actions.

•	Anticipate possible employee reactions. You should be ready for any reaction.  Be prepared to listen. Constructive criticism is often hard to accept, so do not be surprised if an employee becomes defensive. Determine how you would handle a difficult employee.

Review the appraisal with your manager.

•	Keep your manager informed. Before conducting the appraisal meeting with your employee, review the appraisal with your manager.


Conducting the Appraisal

Avoid surprises.

•	Avoid surprises at the formal appraisal stage. If, as you are preparing an appraisal, you realize there are any areas you have not covered, schedule a meeting to talk about them before the formal appraisal meeting.

•	Let your employee know you are preparing what to address in his appraisal and want his feedback about how things have been working. Make sure he responds to any areas that might otherwise be a surprise in the upcoming review.

•	Schedule an appointment for the formal appraisal.  Remember that this initial meeting is a session to get your employee's feedback and to make sure there are no surprises at the formal review--do not turn it into the actual appraisal meeting itself.

Create a positive atmosphere that encourages communication.

•	Schedule the meeting time a few days in advance. This lets your employee prepare what he wants to discuss. Be sure to reserve sufficient time for discussion.

•	Choose a meeting space that is comfortable and private. Arrange your schedule so you will not be interrupted.

Be sensitive to employee's feelings.

•	Always begin by providing positive feedback. Point out and acknowledge specific accomplishments, emphasizing how these contributed to the group's efforts.

•	Emphasize problem solving and concentrate on future actions that can be taken in any areas that need improvement.

•	Avoid discussing motivation or personal issues. Concentrate on the employee's behavior and the consequences of that behavior to the individual and the organization. This is a good time to reinforce the requirements of the job.

•	Be sure to give the employee an opportunity to discuss his feelings and reactions to your feedback.

Remember, the appraisal process is a two-way interaction.

•	Listen to your employee. Encourage reactions and suggestions--let him say what he needs to say.

•	If there are areas that need improvement, encourage your employee to come up with solutions for improvement.

•	If an employee disagrees with you, allow him to discuss his feelings. Listen without arguing or defending your point of view. Be prepared to adjust your views, if appropriate.

Gain agreement on next steps.

•	If an employee has a satisfactory or better rating, set objectives for the next period. You can either discuss the objectives in the appraisal meeting or schedule a follow-up meeting.

•	If the employee has unsatisfactory performance, work together to create a development plan. Be sure to follow any guidelines your organization has for performance improvement plans. In general, these plans:

-	Contain very specific actions and behaviors that the employee is expected to demonstrate

-	Are limited in focus, concentrating on one or two major areas for improvement

-	Have specific dates for checkpoints and completion

•	If the problems are severe or improvement has not been demonstrated in the past, the development plan may also contain a written warning about the consequences to the employee of not meeting the goals laid out in the plan.


Setting Effective Objectives

Why should you set objectives?

•	Setting objectives with employees establishes clear expectations. Effective objective setting can help foster a spirit of greater cooperation as well as contribute to higher productivity and morale.

-	What are effective objectives?

•	Each employee's objectives should relate directly to the key areas of responsibilities for the job description -- which are the most important skills and behaviors for success? Some possible areas to include might be customer service, teamwork, quality, increasing market share, oral or written communications, leadership, resource management.

•	Effective objectives are:

-	Observable/measurable

-	Specific

-	Related to the most important job requirements

-	Under the employee's control

-	Achievable given timing and resources

-	Limited in number

•	When writing specific objectives, always include the following three components:

-	A specific action

-	A measurable result

-	A time frame for completion

Examples of effective objectives

•	Develop and implement a sales promotion program for the Christmas selling season that increases sales of Product X by 5% over the prior year's Q4 figures.

•	Establish three new customer accounts with minimum average monthly orders of $5,000 over the next six months.

•	Deliver a training course on effective performance appraisals to 80% of new managers within the next twelve months.

•	Decrease Q2 and Q3 departmental travel and entertainment expenses by 5% over last year's figures.


Quick Start for Appraisals

This quick review summarizes the basic things you need to know to write an appraisal using Employee Appraiser. If you have not used Employee Appraiser for awhile, you can use this section as a refresher.

There are two main steps to writing a new appraisal:

1  Setting up a new appraisal form

Name and Gender

Job Title and Grade

Department and Location

Review Period

Template and Style

Evaluation Topics

2  Writing the appraisal

Step 1: Choose a job behavior topic

Step 2: Choose a performance factor for this topic

Step 3: Choose the behavior example that best fits the employee

Step 4: Place or copy the example text into the appraisal document

Step 5: Add more behavior examples, notebook entires, and a summary


Name and Gender
Setting up a New Appraisal:

Name and Gender

To begin writing an appraisal, choose New from the File menu to access the New Performance Appraisal dialog box. Here is an explanation of the items in that dialog box:

If you have done a previous appraisal for this person using Employee Appraiser, choose his or her name from the drop-down menu. The rest of the employee information will then fill in automatically from your Employee Appraiser database.

If this appraisal is for a new employee or if the person's name is not on the menu, type it in the box to add it to the database.

Now, tab over to the Gender box and choose M or F. This value is important because it controls how Employee Appraiser uses personal pronouns in its list of job activities and examples of job behaviors.


Job Title and Grade
Setting up a New Appraisal:

Job Title and Grade

Choose the employee's job assignment from the drop-down menu, or type it in the box. Then, tab over and enter an optional job grade. The job grade does not appear on the review, but it is retained in the database for future reference.

If there is existing information in the Job Title or Grade boxes from a previous appraisal that is no longer correct, type in the correct information to update the employee's record in the database.


Department and Location
Setting up a New Appraisal:

Department and Location

Choose the employee's department from the drop-down menu, or type it in the box. Then, tab over and enter an optional location code (building ID, mail stop, city, etc.).

If there is existing information in the Department or Location boxes from a previous appraisal that is no longer correct, type in the correct information to update the employee's record in the database.


Review Period
Setting up a New Appraisal:

Review Period

Enter the dates of the review period for this new appraisal in the form: mm/dd/yy. If dates from a previous appraisal appear in these boxes, simply type over them. These dates are entered in the database to identify this appraisal, and they also appear in the review header.

Tab over and enter the employee's date of hire, if none exists.


Template and Style
Setting up a New Appraisal:

Template and Style

Template

A template is a file containing a set of preselected appraisal topics. You can create different templates for different types of jobs.

Click the Template button to open an existing template. An Open File dialog box  is displayed  for locating the template  file. By default, template files have the extension .fmp.

When the template opens, its name appears under the heading, Template Name, and its topics automatically appear in the Selected Topics list box.

For more information on templates, see Building a Template and Using Templates.

Style

Style refers to the writing style that will be used for this appraisal. There are two choices: 2nd person and 3rd person.

Second person is direct and personal. Choose 2nd person if you want the appraisal to read as if you were talking directly to the employee: "you are...."

Third person is indirect and impersonal. Choose 3rd person if you want the appraisal to read as if you were talking to someone else about this employee: "He or she is...."


Evaluation Topics

The Evaluation Topics scroll box lists all of the main topics in Employee Appraiser which you can use to describe employee behavior. In this setup window, you will select those topics which are most relevant to the current appraisal. The topics you select here will appear as section headings in the appraisal document.

Scroll through the list and click on a topic to select it; it moves to the Selected Topics box. Click on a topic in the Selected Topics box to move it back to the Evaluation Topics list.

The Selected Topics box shows the order in which topics will appear as headings in the appraisal document. To change the order of the Selected Topics, remove them from the Selected Topics  list, and then add them back in the order you want.

If you want the appraisal to include a summary, remember to select Summary as the last topic.

Note: If you forget to add topics now, you can always add them later.


Step 1: Choose a job behavior topic
Writing the Appraisal

Step 1: Choose a job behavior topic

This screen and the four which follow summarize the basic steps you willl follow to write a performance appraisal using Employee Appraiser. For more in depth help, see Using Employee Appraiser

From the Job Behaviors view, drop down the list of job behavior topics. The topics you selected in the new appraisal form will appear at the top of the list.

The first topic is automatically highlighted. Click on this topic to select it, or choose a different one.


Step 2: Choose a performance factor for this topic
Writing the Appraisal

Step 2: Choose a performance factor for this topic

The first performance factor for the behavior topic you selected is automatically displayed. To choose another factor, click [image] or [image].

Note: If you click past the first or last factor, you'll move to the previous or next topic.

To see all the factors for the current topic, press [image]. The Select Performance Factors dialog box appears:

The currently selected factor is indicated with an arrow. Click one of the buttons to select a factor and close this dialog box.


Step 3: Choose the behavior example that best fits the employee
Writing the Appraisal

Step 3: Choose the behavior example that best fits the employee

The bulleted items in the left-hand window summarize various behaviors for the topic and factor you have selected. Click on a bulleted item to view example text for that behavior in the right-hand window.

