User Guide

Table of Contents

• Table of Contents
• Introduction
• Information about this User Guide
  • Purpose
  • Target Audience
• How to use this User Guide
  • How to navigate this document
  • Special formats
  • Navigating the GUI
  • Command format
  • Parameters
• Quick start
• Features
  • Tracking application details
    • Adding an application : add
    • Editing the details of an existing entry : edit
    • Completing an application : complete
    • Updating the application outcome to ‘Accepted’: accept
    • Updating the application outcome to ‘Rejected’: reject
  • Viewing specific applications
    • Listing upcoming deadlines : soon
    • Finding entries by keyword : find
    • Listing all entries : list
    • Sorting the entries : sort
  • Others
    • Deleting an entry : delete
    • Clearing all entries : clear
    • Undoing a change: undo
    • Redoing a change : redo
    • Exiting the program : exit
    • Viewing help : help
• FAQ
• Tips
• Command summary
  • Tracking application details
  • Viewing specific applications
  • Others
• Prefix summary
• Glossary
• Acknowledgements

Introduction

Are you a university student looking to score a holiday internship? Do you feel overwhelmed by all the application details you have to keep track of? Have you missed any application deadlines because there are just too many to remember? Have you ever wished that there were a comprehensive app that could help you track your entire internship application process? If you answered yes to any of these questions, we have just the application for you!

InternSHIP is a desktop app for university students to manage their internship application deadlines. Here are its main features:

• Tracking all essential internship application details (e.g. submission deadlines, interview date and time, completion status, etc…)
• Viewing specific applications

Now you will never miss any internship application deadlines or interviews again!

InternSHIP has been optimized for use via a Command Line Interface (CLI) while still having the benefits of a Graphical User Interface (GUI). If you can type fast, InternSHIP can get your internship management tasks done faster than traditional GUI apps.

We hope you find InternSHIP to be very useful in your internship hunt!

Information about this User Guide

This section aims to provide some information on the purpose as well as target audience of our User Guide.

Purpose

This guide aims to:

• Teach first-time users how to start using InternSHIP.
• Show users how to use each command in detail should they encounter any difficulty using any of the commands in InternSHIP.
• Answer some commonly asked questions in the FAQ section.
• Provide experienced users with tips on how to further improve their experience using InternSHIP.
• Provide existing users with a comprehensive summary of all the commands they can use in InternSHIP and the prefixes used in these commands.
• Show any interested party (e.g. other developers) the references used in the creation of InternSHIP.

Target Audience

As the target audience of InternSHIP is university students, this User Guide is mainly targeted towards the same demographic. This guide is therefore aimed at users who:

• Are familiar with navigating around a webpage using hyperlinks.
• Are comfortable downloading and installing software on their computer.
• Are able to type fast and are comfortable using a CLI.
  This User Guide does not assume that the reader has a technical background. Therefore, university students of all majors should be able to use this guide. The definitions for certain technical terms can be found in the glossary.

How to use this User Guide

This section aims to explain how to properly utilise our User Guide.

How to navigate this document

This document is separated into different sections:

1. Quick Start: Download, install and start using InternSHIP as a first-time user.
2. Features: Find detailed information about how to use each command in InternSHIP.
3. FAQ: Find answers to some commonly-asked questions.
4. Tips: View tips on how to enhance your experience with InternSHIP.
5. Command Summary: View a summary list of all the commands supported by InternSHIP.
6. Prefix Summary: View a summary list of all the prefixes for the different fields used in InternSHIP commands.
7. Glossary: Find the definitions of terms used in this User Guide.
8. Acknowledgements: Find the references used in the creation of InternSHIP. For a more detailed overview, refer to this Table of Contents at the start of our User Guide.

Special formats

Below are some special formats used throughout this User Guide:

Information boxes

Info: Information boxes provide extra information that might be useful!

Tips

Tip: Tips are pointers that can help to improve your experience using InternSHIP!

Warnings

Warning: Warnings are very important messages to take note of to avoid any unintended consequences of a command!!

