User Guide

Table of Contents

• About HMHero
• Overview of Key Features
  • Applicant Management System
  • Hiring Process Analytics
• How to use this User Guide
  • Icons and Hyperlinks
  • Purpose of User Guide
• Installation
• Quick Start
  • User Interface
  • Key Definitions
    • Applicant
    • Notes
    • Flags
    • Placeholders
  • Command Format
  • Trying your First Command
• Commands
  • Applicant Commands
    • Create a new applicant add
    • Search for an applicant find
    • List all applicants list
    • Delete an applicant delete
    • Advance an applicant advance
    • Reject an applicant reject
    • List all interview dates of applicants interview
    • Edit an existing applicant edit
    • Remind upcoming interviews remind
    • Filter applicants with specific skill(s) skill
  • Statistic Commands
    • Summary Statistics summary
  • General Commands
    • Receive help during usage help
    • Exit HMHero exit
• Command summary
  • Applicant Commands
  • Statistics Commands
  • General Commands
• Troubleshooting
• FAQ
• Acknowledgements
• Glossary

About HMHero

Have you ever found managing the constant influx of applicants during each application cycle challenging? Do you struggle to filter through numerous applicants to find the right fit for the job?

Look no further as HMHero is here to ease your troubles and save your valuable time!

Overview of key features

There are two core features that HMHero provides:

1. Applicant Management System
2. Hiring Process Analytics

Applicant Management System

HMHero empowers you to manage applicants during hiring process.
You can:

1. Easily add, edit, delete, and view your applicants.
2. Quickly advance applicants through application statuses or reject them.
3. Filter shortlisted applicants and sort them by interview date.
4. Filter all applicants based on their skill-sets.
5. View all applicants that have interviews coming up in three days.

Hiring Process Analytics

HMHero provides analysis on your hiring process.
You can:

1. Find out how many applicants are accepted out of total applicants.
2. Find out the average time taken to process each applicant.

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How to use this User Guide

Icons and Hyperlinks

You may come across colored boxes containing text that will aid you in better understanding how to use each feature.

Info:
Highlight and display information you should pay attention to.

Tip:
Highlight tips which you might find useful.

Caution:
Highlight dangers and things to look out for.

Other than the icons mentioned above, you may also come across Phrases coloured in blue are hyperlinks that will bring you to another part of this documentation that is relevant to the phrase.

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Purpose of User Guide

If you are a new user, head over to the Installation section to download the application.

Info:
We highly recommend that you read through this User Guide in sequential order to get a thorough understanding of how to use HMHero.

Next, you can find the necessary information to get started in the Quick Start section!

If you are an experienced user, you may head over to the Command Summary to get a quick overview of all the commands available in HMHero!

If you are stuck, please refer to the section on Troubleshooting or FAQ.

You can also refer to the Glossary for definitions of commonly used terminologies in HMHero.

Tip:
To aid in your navigation, we have included the a Back to Table of Contents link in every sub-section in this User Guide so that it is easy for you to jump across different sections!

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Installation

1. Ensure you have downloaded Java 11 or above installed in your computer. If you have not, you may download it here.
2. Download the latest HMHero from here.
3. Copy the file to an empty folder. This folder is where all the information needed for the HMHero application will reside in.
4. Double-click on the jar file to launch HMHero.
5. A GUI similar to the one below should appear in a few seconds. Note how the app contains some sample data.

Caution:
Ensure that the file is added to an empty folder as additional data and configuration files will be created when HMHero is launched for the first time in your computer!

Caution:
You will notice that a folder called “data” would have been created in the same folder as hmhero.jar. Do not edit this file because doing so might result in a corruption of your data, causing the application to fail!

The following section on Quick Start is a tutorial on how to use HMHero after you have launched it for the first time. Feel free to skip to the next section on Commands if you are already familiar with the application!

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Quick Start

This section covers everything you should know about HMHero, as well as a tutorial on trying your first command. Take note that the Key Definitions and Command Format sections covers essential knowledge to using HMHero’s features.