Read the example text to see if it is what you want to put in the appraisal. If it is not, select another behavior to view its example text. Select as many as you want to review.

The behavior items are ordered from more desirable (top) to less desirable (bottom).


Step 4: Place or copy the example text in the appraisal document
Writing the Appraisal

Step 4: Place or copy the example text in the appraisal document

When you have found the example text that best describes an employee's behavior, you can place the entire example paragraph on the appraisal form.

Click [image] on the tool bar or choose Place Example from the Edit menu. All of the text in the example will be placed under the corresponding topic heading in the appraisal document.


Step 5: Add more behavior examples, notebook entries, and a summary
Writing the Appraisal

Step 5: Add more behavior examples, notebook entries, and a summary

After you've finished placing an example of a job behavior in the appraisal, go back and browse through the other factors for the selected topic. You may find that more than one performance factor is applicable to a particular topic.

Click on the [image] to view all the factors at once, or click [image] and [image] to browse backwards and forwards through the factors. When you've placed examples of all the appropriate factors, repeat this process on another topic.

Note:  If you are on the first factor and you click [image], you will automatically move to the previous topic. Likewise, if you are on the last factor and you click [image], you will automatically move to the next topic.

If you can't find an example of a behavior you want to describe using the factors, click [image], or choose Library View from the Views menu to browse through the Employee Appraiser Library of behavior examples. For more information on the Library, see Browsing the Library.

You may want to include notes from your Manager's Notebook in your appraisal. Click [image] or choose Manager's Notebook from the Views menu to open the notebook. See Using the Manager's Notebook for more information.

Finally, you may also want to include a summary at the end of your appraisal. For more information, see Building a summary.


Writing the Appraisal
Using Employee Appraiser

Click on an underlined topic for more information.

Writing the Appraisal

Quick Start for Writing Appraisals

Including examples from the topics

Writing on your own

Building a summary

Polishing Your Writing

Browsing the library

Searching in the library

Scanning the appraisal

Customizing the scan glossary

Checking your spelling

Using the Manager's Notebook

Overview

Adding a new person to your notebook

Deleting a person from your notebook

Changing a person's employee information

Making an entry in your notebook

Reading notes about an employee

Creating a new note topic

Editing notes and renaming note topics

Copying notes into the appraisal

Deleting a note

Using Templates

Building a Template

Using a Template

Applying a different template to an appraisal

Editing a template


Including Examples form the Topics
Writing the Appraisal

Including Examples from the Topics

When you have found the example text that best describes an employee's behavior, there are three ways you can add it to the appraisal document:

1.	Place the entire example paragraph on the appraisal form

Click [image] on the tool bar or choose Place Example from the Edit menu. All of the text in the example will be placed under the corresponding topic heading in the appraisal document.

2.	Copy and paste sections of the example paragraph on the appraisal form

Select a part of the example paragraph you want. Click [image] on the tool bar or choose Copy from the Edit menu to copy the selected text to the clipboard. Then, position the cursor in the appraisal document and click [image] on the tool bar, or choose Paste from the Edit menu.

You can also use the Copy and Paste tools or the Cut, Copy and Paste commands on the Edit menu to move text around in the appraisal document.

3.	Type in your own example text on the appraisal form

Simply position the cursor in the appropriate place in the appraisal document and start typing. Employee Appraiser includes a simple word processor that you can use to write text using standard word processing features--backspace to delete text, double-click on a word to select it, the Edit menu commands for editing, and so on.


Writing on Your Own
Writing the Appraisal

Writing on Your Own

If the Employee Appraiser library does not contain appropriate job behavior examples for a particular topic, or if you want to edit the text in the appraisal form, you can simply write or edit any text in the appraisal form on your own. Employee Appraiser includes a simple word processor that you can use to write text using standard word processing features--backspace to delete text, double-click on a word to select it, the Edit menu commands for editing, and so on.

To begin, click the Full Document button on the Toolbar (or choose Full document view from the Views menu) to open the appraisal document window to full screen size. Then, move the cursor to the appropriate topic heading and begin typing. You can edit any text on the appraisal form, including the automatically generated topic headings. You can also delete headings or add new ones, if necessary.


Building a Summary
Writing the Appraisal

Building a Summary

An appraisal form often includes a summary paragraph which highlights the most important points of the appraisal. The Add to clipboard command on the Edit menu makes it easy to build a summary paragraph:

To build a summary:

1.	Scroll back through the completed appraisal form to find the key phrases that you want in the summary.

Usually it helps to display the full document form by clicking on the Full Document button on the tool bar.

2.	Select the first phrase that you want in the summary.

3.	Press the Ctrl+A keys, or choose Add to clipboard from the Edit menu.

4.	Find the next phrase to be in the summary.

5.	Press the Ctrl+A keys again, or choose Add to clipboard again.

6.	Continue finding the summary phrases and clicking Ctrl+A.

7.	When you have found them all, click under the Summary Topic on the form and choose Paste from the Edit menu.

All of the phrases are pasted to the Summary. They are also formatted with a leading dash.

You can now edit the phrases on the form if you want (see Writing on your own).


Browsing the Library
Polishing your Writing

Browsing the Library

If you do not find a sample paragraph after looking through the topics on the Job Behaviors view, you can browse through the Employee Appraiser library of examples.

To browse through the library:

1.	Click the Library View button on the tool bar, or choose Browse library view from the Views menu to change to the Browse View.

2.	Select a Topic (for example, Dependability.).

3.	Select a behavior (for example, needs to communicate.).

You can also click a rating button (Poor, Average, Excellent) to scroll the list of behaviors to those that meet the rating.

4.	Read the example text. Repeat the process until you find a suitable example.

When you have found a suitable example, proceed as you normally would in the Job Behaviors view to place it in the appraisal form.

See also:	Including examples from the topics.


Searching in the Library
Polishing your Writing

Searching in the Library

If you know the phrase you are looking for--perhaps you read it but do not remember the topic or behavior--use the Find feature.

To find a word or phrase:

1.	Click the Find button on the tool bar, or choose Find text from the Options menu. The Find Text dialog box appears.

2.	Type the word or phrase into the space labeled Text to Find.

3.	Select the locations for the search for the text. You can pick all or any of the locations.

4.	Select the scope of the search.

For example, if you are sure the phrase was in one of the behavior examples you just reviewed for the current topic, select Current Topic. If you cannot remember where you saw it, choose All Topics.

5.	Click OK.

6.	If the word that is found is not the right one, click the Search Again button on the tool bar, or choose Search again from the Options menu.


Scanning the Library
Polishing your Writing

Scanning the Appraisal

Employee Appraiser maintains a list of words and phrases that may not be appropriate for an evaluation. You can use the Scan Appraisal on the Options menu to automatically locate any of these words or phrases in the appraisal form. Employee Appraiser offers advice about any problematic words it finds.

To check for inappropriate words or phrases:

1.	Choose Scan appraisal from the Options menu.

If Employee Appraiser finds a problematic word, the Scan Appraisal dialog boxappears.

2.	Click one of the buttons in the Scan Appraisal dialog box.

3.	If you edited the problematic word, choose Resume scan appraisal from the Options menu to locate the next inappropriate word or phrase.

A message informs you when the entire appraisal has been scanned.

See also:	Customizing the Scan Glossary


Customizing the Scan Glossary
Polishing your Writing

Customizing the Scan Glossary

The Scan Appraisal Glossary is the list of words built into Employee Appraiser that have been identified by experts and experienced writers as words that should be avoided. You need to be concerned with what you write because wrongful termination suits often use appraisals as evidence for the plaintiff.

The words included in the glossary are those that may seem appropriate but should be avoided. Racial slurs, swear words, pejoratives, name-calling, and other obviously offensive words are not included. In addition to the list, each word has advice associated with it to help you re-write a statement without using the offending word.

You can edit both the list of words, and the advice. One note of caution, however: if you edit the list, please be sure that the words and advice meet the necessary industry, corporate, and legal standards. You may want to have your company attorney review the words and advice that you add to the listings.

To edit the scan glossary:

Choose Customize scan Glossaryfrom the Options menu.

The Customize scan glossary dialog box  appears.

1.	To add a word to the glossary, click the Add button on the Customize Glossary dialog box.

2.	To edit a word in the glossary, select the word first from the initial Customize Glossary dialog box. Then click the Edit button.

The dialog box for editing words is the same as the one to add a word, except the word is already selected in the word or phrase space.

3.	To delete a word from the glossary, select if first from the list of words on the Customize Glossary dialog box. Then click the Del button. A message asks you to confirm that you want to delete the word. Click OK.

