Addendum for User Manual 08984-90003 - T
Contents
1. Addendum for User Manual 08984 90003 Microsoft Excel 2007 amp Excel 2010 Macro amp ActiveX Settings In Excel 2007 go to Excel Options gt gt Trust Center gt gt Trust Center Settings gt gt Macro Settings Select Enable all macros In the left frame select ActiveX Settings above Macro Settings and then select Prompt me before enabling all controls with minimal restrictions Press OK two 2 times to save the settings and return to the Excel 2007 main screen In Excel 2010 select the File tab and go to Excel Options Choose Trust Center go to Trust Center Settings and select ActiveX Settings In the right frame ensure that Prompt me before enabling all controls with minimal restrictions and Safe Mode are both selected In the left frame select Macro Settings and in the right frame select Enable all macros In the left frame select Trusted Locations and in the right frame select Add new location If you know the name of the folder in which TIMY Soft is installed default is C BKS enter the name and then click OK Otherwise click Browse to search for the installation folder and then the OK button when you have found it Press OK two 2 more times to save the settings and return to the Excel 2010 main screen Midnight Straddle or Crossover If you have used the midnight straddle feature on earlier versions the soft2. Attendance Systems T Data Limited Tel 44 0118 979 5070 Fax 44 0709 231 2381 e mail sales t data co uk www t data co uk Version 01 2013 2005 2013 T Data Ltd All rights reserved Page 6 of 6
3. manual cut and paste to achieve this function When a Summary Report has been created using Show Summary in the Control Panel open the Summary Report and right click on any cell in row 3 Answer Yes to the message that appears and a new Excel file will be created as Book 1 Book 2 etc Use the Excel Save As function to name the file appropriately Return to TIMY Soft by clicking on the tab to the left of the file just created After a Print Time Sheets report has been created right click again on the display use the Export function in the Select Employees screen and then Yes to the message that appears A new Excel file will be created as Book 2 Book 3 etc Use the Excel Save As function to name the file appropriately Return to TIMY Soft by clicking on the tab to the left of the Excel file just created Changes in TI MY Soft from Version 1 48 Microsoft Excel TIMY Soft now prevents the import of Time Stamps from the USB Key if Extend Calendars was not performed when Time Stamps cannot be imported TIMY Soft was opened The message on the right will You must First extend the calenders appear Quit Timy 5oft re start and extend the calenders Follow the instructions and then select Get Clocking Data again Version 01 2013 2005 2013 T Data Ltd All rights reserved Page 5 of 6 Audit Log When modifications are made to time stamps in the Employee Time Sheets the changes
4. TIMY Soft directory should be made in the event that a problem occurs with the PC whilst converting If TIMY Soft is used on a single computer the files should be converted If the conversion is not performed this question will be asked each time the TIMY Soft application is started If TIMY Soft is installed on a server and used from different PCs convert the format only if all users are working with Excel 2007 or 2010 Do not convert the application if one or more users are using an older version of Excel After the conversion the Time Sheets cannot be opened by older Excel versions File conversion is reversible Please contact us for details Once the reverse conversion is complete it is possible to use the TIMY Soft application with an Excel version prior to Excel 2007 Version 01 2013 2005 2013 T Data Ltd All rights reserved Page 3 of 6 When the conversion commences take care not to interrupt it because this may destroy the data files The duration of the conversion depends on the number of existing staff and the size of files based on retention history or purges made with previous versions of TIMY Soft If this is a new installation conversion takes less than a second When the conversion is complete the following message appears Microsoft Excel Ea Conversion completed successfully Click OK and the file format indicator in cell P1 will been seen to have switched to xlsm All Time Sheet files have now been conve
5. are highlighted in bold A log has been added that creates a Comments box in column B date column and records all modifications for this date with the date and time of modification Multiple changes on the Same date are recorded in the log If Excel permanently displays all Comments boxes the setting for Comments must be adjusted so that they are only displayed when the cursor is placed over the cell In Excel 2007 2010 2013 use Review gt Show Comments to toggle the display of Comments In Excel 2003 use Tools gt Options gt View gt Comments and select the Comment Indicator button Changes in TI MY Soft from Version 1 49 onwards In previous TIMY Soft versions if the USB Key data upload aborted for some reason the routine would leave the New Time Stamps tab hidden and the Time Sheet file concerned would remain open but hidden This is a situation which invariably results in a customer support call for assistance With Excel 2010 this occurs more frequently if one of the Time Sheets has been put into Page Mode by the user In version v1 49 the error trap routine will save and close an open Time Sheet file and will return the New Time Stamps sheet to visible status before exiting A similar action has been established for the Calendar Extension routine If the routine crashes and leaves a Time Sheet file open it will be saved and closed before the routine terminates TO T Data Time
