User Guide

Table of Contents

1. Introduction
   • Who is CareerSync for?
   • What is the purpose of this User Guide?
   • What can students do with CareerSync?
2. Essential Terms & Symbols
   • Glossary
   • Legend
3. Quick Start
   • Installation
   • Navigating CareerSync
   • Tutorial
4. Commands
   • Command Summary
   • Adding an internship
   • Deleting an internship
   • Listing all internships
   • Editing an internship
   • Adding a remark
   • Finding internships by keywords
   • Sorting internships by fields
   • Add a Task to an Internship
   • Set Deadline to a Task
   • Deleting Tasks from an Internship
   • Clearing all internships
   • Exiting the program
   • Viewing help
5. Miscellaneous
   • Saving and Editing Your Internship Data
   • FAQ
   • Known issues
   • Field Summary

Introduction

Welcome to CareerSync’s User Guide!

CareerSync is an internship application manager designed to simplify the management of internship applications. We’re here to help you keep track of your internships, so you can focus on preparing for your interviews and securing your dream internship!

Who is CareerSync for?

CareerSync is tailored to NUS Computing students with experience in command line interfaces (CLI). Our app is driven by command inputs through the CLI, making it faster than conventional GUI-based applications.

If you are a beginner, don’t worry! Our Quick Start section will guide you through the installation of all the necessary tools, even if you have never used a CLI before.

What is the purpose of this User Guide?

This user guide was created to help students starting out with CareerSync get started with using our application quickly!

For first-time users, we recommend starting at the Quick Start section to install CareerSync, before heading to the Tutorial section.

For experienced users, check out the Commands section for a quick reference.

Do check out our FAQ, Known Issues and Glossary sections for more information!

What can students do with CareerSync?

As computing students, keeping track of all the internship applications we’ve made tends to be a hassle.
With CareerSync, you can:

1. Add internships, along with details such as company name, description, status and more!
2. Find internships by keywords, making it easy to find the information you need.
3. Manage tasks for your applications and keep track of their individual deadlines.
   
   And so much more!

Essential Terms & Symbols

This section explains the common terms that you may not be familiar with, and the symbols used in this User Guide. Read through this section first so that you understand the contents of this User Guide.

Glossary

Legend

This User Guide contains coloured blocks that highlight important information!

Go to Table of Contents

Quick Start

Installation

1. Ensure that you have Java 11 or above installed on your computer if you are using Windows.
   • If you are using MacOS, follow the instructions here instead.
2. Download the latest CareerSync.jar file here.
3. Make sure your jar file is located in an empty folder.
4. Start CareerSync.
   • For MacOS:
     • Open up your Terminal by typing Command + Space, then type Terminal and Enter.
       
     • Navigate to the folder containing your jar file using cd. If you are not sure how to use cd, refer to this link!
       
     • Enter java -jar CareerSync.jar and type Enter.
   • For Windows:
     • Open the folder containing CareerSync.jar.
     • Double-click on CareerSync.jar to start up our application!
5. The Graphical User Interface similar to the image below should pop up on your screen.

For more information on the interface, please refer to the Navigating CareerSync section.

Go to Table of Contents

Navigating CareerSync

When you first start CareerSync, you will see this window. This is the main window of CareerSync, where you can view all your internship applications.

Areas

The main window of CareerSync is divided into four main areas: the Tab Area, the CLI, the Message Box and the Internship List Display.

1. Tab Area: The Tab Area contains File and Help, which allows you to navigate its respective functions.
2. CLI: The Command Line Interface (CLI) is where you can input commands to interact with CareerSync.
3. Message Box: The Message Box displays messages to provide feedback to you.
4. Internship List Display: The Internship List Display displays the details of all your internship applications.

Internship Fields

The names of the fields for each internship application is as stated below. When you edit these fields, you will see the changes reflected in the display. For the restrictions on what is accepted for each field, kindly refer to Fields Summary.

1. INDEX - The number indicating the position of the internship application in the displayed list.
   For example, the first internship in the list will have index 1.
2. COMPANY_NAME - The name of the company you are applying to.
3. ROLE - The role you are applying for.
4. STATUS - The status of your application.
5. DESCRIPTION - A brief description of the internship.
6. LOCATION - The location of the internship.
7. CONTACT_NAME - The name of the contact person.
8. CONTACT_EMAIL - The email of the contact person.
9. CONTACT_NUMBER - The phone number of the contact person.
10. TASK - The description of the task.
11. DEADLINE - The deadline of the task.