To edit the existing advice about words:

1.	Choose Customize scan Glossary from the Options menu. The Customize scan glossary dialog box  appears.

2.	Select the word that you want to edit.

3.	Click the Advice button.

A dialog box appears in which you can edit the advice for the word. It has the same options as the dialog box used for adding a word.

4.	Click in the text, and edit the advice in the box.

You can also click on the New Advice button to remove all of the old text so you can write new advice for the word.

5.	Click OK.


Checking your spelling
Polishing your Writing

Checking your Spelling

Employee Appraiser has a built-in dictionary to check the spelling of the appraisal text.

To check spelling:

1.	Choose Spelling Check from the Options menu.

The Spelling Checker dialog box appears, with the misspelled word highlighted.

2.	Click one of the buttons in the dialog box, depending on the action you want to take.

3.	Employee Appraiser will continue to check the spelling until the entire text has been checked, or you click the Done button.


Overview
Using the Manager's Notebook

Overview

The Manager's Notebook is a special feature of Employee Appraiser that serves two main functions:

•	You can use it to keep track of day-to-day events that may influence an employee's evaluation rating

•	You can automatically copy the notes directly from the notebook onto the appraisal form.

In other words, if you keep a running account of employee accomplishments, and areas for improvement during the evaluation period, the notebook entries can provide the bulk of the appraisal text.

Each employee will have a separate section in your notebook. This ensures that notes about one employee are not inadvertently mixed with the notes for another employee.

Employee Appraiser automatically creates a notebook section for each employee after you write and save the person's first appraisal, however, you can also manually add an employee to the notebook.

To switch to and from the Notebook:

1.	Click on the Manager's Notebook View button on the tool bar, or choose Manager's Notebook from the Views menu.

The New Note button and the Copy Note button on the right side of the tool bar become active. They are specifically for the Managers Notebook.

2.	To switch back to the other views when you are done using the notebook, click either the Job Behaviors View button or the Browse Library View button on the tool bar.


Adding a New Person to Your Notebook
Using the Manager's Notebook

Adding a New Person to Your Notebook

If you have already saved an appraisal form for an employee, you do not have to manually create a notebook section. Employee Appraiser automatically creates a notebook section for the employee when you save that person's first appraisal.

However, in case you want to use the notebook before writing a person's first appraisal, you can manually create a notebook section for that person.

In either case--notebook first or new appraisal form firstyou only have to enter the basic information about an employee once. (The basic information consists of name, department, job assignment, grade, location, and so on.) If you enter it manually in the notebook, that information will be on the New Appraisal Information dialog box when you are ready to write a new appraisal for that employee. And if you enter it when writing the employee's first appraisal, it will be available as a separate notebook section as soon as that appraisal is saved.

To manually create a notebook section for an employee:

1.	Switch to the Notebook view by clicking on the Notebook View button, or choose Manager's Notebook from the Views menu.

2.	Choose Add Name from the Notebook menu.

The Employee Record dialog box appears. This is where you manually create a notebook section for an employee.

3.	Enter the information in each of the blank spaces. Use the arrows next to the blank spaces to see the various drop down lists. Choose items from the lists, such as Department Names.

Reminder: Use the Tab key to move the pointer to the next space. Press Shift-Tab to move the pointer backwards. You can also just click in a space to move to it.

4.	Click OK.

The notebook now has a section devoted solely to that employee, and the information will also be available when it is time to write a new appraisal for that employee.


Deleting a Person from Your Notebook
Using the Manager's Notebook

Deleting a Person from Your Notebook

To delete a notebook section:

1.	Switch to the Notebook view by clicking on the Notebook View button, or choose Manager's Notebook from the Views menu.

2.	In the name space on the Notebook window, use the drop-down list to select the name of the employee whose notebook section you want to delete.

For example, if an employee is no longer with the company, you probably want to delete that person's notebook section.

3.	Choose Delete name from the Notebook menu.

4.	A dialog box asks you to confirm that you want to delete the current name.

5.	Click OK if the name is the right one to delete. Click Cancel if it is not, and start over.

When you click OK, the name and all of the notes about that person are permanently deleted from the notebook.


Changing a Person's Employee Information
Using the Manager's Notebook

Changing a Person's Employee Information

To edit information about an employee in the notebook:

1.	Switch to the Notebook view by clicking on the Notebook View button, or choose Manager's Notebook from the Views menu.

2.	In the name space on the Notebook window, use the drop-down list to select the name of the employee whose information you want to edit.

3.	Choose Change name or info from the Notebook menu.

Youll see the Employee Record dialog box for that employee.

4.	Select an item to edit, and enter the correct data. Repeat this step for other items, if necessary.

5.	Click OK.


Making an Entry in Your Notebook
Using the Manager's Notebook

Making an Entry in Your Notebook

When you write a note, it will automatically be date stamped based on your computer's internal clock and calendar.

Each note not only pertains to the employee, but also to a topic. The topic can be one of the standard evaluation topics that appear on the appraisal form, or it can be a separate topic that you define yourself.

When you are writing the actual appraisal, Employee Appraiser can automatically copy the notes to the appropriate topic spaces on the form. If you have defined additional topics, they can be added to the form too. In short, your notes in the notebook can form the basis for the appraisal.

To write a new note about an employee:

1.	Switch to the Notebook view by clicking on the Notebook View button, or choose Manager's Notebook from the Views menu.

2.	In the name space on the Notebook window, use the drop-down list to select the name of the employee for whom you want to write a new note.

3.	Click the New Note button on the tool bar, or choose New Note from the Notebook menu.

4.	Select one of the topics listed under the employees name from the All Topics list.

The list of topics shows all of the evaluation topics available in Employee Appraiser.

If you select one of the evaluation topics that is on your companys appraisal form, Employee Appraiser will be able to copy the note directly to the space for that topic. If the topic is not one already on the appraisal form, it can be added to the end of the form when you copy the notes to it.

5.	Click in the note area and enter the new note. If you do not want to write a note, click the Cancel button.

6.	When you are done, click the Save button on the tool bar.

Notice that the list of topics changes from All Topics to Note Topics. Any topic with a note will be listed so you can select the topic and see its notes.


Reading Notes about an Employee
Using the Manager's Notebook

Reading Notes about an Employee

To read the notes about an employee:

1.	Switch to the Notebook view by clicking on the Notebook View button, or choose Manager's Notebook from the Views menu.

2.	In the name space on the Notebook window, use the drop-down list to select the name of the employee whose notes you want to read.

3.	The list under the employee name will show all of the topics that have notes for that employee.

4.	Click on the forward (>>) and back (<<) buttons to cycle through all the notes.

You can also click on a topic to see the note(s) associated with it.

The notebook entry counter shows the total number notes in the notebook for the person, and the one you are reading, such as 1 of 6 or 3 of 12. The counter changes as you cycle through the notes.

As you cycle through the notes, the note's topic will be selected so you can see which topic applies to each note.

Note: If the forward and back buttons are grayed (and do not work when you click them), you have either started to edit some note text, or have clicked on the New Note button. You can tell because the Save and Cancel buttons are active. They are only active when you are entering or editing notes. Click on the Cancel button to make the forward and back buttons active again.


Creating a new note topic
Using the Manager's Notebook

Creating a new note topic

To create a new topic:

1.	Switch to the Notebook view by clicking on the Notebook View button, or choose Manager's Notebook from the Views menu.

2.	In the name space on the Notebook window, use the drop-down list to select the name of the employee for whom you want to create a new topic.

3.	The list under the employee name will show all of the topics that have notes.

4.	Click the New Topic button. The Add New Topic dialog box appears.

5.	Enter a new topic and click OK.

The new topic name will not appear in the drop-down list box for Note Topics until you start a new note, or edit an existing note.

If you now want to write a note pertaining to that topic, click the New Note button on the tool bar, select the new topic in the list of All Topics, click in the Note space and type the note.


Editing notes and renaming note topics
Using the Manager's Notebook

Editing a Note

To edit a note:

1.	Switch to the Notebook view by clicking on the Notebook View button, or choose Manager's Notebook from the Views menu.

2.	In the name space on the Notebook window, use the drop-down list to select the name of the employee whose note you want to edit.

3.	Using the forward and back buttons, or selecting a topic, display the note you want to edit.

If the forward and back buttons are grayed, click the Cancel button next to them.

4.	Click in the note and begin editing its text. Notice that the Save and Cancel buttons become active indicating that you can save or cancel your editing.

You can also choose Edit note from the Notebook menu before starting to edit. This also activates the Save and Cancel buttons.

5.	When you are done editing the note, click the Save button. If you do not want to save the edits, click the Cancel button.

You can also rename a note topic:

1.	Click the New Note button on the tool bar to see the list of All Topics under the employee name.

It does not matter which employee name is selected. Renaming a topic name changes it for all the employees.

