JABPro User Guide

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Table of Contents

• Product Overview
• Features Overview
• Key Definitions
• Quick Start
• Command Failures
• Viewing help
• Features
  • Managing Tags
    • Creating tags
    • Listing all tags
  • Managing Applicants
    • Adding an applicant
    • Adding a remark to an applicant
    • Adding applicant's LinkedIn/GitHub
    • Opening applicant's LinkedIn/GitHub
    • Setting an applicant's status
    • Viewing an applicant's details
    • Editing an applicant's detail
    • Deleting an applicant
  • Filtering and Listing Applicants
    • Searching for applicants
    • Filtering applicants
    • Listing all applicants
  • Managing Events
    • Adding an event
    • Viewing all events
  • Others
    • Exporting all entries
    • Clear all entries
    • Exiting the program
• Additional Information
  • Summary Statistics
  • Saving Data
  • Editing Data
• FAQ
• Command Summary
• Prefix Summary
• Glossary

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Product Overview

Are you a Hiring Manager who's tired of managing applicant applications through cumbersome spreadsheets?

Upgrade your hiring process with JABPro (JobApplicationsBook Pro), a CLI based desktop app that allows you to:

• easily manage job applicants' contact details,
• schedule interviews,
• and gain valuable insights on their interview performance!
  

From interns to full-time roles, software to marketing, JABPro’s versatile interface allows you to keep track of all kinds of job applicants in various industries.

If you are a Hiring Manager, looking to improve your applications management workflow, JABPro is the tool for you!

Access our self-curated user guide below to learn more on how you can integrate various JABPro’s functions into your workflow.

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Features Overview

While JABPro offers a whole range of features, we believe that the following features are likely to be the most useful to you:

Viewing details of applicants:

• Viewing applicant's information: view

Tag colouring and categorisation:

• Creating a tag with a specified category: create
• Listing all tags: listT
• Adding and editing an applicant's tags and tag scores: edit

Event management and Scheduling:

• Adding an event: event
• Viewing events: schedule

Comparing and filtering applicants:

• Filtering applicants by statistics: filter

These features address the complications that Hiring Managers face when managing applicants:

1. Visual Noise and Clutter from using other applicant management software like Excel

Viewing details of applicants and Tag colouring and categorisation address this by creating an organized and intuitive way to view applicants and their details. This is done through colour coding and minimalistic design.

2. Toggling between different software to manage applicants and schedule events

Event Management and Scheduling address this by allowing you to schedule events and view them in the same software. This means that you do not have to toggle between different software to manage applicants and schedule events.

3. Having to manually calculate summary statistics and compare applicants Comparing and filtering applicants address this by allowing you to filter applicants by statistics and compare them. This means that you do not have to manually calculate summary statistics and compare applicants.

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Go to the Table of Contents to navigate to the feature that you are interested in

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Key Definitions

Our user guide takes into consideration your level of expertise in JABPro.

You are a beginner user if ...

1. You are new to JABPro (used JABPro less than 5 times) and,
2. you wish to fully rely on the JABPro interface.

ALl the notes and tips mentioned in this user guide are directed towards beginners unless otherwise stated.

You are an advanced user if ...

1. You have used JABPro multiple times now and,
2. you use JABPro's search and summary statistics extensively for comparison or
3. you would like to challenge yourself to go beyond the JABPro user interface and manually edit files.

Notes and tips curated for you are labeled by the following box!

Also, take note of the following icons and their meanings.

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Quick Start

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

2. Download the latest jabpro.jar from here.

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

4. Open a command terminal, cd into the folder you put the jar file in, and use the java -jar jabpro.jar command to run the application.
   A GUI similar to the below should appear in a few seconds. Note how the app contains some sample data.

   

5. If your UI looks compressed and words are being cut off such as that seen below, you should resize the window to a larger size by dragging the corners of the application window. The UI should now look like the example given above.
   

   

   Here's what each part of the GUI signifies:
   

   

In addition, there are windows such as:

• Help Window [accessed by the help command, or through Menu Bar].
• Events Window [accessed by the schedule command, or through Menu Bar].
• TagList window [accessed through the listT command].