Detailed View Window

When you click on an internship entry in the internship list, a separate window will be open showing the detailed view of the internship entry.
This view will show all the fields of the internship entry in a bigger font size for easier reading.

CLI input to access Detailed View will be implemented in a future release.

Go to Table of Contents

Tutorial

This section would guide you through the basic commands of CareerSync, and how to use them. Please go through the tutorial and follow our step-by-step instructions so that you can better understand our application! Screenshots are included for your reference.

1. Clear sample internship entries: clear

To begin using CareerSync, you should clear the sample internship entries that are present when you first start the application.

Key in the command clear in the CLI and press Enter to clear the sample internship entries.

💡 Try It Out:
1. Input:
clear

2. Successful Output after clearing entries:

There are no more internships in the list.

2. Add an internship entry: add

Next, let us try to add an internship entry.

💡 Try It Out:
Key in the following command in the CLI: add /com Tiktok /desc
create new recommendation engine /status ongoing /poc jane yeo /email
hr@tiktok.com /phone 90890301 /loc remote /role Software Intern
Successful output after adding the entry:

You can now see your new internship with the details you entered in the Internship List Display!

3. Edit an internship entry: edit

Oh no! You made a mistake in the email address of the contact person. Let’s edit the email address.

💡 Try It Out:
Key in the following command in the CLI: edit 1 /email janeyeo@gmail.com
Successful output after editing the entry:

Your internship now has the updated email that you keyed in.

4. Find internship entries: find

Before you continue, add a few more internship entries using these commands:

1. add /com Google /desc create new search engine /status to_apply /poc
john tan /email johntan@gmail.com /phone 98765432 /loc local
/role Software Intern
2. add /com Facebook /desc create new social media platform /status to_apply /poc
jane tan /email facebookhr@gmail.com /phone 87654321 /loc remote /role
Software Intern

Successful output after adding the entries:

Let’s say you want to find all internships that you want to apply for, that give you a software intern role. find is the command you need!

💡 Try It Out:
Key in the following command in the CLI: find withall /status to_apply /role
Software Intern
Successful output after finding all entries that satisfy the conditions:

Your Internship List Display now only has all the internships satisfying both conditions.

5. Delete an internship entry: delete

You decide that to no longer pursue the internship at Facebook. Let’s delete that entry.

💡 Try It Out:
Key in the following command in the CLI: delete 2
Successful output after deleting the entry:

The Facebook internship entry has been removed, and is no longer present in your database.

6. List all internships: list

You used find to filter the internships. How do you see all the internships again?

💡 Try It Out:
Key in the following command in the CLI: list
Successful output after listing:

You now see all your internships. Your Tiktok internship, previously hidden, is now back in view.

7. Exit the program: exit

You decide that you are done for the day. How do you exit the application and save the file?

💡 Try It Out:
Key in the following command in the CLI: exit
Upon reopening the app:

You now see all your internships that you have when you exited. Your data was saved!

What Makes An Internship Unique?

Wrapping up the tutorial

This wraps up our tutorial! Hope you now have a better understanding of how to use CareerSync to manage your internship applications now.

Only simple and common use cases are covered in this tutorial. Please refer to the Commands section so that you fully understand each command and their usage.

Go to Table of Contents

Commands

In this Commands section, you’ll find a comprehensive overview of all the actions you can perform within the application! Whether you’re adding details about a company or searching for specific entries, this section has got you covered with clear descriptions and easy-to-follow formats.

Command Summary

Go to Table of Contents

Adding an internship: add

Lets you add an internship entry to be tracked by CareerSync!

Format: add /com COMPANY_NAME /desc DESCRIPTION /status STATUS /poc CONTACT_NAME /email CONTACT_EMAIL /phone CONTACT_NUMBER [/loc LOCATION_ENUM] [/role ROLE] ​

• The fields COMPANY_NAME, DESCRIPTION, CONTACT_NAME allow the use of any text, number and/or spaces
• The field STATUS accepts only the following inputs: to_apply, ongoing, rejected, accepted (case-insensitive)
• The field CONTACT_EMAIL accepts only the format of <email>@<domain>
• The field CONTACT_NUMBER must be unsigned, and it must be at least 7 digits long
• The field LOCATION_ENUM accepts only the following inputs: unknown, remote, local, overseas (case-insensitive)
  • Do note that should you leave the location field empty, it will default to unknown
• The field ROLE allow the use of any ASCII characters (excluding ! and ?)