Highlights

Highlights are used to emphasise special text such as parameters, field values, commands, file names or any user inputs.

Navigating the GUI

Different sections of the application window have been annotated in the image shown below:

The UI has been designed and optimized to be navigated via the Command Line Interface (CLI) although some buttons are clickable.

Users can enter commands into the command box and press ENTER to execute them. The results will be displayed on the result box, showing appropriate messages. Depending on the command entered, the main panel may be updated accordingly.

Tip: To scroll through the list of applications, users can do so by simply scrolling up and down or clicking on an entry and pressing the arrow keys UP and DOWN

Command format

All the commands in the Features section adhere to the following rules:

• Words in UPPER_CASE are the parameters to be supplied by the user.
  e.g. if the User Guide states add COMPANY_NAME, users can input add Shopee, or any other company name.

Tip: Go to our glossary and parameters sections to find out more about parameters!

• Items in square brackets are optional.
  e.g c/COMPANY_NAME [r/REQUIREMENT] can be used as c/Shopee r/CV or as c/Shopee.

• Items with …​ after them can be used multiple times including zero times.
  e.g. [r/REQUIREMENT]…​ can be used as r/ (0 time), r/CV (1 time), r/CV r/Resume (2 times) etc.

• Parameters can be in any order.
  e.g. if the command specifies c/COMPANY_NAME p/INTERNSHIP_POSITION, p/INTERNSHIP_POSITION c/COMPANY_NAME is also acceptable.

• If a parameter is expected only once in the command but you specified it multiple times, only the last occurrence of the parameter will be taken.
  e.g. if you specify c/Grab c/Shopee, only c/Shopee will be taken.

• For parameters that can be specified any number of times(APPLICATION_REQUIREMENTS and INTERVIEW_DATE_AND_TIME), if the same values are specified multiple times, only one instance will be taken.
  e.g. if you specify r/CV r/CV r/CV, only r/CV will be taken.

• For commands that do not require any parameters (such as list and clear), any parameters input by the user will be ignored.
  e.g. list 123 will be interpreted as just list.

Parameters

Here is a summary of all the parameters used in InternSHIP commands:

Quick start

1. Ensure you have Java 11 or above installed in your Computer.

2. Download the latest InternSHIP.jar from here.

3. Copy the file to the folder you want to use as the home folder for your InternSHIP app.

4. Double-click the file to start the app.
   Tip: If double-clicking does not work for you, try to open the app via terminal. To do so, open the terminal, key in java -jar InternSHIP.jar and press Enter.

5. A GUI similar to the one shown below should appear in a few seconds. Note how the app contains some sample data.
   
   

   Tip: Use the clear command to erase all the sample data when you no longer need them.

6. Type the command in the command box and press Enter to execute it.
   Some example commands you can try:

   • help : Opens up the Help Window.

   • list : Lists all the entries in the internship list.

   • add c/shopee p/software engineer d/2021-12-12: Adds a company shopee with the position software engineer at deadline 2021-12-12 to the application list.

   • delete 3 : Deletes the 3rd entry in the application list.

   • clear : Deletes all the application entries.

   • exit : Exits the app.
7. Refer to the Features below for details of each command.

Features

This section shows all of InternSHIP’s supported commands and how they should be used.

The commands are split in terms of InternSHIP’s main features:

• Tracking application details
• Viewing specific applications
• Others

Tip: To make the best use of this section, make sure to familiarise yourself with the command format rules and parameters used!

Tracking application details

Adding an application : add

Adds a new entry to the application list in InternSHIP.

Info:
Minimally, the following fields are required when a new entry is added:
- COMPANY_NAME
- INTERNSHIP_POSITION
- APPLICATION_DEADLINE

There are three fields that receive their default values.
These fields can be changed later using the edit, complete or accept/reject commands respectively.
- APPLICATION_PRIORITY: set as Medium
- COMPLETION_STATUS set as Uncompleted
- APPLICATION_OUTCOME (i.e., application status) set as Pending

Additionally, APPLICATION_REQUIREMENTS, and INTERVIEW_DATE_AND_TIME are optional fields that can either be specified or not.
If not specified at this stage, it can still be added and edited later using the edit command.