Details for each have been provided with the respective commands.

6. Type the command in the command box and press Enter to execute it. Go to our command summary to see some example commands you can try.

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Command Failure

The example below shows a command failure for view:

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Viewing help: help

Opens the Help window that leads you to the User Guide for assistance on working with JABPro.

Format: help

Example of successful execution of the help command:

1. Enter the command help
2. This is the result of the successful help command:

The Help Window opens up as follows:

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Features

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1. Managing Tags

Tags are meant to help you easily remember applicants details by appending different colour coding to different types of information.

Creating tags: create

Creates a tag and categorises it to the specified category.

Format: create t/CATEGORY TAGNAME…​

Note:

• JABPro offers 3 predefined tag categories namely employment, role, and dept. However, you can define up to 3 more tag categories of your own!
• The tags created using this command can be used to tag applicants using the add or edit command. Tagging applicant without previously creating the tags using create would still work but the tags would be uncategorised.
• create only allows tags to be categorised at creation meaning tags that have already been created, cannot be categorised further i.e. cannot edit tag categories of tags.
• The field t/CATEGORY TAGNAME must strictly contain only two words hence it is advisable for you to keep the TAGNAME alphanumerical (contains no spaces). Any other word that comes after t/CATEGORY TAGNAME that is not preceded by a t/ prefix would be ignored and the tag for the first valid tag is created.
  Example: create t/role software developer would create the tag software and ignore the word developer.

An example of the create command being successfully executed:

1. Enter the command create t/dept marketing t/role developer

2. This is what you should see upon successful execution of command.

   

3. View your newly created tags using the listT command.

   

Failed to create tags? Here are some possible reasons why

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Listing all tags: listT

Shows a list of all tags in JABPro

Format: listT

• The listT command does not require any additional parameters or arguments.
• Tags listed by the listT command are unique and do not repeat.

Example:

• listT Shows a list of all tags.

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2. Managing Applicants

Adding an applicant: add

Adds an applicant to JABPro.

Format: add n/NAME p/PHONE_NUMBER e/EMAIL a/ADDRESS [t/[CATEGORY] TAGNAME]…​

Notes regarding additional constraint on add command:

• The uniqueness of the applicant is determined by the name only. This means that you cannot have 2 applicants with the same name in the application book.
• All other fields other than name can be identical between different people in JABPro.
• Applicants added using the add command will be added to the end of the overall list of applicants (i.e. the list that you would get when you do list).

Notes on adding tags:

• If you would like to tag a user with a tag that has not been categorised yet using the create command, you can specify the category that you would like it to be categorised to in the add command. e.g. ...t/role swe
• If you are using a tag that has not been categorised yet, and you did not specify its category in the add command, the tag would still be saved, but it would be uncategorized by default.
• If you have multiple tags in different categories with the same name, you must specify the category when you want to add one of these tags to the applicant you are adding.

An example of the add command being successfully executed:

1. Enter the command add n/Betsy Crowe t/friend e/betsycrowe@example.com a/Newgate Prison p/1234567 t/dept finance

2. This is the result of the successful add command (Take note that command entered will not be shown in the result):

   
   

Failed to add applicants? Here are some possible reasons why

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Adding a remark to an applicant: remark

Edits a remark of an existing applicant in JABPro. Format: remark INDEX r/REMARK

Notes regarding remark command:

• The previous remark is not saved, and instead is replaced by the inputted remark. The command does not add to the existing remark.
• You can empty out a remark by inputting r/ without any text after it or by omitting the r/ prefix.
• You can get the remark previously inputted by using the **REMARK** keyword. It will be replaced with the previous remark (see example below). The keyword **REMARK** is case-sensitive. This means that remark 1 r/**remark** will just replace the remark with the word **remark**.
• You can use multiple prefix for remark but only the last prefix will be used. This means that remark 1 r/remark r/remark2 will just replace the remark with remark2.