Deleting an internship: delete

Lets you delete an internship entry from CareerSync.

Format: delete INDEX

• Deletes the internship at the specified INDEX.
• The index refers to the index number shown in the displayed list of internship entries at point of deletion.
• The index must be a positive integer 1, 2, 3, …​

Listing all internships: list

Shows you a list of all your internships tracked by CareerSync.

Format: list

💡 Try It Out:
When you first start the application, you will see a list of all the internships you have added.
The find command might be used to filter the visible list of internships.
If you want to see all internships again, simply type list and press enter.

1. Input:
list

In this example, the current view shows only internships with location REMOTE.

2. Successful Output after executing list:

Any present filter will be removed, and all internships will be displayed in the list.

Viewing an internship entry’s details

When you click on an internship entry in the internship list, a separate window will be open showing the detailed view of the internship entry. This view will show all the fields of the internship entry in a bigger font size for easier reading.

CLI input to access Detailed View will be implemented in a future release.

Editing an internship: edit

Lets you edit an existing internship entry in CareerSync.

Format : edit INDEX [/com COMPANY_NAME] [/poc CONTACT_NAME] [/email CONTACT_EMAIL] [/phone CONTACT_NUMBER] [/loc LOCATION_ENUM] [/status STATUS] [/desc DESCRIPTION] [/role ROLE] [/remark REMARK] …​

• Edits the internship at the specified INDEX. The index refers to the index number shown in the displayed internship list. The index must be a positive integer 1, 2, 3, …​
• At least one of the optional fields must be provided.
• Multiple fields can be edited at once.
• Existing values will be updated to the input values.
• Only valid field values will be accepted. For example, you cannot set the status to ‘ghosted’ as it is not a valid status.
• To view the list of valid values for each field, refer to the Field Summary or Adding an internship

💡 Try It Out:
1. Input:
edit 1 /email google@gmail.com

2. Successful Output after editing an entry:

The email field of the first internship is successfully updated to google@gmail.com.

Adding a remark: addremark

You can use this to add a remark or modify an existing one, of the internship at the specified INDEX. Use this to keep track of your personal notes about the internship!

Format: addremark INDEX /remark REMARK

• INDEX refers to the index in the internship list and must be a positive integer 1, 2, 3, …

💡 Try It Out:
1. Input:
addremark 1 /remark This internship has a behavioural interview!

2. Successful Output after adding a remark:

This sets the remark of the internship at index 1 to be This internship has a behavioural interview!.

Finding internships by keywords: find

You can use this to filter what internships you see in CareerSync based on the keywords you provide.

Format: find MODE [/com COMPANY_NAME_KEYWORDS] [/poc CONTACT_NAME_KEYWORDS] [/loc LOCATION_KEYWORDS] [/status STATUS_KEYWORDS] [/desc DESCRIPTION_KEYWORDS] [/role ROLE_KEYWORDS] [/remark REMARK_KEYWORDS]

• MODE is either ‘withall’ or ‘withany’.
  • ‘withall’ returns internships that match each prefix-keyword predicate.
    • Within each prefix field that you specified, the internship just has to contain any of the keywords.
  • ‘withany’ returns internships that match at least one prefix-keyword predicate.
• The search is case-insensitive. e.g google will match Google
• The order of the keywords does not matter. e.g. Microsoft Google will match Google Microsoft
• Only full words will be matched e.g. Goo will not match Google
• Internship matching at least one keyword will be returned (i.e. OR search). e.g. Hewlett Song will return Hewlett Packard, Song Fa

💡 Try It Out:
1. Input:
find withall /status to_apply /loc remote

This will filter the list of internships to show you only those with both status TO_APPLY and location REMOTE.