6. days of extension Before launching the Extend Calendar function checks are made to ensure cell I2 content is numeric If not the content of cell I2 is erased There have been several cases where users have accidentally typed something into I2 that was non numeric causing a data type incompatible error with the TIMY Soft Application Version 01 2013 2005 2013 T Data Ltd All rights reserved Page 1 of 6 The same content check is made for cell B6 in all Time Sheets Cell B6 handles automatic Midnight Crossover functions If the content of cell B6 is non numeric the cell content is erased There have been cases of users entering non numeric comments in this cell causing a type incompatible error when Time Stamps are uploaded from the USB Key A new feature allows Employees who have left the company to remain in the files without extending the calendars in the Employee Time Sheet without appearing in the Time Stamp Error lists or the Summary list or the Print Time Sheets list Simply put an asterisk in front of the Family Name This can eventually save considerable space in the Employee Time Sheet file space Automatic handling of Smoke Breaks after midnight From Version 1 38 any Smoke Breaks made before the cell B6 limit are now shifted to the previous day 24 hours without user intervention Removing seconds from New Time Stamps The TIMY Time Recorder registers ID Badge time stamps in hours mi
7. earlier Excel versions files had the extension xls but with Excel 2007 amp 2010 the extension becomes xlsx for a file without macros and xlsm for a file with macros When a new Excel 2007 2010 workbook is created and saved without specifying the type of file Excel will create a file type xlsx This cannot be read by older versions of Excel 97 2000 2002 and 2003 Alternatively when saving with Excel 2007 2010 it is possible to specify saving a file in the old format Excel 97 2003 shown below File name book1 xls Save as EYBED e sce 97 2003 Workbook 2s Ee Excel Workbook xlsx rn Tools ki Excel Macro Enabled Workbook i xls Excel Binary Workbook xlsb Excel 97 2003 Workbook xls ML Data xml Single File Web Page mbt mbt Cancel FA Version 01 2013 2005 2013 T Data Ltd All rights reserved Page 2 of 6 Excel 2007 and 2010 automatically recognise the old format of xls and files of this type can be opened edited and saved without any special procedures This poses significant problems for MS Office application developers such as TIMY Soft as there are still many older versions of MS Office in the worldwide installed base of Microsoft and it will take several years before all Microsoft computers are equipped with new Office versions As a result TIMY Soft is obliged to remain in xls file format as it is impossible to know which version of Excel
8. is installed at a particular customer site In addition there are many customers who started with Excel 2003 and who subsequently upgraded their MS Office to 2010 The first reaction to this change at the market release of Excel 2007 was to stay in the xls format even for Excel 2010 TIMY Soft works well with 2007 but for obscure reasons Excel 2010 encounters a problem in managing Excel files in the old format As a result a TIMY Soft Time Sheet file that opens in less than 1 second with Excel 2003 takes up to 20 seconds to open with Excel 2010 Consequently changes have been made in the code file of TIMY Soft to allow it to be fully compatible with all TIMY Soft functions delivered since 2004 TIMY Soft now recognises the installed Excel version and displays this information in cell K1 of the Employee List sheet and the file format currently used is shown in cell P1 see image below ee ee Ge a Excel 2070 xls English Version 1 55 Conversion to Excel 2007 2010 file types When opening TIMY Soft the application checks the Excel version and if it finds that it is running under Excel 2007 or 2010 and that the time sheet files are in the old format it displays a message offering to convert files to the new format Microsoft Excel x You are using Excel 2007 or a more recent wersion To optimise the application you should convert it Convert now Ves Alo IMPORTANT Before converting a backup copy of the entire
9. nutes and seconds The seconds do not appear in the Employee Time Sheets for space reasons but when a time stamp is selected the Excel Formula Bar displays the full data including seconds This method assures precision but can be the cause of misunderstanding as any manual calculation for a given time period based on rounded hours and minutes may differ to the result calculated by the TIMY Soft application Seconds can be forced to 00 whenever Time Stamps are uploaded from the USB Key by setting cell G2 in the Main Screen Employee List to OO without quotes It is NOT possible to reset any existing time stamps which were uploaded previously from the USB Key Modify Employee Control Panel function Modify Employee now permits the change of Employee No in addition to the previous fields of First Name Family Name and Badge No Many users start off by simply using sequential numbers starting at 1 or O1 and then find out later that the Personnel Department uses another style for Personnel Numbers and that it would be consistent if the TIMY Soft Time Reporting System used the same numbers Changes in TI MY Soft Version from Version 1 47 and onwards TIMY Soft has a new optimisation function for Excel 2007 and Excel 2010 Details With the release of Office 2007 Microsoft made a complete break with all previous versions of Office This not only affects Excel but also Word PowerPoint Access etc For