2.	Select the topic to rename.

You can only rename topics that you have defined in the notebook with the New Topic button. The standard topics on the appraisal form cannot be renamed.

3.	Choose Rename topic from the Notebook menu.

The Rename Topic dialog box appears and lists the topic's current name.

4.	Type a new topic name and click OK.

The notes pertaining to the old topic will pertain to the new topic.


Copying Notes into the Appraisal
Using the Manager's Notebook

Copying Notes into the Appraisal

Copying notes to the appraisal form is how to use the Manager's Notebook to essentially write the appraisal for you.

You can copy the notes as you start to write the appraisal, or at any time as you are writing it. For instance, you may prefer to add the notes after writing the other sections of the appraisal.

To copy notes into the appraisal:

1.	Display the employee appraisal form that you want to write. (Choose New from the File menu to start a new appraisal.)

Employee Appraiser checks to see if the notebook has notes on that person and displays a dialog box asking if you want to copy the notes into the appraisal.

2.	If you want to add the notes before writing the rest of the appraisal, click Yes. The Copy Notes into Appraisal dialog box appears.

Select the options you want in the dialog box; then click OK

3.	If you want to add the notes later, click No. See the steps below for adding notes after you write the appraisal.

To add notes after writing other parts of the appraisal:

1.	Switch to the Notebook view by clicking on the Notebook View button, or choose Manager's Notebook from the Views menu.

2.	Click the Copy Notes to Appraisal button on the tool bar, or choose Copy notes Into Appraisal from the Notebook menu.

The Copy Notes into Appraisal dialog box appears.

3.	Select the options you want in the dialog box; then click OK

Notes are always copied after any existing text already on the form. Therefore, if you have written part of the appraisal already, the notes will be added after it.


Deleting a Note
Using the Manager's Notebook

Deleting a Note

To delete a note:

1.	In the name space on the Notebook window, use the drop-down list to select the name of the employee whose note you want to delete.

2.	Using the forward (>>) and back (<<) buttons, or selecting a topic, display the note that you want to delete.

3.	Choose Delete note from the Notebook menu.

A message asks you to confirm that you want to delete the current note. Click OK if you are sure that it is the right one to delete.

When a note is deleted, it is gone for good and cannot be recovered.

If the deleted notes topic does not have any other notes associated with it, that topic will be removed from the Note Topics list.


Building a Template
Using Templates

Building a Template

Most companies have standard appraisal forms. Therefore, instead of creating a new form for an appraisal, you can create a blank appraisal form (a template) to use as the starting point. You can create several templates, for instance, if youre responsible for evaluating employees at differing grade levels.

A template includes the proper evaluation topics for the form. It also typically includes the forms font style and margins, and header and footer text.

To create a template:

1.	Choose New from the File menu to see the New Appraisal Information dialog box.

Important: Do not enter anyone's name or other information in the header boxes. Header information is specific to each employee and is not part of a template.

2.	Select the evaluation topics for the template.

3.	Click OK.

You will see the template form; that is, a blank appraisal form with the topic headings you selected.

You can now set the template's font, margins, and header and footer text.

4.	Choose Document Font from the Format menu. The Font dialog box will appear.

5.	Choose the Font, Font Style, and Size. The sample at the bottom of the dialog box shows that font.

6.	Click OK.

7.	To set the margins, and header and footer text, choose Page Setup from the Format menu. The Set Page Layout dialog box appears.

8.	Type the sizes for the margins.

The numbers are inches unless your computer is set for metric units. In that case the numbers refer to centimeters. (The setting for inches or centimeters comes from the Windows Control Panel.)

Note: The margins do not appear on the form on the screen. Margins only apply to the form when it is printed.

9.	Type the text in each of the boxes for header and footer text.

Note: Headers and footers also do not appear on the form on the screen. They only appear when you print the appraisal form.

10.	Click OK.

That's all there is to creating a template. Now you need to save it explicitly as a template.

11.	Choose Save as template from the File menu. The Save File As dialog box will appear.

12.	Enter a name for the template, such as Standard or Grade44.

Appraisal templates will be saved with the file extension .frm. You do not have to add that extension as part of the name. Employee Appraiser will add it automatically.

Note: Make sure the listed file type is Appraisal Template. If it is some other file type, choose Appraisal Template from the drop down list.

Unless you choose another drive of directory, the template will be saved in the Employee Appraiser directory.

13.	Click OK.

Your template can now be used as the starting point for writing a new appraisal.


Using a Template
Using Templates

Using a Template

To use a template to write an appraisal:

1.	Choose New from the File menu to see the New Appraisal Information dialog box.

2.	On the New Appraisal Information dialog box, select the employees name from the drop down list. The rest of the spaces will be filled in with previously recorded information.

If this is the first time youve written an appraisal about the employee, type the pertinent information into the appropriate spaces, e.g. Employee Name, Job Title, etc.

Use the Tab key (not the Enter key) to move the cursor to the next space on the dialog box. You can also click in a space to type new information.

3.	Click the Template button and the Open File dialog box appears.

If you have stored the templates in some other directory, or on some other drive, select the proper drive and directory.

4.	From the list of templates double-click on the one that you want to use (or select the template name and click OK).

5.	Click OK on the New Appraisal dialog box.

You now see the new appraisal form for that person ready to be filled out.

If your Manager's Notebook contains notes about that person, a dialog box will ask if you want to include those notes now. You can add them now, or later on.


Applying a new template to an appraisal
Using Templates

Applying a different template to an appraisal

Use this method when you are writing an appraisal and want to apply a different template to the appraisal.

For example, suppose you have templates for different job grades, and are writing an appraisal for an employee who got promoted since the last appraisal. The earlier form may no longer apply and you can open the proper template to apply it. Or, if you chose the wrong template when starting an appraisal, you can just apply the proper template instead of having to re-type all of the text.

1.	Choose Open Template from the File menu to see the Open File dialog box.

2.	Double-click on the name of the template.

The new template topics will be applied to your existing work.


Editing a template
Using Templates

Editing a template

To edit a template:

1.	Choose Open Template from the File menu to see the Open File dialog box.

2.	Double-click on the name of the template to edit (or select the template name and click OK).

The blank template appears in its window.

3.	To add or delete the evaluation topics on the template, choose Change Appraisal Info from the Options menu.

The Change Appraisal Information dialog box will appear. It looks just like the New Appraisal dialog box.

4.	To add new topics to the template, click them on the Evaluation Topics list. They will move to the Selected Topics list.

5.	To remove topics from the template, click them in the Selected Topics list. They will move back to the other list.

Remember:  The order of the topics on the Selected Topics list is the order that they will appear on the form. To change the order of the topics, click them in Selected Topics list to move them back to the other list. Then click them in the Evaluation Topics list in the order that you want them on the form.

6.	When the list of topics is correct, click OK.

7.	A dialog box asks you to confirm the changes. Click Yes.

8.	If you want to change the font, choose Document Font from the Format menu and select a new font, style, and size. Click OK.

9.	To edit the header or footer text, or to change the margins, choose Page Setup from the Format menu. Edit the margin settings, and the header and footer text. Click OK.

10.	If you want to edit any text on the template, click on the template form and edit the text using standard editing steps--select text and type new text, press the delete key to backspace and delete text, and so forth.

11.	When the template has been completely edited, choose Save as Template from the File menu.

12.	The file name should be the current template's name. If it is not, enter the name of the template that you are editing in the File Name box.

If you want to save both the edited version and the previous version of the template, enter a new name for the edited version.

13.	Click OK.


New Performance Appraisal dialog box
New Appraisal Information Dialog Box

Use this dialog box to specify basic information about the person being reviewed. Following is a brief description of each item:

Employee Name

Click the drop down to choose an employee that is already in your database or type in a new name. For more information, see Setting a New Appraisal Form: Name and Gender.

Gender

Click the drop down and choose the gender. The gender controls how Employee Appraiser uses personal pronouns in the list of job activities and behavior descriptions. For more information, see Setting up a New Appraisal Form: Name and Gender.

Job Title

Click the drop down to choose an existing job title, or type in a new one. For more information, see Setting up a New Appraisal Form: Job Title and Grade.

Grade

You can enter an optional job grade here. This information does not appear on the review, but it is retained in the database. For more information, see Setting up a New Appraisal Form: Job Title and Grade.

Department

Click the drop down and choose the employee's department, or type in a new one. For more information, see Setting up a New Appraisal Form: Department and Location.

Loc

You can enter an optional building number, location code or abbreviation here. This information does not appear on the review, but it is retained in the database. For more information, see Setting up a New Appraisal Form: Department and Location.

Review Period

Enter the starting date of the review period in the first box; then tab over and enter the ending date in the second box. For more information, see Setting up a New Appraisal Form: Review Period.