2. Successful Output after filtering:

3. Other examples:
i.find withany /com Google /loc local shows you internships with either company name (case-insensitive) Google or location LOCAL
ii.find withall /poc John /desc paperwork shows you internships with both contact name (case-insensitive) John and description containing paperwork

Sorting internships by fields: sort

This command allows you to sort the internships in CareerSync by the specified field in ascending or descending order.

Format: sort FIELD ORDER

• FIELD is the field to sort by. It is case-sensitive. The list of valid fields can be found here.
  • /status has an implicit ordering, in ascending order: TO_APPLY -> ONGOING -> PENDING -> ACCEPTED -> REJECTED.
  • The rest of the fields are sorted in alphanumeric order. (A before Z, 0 before 9)
• ORDER is either asc or desc.
  • asc sorts the internships in ascending order.
  • desc sorts the internships in descending order.

💡 Try It Out:
1. Input:
sort /com asc

This will sort the list of internships by company name in ascending order.

2. Successful Output after sorting:


3. Other examples:
i.sort /status asc sorts your internships in the following order: TO_APPLY -> ONGOING -> PENDING -> ACCEPTED -> REJECTED
ii.sort /phone asc sorts your internships in ascending order of phone numbers.

Add a Task to an Internship: addtask

Using this function, you can add a task to an internship so that you won’t forget to complete it!

Format: addtask INDEX /task TASK

• INDEX is the internship index you want to add the task to.
• TASK is the task you want to add to the internship.

💡 Try It Out:
1. Input:
addtask 1 /task Edit Resume


2. Successful Output after adding a task:

Set Deadline to a Task: setdeadline

Using this function, you can set the deadline to a task under an internship so that you won’t miss the deadline!

Format: setdeadline INDEX /selecttask INDEX /deadline DEADLINE

• The two INDEX denote the internship index and task index respectively.
• DEADLINE is the deadline you want to set for the task. It must be in the format DD/MM/YYYY. The day, month and year fields must be valid (day must be between 1 and 31 inclusive, month must be between 1 and 12 inclusive, year must be a valid 4 digit number)

💡 Try It Out:
Before you try this command, you need an internship that has at least 1 task. You can add it by using the addtask command.
1. Input:
setdeadline 1 /selecttask 1 /deadline 24/04/2024

2. Successful Output after adding deadline:

Deleting Tasks from an Internship: deletetask

Lets you delete a task from an existing internship after it is complete!

Format: deletetask INDEX /selecttask INDEX

• The two INDEX denote the internship index and task index respectively.

💡 Try It Out:
1. Input:
deletetask 1 /selecttask 2


2. Successful Output after deleting task:

Clearing all internships: clear

This clears all your internship entries from CareerSync.

Format: clear

💡 Try It Out:
1. Input:
clear


2. Successful Output after clearing entries:

There are no more internships in the list.

Exiting the program: exit

When you’re done using CareerSync, you can exit the application using this command.

Format: exit

Saving and Editing Your Internship Data

CareerSync data is saved in the hard disk, as a JSON file at the path [JAR file location]/data/internshipdata.json. After every command that changes the data, CareerSync performs a save automatically. There is no need to save manually.

Viewing help: help

If you ever get lost or need a refresher on the commands, you can always use the help command to view the help message.
This directs you to the User Guide (this page!), where you can find all the information you need to use CareerSync.

Format: help

Miscellaneous

FAQ

Q: How do I transfer my data to another computer?
A: Do the following steps:
1. Navigate to the folder where CareerSync.jar is stored.
2. Copy your data file from data/internshipdata.json.
3. Install the app in the other computer and overwrite the empty data file (data/internshipdata.json) it creates with the file that contains the data (JSON file) of your previous CareerSync home folder.

Q: How do I reset the data to the default?
A: Do the following steps:
1. Navigate to the folder where CareerSync.jar is stored.
2. Delete the data file from data/internshipdata.json.
3. Restart the app.

Go to Table of Contents

Known issues

1. When using multiple screens, if you move the application to a secondary screen, and later switch to using only the primary screen, the GUI will open off-screen.
   The solution is to delete the preferences.json file from the folder where you installed the application. Then, run the application again.
2. The deadline field accepts potentially invalid dates as long as the day, month and year are individually valid, including past dates.
   The solution is to manually ensure that the dates are valid.

Go to Table of Contents

Field Summary

Go to Table of Contents