An example of the remark command being successfully executed:

1. Enter the command remark 1 r/Great attitude, hardworking
2. This is the result of the successful remark command (Take note that command entered will not be shown in the result):
   

An example of the remark command being successfully executed with the REMARK keyword:

1. Enter the command remark 1 r/**REMARK** furthermore he is great at teamwork
2. This is the result of the successful remark command (Take note that command entered will not be shown in the result):
   

Failed to add remark to an applicant? Here are some possible reasons why

Additional Examples:

• remark 1 Empties the remark of the 1st applicant. It is equivalent to remark 1 r/.

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Adding LinkedIn/GitHub username for a user: addL or addG

Adds the username for their social profile [LinkedIn/GitHub] to the existing contact details of applicants.

Format: addL INDEX u/USERNAME or addG INDEX u/USERNAME

Notes regarding addL and addG command:

• Any set of characters entered after the prefix u/ is taken to be the username, except if the prefix u/ occurs multiple times.
• You may provide the username multiple times with the prefix u/, however, JABPro only considers the set of characters entered after the last occurring instance of u/ as the username.
• You are expected to ensure that USERNAME is a valid username for the respective social profile. If it is not a valid username, user will be redirected to the error page of the corresponding social profile when linkedin or github command is invoked. JABPro does not perform checks for the validity of the username for the corresponding social profile.
• Invoking the addL or addG command for an applicant for whom a username has already been added, will simply overwrite the existing username with the new one.
• You may run the command addL INDEX u/ or addG INDEX u/, i.e. providing no username, or simply providing blanks for the username. Such inputs are accepted by JABPro. However, it will prove to be erroneous when linkedin or github command is invoked.

Example of successful execution of the addL command:

1. Enter the command addL 1 u/alexyeoh
2. This is the result of the successful addL command

addG command is invoked in the same way.

Failed to add LinkedIn/Github username? Here are some possible reasons why

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Opening user LinkedIn or GitHub account: linkedin or github

Redirects user to applicant's LinkedIn or GitHub account.

Format: linkedin INDEX or github INDEX

Notes regarding LinkedIn and GitHub commands:

• User is expected to enter INDEX for an applicant for whom username [that is not blank, or does not comprise of only spaces] has been added previously.
• User is redirected to the page of the social profile regardless of the validity of the username for that particular social profile (i.e. whether the social profile exists)

Example of successful execution of github command:

1. Enter the command github 1
2. This is the result of the successful github command [It is assumed an applicant exists in JABPro, with Github username previously added]:

The GitHub window opens as follows, displaying the profile with the specified username, or error page in case profile with that username does not exist:

linkedin command is invoked in the same manner.

Failed to redirect to social profile? Here are some possible reasons why

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Setting an applicant's status: set

Sets the applicant to a specific status ("Preliminary"/ "Interviewed"/ "Rejected"/ "Offered").

Format: set INDEX STATUS

Examples:

• list followed by set 2 Interviewed sets the 2nd applicant in the address book to "Interviewed".

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Viewing an applicant's details: view

Creates a complete view for details of an applicant in the applicant information panel and summary statistics (if applicable) of an applicant in the summary statistics panel.

Format: view INDEX

Notes regarding view command:

• Refer to the Summary Statistics section for more details on the summary statistics.

An example of the view command being successfully executed:

1. Enter the command view 3

2. This is the result of the successful view command (Take note that command entered will not be shown in the result):

   
   

An example of the view command being successfully executed for applicant with tags and score:

1. Enter the command view 2 (Applicant with tags and score)

2. This is the result of the successful view command (Take note that command entered will not be shown in the result):

   
   

Failed to execute view command? Here are some possible reasons why

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Editing an applicant: edit

Edits an existing applicant's detail in JABPro. It also includes the functionality to add scores to a specific applicant.

Format: edit INDEX ([n/NAME] [p/PHONE] [e/EMAIL] [a/ADDRESS] [t/TAGNAME]…​ [sc/TAGNAME SCORE])

*it is mandatory if and only if it is the only field used in the command.

