FOP Manager - User Guide

By: Team T08-4 Since: Jan 2019 Licence: MIT

1. Introduction
2. About User Guide
3. Quick Start
4. Features
5. FAQ
6. Command Summary

1. Introduction

FOP Manager is a desktop Graphical User Interface (GUI) address book app, specifically designed for NUS Freshman Orientation Camp Organizers to manage the contact information of camp participants: both Orientation Group Leaders (OGLs) and Freshmen. It is optimized for those who prefer to work with a Command Line Interface (CLI). If you can type fast, FOP Manager can get your contact management tasks done faster than traditional GUI apps.

Interested? Hurry, jump to Quick Start to get started!

2. About User Guide

This user guide shows you how to get started with FOP Manager. It introduces you to the features of FOP Manager and provides you with examples, that you will become an expert user in no time!

Throughout this user guide, there will be various icons used, as shown below:

This is a tip. Following these suggestions will make using FOP Manager much simpler!

This is a note. Read these for additional information.

This is a warning. Make sure to heed the warnings for FOP Manager to work smoothly!

3. Quick Start

This section serves as a tutorial for a new user to FOP Manager.

3.1. Installation

Ensure you have Java version 9 or later installed in your Computer.
Download the latest fop_manager.jar here.
Copy the file to the folder you want to use as the home folder for FOP Manager.
Double-click the file to start the app. The GUI should appear in a few seconds and will look like this:

3.2. Introducing the Interface

Undo List: This list displays all undoable commands executed since the app was started.
Redo List: This list displays all redoable commands executed since the app was started.
Participant List: This panel shows a list of all the participants and their information you have stored so far.
Result Box: The result box displays the result to the commands you input.
Command Box: The command box is where all commands should be typed in.

3.3. Try It Out!

Now that you understand the app’s interface, you can now try keying in commands to interact with FOP Manager.

Type the command in the command box and press Enter to execute it.
e.g. typing help and pressing Enter opens the help window.

Some example commands you can try:

list : lists all contacts
add_o n/John Doe s/M b/27071999 p/98765432 e/johnd@example.com m/Information Systems g/ : adds an OGL named John Doe to your contact list
add_h Red : adds a House named Red
add_g R1 Red : adds a Group named R1 to the House Red
delete 3 : deletes the 3rd contact shown in the current list
exit : exits the app

Refer to Features for details of each command.

4. Features

This section tells you about the features available in FOP Manager.

Command Format

Words in UPPER_CASE are parameters to be supplied by the user
e.g. if the command states n/NAME, NAME is a parameter which can be used as n/John Doe.
Items in square brackets are optional
e.g n/NAME [t/TAG] can be used as n/John Doe t/friend or as n/John Doe.
Items with … after them can be used as many times as you want
e.g. [t/TAG]… can be used as (i.e. 0 times), t/friend, t/friend t/family etc.

4.1. Viewing help : `help`

Opens a window with a list of all the commands available on FOP Manager
Format: help

4.2. Add Commands

4.2.1. Adding a freshman : `add_f`

Adds a freshman to the Freshman list
Format: add_f n/NAME s/SEX b/BIRTHDAY p/PHONE e/EMAIL m/MAJOR g/GROUP [t/TAG]…

Parameters can be accepted in any order.
A freshman can have any number of tags (including 0).

GROUP can be left blank i.e. g/

If not blank, the GROUP must exist before a freshman can be added to it

Examples:

add_f n/John Doe s/M b/27071999 p/98765432 e/johnd@example.com m/Information Systems g/
add_f n/Jane Doe s/F e/betsycrowe@example.com m/CS g/ p/1234567 t/vegetarian

4.2.2. Adding an OGL : `add_o`

Adds an OGL to the OGL list
Format: add_o n/NAME s/SEX b/BIRTHDAY p/PHONE e/EMAIL m/MAJOR g/GROUP [t/TAG]…

Parameters can be accepted in any order.
An OGL can have any number of tags (including 0).

GROUP can be left blank i.e. g/

If not blank, the GROUP must exist before an OGL can be added to it

Example:

add_o n/James Boe s/M b/27071999 p/13579753 e/jamesd@example.com m/CEG g/
add_o n/Jane Doe s/F e/betsycrowe@example.com m/CS g/ p/1234567 t/vegetarian

4.2.3. Adding other participants : `add`

Adds other participants involved in the camp that are neither Freshmen nor OGLs to the contact list
Format: add n/NAME s/SEX b/BIRTHDAY p/PHONE e/EMAIL m/MAJOR g/GROUP [t/TAG]…

Parameters can be accepted in any order.
An entered participant can have any number of tags (including 0).

Leave GROUP blank i.e. g/ since there is no group allocation for this participant!