Adding an application entry with the same COMPANY_NAME and INTERNSHIP_POSITION as an existing entry is not allowed.

Format: add c/COMPANY_NAME p/INTERNSHIP_POSITION d/APPLICATION_DEADLINE [r/APPLICATION_REQUIREMENTS]…​ [i/INTERVIEW_DATE_AND_TIME]…​

• Adds a new application with the specified field values to the list.

Tip: You can input more than one INTERVIEW_DATE_AND_TIME since many companies have multiple rounds of interviews for a single application!

Examples:

• add c/Shopee p/software engineer d/2021-12-12 adds a new internship application to Shopee as a software engineer, with the application deadline 12 December 2021.
• add c/Shopee p/software engineer d/2021-12-12 r/resume adds a new internship application with the same details as the previous example, but with an additional application requirement of a resume.
• add c/Shopee p/software engineer d/2021-12-12 r/resume i/2021-12-18 1030 adds a new internship application with the same details as the previous example, but with an interview on 18 Dec 2021 10:30.

Before the command add c/Shopee p/software engineer d/2021-12-12

After the command add c/Shopee p/software engineer d/2021-12-12

Editing the details of an existing entry : edit

Edits the fields of a specified existing entry in the application list.

Info:
The fields that can be edited using this command are:
- COMPANY_NAME
- INTERNSHIP_POSITION
- APPLICATION_DEADLINE
- APPLICATION_PRIORITY
- APPLICATION_REQUIREMENTS
- INTERVIEW_DATE_AND_TIME
Editing any field is optional, but least one field must be edited each time.
Multiple fields can be edited at the same time.

For the edited fields, existing values will be overwritten and updated to the new input values. The values for the rest of the fields will remain the same.

Editing an application entry such that the COMPANY_NAME and INTERNSHIP_POSITION become the same as an existing entry is not allowed.

Warning: For the optional fields INTERVIEW_DATE_AND_TIME and APPLICATION_REQUIREMENTS, editing them overrides all their existing values!
To add on to the existing values or edit an existing value, all the existing values need to be copied over (e.g. to add “CV” as a requirement to an entry that already has “resume” as a requirement, use edit INDEX r/resume r/CV instead of just edit INDEX r/CV, or else “resume” will disappear).

Tip:
For the optional fields APPLICATION_REQUIREMENTS and INTERVIEW_DATE_AND_TIME, you can remove all the requirements or interview date and times by using edit r/ or edit i/ respectively without specifying anything after the prefix.

Format: edit INDEX [c/COMPANY_NAME] [p/INTERNSHIP_POSITION] [d/APPLICATION_DEADLINE] [pr/APPLICATION_PRIORITY] [r/APPLICATION_REQUIREMENTS]…​ [i/INTERVIEW_DATE_AND_TIME]…​

• Edits the application at the specified INDEX.

Examples:

• edit 1 c/Grab d/2021-12-20 changes the company name and deadline of the 1st application to Grab and 2021-12-20 respectively.
• edit 2 p/UI designer changes the internship position of the 2nd application to UI designer.

Before the command edit 1 c/Grab d/2021-12-20

After the command edit 1 c/Grab d/2021-12-20

Completing an application : complete

Updates the completion status of an application from ‘Uncompleted’ to ‘Completed’.

Info:
The completion status of the application represents whether the user has completed and submitted the application (and all related requirements) or not.

Format: complete INDEX

• Marks the entry at the specified INDEX as completed.

Examples:

• complete 3 marks the 3rd entry in the application list as completed.

Before the command complete 3

After the command complete 3

Info:
Trying to mark an application as completed when it has already been marked as completed will produce an error message.

Updating the application outcome to ‘Accepted’: accept

Updates the application outcome (status) of an application to ‘Accepted’.

Info:
The application outcome is the decision/outcome provided by the company on whether the candidate has been Accepted or not for the role.
It is different from the completion status!