Hire Date

Enter the employee's date of hire here. This information does not appear on the review, but it is retained in the database. For more information, see Setting up a New Appraisal: Review Period.

Template

Click the Template button if you have created a standard template for the appraisal form. If you are using a template, you do not need to select style or evaluation topics; they will already be selected in the template. For more information , see Setting up a New Appraisal: Template and Style.

Style

Choose the appropriate writing style for your business: 2nd person or 3rd person. Second person is written you are; third person is written he or she is. For more information , see Setting up a New Appraisal: Template and Style.

Evaluation Topics

In the list, click the topics that you want on the appraisal form. When you click it, the topic moves to the Selected Topics list (see below). For more information, see Setting up a New Appraisal: Evaluation Topics.

Selected Topics

Topics in this list will appear at the top of the drop-down list of job behaviors in both the Job Behaviors view and the Browse Library view, and they will also appear as headings in the appraisal form. Be sure to click the topics in the order you want them to appear. If you make a mistake, click a topic in this list again to move it back to the Evaluation Topics list. For more information, see Setting up a New Appraisal: Evaluation Topics.


 Change Appraisal Information Dialog Box

Use this dialog box to change the basic information about the person being reviewed. Following is a brief description of each item:

Employee Name

If there is an error or change in the employee's name, type in the corrections. For more information, see Setting a New Appraisal Form: Name and Gender.

Gender

If the gender shown is incorrect, click the drop down and choose the opposite one. The gender controls how Employee Appraiser uses personal pronouns in the list of job activities and behavior descriptions. For more information, see Setting up a New Appraisal Form: Name and Gender.

Job Title

If the job title shown is incorrect, click the drop down to choose a different job title, or type in a new one. For more information, see Setting up a New Appraisal Form: Job Title and Grade.

Grade

You can enter an optional job grade here. This information does not appear on the review, but it is retained in the database. For more information, see Setting up a New Appraisal Form: Job Title and Grade.

Department

If the department shown is incorrect, click the drop down and choose the employee's department, or type in a new one. For more information, see Setting up a New Appraisal Form: Department and Location.

Loc

You can enter an optional building number, location code or abbreviation here. This information does not appear on the review, but it is retained in the database. For more information, see Setting up a New Appraisal Form: Department and Location.

Review Period

If the review period shown is incorrect, enter the starting date of the review period in the first box; then tab over and enter the ending date in the second box. For more information, see Setting up a New Appraisal Form: Review Period.

Hire Date

If the date of hire shown is incorrect, enter the correct date here. This information does not appear on the review, but it is retained in the database. For more information, see Setting up a New Appraisal: Review Period.

Template

Click the Template button if you have created a standard template for the appraisal form. If you are using a template, you do not need to select style or evaluation topics; they will already be selected in the template. For more information , see Setting up a New Appraisal: Template and Style.

Style

Choose the appropriate writing style for your business: 2nd person or 3rd person. Second person is written you are; third person is written he or she is. For more information , see Setting up a New Appraisal: Template and Style.

Evaluation Topics

You can add more topics at the end of the Selected Topics list by clicking on them here. However, if you want to re-order the selected topics, you must first remove them from the Selected Topics list and then add them back (see Selected Topics below). For more information, see Setting up a New Appraisal: Evaluation Topics.

Selected Topics

The topics originally listed here appear at the top of the drop-down list of job behaviors in the Job Behaviors and Browse Library views, and they also appear as headings in the appraisal form.

Add topics to the bottom of this list by clicking on them in the Evaluation Topics list. If you add topics to this list a dialog box appears, asking if you want to add the new topic headings to the appraisal form.

Remove topics from this list by clicking them again to move them back to the Evaluation Topics list. If you want to re-order the topics in this list, remove them and then add them back in the order you want.

Note: Removing topics from this list does not remove the corresponding headings in the appraisal form. If you remove topics or re-order this list, you must manually delete or move the headings in the appraisal form to match.

For more information, see Setting up a New Appraisal: Evaluation Topics.


 Preferences Dialog Box

Use this dialog to set startup preferences, enter your name and company, change the directories where various Employee Appraiser files are stored and set an optional password. Following is a description of each item in the Preferences Dialog box:

Open Last Document Saved

Check this preference if you want the last appraisal that you saved to open automatically the next time you run Employee Appraiser.

Auto Scroll Logic Turned On

Checking this box is the same as choosing Scroll to appraisal topic from the Options menu. When you select a new appraisal topic in the Job Behaviors view or the Browse Library view, the appraisal form on the bottom of the screen automatically scrolls to that topic so you can see the text already there.

Password Prompt

Check this box if you want Employee Appraiser to prompt for a password whenever it is started. When you first check this box, you will be prompted to enter a password. If you want to change your password, click the Password button at the bottom of this dialog box.

Your Name

Enter your name in this space. It will be automatically entered as the manager name on the appraisal form. If you do not enter your name here, you can always type it manually on the form.

Company Name

Enter your company's name in this space. It does not appear on the appraisal form, but is used as part of your product registration.

Directories button

Clicking this button displays the Change Directory Settings dialog box, where you can change the default directories for storing the Employee Appraiser application, the Manager's Notebook, or the glossary and spelling dictionary. When you install Employee Appraiser, all of these files are copied to the C:\EAP directory, or to a directory of your choice. Click this button to store any of these files in a different directory.

Password button

Click this button to change your password. You will be prompted for your current password and then for a new one. You password will not be active unless the Password Prompt box is checked (see above).


Change Directory Settings Dialog Box

Use this dialog box to change the directory settings for:

•	The Employee Appraiser application and related files

•	The Manager's notebook file

•	The Employee Appraiser Glossary and Spelling Dictionary

When you first install Employee Appraiser, these files are all installed in the directory C:\EAP, or in a directory that you specify. For security or other reasons, you may want to move the application, the Managers Notebook file, or the Glossary and Spelling Dictionary to other directories.

To change the directory settings of any of these files, click the appropriate Change button, and select the correct directory.


Print Dialog Box

This dialog box controls printing of your appraisal forms. Following is a description of each item in the dialog box:

Printer Selection and Set Up

The small window at the top of the dialog box displays the currently selected printer. To change the selected printer, click the Set Up button. The standard Windows Select Printer dialog box will appear. For more information on selecting and setting up printers, consult your Windows documentation.

Print Range

The Print Range controls which pages of the appraisal form are actually printed. Click All to print all pages. Click Pages, and then enter the range of pages you want to print in the From and To boxes.

Copies

Enter the number of copies you want to print.

Collate Copies Check Box

Check this box if you want multiple copies collated;that is, if you want each copy printed from beginning to end rather than all the first pages, followed by all the second pages, etc.


Scan Appraisal Dialog Box

This dialog only appears if one or more questionable words are found during an Appraisal Scan. (See Polishing your Writing: Scanning the Appraisal for more information about scanning.) Following is a description of the items in this dialog:

Questionable word:

The word displayed at the top of the text window is a word from the Employee Appraiser glossary that is not appropriate for an appraisal. You can add to or edit the glossary of questionable words. See Polishing your Writing: Customizing the Scan Glossary.

Advice

The advice text in the scrolling window suggests why the questionable word is not appropriate and, in many cases, offers suggestions for alternative ways to describe the behavior. You can edit the advice messages or create your own. See Polishing your Writing: Customizing the Scan Glossary.

Continue button

Click Continue to leave this occurrence of the word in place, but to have Employee Appraiser find other occurrences of the word.

Pause button

Click Pause if you want to re-write the word or phrase. The questionable word is highlighted on the form, and you can edit it. To continue scanning after you pause to edit a word, choose Resume Scan Appraisal from the Options menu.

Ignore button

Click Ignore if you want Employee Appraiser to ignore this and all other occurrences of the word.

Cancel

Click Cancel to stop the scan and return to the Employee Appraiser view where you left off.


Customize Glossary Dialog Box

With this dialog box, you can modify Employee Appraiser's glossary of words that could cause legal problems if used in an appraisal. Following is a description of each item in this dialog:

Glossary Words Window

This window contains an alphabetical list of all the questionable words in the Employee Appraiser glossary. You can add new words to this list, delete words from the list, and edit the advice associated with each word in the list. Select the word you want to change by clicking on it.

Add button

Click Add to add a new word to the glossary. The Edit Glossary dialog box appears for entering a new word and choosing the appropriate advice. See Edit Glossary Dialog Boxfor more information on adding words and editing the advice.

Edit button

Click Edit to edit a word in the glossary or change the advice associated with that word. The Edit Glossary dialog box appears for entering a new word and choosing the appropriate advice. See Edit Glossary Dialog Boxfor more information on editing words and advice.

Delete button

Click Delete to remove a word from the glossary. A dialog box will appear asking you to confirm that you really want to remove the word.