Notes regarding edit command:

• At least one of the optional fields must be provided.
• Existing attributes will be updated to the parameters.
• There is a way to edit tags to an existing applicant and their categories at the same time. Look at the notes for editing tags with categories t/[CATEGORY] TAGNAME for more details.

Editing tags of an applicant? Take note of the following:

• When editing the tags of a specific applicant, the existing tags of the applicant will be removed i.e. adding of tags is not cumulative. You will have to re-tag the applicant with the existing tags and the new tags.
• Doing edit INDEX /t removes the tags of the applicant at that index.
• If you used a tag that has not been created using create in an edit command, the tag would still be added to the applicant, but it would be uncategorized.
• If you have multiple tags in different categories with the same name, you must specify the category when you want to tag the specified applicant with one of these tags e.g. edit INDEX t/CATEGORY DUPLICATETAGNAME

• If you still would like to tag an applicant that has not been created, but you do not want this tag to be uncategorized, you can do so by doing edit INDEX t/CATEGORY TAGNAME.

Editing the score of an applicant? Take note of the following:

• The TAG in sc/TAGNAME SCORE must be a tag of the category assessment. You cannot use the sc/TAG SCORE field for tags that are not of the assessment category.
• The SCORE in sc/TAG SCORE is non-negative, that is SCORE must be more than or equal to 0.
• To clear a tag's score, just re-tag it with the same tag name, but without using the sc/TAG SCORE field e.g. edit 1 t/SCORETAG
• You can only edit the score of an applicant i.e. edit INDEX sc/TAGNAME SCORE if they have been tagged with the assessment-related TAGNAME.

• You can also tag the applicant and edit their score at the same time by doing edit INDEX t/TAGNAME sc/TAGNAME SCORE.
• Note that the tag has to have already been created using create with the category assessment. You cannot do this with a tag that hasn't been created even if you specified its category assessment i.e. edit INDEX t/assessment interview1 sc/interview1 100 does NOT work. This is because, you cannot create tag and edit score at the same time as editing score relies on the fact that the tag has already existed.

An example of the edit command being successfully executed:

1. Enter the command edit 1 n/Alex Ho p/91234567 (edits name and phone number)

2. This is the result of the successful edit command (Take note that command entered will not be shown in the result):

   
   

An example of the edit command being successfully executed with tags and score:

1. Ensure that you have created a tag Interview under the assessment category using the create command. Enter the command create t/assessment Interview

2. Enter the command edit 1 t/Interview sc/Interview 80 (edits tag and score)

3. This is the result of the successful edit command (Take note that command entered will not be shown in the result):

   
   

An example of the edit command being successfully executed to clear a tags and score:

1. Enter the command edit 1 t/ (Clear all tags)

2. This is the result of the successful edit command (Take note that command entered will not be shown in the result):

   
   

Failed to edit an applicant's details? Here are some possible reasons why

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Deleting job applicants: delete

Deletes the specified job applicants from the address book.

Format: delete INDEX

Format: delete (t/TAGNAME... st/STATUS...)

*it is mandatory if and only if it is the only field used in the command.

Note:

• User cannot delete by index and delete by tags & status in a single command.
  E.g. delete 1 t/hardworking is not allowed.
• delete by tags & status requires at least ONE delete parameter i.e. st/STATUS, or t/TAGNAME.
• Each prefix can only be used at most once.
• Multiple delete parameters for a specific category are divided by spaces (not commas!) i.e. delete st/preliminary interviewed
• Delete parameters are case-insensitive i.e. doing delete t/interN is the same as delete t/intern

Note:

• You can combine multiple delete categories in a single delete command e.g. delete st/interviewed t/intern

An example of delete by index command being successfully executed:

1. Enter the command delete Bernice

   

2. Enter the command delete 1

   

Similarly, here are some examples of delete by tags & status command being successfully executed:

Assuming this as the data after executing list:

1. delete t/marketing software

   

   The above delete command deleted all applicants whose tags match ANY of the given keywords. This is because delete does an OR search within a specific category.
   

2. delete st/interviewed t/software

   

   The above delete command only deleted Bernice because delete does an AND search across multiple categories.
   