User Interface

When you launch HMHero, HMHero appears on your screen as a Graphical User Interface(GUI). Let’s explore the layout of the different components of HMHero.

HMHero’s GUI consists of a single main window consisting of 3 main sections.

1. Command Input Box: Input command text field
2. Command Output Box: Command result
3. Applicant List Box: List of applicants

The following picture of the main window shows the three components, numbered accordingly:

HMHero also has the Help Window. It is not part of the main GUI and is only shown after a Help Command is run.

The Help Window looks like the following:

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Key Definitions

Applicant

An applicant in HMHero represents an individual that applied for a job at your company. HMHero tracks various attributes of an applicant. Compulsory attributes would include their name, phone number, address and email.

The following are the attributes stored for each Applicant

• Name
• Phone Number
• Address
• Email
• Application Date
• Interview Date
• Notes

Applicants are unique by name and phone number and are case sensitive. This means you cannot add two or more applicants of the same name and phone number.

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Notes

A note in HMHero serves as a means of labelling the skills of an applicant. These tags are unique and case-sensitive.

We can tag multiple applicants with the same note and each applicant can have multiple notes. These notes are optional.

Feel free to make use of notes as you fit to highlight skill-sets of an applicant. Examples of such notes can include:

• Technical proficiency, e.g. Python, Java, Flask
• Soft Skills, e.g. Project Management, Event Planning

HMHero’s Notes are unique by name and are case-sensitive. This means you cannot add two or more notes of the same name.

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Flags

Flags are delimiters that enable HMHero to distinguish different parameters without ambiguity.

You could put in the corresponding Placeholder immediately after each flag.

Tip:
You may find the following image taken from the subsequent Command Format section helpful:

Placeholder refers to the UPPER_CASE words that can be replaced by valid user input supplied. These placeholders follow immediately after a Flag.

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Placeholders

Placeholder refers to the UPPER_CASE words that can be replaced by valid user input supplied. These placeholders follow immediately after a Flag.

Please refer to the subsequent Command Format section to see how Flags and Placeholders are used together.

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Command Format

Before you delve into the different commands in Commands, let’s learn what a command consists of.

Here is an example: A command consists of: Command Word: Tells HMHero what action you wish to execute. These actions are covered in Commands.
Flags: Distinguishes between inputs. A flag is usually followed by a placeholder.
Placeholders: Represents data that you wish to input. Replace this with valid data.
For example, NAME in n/NAME can be replaced with n/John.

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Trying your First Command

To let you become more familiar with HMHero, let’s practise executing some commands.

One of the available commands in HMHero is the command to create a new applicant.

Format: add n/NAME p/PHONE e/EMAIL a/ADDRESS [applied/APPLIED DATE TIME] [note/NOTE]

What does the format mean?

• add tells HMHero that this is the command to create a new applicant
• Flags such as n/ and p/ are delimiters that enable HMHero to distinguish different parameters supplied by you without ambiguity
• Placeholders such as NAME and PHONE shows you what you should place in each portion of the command

Notice that there is a pair of square brackets [] surrounding some parameters like note/NOTE and applied/APPLICATION DATE TIME in the format. This indicates that the parameter is optional. Each of these placeholders in the parameters have a default value based on the commands. These are documented in the Commands section for each command.

Info:
The Placeholder section covers the restrictions for respective placeholders. For example, for the format of Phone, only numeric characters can be used and there is a mimimal length of at least 3 numbers to be provided.

Let’s try an example!

Suppose you just add Thomas, 98765432, thomas@gmail.com, living at 1 Sims Drive (s)543210, and you do not feel the need to record a note for this applicant.

NAME: Thomas

PHONE: 98765432

EMAIL: thomas@gmail.com

ADDRESS: 1 Sims Drive (s)543210

The command you would like to enter into the command box would be:

add n/Thomas p/91918153 e/thomas@gmail.com a/6 Sims Drive (s)543230

Find out more about restrictions in the sections Flags, Placeholders and Commands.