Advice button

Click Advice to change the advice message associated with the selected word. The Customize Advice Dialog Box appears for choosing a different advice message or creating your own.


Edit Glossary Dialog Box

Use the Edit Glossary dialog box to change or add a glossary word and to select or enter an advice message to go with that word. Here is a description of each item in this dialog:

Word or Phrase box

Edit the existing word or type a new word in this box.

Select Advice

Click the Prev and Next buttons to browse through the Employee Appraiser advice messages and select the one that is most appropriate for the problematic word. If you cannot find an appropriate advice message, click the New Advice button to clear the message window and enter your own message (see below).

New Advice button

Click New Advice to type in a new advice message for the current glossary word. Once you have entered a new message, you can assign that message to other glossary words, if appropriate.


Customize Advice Dialog Box

Use the Customize Advice dialog to select a different advice message for the current glossary word or to type in your own message, if none of the existing ones are appropriate.

Click the Prev and Next buttons to browse through the Employee Appraiser advice messages and select the one thats most appropriate for the problematic word.

If you cannot find an appropriate advice message, click the New Advice button to clear the message window and enter your own message for the current glossary word. Once you have entered a new message, you can assign that message to other glossary words, if appropriate.


Check Spelling Dialog Box

The Check Spelling dialog box appears whenever the Employee Appraiser Spelling Checker encounters a word that is misspelled or not in the Spelling Dictionary. You have four options for the word in question:

Skip button

Click Skip to skip only the current occurrence of the word and continue the spelling check. Typically you would skip over proper names and technical terms that would not be in the dictionary.

Replace button

To replace a misspelled word with a word from the dictionary, select the correct word from the scroll list and click Replace. If the correctly spelled word is not in the scroll list, you can type in a correction and click Replace.

Add to Dictionary

Click Add to Dictionary to add the word to the Employee Appraiser dictionary. All future occurrences of this word will be accepted by the spelling checker.

Ignore All

Click Ignore All if you want the spelling checker to ignore all further occurrences of that word in the appraisal text, but not add the word to the dictionary. For example, if the word is a person's name and its spelled correctly, click this button.

Done

Click Done to halt the spelling check and return where you were in the appraisal writing process.


Find Text Dialog Box

Use the Find Text dialog to search for a particular word or phrase Here is a description of each item in this dialog box:

Text to Find

Type the word or phrase you want to find in this box.

Location

Check any or all of the locations where you want to search for the word or phrase:

•	Example Library--both the brief behavior descriptions and the examples

•	Manager's Notebook--notes for any employee in the Manager's Notebook

•	Appraisal Document--the text of the current appraisal form

Employee Appraiser highlights the words and phrases it finds, and it automatically switches to the correct view .

Scope

Choose Current Topic to limit the search to the currently selected behavior topic.

Choose All Topics to widen the search to include all topics in the job behaviors library.


Employee Record Dialog Box

Use the Employee Record dialog box to enter or change general information about an employee in the Manager's Notebook. Here is a description of each item in this dialog:

Employee Name

Type the employee's name here, or if there is an error or change in an existing employee's name, type in the corrections. For more information, see Setting a New Appraisal Form: Name and Gender.

Gender

Click the drop down and choose the employee's gender. The gender controls how Employee Appraiser uses personal pronouns in the list of job activities and behavior descriptions. For more information, see Setting up a New Appraisal Form: Name and Gender.

Job Title

Click the drop down to choose a job title, or type in a new one. For more information, see Setting up a New Appraisal Form: Job Title and Grade.

Grade

You can enter an optional job grade here. This information does not appear on the review, but it is retained in the database. For more information, see Setting up a New Appraisal Form: Job Title and Grade.

Department

Click the drop down and choose the employee's department, or type in a new one. For more information, see Setting up a New Appraisal Form: Department and Location.

Loc

You can enter an optional building number, location code or abbreviation here. This information does not appear on the review, but it is retained in the database. For more information, see Setting up a New Appraisal Form: Department and Location.

Review Period

Enter the starting date of the review period in the first box; then tab over and enter the ending date in the second box. For more information, see Setting up a New Appraisal Form: Review Period.

Hire Date

Enter the date of hire here. This information does not appear on the review, but it is retained in the database. For more information, see Setting up a New Appraisal: Review Period.


Copy Notes into Appraisal Dialog Box

Use this dialog to copy selected notes from the Manager's Notebook into the appropriate sections of an appraisal form. Following is a description of each item in the dialog:

All Topics

If you select All Topics, the notes for all topics on that person will be copied into the appraisal form. If you only want notes on selected topics to be copied, uncheck this box  and move the topics you want to the Selected Topics box (see below).

All Dates

When this option is checked, notes made on any date will be copied to the appraisal, even if the notes were written during a different review period. Usually this box should be unchecked and instead, you specify the dates you want in the date Selection range (see below).

Date Labels

When this option is checked, each note will be preceded by the date it was written. If you uncheck it, the notes will not be dated. (You can always edit the appraisal text to add or remove the date labels.)

Selection Range

Initially, these are the inclusive dates of the review period that you entered in the New Appraisal Information dialog box when you started writing the appraisal. Usually you will want the Selection range to match the current review period, but you can specify any date range here for copying notes. If you only want notes from a specific period included, make sure to uncheck the All Dates box (see above).

Notes Topics and Selected Topics

The Notes Topics list shows which topics you have written notes about for the employee. The list of Selected Topics is where you can selectively choose notes for the appraisal. If you want to select specific note topics to copy, make sure the All Topics box is unchecked (see above).

Click OK when all of the options are selected. Employee Appraiser copies the notes after the appropriate headings on the appraisal form. If there is already text under a topic, the notes are placed after it. If you created a new topics for a note, the new topic is added at the end of the form.


Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.


File Menu Commands
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.


New command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose New to set up a new appraisal. The New Appraisal Information dialog box appears.

For details on how to set up a new appraisal, see Setting Up a New Appraisal.


Open command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Open to open one of the following types of documents:

•  Previously saved appraisal (.apr)
•  Appraisal templates (.frm)
•  Text files (.txt)

The Open command displays the standard Open File dialog box in which you can choose the directory, drive, and name of the file to open.

See also:  Open File button


Open Template command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

A template is a blank appraisal form with pre-selected evaluation topics and page layout style and fonts. Use the Open Template when you have written an appraisal and you want to apply an existing template style to it.

If the topics on your current appraisal and the template are different, this command merges the two.

See also:	Using a Template
Template and Styles


Save command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Save to save changes to the active appraisal. If you have previously saved the appraisal, its .apr file is updated. If this is a new appraisal, the standard Save As dialog box appears so you can enter a file name and directory path. You do not have to enter the .apr extension; it is added automatically.

See also:  File Menu: Save As


Save As command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Save As to save a new appraisal in an .apr file, or to save a copy of an existing appraisal in a new .apr file.

When you choose Save As, the standard Windows Save As dialog box appears so you can enter a file name and directory path. You do not have to enter the .apr extension; it is added automatically.

See also:	File Menu: Save
Save Button


Save As Template command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Save As Template to save the current list of behavior topics and the current page layout settings (font, header and footer) into a blank form to be used as a template with future appraisals.

When you choose Save As Template, the standard Windows Save As dialog box appears so you can enter a file name and optional directory path. Template files have the extension .frm, but you do not have to include the extension in the file name. It is added automatically.

See also:	Using a Template
Template and Styles


Preferences command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Preferences to display the Preferences dialog box where you can specify any of the following items:

•  Startup preferences
•  Your name and company information
•  Application directories
•  Password

For more detailed information, see: Preferences dialog box.


Printer Setup command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Printer Setup to display the standard Windows Select Printer dialog box where you can select a printer and port or set up a selected printer in preparation for printing an appraisal.

For more information on selecting and setting up printers, see your Windows documentation.


Print command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choosing Print displays the Print dialog box for printing the current appraisal form. In this dialog, you can choose the page range of the appraisal and the number of copies you want to print. You can also set up your printer from this dialog box.

For more detailed information, see Print dialog box.

See also:  Printer Setup.


Exit command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Exit to close the current appraisal form and managers notebook, and exit Employee Appraiser. If you have not saved your changes, you will be prompted to do so before exiting.


Edit Menu Commands
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.


Undo Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Undo or (press Alt+BkSp) to undo your most recent text editing action. For example, use Undo to replace a segment of text that you just cut, remove text you have just pasted or placed, replace letters or words you just deleted, and so on.

Note: Undo works on any text that you can edit--both in the appraisal and the Managers Notebook.


Cut Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Cut (or press Ctrl+X) to cut selected text to the clipboard. Each time you cut text, the previous contents of the clipboard is replaced.