Example:

add n/James Boe s/M b/27071999 p/13579753 e/jamesd@example.com m/CEG g/ t/Camp Commandant

4.2.4. Adding a house : `add_h`

Adds a house that can contain different groups
Format: add_h HOUSENAME

House names are always saved with first letter in Uppercase, the rest in lowercase

House names cannot contain spaces

Example:

add_h blue saves a house named Blue to the house list.

4.2.5. Adding a group : `add_g`

Adds a group to a house
Format: add_g GROUPNAME HOUSENAME

Group names are always saved in all-caps

Group names cannot contain spaces

Groups can only be added to houses that already exist

Example:

add_g b1 blue saves a group named B1 in house Blue to the group list.

4.3. Edit Commands

4.3.1. Editing a participant : `edit`

Edits an existing participant in the contact list.
Format: edit INDEX [n/NAME] [p/PHONE] [m/MAJOR] [g/GROUP] [t/TAG] …

Edits the participant currently shown at INDEX.
At least one of the optional fields must be provided.
Existing values will be updated to the input values.
When editing tags, the existing tags of the participant will be removed i.e adding of tags is not cumulative.

INDEX must be a positive integer: 1, 2, 3, …

To edit a particular participant by name, first find the participant by name, then edit by index

Remove all the participant’s tags by typing t/ without specifying any tags after it

Edit a participant’s GROUP after adding them, instead of choosing a group for them from the start

Examples:

edit 1 p/91234567 g/g1
Edits the phone number and group of the participant at index 1 to be 91234567 and G1 respectively.
edit 2 n/John Koe t/
Edits the name of the participant at index 2 to be John Koe and clears all existing tags.

4.3.2. Editing a house : `edit_h`

Edits a house name.
Format: edit_h OLDHOUSENAME NEWHOUSENAME

Edits the house named OLDHOUSENAME to NEWHOUSENAME
All groups under the old house name remain in the new house.

OLDHOUSENAME must exist in the current list of houses

NEWHOUSENAME must not exist in the current list of houses

House names are not case-sensitive

Example:

edit_h Red green
Edits the house named Red to Green.

4.3.3. Editing a group : `edit_g`

Edits a group name.
Format: edit_g OLDGROUPNAME NEWGROUPNAME

Edits the group named OLDGROUPNAME to NEWGROUPNAME
The GROUP of all participants within the old group is automatically updated.

OLDGROUPNAME must exist in the current list of groups

NEWGROUPNAME must not exist in the current list of groups

Group names are not case-sensitive

Example:

edit_g red1 red2
Edits the group named RED1 to RED2. All participants in RED1 are now in RED2.

4.4. List Commands

4.4.1. Listing all the participants : `list`

Shows a list of all the participants involved in the camp in your contact list.
Format: list

4.4.2. Listing all freshmen : `list_f`

Shows a list of all the freshmen in the freshmen list.
Format: list_f

4.4.3. Listing all OGLs : `list_o`

Shows a list of all the OGLs in the OGL list.
Format: list_o

4.4.4. Listing all group participants : `list_g`

Shows a list of all the participants in a group.
Format: list_g GROUPNAME

Group names are not case-sensitive

list_g empty lists participants with an empty group field

OLDGROUPNAME must exist in the current list of groups

Examples:

list_g g1 lists all participants in Group G1 if G1 exists.
list_g empty lists all participants not in any group yet.

4.5. View Commands

4.5.1. Viewing all houses : `view_h`

Views the list of all houses added so far.
Format: view_h

Example:

Houses Orange and Blue have been added.
view_h returns [Orange, Blue].

4.5.2. Viewing all groups : `view_g`

Views the list of all groups added so far, along with the house they belong to.
Format: view_g

Example:

Groups R1 and R2 have been added under the house Red.
view_g returns [(R1, Red), (R2, Red)].

4.6. Delete Commands

4.6.1. Deleting a participant : `delete`

Deletes the specified participant from your contact list.
Format: delete INDEX

Deletes the participant at the specified INDEX.
The index refers to the index number shown in the displayed contact list.

The index must be a positive integer: 1, 2, 3, …

Examples:

list has just been entered.
delete 2 deletes the participant at index 2.
find Betsy has just been entered.
delete 1 deletes the participant at index 2 in the results of the find command.

4.6.2. Deleting a group : `delete_g`

Deletes the specified group from the list of groups.
Format: delete_g GROUPNAME

Deletes the group matching the specified GROUPNAME.
GROUPNAME must exist in the list of groups.

The group must contain no participants before it can be deleted

Group names are not case-sensitive

Examples:

Group G1 has just been added under house Green.
delete_g G1 removes the group G1 from the list of groups.
list_g y1 shows only one participant in Group Y1.
edit 1 g/ removes the participant from the group.
delete_g Y1 removes the group Y1 from the list of groups.