Here are some pointers to look out for before running a command:

• I know the restrictions of the command
• I know what parameters are supplied to the command
• I know the flags for each parameter to be supplied
• I know the restrictions of each parameter
• I know the effects of not specifying each optional flag.

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Commands

This section shares with you on how to use each command in detail.

Info:

• Square brackets indicates an optional parameter.
• In most commands, if the same parameter is repeated and only one is required, we take the last value provided.

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Applicant Commands

Create a new applicant add

Format: add n/NAME p/PHONE e/EMAIL a/ADDRESS [applied/APPLIED DATE TIME] [note/NOTE]

You can create a new applicant with the provided information

Info:

• All fields apart from APPLIED DATE TIME and NOTE are compulsory.
• Both NAME and PHONE together must be unique.
• NAME is case-sensitive. (e.g. "Thomas" is different from "thomas").
• PHONE does not require you to include the country code. Only include the numbers.
• The value of APPLIED DATE TIME will be the time you add a new applicant if it is not provided.
• The value of NOTE will be empty if it is not provided.
• If two or more NOTE are added, all the notes will be added to the applicant.

Example:

• You want to create a new applicant named Adam whose information does not exist in HMHero yet.

Command Input Box: add n/Adam p/91918153 e/adam@gmail.com a/6 Sims Drive

What you should see:

1. Adam is added into the Applicant list.
2. Command Output Box shows that Adam is added and his details.

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Search for an applicant find

Format: find n/[NAME] p/[PHONE]

You can find all applicants in HMHero using name, phone or both

Info:

• We take in name, phone or both. In this case, at least NAME or PHONE is required.
• The NAME is case-insensitive. (e.g. "thomas" will match "Thomas").
• This means that providing both NAME and PHONE narrows down the scope.
• The find command only finds applicants which has a name, phone or both that fully matches the specified search of the full name, phone or both!
• This means that if the NAME Thomas Lee and Thomas Tan is in HMHero, executing Thomas Lee will only find Thomas Lee.
• This also means that if the PHONE 91918153 and 9191 is in HMHero, executing 91918153 will only find PHONE 91918153.
• If you try to find applicants using both NAME and PHONE, it will work the same as finding individually!

Tip:

• You can use the List Command in the next section to display all applicants again!

Example:

• You want to search for an applicant named Adam whose information exist in HMHero.

Command Input Box: find n/Adam p/91918153

What you should see:

1. Adam is found in the Applicant list.
2. Command Output Box shows that 1 person is listed.

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List all applicants list

Format: list

You can list all applicants in HMHero

Info:

• This command is useful to view all applicants again after using the Find Command

Example:

• You want to list all applicants who exist in HMHero.

Command Input Box: list

What you should see:

1. The whole list of applicants in the Applicant list.
2. Command Output Box shows the total applicants and numbers of applicants in each stage.

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Delete an applicant delete

Format: delete n/NAME p/PHONE

You can delete an applicant in HMHero using name and phone

Info:

• All fields are compulsory.
• The delete command only deletes Applicant which has a name and phone that fully matches the specified search.

Example:

• You want to delete an applicant who exist in HMHero.

Command Input Box: delete n/Bernice Yu p/91234567

What you should see:

1. Bernice Yu is deleted from the Applicant list.
2. Command Output Box shows that Bernice Yu is deleted and her details.

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Advance an applicant advance

Format: advance n/NAME p/PHONE [d/INTERVIEW DATETIME]

You can advance an applicant in HMHero using name, phone and interview datetime

Info:

• The advance command only advances Applicant which has a name and phone that fully matches the specified search.
• The INTERVIEW DATETIME is required to advance Applicant from status APPLIED to status SHORTLISTED.
• However, INTERVIEW DATETIME is not required to advance Applicant from status SHORTLISTED to status ACCEPTED.