10. ormulas in the timesheets by their actual values before the selected date Version 01 2013 2005 2013 T Data Ltd All rights reserved Page 4 of 6 Example If the TIMY Soft system was implemented in August 2008 there will be several years of history over 1500 lines of calendar dates The Time Sheets are probably over 1 5Mb and TIMY system functions have begun to slow The user would like to reduce the file size by deleting calendar dates but is not sure if there will be a future need to consult this older information In this case use the Replace function for example by entering 01 01 2011 as the stop date and click Go The system will then replace all the formulas with their numerical values since the installation up to 31 12 2010 There is no apparent difference in the time sheets with Show Time Sheet but in fact there are big differences within the structure Clicking a cell in column M Hours Clocked that has NOT been compacted a formula will be seen like SUM C14 D14 24 F14 E14 24 H14 G14 24 J14 114 24 L14 K14 24 in the formula bar of Excel while the value displayed in the cell may be 7 20 When this time sheet file is compacted the value 7 20 will be seen instead of the previous formula The value takes much less space than the formula hence the benefit in performing this operation Note changes cannot be made to any data that has been compacted All the formulae could be kept as it was but this
11. rted to the new format The application files TIMY Soft TIMY Soft_Code Point_Modele are in the original xls format and there will be no difference in the overall operation of the application except for faster speed of execution for the following functions Calendar Extension Upload of time stamps from the USB Summary Report creation Audit error checks and New Records Time Sheet editing and viewing Control Panel Changes Existing users updating from an earlier TIMY Soft version will notice that the label on the soft key button in the lower right of the Control Panel has changed Delete E malovee set Clocking Data This button was formerly labelled Delete Calendars and served only to purge the historical time stamps in order to reduce the file sizes The Compact Delete button allows two possible functions shown in the message below Compact Time Sheets delete old data l x Replace all Formulae with their values For the entire period before the date indicated below reduces File sizes substantially without deleting the data DELETE all data older than the date below reduces file sizes by definitely deleting old data Apply For the period before this date Gaol By default the function Replace all formulae before the date indicated below is selected Select Delete all data older than the date below to remove all data prior to the date entered The first function replaces all the f
12. ware would only move ONE time stamp to the previous day The assumption was that if a badge holder had started working the previous day they would not take any breaks after midnight so that the only Time Stamp concerned was the final one when they stopped working It is now recognised that there are night shifts where people take a break after midnight The current version will transfer ALL Time Stamps to the previous day on condition that there is already at least one time stamp present on the previous day Planning Mode From version 1 33 there is a function to write future dates into all Time Sheets Cell I2 in the Main Screen Employee List is unprotected If a number is entered into this cell for example 30 TIMY Soft will Extend Calendars from the next application re start for the selected number of days Close the TIMY Soft application re open it and answer Yes when the Extend Calendars message appears Erase the value in cell I2 after performing the Planning Mode extension Note Accessing cell I2 may require the use of the keyboard arrow keys instead of the mouse Extend Calendar function In early software versions if users extended the calendars into the future and then reset the extension to zero the Time Sheets of subsequently declared New Employees would not be extended Time Sheets of New Employees will now be extended to the same point as all the other Employees and NOT to now number of
13. will cause re calculations each time a file is opened and thus slowing the operation When making use of free columns in timesheets from Column AR with the advanced functions of the optional Forms software module compaction can have a second purpose Many of these functions use the cells in rows 5 and 6 for setting parameters If it is desired to change the settings from a certain date it is not possible because all history prior to that date will also be changed settings in lines 5 and 6 apply to the entire column This situation is particularly difficult when setting up counters such as cumulative daily or weekly differences With this new compaction feature the entire history can be frozen until the day preceding the effective date of the change Any changes can be made from the effective date whether in cells setting or outright replacement of a function by another Knowing that the history will never change The second function is identical to the old Delete Calendars and totally removes the history before the specified date This deletion is final and irreversible It is therefore imperative to backup the TIMY Soft files prior to this action and to fully understand the meaning of Delete old Data Exporting Reports to external Excel files From version 1 47 onwards TIMY Soft introduced a new feature that allows automatic creation of Time Sheet Reports and Summary Reports to an external Excel file Previous versions required
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