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Clock-o-Box Manual
	Introduction
Clock-o-Box is an extremely efficient time tracking system for individuals or small groups that work together on a Macintosh or Windows network. It runs with Claris Filemaker Pro 3.0.
Clock-o-Box gives group members or employees of a company an easy way of entering projects, tasks and details of their work on a daily basis.
For project managers and group members themselves, it is extremely easy to generate a report on projects, task, group members, details and hours.

Special attention is devoted to the graphic design and the interface. Most people don't like keeping track of what they do. We don't blame them. Most time tracking aren’t much fun. Clock-o-Box has been specially designed to make entering data as easy and fun as possible. Doing this on a day-to-day basis will keep reports on projects as accurate and up to date as possible.

Another important feature is the flexibility of the report function. Every possible combination of data can be summarized. For example, Clock-o-Box can help you to evaluate the efficiency of your group by summarizing the hours spent by every group member on every task. And Clock-o-Box can be used for billing your customers by summarizing the hours spent on different tasks for a specific project.

	System Requirements 
Clock-o-Box runs with Claris FileMaker Pro 3.0 on a Macintosh or Windows computer with 4 Mb RAM (includes Filemaker) and 2 Mb free disk space.
Clock-o-Box can be used on a Macintosh or Windows network (or mixed). We advise using the Claris Filemaker Server, but it's also possible to simply run Clock-o-Box on one of the group members’ computers.

Clock-o-Box on Filemaker Server
Claris has developed an easy-to-use server version of Filemaker, making it possible to run Filemaker database systems such as Clock-o-Box on a server. The server makes it easier and faster to use Filemaker databases in a group. The Filemaker Server offers several useful administrator functions and an automatic backup procedure.
To install Clock-o-Box on the server, you only need to copy it to a directory in the Filemaker server directory. You can then start Clock-o-Box from every computer which has the client version of Filemaker installed.
Please refer to the Filemaker Server manual for more information.

Clock-o-Box without Filemaker Server
If you work in a very small group, you can also run Filemaker from one of the computers in the group, with only Filemaker (client version) installed. You must start Clock-o-Box on one computer and choose Multi-User in the File Menu. 
If the group gets larger than five users, we advise using Filemaker Server.

	Main Menu
After starting up Clock-o-Box, you enter the Main Menu.

In the Main Menu, you can identify yourself and navigate to all functions in Clock-o-Box.

Click on Clock Your Hours  to go to your time cards, after selecting your name from the pop-up menu.
Click on Create A Report  to create a report.
Click on Customize  to define projects, tasks and employees.

You also can access these options under the Script menu.

	Clock Your Hours
Group members fill in their hours on a day-to-day basis.

Task Lines
When you enter a new card, there is always one empty task line. On each task line, you can fill in the projects, tasks, and optional details. Projects and tasks are pre-defined. The detail can be chosen from a pre-defined list or can you can enter your own text. And of course, you should fill in the hours spent on that task that day. Read more about defining projects, tasks and details in the section ‘Customize Clock-o-Box’.

To create a new task line, click the New  button. To delete a task line, click the Delete  button next to the line you want to delete.
Sometimes it is useful to copy all task lines to the next day. Click Copy  to do that. The projects, tasks, and details are preserved and you only have to fill in the hours.

The Week
The orange buttons on top of the screen allow you to go to a day of the current week or to the next or previous week.
The blue Overview by Day  and Overview by Project  buttons are shortcuts to a report on your current week.

	Create A Report
In the Report Setup dialogue box, you can set up your report.

Header
Enter a header which will be printed above the report. The Auto Header  button creates a header based on the selection you have made in this dialogue box.

Selection
Select the project, task, employee or detail you want a report about. If you don't select anything, all data are selected.

Time Period
You can select a specific week, month or year over which you want a report. You can also fill in a start date and an end date. If you fill in both, the week, month or year will be chosen.
You don't have to fill in everything. The Auto Date  function fills in the blanks for you. For example, if you want a report over the first three months of the current year, you only fill in the start month and the end month, like this:

	Auto Date  interprets this as 

Definition
In the Definition section of this dialogue box, you can define what you want to see in your report and the level of detail. For example, you might want to know how much time is spent on all projects, without any further detail. You then select only Project  in level 1 and leave the other levels blank.
Suppose that you want a detailed report about a project in order to evaluate efficiency. On level 1, you can select Week, on level 2 Employee  and on level three Task.

	Print A Report
Sometimes, a report is more then one page. With the page indicator in the upper left hand corner, you can browse through the pages. If the page indicator is not visible, click the small window icon  in the lower left-hand corner.

The report created is ready to print. Choose Print from the File menu

	Customize Clock-o-Box
To customize Clock-o-Box, edit the lists used to fill in the hours.
You can edit the lists of employees, projects, tasks and details. Remember that changing a list does not affect the cards that are already filled in. So once a project is added to the list, the project name should not be changed.

	Administrator
The Clock-o-Box administrator is able to see all task lines at ones and more. He can make selections, order the task lines, make changes, etc. 

There are a few special administrator functions: 

Delete All Records With No Hours 
This function deletes all lines where no hours are filled in. This cleans up the database.

Backup This Box
You can use this function to make a backup. You can only make a backup when you are the host. Clients are not able to make a backup. If you run Clock-o-Box on a network with FileMaker Server and you want to make a backup, you have to close Clock-o-Box from the server, duplicate the file, and open it from within the server. You can also use the backup options offered by Filemaker Server. To make regular backups please refer to the Filemaker Server.

Empty This Box
This function deletes all task lines. Be careful! Always make a copy first!
As the amount of data grows, some functions of Clock-o-Box will slow down. After some time, depending on the number of people clocking their hours, the administrator should save all data and empty the box. If you use Clock-o-Box with two or three people, you can go on using the same box for two or three years. If your group is larger then 10 people, you may have to empty the box after six months.

	About ICATT
Clock-o-Box was created by:

ICATT is a leading multimedia and Internet production company, based in Amsterdam, The Netherlands. ICATT has produced numerous CD-ROMs, multimedia installations, websites, and interfaces for a large variety of companies, educational organizations and the Dutch Government.

ICATT
Herenmarkt 10
10 13 ED Amsterdam
The Netherlands

 Tel: +31(0)20 - 6383068
 Fax: +31(0)20 - 4206075
 E-mail: tools@icatt.nl
 Http: //www.icatt.com/ICATT_tools