Caution: INTERVIEW DATETIME cannot be earlier than current time and application date time when you advance an applicant!

Example:

• You want to advance an applicant’s status APPLIED who exist in HMHero.

Command Input Box: advance n/Adam p/91918153 d/20-05-2023 12:12

What you should see:

1. Adam is advanced from status APPLIED to status SHORTLISTED in the Applicant list.
2. Command Output Box shows that Adam is advanced, his old and new status.

Example:

• You want to advance an applicant’s status SHORTLISTED who exist in HMHero.

Command Input Box: advance n/Adam p/91918153

What you should see:

1. Adam is advanced from status SHORTLISTED to status ACCEPTED in the Applicant list.
2. Command Output Box shows that Adam is advanced, his old and new status.

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Reject an applicant reject

Format: reject n/NAME p/PHONE

You can reject an applicant in HMHero using name and phone

Info:

• All fields are compulsory.
• The reject command only rejects Applicant which has a name and phone that fully matches the specified search.
• The NAME and PHONE is required to reject Applicant from status APPLIED, SHORTLISTED and ACCEPTED to status REJECTED.

Example:

• You want to reject an applicant’s status SHORTLISTED who exist in HMHero.

Command Input Box: reject n/Alex Yeoh p/87438807

What you should see:

1. Adam is rejected from status SHORTLISTED to status REJECTED in the Applicant list.
2. Command Output Box shows that Adam is rejected.

Caution: Applicants with the status REJECTED cannot be rejected again!

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List all interview dates of applicants interview

Format: interview

You can list all interview dates of shortlisted applicants in HMHero in chronological order

Info:

• This command is useful to view all applicants again after using the Advance Command.

Example:

• You want to list the interview dates of the shortlisted applicants who exist in HMHero.

Command Input Box: interview

What you should see:

1. All the interview dates of the shortlisted applicants in the Applicant list.

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Edit an existing applicant edit

Format: edit INDEX [n/NAME] [p/PHONE] [e/EMAIL] [a/ADDRESS] [d/INTERVIEW DATETIME] [note/NOTE]

You can edit an existing applicant with the provided information

Info:

• All fields apart from INDEX are optional. However, you need to include at least one optional parameter.
• If two or more values of the same parameter are provided, only the last value for that parameter will be taken.
• However for NOTE:
  • If two or more values for NOTE are provided, both parameters will be taken in.
  • If an empty NOTE is provided, all notes will be removed.
• You are allowed to change INTERVIEW DATETIME to a value before the current datetime but after the applicant's application date time using the edit command.

Example:

• You want to edit the phone number and notes of an applicant who exist in HMHero.

Command Input Box: edit 2 p/91234567 note/Kotlin note/Python note/leadership

What you should see:

1. Bernice’s phone number and notes are edited in the Applicant list.
2. Command Output Box shows that Bernice is edited with her new information shown.

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Get reminders for upcoming interviews remind

Format: remind

You can list all applicants with interviews within the next three days.

Info:

• Reminder for upcoming interview will show all applicants with interviews in the next three days. (e.g. On Monday, it will show all applicants with interviews till Thursday)

Example:

• You want to see all the applicants with interview within the next three days who exist in HMHero.

Command Input Box: remind

What you should see:

1. Adam’s interview date is within the next three days which is shown in the Applicant list.
2. Command Output Box shows the success message.

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Filter applicants with specific skill(s) skill

Format: skill KEYWORD(s)

You can filter all applicants in HMHero using specific skill keyword(s)

Info:

• We take in KEYWORD. In this case, at least one KEYWORD is required.
• The KEYWORD is case-insensitive. (e.g. "java" will match "Java").
• Each KEYWORD is separated with a space.
• The KEYWORD provided must match the whole word. (e.g. "jav" will not match "java")
• If two or more KEYWORD are provided, it will only match with applicant(s) with all the skills specified. (e.g. if Adam has python and java, while Thomas has java only in HMHero, executing skill java python will only find Adam)

Tip:

• You can use the List Command to display all applicants again!