4.6.3. Deleting a house : `delete_h`

Deletes the specified house from the list of houses.
Format: delete_h HOUSENAME

Deletes the house matching the specified HOUSENAME.
HOUSENAME must exist in the list of hosues.

The house must contain no groups before it can be deleted.

House names are not case-sensitive

Examples:

A house named Blue has just been added.
delete_h blue deletes the house Blue.
view_g shows only 1 group R1 in the house Red.
Group R1 is deleted by first removing its participants from the group, then entering delete_g R1.
delete_h RED deletes the house Red.

4.7. Displaying the camp size: `size`

Displays the total number of participants, the number of OGLs and freshmen, and the number of houses and groups in the command result box.
Format: size

4.8. Finding participants by name: `find`

Finds participants whose names contain any of the given keywords.
Format: find KEYWORD [MORE_KEYWORDS]

The search is case insensitive. e.g hans will match Hans
The order of the keywords does not matter. e.g. John Poe will match Poe John
Only name is searched.
Only full words will be matched e.g. Han will not match Hans
Participants matching at least one keyword will be returned (i.e. OR search). e.g. Hans Bo will return Hans Gruber, Bo Yang

Examples:

find John returns john and John Goe
find Betsy Tim John returns any participant having names Betsy, Tim, or John

4.9. Selecting a participant : `select`

Selects the participant identified by the index number used in the displayed participant list.
Format: select INDEX

Selects the participant at the specified INDEX.
The index refers to the index number shown in the displayed participant list.
The index must be a positive integer 1, 2, 3, …

Examples:

list has just been entered.
select 2 selects the participant at index 2 in your contact list.
find Betsy has just been entered.
select 1 selects the participant at index 1 in the results of the find command.

4.10. Listing entered commands : `history`

Lists all the commands that you have entered in reverse chronological order.
Format: history

Pressing the ↑ and ↓ arrows will display the previous and next input respectively in the command box.

4.11. Undoing previous command : `undo`

Restores your contact list to the state before the previous undoable command was executed.
Format: undo

Undoable commands are commands that modify your contact list’s content (add, delete, edit and clear).

Undoable commands are shown in the undo list.

Examples:

delete 1 has just been entered.
undo reverses the delete 1 command
Only select 1 has been entered.
undo fails as there are no undoable commands executed previously.
delete 1 and clear have been entered.
undo reverses the clear command.
undo reverses the delete 1 command.

4.12. Redoing previously undone command : `redo`

Reverses the most recent undo command.
Format: redo

Redoable commands are shown in the redo list.

Examples:

delete 1 has just been entered.
undo reverses the delete 1 command.
redo reapplies the delete 1 command.
Only delete 1 has been entered.
redo fails as there are no undo commands executed previously.
delete 1 and clear have just been entered.
undo reverses the clear command.
undo reverses the delete 1 command.
redo reapplies the delete 1 command.
redo reapplies the clear command.

4.13. Randomizing groupings : `randomize`

Randomize group allocation of all registered participants.
Format: randomize

Command will only work under the following conditions:
- At least 2 groups created
- Number of OGLs must be more than number of groups
- At least 2 participants registered

Examples:

randomize
Successful Output:

randomize.
Error Output:

4.14. Show camp participants' statistic: `stat`

Show the camp participants' statistic base on age, major and sex in the form of pie charts

Format: stat

This command will not work if there are no participant inside the application.

Examples:

add_o n/John Doe s/M b/27071999 p/98765432 e/johnd@example.com m/Information System g/
add_o n/Joh Doe s/F b/27071998 p/98765432 e/johnd@example.com m/ceg g/
add_o n/John s/M b/27071995 p/98765432 e/johnd@example.com m/Information System g/
add_o n/Doe s/M b/27071999 p/98765432 e/johnd@example.com m/cs g/
Add some sample data to the application
stat
The output is shown below:

4.15. Save statistic pie charts to images: `save_c`

Save the pie charts generated by the stat command to image files

Format: save_c [FILE NAME]

This command will not work if there are no participant inside the application.

This command only save the most recently generated charts. Use the stat command before this command to avoid outdated or empty charts.

Examples:

stat
save_c For NUS
Save the charts to image files with the name "For NUS"

4.16. Export Commands

4.16.1. Exporting the whole contact list : `export`

Exports all entries from your contact list to Excel Spreadsheet.
Format: export

Excel Spreadsheet name is FOP_MANAGER_LIST.xls.
Excel Spreadsheet will be saved in the current User Directory.

Entering the export commands will result in an Excel Spreadsheet in the current User Directory. As shown below.

The Excel Spreadsheet will look like this:

Save and close the Excel file before exporting.

There are other export commands to produce a spreadsheet for Freshmen and OGL lists as shown in the next two sections.
The name of the file will change accordingly, however, the location is the same.