See also:	Edit Menu: Copy
Edit Menu: Paste


Copy Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Copy (or press Ctrl+C) to copy selected text to the clipboard. Each time you copy text, the previous contents of the clipboard is replaced.

The Copy Button on the Toolbar has the same function.


Paste Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Paste (or press Ctrl+V) to paste the contents of the clipboard into the appraisal form or Managers Notebook at the current cursor location. Pasting text does not empty the contents of the clipboard.

The Paste Button on the Toolbar has the same function.


Delete Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Delete (or press Del) to remove selected text from the appraisal form or Managers Notebook. Deleted text is not saved in the clipboard, so you cannot paste it anywhere else. However, you can restore text that you just previously deleted using the Undo command.


Add to Clipboard Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Add to clipboard (or press Ctrl+A) to add selected text to the clipboard without erasing its current contents. You can use the Add to clipboard command to collect key phrases from various sections of the appraisal and then paste them as a group into a summary section. When you paste phrases collected with Add to clipboard, each phrase is formatted with a leading dash (-).

See also:  Building a summary


Place Example Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Place Example (or press Ctrl+E) to place all of the text from the example window in the appraisal form. If the Auto Scroll Logic is turned on, the text is automatically placed at the end of the appropriate topic on the form. If Auto Scroll Logic is turned off, it will be placed at the current cursor location.

The Place Example button on the toolbar has the same effect.

See also:	Including examples from the topics
Writing the appraisal


Format Menu Commands
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.


Document Font Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choosing Document Font (or pressing Ctrl+F) displays a standard Windows Font dialog box where you can set the name, style and size of the font that you want to use for the appraisal form.

Note: All text on an appraisal form will have the same font.

Names preceded with a double "T" are True Type fonts. These will look the same when printed as they do on the screen. PostScript and other non-True Type fonts may look different when printed. For more information using fonts, see the Employee Appraiser User Guide, or consult your Windows documentation.


Page Setup Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choosing Page Setup displays the Set Page Layout dialog box where you can set the margins, header text and footer text for the appraisal form. The margin settings, headers and footers do not appear on the screen. They appear on the appraisal form when you print it.

The margins are measured in the same units that you set in the Windows Control Panel, typically inches.


Options Menu Commands
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.


Change Appraisal Info Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

The Change appraisal info option displays the Change Appraisal Information dialog box  where you can modify the appraisal information or selected evaluation topics for the employee.

For information about each of the items in the dialog box, see Setting up a new appraisal form.


Scan Appraisal Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Scan Appraisal to begin an automatic scan of the appraisal form for words and phrases that are not appropriate for an evaluation. If Employee Appraiser finds any such words, the Scan Appraisal dialog box appears, offering advice about the questionable words. Questionable words are highlighted in the form, making them easy to edit. Use the Pause button in the Scan Appraisal dialog to pause the scan and edit a questionable word

Choose the Resume Scan command to continue the scan where you left off.

See also:  Scanning the appraisal


Resume Scan Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Resume Scan to continue scanning an appraisal after you have paused to edit a questionable word.

See also:	Scan Appraisal Command
Scanning the appraisal


Customize Scan Glossary Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choosing Customize Scan Glossary displays the Customize Glossary dialog box, where you can edit, add and delete the list of words identified by the Scan Appraisal command, as well as the advice that is offered when questionable words are located.

See also:	Customizing the scan glossary
Scanning the appraisal


Spelling Check Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choosing Spelling Check displays the Check Spelling dialog box and begins a spelling check on all words in the form. Buttons in the dialog box let you Skip, Replace, or Ignore words, or you can Add them to the spelling dictionary.

See also:	Checking your spelling


Find Text Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choosing Find Text (or pressing F3) displays the Find Text dialog box, in which you can search for a specific word or phrase in the library of behavior examples, the Manager's Notebook or the appraisal form. You can constrain your search to the current topic or broaden it to include all topics.

The Find Text button on the Toolbar has the same effect.

See also:	Searching in the library


Search Again Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Search again continues the Find Text command. Choose Search again to find the next occurrence of a word or phrase you have been searching for in the library of examples, the Manager's Notebook or the appraisal form.

The Search Again button on the Toolbar has the same effect.

See also:	Searching in the library


Scroll to Appraisal Topic Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

If Scroll to appraisal topic is checked, the appraisal form at the bottom of the screen automatically scrolls to the topic you select in the Job Behaviors or Browse Library views. If it is not checked, the appraisal form does not scroll when you select a new topic, and the cursor remains in its previous location. Click once on this option to turn it on; click again to turn it off.

The Auto Scroll Logic Turned On item in the Preferences dialog box determines the start up value for this option.


Show all topics in list boxes Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

If Show all topics in list boxes is checked, all of the evaluation topics will appear in the drop down list of topics in the Job Behaviors and Browse Library views. If this option is not checked, only the topics you selected in the New Appraisal Information dialog box will appear on the list, along with the word more… When you choose more, the rest of the topics automatically appear after the selected topics on the list.

Click this option once to turn it on; click again to turn it off. The default setting is off; that is, do not show all topics.


Views Menu Commands
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.


Job Behavior View Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Job Behavior View to display the main Employee Appraiser window. Use this view to find writing examples for the topics on the appraisal form.

The Job Behaviors View button on the Toolbar has the same function.


Browse Library View Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Browse Library View to display the complete library of job behavior examples. Typically, you will use this view when none of the examples in the Job Behaviors view was exactly right for the appraisal.

The Browse Library View button on the Toolbar has the same function.


Manager's Notebook View Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Manager's Notebook to display the Manager's Notebook. You can use this notebook to track employee performance on a day-to-day basis. Entries that you make in the Manager's Notebook can be placed directly into the appraisal and edited there.

The Manager's Notebook View button on the Toolbar has the same function.

See also:	Using the Manager's Notebook.


Full Document View Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Full Document View to display the full appraisal form in the window. You will find this view useful when you want to edit an appraisal or add your own text.

The Full Document View button on the Toolbar has the same function. Click on this button to toggle between full document and partial document display.


Notebook Menu Commands
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Note: You must be in Manager's Notebook View to use any of the commands on this menu.


Add Name Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Employee Appraiser automatically creates a notebook section for each employee after you write and save the person's first appraisal. However, you can also manually add an employee to the notebook.

Choose Add Name to manually create a notebook section for an employee before you have written their first appraisal. This allows you to keep notes on employee performance that you can use when writing the first appraisal.

When you choose Add Name, the Employee Record dialog box appears.

See also:	Using the Manager's Notebook.


Delete Name Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Delete Name to remove an employee and all the notes about that employee from the Manager's Notebook. Removing an employee from the Manager's Notebook does not delete any saved appraisals for that employee, only their notebook entries. Typically, you would only delete employees from the notebook if they transfer out of your department or leave the company.

See also:	Using the Manager's Notebook.


Change Name or Info Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choosing Change name or info displays the Employee Record dialog box so you can edit the employment information for that person.

See also:	Using the Manager's Notebook.


New Note Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose New Note to make a new entry in the Manager's Notebook about the employee's job-related behavior or performance. Before typing the note, be sure the employee's name appears in the Name box, and choose a topic from the All Topics list. If the topic you want is not on the list, click New Topic to create a new topic category. Type the note in the note area, and click Save to save it in the notebook.

The New Note tool on the Toolbar has the same function.

See also:	Using the Manager's Notebook


Edit Note Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Edit Note or simply position the cursor at the correct place in a note and begin typing to edit the contents of an existing note. Be sure to click Save to save your changes.

See also:	Using the Manager's Notebook


Delete Note Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Delete Note to remove the current note from the Manager's Notebook. This only deletes the current note; all other notes you have made for this employee are still in the notebook.

See also:	Using the Manager's Notebook.


Rename Topic Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Rename Topic to rename any note topics that you have defined using the New Topic button. To rename a topic, you must first choose New Note from the Notebook menu or click the New Note button on the Toolbar and then select the topic you want to rename from the Note Topics list. It does not matter which employee is currently selected; the topic will be renamed for all notes that use it.

You cannot rename any of the standard topics.

See also:	Using the Manager's Notebook.


Delete Topic Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Delete Topic to delete any note topics that you have defined using the New Topic button. To delete a topic, you must first choose New Note from the Notebook menu or click the New Note button on the Toolbar and then select the topic you want to delete from the Note Topics list. It does not matter which employee is currently selected; the topic, and all notes associated with it will be deleted.

You cannot delete any of the standard topic names.

See also:	Using the Manager's Notebook.


Copy Notes into Appraisal Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Copy notes into appraisal to copy selected notes from the Manager's Notebook into appropriate places in the appraisal form. When you choose this command, the Copy Notes Into Appraisal dialog box  appears. You can copy all the notes for the employee, or just those for selected topics and date ranges.

The Copy Notes button on the Toolbar has the same function.

See also:	Using the Manager's Notebook.


Help Menu Commands
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.