Example:

• You want to search for applicants with java skill that exist in HMHero.

Command Input Box: skill java

What you should see:

1. Adam who has java skill is found in the Applicant list.
2. Command Output Box shows that 1 person is listed.

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Statistics Commands

Summary Statistics summary

Format: summary

You can show a statistical summary of the company’s hiring processes.

Example:

• You want to see the statistics for your hiring cycle in HMHero.

Command Input Box: summary

What you should see:

1. A list of all applicants found in the Applicant list.
2. Command Output Box shows the statistics for your hiring cycle.

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General Commands

Receive help during usage help

Format: help

You can display help window for HMHero which contains link to User Guide.

Example:

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Exit HMHero exit

Format: exit

You can exit HMHero

Expected Outcomes:

• All HMHero application windows will close
• Your data is saved locally in your computer.

Info:
If your data cannot be saved successfully, HMHero will not close in order to prevent data loss.

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Command Summary

Applicant Commands

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Statistics Commands

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General Commands

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Troubleshooting

Problem:

The JAR file not launching even after double-clicking the file.

Solution:

1. Open your terminal
   • Windows:
   • The default key combination to launch your terminal is Ctrl+Shift+P * Mac:
   • Use Cmd+Space to open Spotlight Search
   • Search for “terminal” and click it to launch.

2. Navigate to the location where “hmhero.jar” is stored within your terminal using cd. For example, cd Downloads/

3. On your terminal, run java -jar hmhero.jar

Problem:

The JAR file not launching in Windows Subsystem for Linux (WSL).

Info: WSL does not support GUI applications by default.

Solution:

1. Our recommendation is to run HMHero application on Windows and not on WSL.

Problem:

Unable to exit/save HMHero to data file

Solution:

1. This error is due to hmhero.jar being started in a protected folder. (Examples of write-protected folders includeC:\WINDOWS\System32 in windows and the /etc dir in linux)
   Please move the hmhero.jar file into another folder in your computer and start HMHero application from that folder.

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FAQ

Q: If I do not have Java 11, how do I install it on my computer?

A: You can navigate to this site here and download Java 11 according to your system’s specifications.

Q: Do I need an internet connection to run HMHero?

A: No, HMHero can boot up and run all functionalities without an internet connection.

Q: Can I use HMHero on my mobile device?

A: Unfortunately, HMHero is only designed to run on your desktop/laptop such that you can use the command line interface.

Q: How do I transfer my data to another computer?

A: Install HMHero on the other computer and overwrite the empty data file with the data file created by HMHero in your current computer.

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Acknowledgements

HMHero is a brownfield software engineering project based off AddressBook Level-3, taken under the CS2103T Software Engineering held by School of Computing at National University of Singapore.

Java dependencies:

• JavaFX for Graphical User Interface
• JUnit5 for testing
• Jackson for JSON-related operations

Documentation dependencies:

• PlantUML for creating UML diagrams
• Jekyll for rendering the website

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Glossary

Quick Reference

• ADDRESS (Placeholder)
• Address
• Applicant
• Applicant List Box
• Application Cycle
• COMMAND_WORD (Placeholder)
• Command
• Command Input Box
• Command Line (CLI)
• Command Output Box
• Placeholder
• Email
• Flags
• Graphical User Interface(GUI)
• Help Window
• Hiring Manager
• Input
• INTERVIEW_DATE (Placeholder)
• Interview Date
• KEYWORD (Placeholder)
• NAME (Placeholder)
• Name
• NOTES (Placeholder)
• Notes
• Operating System (OS)
• Output
• Parameter
• PHONE_NUMBER (Placeholder)
• Phone Number
• Placeholder
• STATUS (Placeholder)
• Status
• Syntax
• URL

A

ADDRESS Placeholder

The ADDRESS is a text representing the address of the applicants.
To view more information (limitations, examples, etc.), refer to the Placeholder table.