4.16.2. Exporting only the Freshmen in the contact list : `export_f`

Exports all the Freshmen entries from your contact list to Excel Spreadsheet.
Format: export_f

Excel Spreadsheet name is FOP_MANAGER_FRESHMEN_LIST.xls.
Excel Spreadsheet will be saved in the current User Directory.

Save and close the Excel file before exporting.

4.16.3. Exporting only the OGLs in the contact list : `export_o`

Exports all the OGL entries from your contact list to Excel Spreadsheet.
Format: export_o

Excel Spreadsheet name is FOP_MANAGER_OGL_LIST.xls.
Excel Spreadsheet will be saved in the current User Directory.

Save and close the Excel file before exporting.

4.17. Importing contact list : `import`

Imports contact list from an Excel Spreadsheet into the FOP Manager.
Format: import

The Excel Spreadsheet should have the headings in the order NAME, SEX, BIRTHDAY, PHONE, EMAIL, MAJOR, GROUP and then TAG.
Entries in the NAME, SEX, BIRTHDAY, PHONE, EMAIL, MAJOR and TAG columns have to be non-null.
Only the non-duplicate contacts are added.
If we want to edit the contacts found in the FOP Manager via excel, we should clear the FOP Manager and then import.

Spreadsheet name has to be FOP_MANAGER_LIST.xls and it has to be located at the current User Directory.
The values entered under each respective columns, have to follow the format of the the add command.
The TAG column cannot be empty. If you want it to be empty, put a white space.
Save and close the Excel file before importing.

Command Purpose Example Reference

Command	Purpose	Example	Reference
`help`	Views help	`help`	Viewing help
`add_f`	Adds a freshman	`add_f n/NAME s/SEX b/BIRTHDAY p/PHONE e/EMAIL m/MAJOR g/GROUP [t/TAG]…`	Adding a freshman
`add_o`	Adds an OGL	`add_o n/NAME s/SEX b/BIRTHDAY p/PHONE e/EMAIL m/MAJOR g/GROUP [t/TAG]…`	Adding an OGL
`add`	Adds a participant	`add n/NAME s/SEX b/BIRTHDAY p/PHONE e/EMAIL m/MAJOR g/GROUP [t/TAG]…`	Adding a participant
`add_h`	Adds a house	`add_h HOUSENAME`	Adding a house
`add_g`	Adds a group	`add_g GROUPNAME HOUSENAME`	Adding a group
`edit`	Edits participant at `INDEX`	`edit INDEX [n/NAME] [p/PHONE_NUMBER] [e/EMAIL] [m/MAJOR] [g/GROUP] [t/TAG]…`	Editing a Participant
`edit_h`	Edits an existing house’s name	`edit_h OLDHOUSENAME NEWHOUSENAME`	Editing a house
`edit_g`	Edits an existing group’s name	`edit_g OLDGROUPNAME NEWGROUPNAME`	Editing a group
`list`	Lists all participants in contact list	`list`	Listing all participants
`list_f`	Lists all freshmen in contact list	`list_f`	Listing all freshmen
`list_o`	Lists all OGLs in contact list	`list_o`	Listing all OGLs
`list_g`	Lists all participants in a particular group	`list_g GROUPNAME`	Listing all group participants
`view_h`	Views all houses in house list	`view_h`	Viewing all houses
`view_g`	Views all groups in group list	`view_g`	Viewing all groups
`delete`	Deletes participant at `INDEX`	`delete INDEX`	Deleting a participant
`delete_g`	Deletes a group	`delete_g GROUPNAME`	Deleting a group
`delete_h`	Deletes a house	`delete_h HOUSENAME`	Deleting a participant
`size`	Displays the number of participants, OGLs, freshmen, houses and groups	`size`	Displaying camp size
`find`	Finds participants by name	`find KEYWORD [MORE_KEYWORDS]`	Finding participants by name
`select`	Selects participant at `INDEX`	`select INDEX`	Selecting a participant
`history`	Lists all previously entered commands	`history`	Listing entered comamnds
`undo`	Undoes previous command	`undo`	Undoing previous command
`redo`	Redoes previously undone command	`redo`	Redoing previously undone command
`randomize`	Randomizes group allocation	`randomize`	Randomizing groupings
`stat`	Show participants statistic	`stat`	Show camp participants' statistic
`save_c`	Save charts to images	`save_c [FILE NAME]`	Save statistic pie charts to images
`export`	Exports contact list	`export`	Exporting whole contact list
`export_f`	Exports freshmen contact list	`export_f`	Exporting freshmen contact list
`export_o`	Exports OGL contact list	`export_o`	Exporting OGL contact list
`import`	Imports contacts	`import`	Importing contact list from Excel Spreadsheet
`clear`	Clears contact list	`clear`	Clearing all entries
`exit`	Exits program	`exit`	Exiting the program