The accept command also automatically marks the application entry at the specified index as ‘Completed’, because it is assumed that if the user has already received the application outcome, then they must have completed and submitted the application.

Format: accept INDEX

• Marks the entry at the specified INDEX as ‘Accepted’.

Examples:

• accept 4 marks the 4th entry in the application list as ‘Accepted’.

Before the command accept 4

After the command accept 4

Info:
Trying to mark an application as accepted when it has already been marked as accepted will produce an error message.

Updating the application outcome to ‘Rejected’: reject

Updates the application outcome (status) of an application to ‘Rejected’.

Info:
The application outcome is the decision/outcome provided by the company on whether the candidate has been Rejected or not for the role.
It is different from the completion status!

The reject command also automatically marks the application entry at the specified index as ‘Completed’, because it is assumed that if the user has already received the application outcome, then they must have completed and submitted the application.

Format: reject INDEX

• Marks the entry at the specified INDEX as ‘Rejected’.

Examples:

• reject 3 marks the 3rd entry in the application list as ‘Rejected’.

Before the command reject 3

After the command reject 3

Info:
Trying to mark an application as rejected when it has already been marked as rejected will produce an error message.

Viewing specific applications

Listing upcoming deadlines : soon

Shows all the applications with submission deadlines or interview times that are within a specified number of days from today.

Info:
The available fields are:
- APPLICATION_DEADLINE d/
- INTERVIEW_DATE_AND_TIME i/

Tip: For APPLICATION_DEADLINE, soon will only show applications that are not completed yet!

Format: soon FIELD DAYS

• Find applications that are within DAYS days.
• Only one field and one keyword can be provided each time.

Examples:

• soon d/5 shows applications whose submission deadlines are within 5 days from today’s date.

Before the command soon d/5

After the command soon d/5

Finding entries by keyword : find

Warning: This command will display a filtered list. If you want to go back and view the full list of applications in InternSHIP, use the list command (explained below) after this command instead of the undo command!

Finds application(s) from the application list.

Info:
The fields available to be found are:
- COMPANY_NAME c/
- INTERNSHIP_POSITION p/
- COMPLETION_STATUS c1/
- APPLICATION_OUTCOME (i.e. STATUS) s/
- APPLICATION_PRIORITY pr/
- APPLICATION_REQUIREMENTS r/

Format: find FIELD keyword

• Finds all application(s) from the application list that match the keyword in the given field.
• Format of keyword should follow the required format of the FIELD as specified in the Parameter Summary.
• Only one field and keyword(s) can be provided each time.
• For completion status, application outcome and application priority, exactly one keyword can be provided each time.

Examples:

• find c/Grab shows all the applications whose company name is Grab.
• find p/software engineer shows all the applications whose position is software engineer.
• find c1/Completed shows all the applications that are completed.
• find s/Accepted shows all the applications whose application outcome is accepted.
• find pr/High shows all the applications whose priority is high.
• find r/cv shows all the applications that include cv as a requirement.

Before the command find pr/High

After the command find pr/High

Listing all entries : list

Shows a list of all the entries in the application list in InternSHIP.

Format: list

Before the command list (assume the previous command results in only partial list being displayed)

After the command list (full application list is displayed)

Sorting the entries : sort

Warning: The undo command cannot undo list sorting!

Sorts all entries in the currently displayed application list by a specified field.

Info:
The fields available to sort by are:
- COMPANY_NAME c/ (ascending alphabetical order)
- INTERNSHIP_POSITION p/ (ascending alphabetical order)
- APPLICATION_DEADLINE d/ (sooner to later deadline)
- INTERVIEW_DATE_AND_TIME i/ (sooner to later interview)
- APPLICATION_PRIORITY pr/ (higher to lower priority)

Format: sort FIELD

• Sorts the application list by FIELD.

Examples:

• sort c/ shows all the applications saved in the current InternSHIP sorted by company name, in alphabetical order.

Before the command sort c/

After the command sort c/

Others

Deleting an entry : delete

Deletes the specified entry from the application list.

Format: delete INDEX

• Deletes the entry at the specified INDEX.