Address

The address of the applicant provided by the user.

Applicant

The person who apply to the company for the job.

Applicant List Box

The region located at the bottom left of the HMHero’s main window.
To view more information, refer to the User Interface section of the User Guide

Application Cycle

All applicants added are at the Applied status by default. From there, hiring managers can advance their application status to Shortlisted, then to Accepted. Applicants can be rejected at any stage.

C

COMMAND_WORD Placeholder

The COMMAND_WORD is a text indicating a command word of a command
To view more information (limitations, examples, etc.), refer to the Placeholder table.

Command

A feature or function that HMHero can perform.

Command Input Box

The region located at the top left of the HMHero’s main window.
To view more information, refer to the User Interface section of the User Guide

Command Line

The typing interface that you use to interact with HMHero. It is represented as the box where you type in commands.

Command Output Box

The region located at the right half of the HMHero’s main window.
To view more information, refer to the User Interface section of the User Guide

E

EMAIL Placeholder

The EMAIL is a text representing the email address of the applicants.
To view more information (limitations, examples, etc.), refer to the Placeholder table.

Email

The email address of the applicant provided by the user. Emails should end with a valid domain name (e.g. gmail.com, hotmail.com, etc.)

F

Flags

A marker to identify the type of input by the user. For instance, in n/NAME, n/ is the flag.

G

Graphical User Interface

A Graphical User Interface is a graphics-based interface that uses icons, menus and a mouse (to click on the icon or pull down the menus) to manage interaction with the system. In HMHero, this presents as the window that appears when launching it.

H

Help Window

A pop-up window containing help information, shown only after calling a help command.
To view more information, refer to the User Interface section of the User Guide

Hiring Manager

A person responsible for overseeing the recruitment process within an organization, from identifying staffing needs to making hiring decisions.

I

Input

The text that a user would enter into HMHero

INTERVIEW_DATE Placeholder

The INTERVIEW_DATE is the date indicating when the applicant is having his/her interview.
To view more information (limitations, examples, etc.), refer to the Placeholder table.

Interview Date

Date where applicants are going to have their interviews. Interview date is in the format “day-month-year hour:minute”, represented in the “DD-MM-YYYY HH:MM” format.

K

KEYWORD Placeholder

The KEYWORD is the text we use search for an item. It can be NAME or PHONE_NUMBER of the applicant.

N

NAME Placeholder

The NAME is a text representing the name of the applicants.
To view more information (limitations, examples, etc.), refer to the Placeholder table.

Name

The name of the applicant provided by the user.

NOTES Placeholder

The NOTES are some texts that use to represent the skill set of the applicants.
To view more information (limitations, examples, etc.), refer to the Placeholder table.

Notes

The skill set the applicant possesses provided by the user.

O

Operating System

Is a software program that manages computer hardware and software resources, and provides common services for computer programs to run and interact with the computer hardware.

Output

The result after calling a Command. Results are displayed in the GUI.

P

Parameter

Values that are passed while calling the Commands. For instance, when calling find n/NAME, parameter here is n/NAME.

PHONE_NUMBER Placeholder

The PHONE_NUMBER is an integer representing the phone number of the applicant.
To view more information (limitations, examples, etc.), refer to the Placeholder table.

Phone Number

The phone number of the applicant provided by the user.

Placeholder

Placeholders in HMHero refers to the UPPER_CASE words that appear after the flags in commands that is provided by the user. For instance, n/NAME, NAME is a placeholder

S

STATUS Placeholder

The STATUS is a text that represent the current state of the applicant.
To view more information (limitations, examples, etc.), refer to the Placeholder table.

Status

Status has four stages, which are APPLIED, SHORTLISTED, ACCEPTED and REJECTED. Status can only be modified by using advance or reject command.

Syntax

The structure of statements/inputs users type into the Command Line.

U

URL

A hyperlink to a website.

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