Help Contents Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Help Contents (or press F1) to jump to the Contents Screen of the Employee Appraiser Help application.

You can also click the Help button on the Toolbar to display the Help Contents screen.


Manager Advice Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Manager Advice to jump to the Manager Advice section of the Employee Appraiser Help System. You can also access Manager Advice from the Help System Contents Screen.


Menu Commands Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Menu Commands to jump to the Menu Commands section of the Employee Appraiser Help System. You can also access the Menu Commands section from the Help System Contents Screen.


Toolbar Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Icons and Toolbar to jump to the Toolbar section of the Employee Appraiser Help System. You can also access the Toolbar section of the help system from the Help System Contents Screen.


Quick Start for Appraisals Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose Quick Start for Appraisals to jump to the Quick Start for Appraisals section of the Employee Appraiser Help System. You can also access Quick Start for Appraisals section from the Help System Contents Screen.


About Command
Menu Commands

Click on a menu name in the menu bar to display that menu. To display information about a particular command, click the command name in the menu. To choose another menu, click on it in the menu bar.

Choose About to display the Employee Appraiser copyright screen.


The Tool Bar
Tool Bar

The tool bar appears beneath the menu bar and is a shortcut for many Employee Appraiser commands. By clicking a button in the tool bar, you can perform many of the same actions as choosing commands from menus.

Click a tool button on the tool bar shown below for a brief description of that tool.


Job Behaviors View button
Tool Bar

The tool bar appears beneath the menu bar and is a shortcut for many Employee Appraiser commands. By clicking a button in the tool bar, you can perform many of the same actions as choosing commands from menus.

Click a tool button on the tool bar shown below for a brief description of that tool.

Job Behaviors View button

Click the Job Behaviors View button to open the Job Behavior View for choosing behavior examples and writing appraisals. Clicking this button is the same as choosing Job behavior view from the Views menu.

See also: 	Views Menu:Job Behaviors View


Browse Library View button
Tool Bar

The tool bar appears beneath the menu bar and is a shortcut for many Employee Appraiser commands. By clicking a button in the tool bar, you can perform many of the same actions as choosing commands from menus.

Click a tool button on the tool bar shown below for a brief description of that tool.

Browse Library View button

Click the Browse Library View button to view the complete library of behaviors and examples available in Employee Appraiser. Clicking this button is the same as choosing Browse Library Examples from the View menu.

See also: 	Views Menu: Browse Library View


Managers Notebook View button
Tool Bar

The tool bar appears beneath the menu bar and is a shortcut for many Employee Appraiser commands. By clicking a button in the tool bar, you can perform many of the same actions as choosing commands from menus.

Click a tool button on the tool bar shown below for a brief description of that tool.

Managers Notebook View button

Click the Managers Notebook View button to display the manager's notebook. Clicking this button is the same as choosing Manager's Notebook from the Views menu.

See also: 	Views Menu: Managers Notebook

Using the Managers Notebook


Full Document View tool
Tool Bar

The tool bar appears beneath the menu bar and is a shortcut for many Employee Appraiser commands. By clicking a button in the tool bar, you can perform many of the same actions as choosing commands from menus.

Click a tool button on the tool bar shown below for a brief description of that tool.

Full Document View button

Click the Full Document View button to open the appraisal document to full screen size. Click this button again to return the appraisal document window to the lower portion of the screen. Clicking this button is the same as choosing Full Document View on the Views menu.

See also: 	Views Menu: Full Document View


Find Text button
Tool Bar

The tool bar appears beneath the menu bar and is a shortcut for many Employee Appraiser commands. By clicking a button in the tool bar, you can perform many of the same actions as choosing commands from menus.

Click a tool button on the tool bar shown below for a brief description of that tool.

Find text button

Click the Find text button to open the Find Text dialog box, which you use to search for specific words or phrases in the library, managers notebook, or the appraisal document. Clicking this button is the same as choosing Find Text from the Options menu.

See also: 	Options Menu: Find text

Searching in the Library


Search Again button
Tool Bar

The tool bar appears beneath the menu bar and is a shortcut for many Employee Appraiser commands. By clicking a button in the tool bar, you can perform many of the same actions as choosing commands from menus.

Click a tool button on the tool bar shown below for a brief description of that tool.

Search Again button

Click the Search Again button to search for the next occurrence of a word or phrase in the library, managers notebook, or the appraisal document. Clicking this button is the same as choosing Search Again from the Options menu.

See also: 	Options Menu: Search again

Searching in the Library


Copy button
Tool Bar

The tool bar appears beneath the menu bar and is a shortcut for many Employee Appraiser commands. By clicking a button in the tool bar, you can perform many of the same actions as choosing commands from menus.

Click a tool button on the tool bar shown below for a brief description of that tool.

Copy button

Click the Copy  button to copy the currently selected text to the Clipboard. Clicking this button is the same as choosing Copy from the Edit menu.

See also:	Edit Menu: Copy


Paste button
Tool Bar

The tool bar appears beneath the menu bar and is a shortcut for many Employee Appraiser commands. By clicking a button in the tool bar, you can perform many of the same actions as choosing commands from menus.

Click a tool button on the tool bar shown below for a brief description of that tool.

Paste button

Click the Paste button to paste the contents of the Clipboard to the current cursor location in the appraisal document. Clicking this button is the same as choosing Paste from the Edit menu.

See also:	Edit Menu: Paste


Place Example button
Tool Bar

The tool bar appears beneath the menu bar and is a shortcut for many Employee Appraiser commands. By clicking a button in the tool bar, you can perform many of the same actions as choosing commands from menus.

Click a tool button on the tool bar shown below for a brief description of that tool.

Place Example button

Click the Place Example button to copy all the text from the current job behavior example or managers notebook entry into the appraisal document at the current cursor location. Clicking this button is the same as choosing Place Example from the Edit menu.

See also:	Edit Menu: Place Example

Including Examples from the Topics

Copying notes into the appraisal


Print button
Tool Bar

The tool bar appears beneath the menu bar and is a shortcut for many Employee Appraiser commands. By clicking a button in the tool bar, you can perform many of the same actions as choosing commands from menus.

Click a tool button on the tool bar shown below for a brief description of that tool.

Print button

Click the Print button to print your appraisal document. Clicking this button is the same as choosing Print from the File menu.

See also:	File Menu: Print


Open File button
Tool Bar

The tool bar appears beneath the menu bar and is a shortcut for many Employee Appraiser commands. By clicking a button in the tool bar, you can perform many of the same actions as choosing commands from menus.

Click a tool button on the tool bar shown below for a brief description of that tool.

Open File button

Click the Open File button to display a dialog box for opening an existing appraisal (.apr), template (.fmp), or text (.txt) file. Clicking this button is the same as choosing Open from the File menu.

See also:	File Menu: Open


Save File Button
Tool Bar

The tool bar appears beneath the menu bar and is a shortcut for many Employee Appraiser commands. By clicking a button in the tool bar, you can perform many of the same actions as choosing commands from menus.

Click a tool button on the tool bar shown below for a brief description of that tool.

Save File button

Click the Save File button to dispaly a dialog box for saving the current appraisal document. The default file extension is .apr. Clicking this button is the same as choosing Save or Save As from the File menu.

See also:	File Menu: Save

File Menu: Save As


New Note button
Tool Bar

The tool bar appears beneath the menu bar and is a shortcut for many Employee Appraiser commands. By clicking a button in the tool bar, you can perform many of the same actions as choosing commands from menus.

Click a tool button on the tool bar shown below for a brief description of that tool.

New Note button

The New Note button is only available in the Managers Notebook View. Click the New Note button to write a new note in the Notebook. Clicking this button is the same as choosing New Note from the Notebook menu.

See also:	Notebook menu:New Note

Making an entry in your notebook


Copy Note button
Tool Bar

The tool bar appears beneath the menu bar and is a shortcut for many Employee Appraiser commands. By clicking a button in the tool bar, you can perform many of the same actions as choosing commands from menus.

Click a tool button on the tool bar shown below for a brief description of that tool.

Copy Notes button

The Copy Notes button is only available in the Managers Notebook View. Clicking the Copy Notes button displays a dialog box which lets you select a set of notes to merge into the appraisal document. Clicking this button is the same as choosing Copy Notes into Appraisal from the Notebook menu.

See also:	Notebook menu:Copy Notes into Appraisal


Help button
Tool Bar

The tool bar appears beneath the menu bar and is a shortcut for many Employee Appraiser commands. By clicking a button in the tool bar, you can perform many of the same actions as choosing commands from menus.

Click a tool button on the tool bar shown below for a brief description of that tool.

Help button

Click the Help button to access the Employee Appraiser Help Contents screen. Clicking this button is the same as choosing Contents from the Help menu.

See also:	Help Menu: Contents