Failed to execute the delete command? Here are some possible reasons why

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3. Filtering and Listing Applicants

Searching job applicants by category: search

Finds job applicants whose profiles match the specified categories' keywords. The search categories are: name, status, tag.

Format: search (n/NAME... st/STATUS... t/TAGNAME...)

*it is mandatory if and only if it is the only field used in the command.

Note:

• search requires at least ONE search parameter i.e. n/NAME, st/STATUS, or t/TAGNAME.
• Each prefix can only be used at most once.
• Multiple search parameters for a specific category are divided by spaces (not commas!) i.e. search st/preliminary interviewed
• Search parameters are case-insensitive i.e. doing search n/aLeX is the same as search n/alex

Note:

• You can combine multiple search categories in a single search command e.g. search n/alex st/interviewed t/intern

Here are some examples of search command being successfully executed:

1. Enter search n/alex bernice

   

   The above search command displayed all applicants whose name match ANY of the given keywords. This is because search does an OR search within a specific category.
   

2. Enter search n/alex bernice st/interviewed t/intern

   

   Notice how the above search command did not display "Alex" despite his profile matching the name and tag categories. This is because search does an AND search across multiple categories.
   

Failed to execute the search command? Here are some possible reasons why

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Filter job applicants by statistics: filter

Filters and display applicants in the current displayed applicant list using statistical metrics and values.
In essence, this allows you to find job applicants whose performance rating is above a certain percentile, score or mean/median score for that tag.

Ideally, this feature can then be used to find the best applicants easily and quickly without having to manually look through the list of applicants.

Format:filter t/TAGNAME met/METRIC val/VALUE or filter t/TAGNAME met/METRIC

*val/VALUE is an optional field for mean and median

Notes:

• Filter works only on the current list of job applicants displayed. It is essential that you enter list before using filter to ensure that you are filtering the correct list of job applicants.
• Filter does not edit, update or in any way change the data of the job applicants. It only filters and displays the job applicants.
• Filter does not trigger view, that is your view panels represent the previous applicant you viewed before filtering.
• To get back the original list with all the applicants, simply type list again.

Set up for examples when you first start JABPro with default data:

1. list

2. create t/assessment interview to create a tag interview under the assessment category.

3. edit 1 t/interview sc/interview 80

4. edit 2 t/interview sc/interview 90

5. edit 3 t/interview sc/interview 70

6. The result of the above commands should look like this:

   
   

An example of the filter command being successfully executed:

1. Enter the command list

2. Enter the command filter t/interview met/percentile val/80 (Filter by percentile)

3. This is the result of the successful filter command (Take note that command entered will not be shown in the result):

   
   

An example of the filter command being successfully executed with median:

1. Enter the command list

2. Enter the command filter t/interview met/median (Filter by median)

3. This is the result of the successful filter command (Take note that command entered will not be shown in the result):

   
   

Failed to execute the filter command? Here are some possible reasons why:

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Listing all applicant: list

Shows a list of all applicants in JABPro

Format: list [so/ATTRIBUTE]

Note:

• Attribute is case-insensitive: list so/NAME and list so/name return the same result.
• The result will be sorted in ascending order.
• The sorting algorithm is case-sensitive, which means it will treat uppercase and lowercase letters as distinct. This may result in names being sorted as A B C a b c, rather than A a B b C c.

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4. Managing Events

Adding an Event: event

Adds an event, associated with an applicant, to JABPro.

Format: event INDEX d/DESCRIPTION bt/BEGIN_TIME et/END_TIME

Note:

• JABPro allows the addition of multiple events associated with the same applicant, having the same description. It is up to the user to provided detailed descriptions to distinguish events from one another.
• Events added to JABPro can also be found in the data/eventbook.json file. Existing events are also read from the file when JABPro starts up.
• Events with empty DESCRIPTIONs can also be added. However, the prefix d/ must still be present.

Example of successful execution of event command:

1. Enter the command event 1 d/Interview bt/2023-11-12 10:00 et/2023-11-12 12:00
2. This is the result of the successful event command [It is assumed an applicant called Alex Yeoh exists in JABPro]:

The changes in UI take place in the Events Window. Please find more details in Viewing Events.