Examples:

• delete 2 deletes the 2nd entry in the main application list.

Before the command delete 2

After the command delete 2

Clearing all entries : clear

Clears all entries from InternSHIP.

Format: clear

Before the command clear

After the command clear

Undoing a change: undo

Undoes a change made to the application list.

Warning: This command is to be used after a command that actually makes some change to the application list. Inappropriate use may result in unexpected behaviors.

Info:
Commands that can be undone:
- add
- edit
- complete
- accept
- reject
- delete
- clear
Commands that cannot be undone and thus should not be followed by undo:
- soon
- find
- list
- sort

Warning: When successive changes are made, the undo command will undo the most recent change. Successive undo commands will undo the previous changes from the most recent to the oldest, until there are no more changes that can be undone.

Format: undo

Examples:

• delete 1 followed by undo undoes the deletion of the first entry. As a result, that entry will reappear in the application list.
• edit 1 p/tester followed by undo undoes the change made to the first entry’s position field. As a result, the position field of that entry will be restored to its previous value.

Before the command undo (application at index 1 is deleted)

After the command undo (application at index 1 is added back to the list)

Redoing a change : redo

Redoes a change made to the application list.

Warning: This command is to be used directly after the undo command.
If undo undoes a change (e.g., delete 1 followed by undo), and is then followed by a command that makes some new change to the application list (e.g., edit 2 pr/High), then redo can no longer redo the undone change (i.e. delete 1 cannot be redone).

Warning: If undo is used multiple times, redo will redo the most recent undone change.
Successive redo commands will redo the undone changes from the most recent to the oldest, until there are no more undone changes to be redone.

Format: redo

Examples:

• delete 1 followed by undo and then redo redoes the deletion of the first entry after it is restored by undo. As a result, that entry will no longer be in the application list.
• edit 1 p/tester followed by undo and then redo redoes the change made to the first entry’s position field after it is undone by undo. As a result, the value of the position field of that entry will be changed to “tester”.

Before the command redo (deletion of the first application was undone)

After the command redo (the first application was deleted once again)

Exiting the program : exit

Exits the InternSHIP app.

Format: exit

Viewing help : help

Shows a message directing the user to the Command Summary section of InternSHIP’s User Guide.

Format: help

FAQ

Q: How do I transfer my data to another Computer?
A: Install the app in the other computer and overwrite the empty data file it creates with the file that contains the data of your previous InterSHIP app home folder.

Q: How can I save my data in the app?
A: InternSHIP data is saved in the hard disk automatically after any command changes the data. There is no need to save manually.

Tips

• Commands that change the displayed list in InternSHIP (e.g. find, sort) can be used in conjunction with commands that take in INDEX as a parameter (e.g. delete, complete) so that you can work faster!
  • e.g. find c/Grab followed by complete 1 can help you quickly find the application you made to Grab and mark it as completed, instead of slowly searching through your entire list of applications!
    
• Commands that change the displayed list in InternsHIP (e.g. find, sort) can also be used in conjunction with each other!
  • e.g. find c/Grab followed by sort pr/ shows all the applications you made to Grab, sorted from higher to lower priority!

Command summary

This section gives an overview of all the commands supported by InternSHIP.

Tracking application details

Viewing specific applications

Others

Prefix summary

This section provides a summary of all the fields and their corresponding prefixes as used in InternSHIP commands.

Warning: Please make sure you enter the prefix correctly!
The list above is a complete list of all the prefixes used in InternSHIP commands. Any other prefixes are considered invalid, and may be interpreted incorrectly or lead to unexpected error messages if used.

Glossary

This section explains some terms used in this User Guide.

Acknowledgements

• This project is based on the AddressBook-Level3 project created by the SE-EDU initiative.
• The formatting and content of this User Guide is referenced from AY2021S2-CS2103T-T11-2/tp
• The ship in the InternSHIP icon was obtained from flaticon.com
• Canva was used to make the InternSHIP icon.
• Libraries used:
  • JavaFX
  • Jackson
  • JUnit5
  • TestFX