Failed to execute teh event command? Here are some possible reasons why:

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Viewing events: schedule

Displays all events that have been added to JABPro.

Format: schedule

Note:

• schedule command will open the Events window regardless of whether there are events in JABPro or not.
• Any set of characters added after the schedule keyword will be ignored. E.g.: schedule a1b2c3

Example of successful execution of schedule command:

1. Enter the command schedule
2. This is the result of the successful schedule command [It is assumed that an event was previously added using the command `event 1 d/Interview bt/2023-11-12 10:00 et/2023-11-12 12:00]:

The Events window opens up:

There is no possibility of a "failed" execution of the schedule command.

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5. Others

Exporting the existing data to csv: export

Format: export

Exports the entries into a .csv file located in the current directory as (/data/export.csv)

Note:

• Export only exports the following: Name, Phone, Email, Address, Tags, Linkedin, Github, Remark, Status.
• JABPro must have write permissions, this means that if the .csv file is open, exporting again will not be possible.

Examples:

• export exports the data to /data/export.csv

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Clearing all entries: clear

Clears all entries from JABPro - including applicants and events.

Format: clear

Note:

• Usage of the clear command empties all records, not only in the current running instance of JABPro, but from the json files as well where the data is written to/read from. Hence, a subsequent launch of JABPro will display an empty application.
• clear command can be invoked on an already empty instance of JABPro as well, without any errors being raised. There is no effect of running this command.

Example of the successful execution of the clear command:

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Exiting the program: exit

Exits the program.

Format: exit

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Additional information

Summary Statistics

Summary Statistics is a table generated by JABPro that displays the following information about an applicant: It is generated for tags that are categorised under the assessment category.

Notes on why you should have sufficient applicants with a score for the tag you are interested in:

• This is due to the fact that these summary statistics rely on concepts such as mean, median and percentile, which are statistical concepts that require a sufficient sample size to be meaningful.
• For example, if you have only assigned 5 out of 100 applicants, the summary statistics will not be representative of the actual mean, median and percentile for that tag.
• In this case, you should assign more applicants with a score for that tag, before using the summary statistics to make comparisons.
• If you have assigned a sufficient number of applicants with a score for that tag, you can use the summary statistics to make comparisons. For example, you want to check if an applicant's score for a tag is more than or equal to half of all the applicant who have a score for that tag, you can use the median to make this comparison.
• A sufficient number could be deemed as any number that is more than 20, but this is not a hard and fast rule. You should use your own discretion to determine if the number of applicant with a score for that tag is sufficient.

Note:

• Understand that percentile has limited functionality in some context. This is because if two applicants have the same score, they are rank the same. This means that the percentile of both applicants will be the same.
  • If all applicants have the same score, their percentile will all be 0.0. This is because they are all rank the same.
  • Additionally, when the spread of scores is small, the percentile will not be able to differentiate between applicants with similar scores.

Formula used to calculate the summary statistics:

• mean is calculated by using the formula sum of all scores with that tag / number of applicants with that tag
• median is calculated by using the formula middle score of all scores with that tag
• minimum is calculated by using the formula lowest score of all scores with that tag
• maximum is calculated by using the formula highest score of all scores with that tag
• percentile is calculated by using the formula number of applicants with a score strictly lower than the applicant / total number of applicants with that tag

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Saving the data

JABPro data are saved in the hard disk automatically after any command that changes the data. There is no need to save manually.

Editing the data file

JABPro data are saved automatically as a JSON file [JAR file location]/data/addressbook.json. Advanced users are welcome to update data directly by editing that data file.

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FAQ

Q: What would happen if I used JABPro for the first time without the sample data? Would the app break? A: Not necessarily, we've tested out the JABPro launch without any sample data and basic functionalities are working fine. However, we do not recommend this because there could be unexpected behaviours that we might have not accounted for. It is always advisable to follow the quickstart instructions and launch JABPro with the sample data!

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 JABPro home folder.

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Command Summary

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Prefix Summary

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Glossary

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