User Guide

Intern Watcher (IW) is a desktop app for Human Resource Managers to manage internship applicants, optimized for use via a Command Line Interface (CLI) while still having the benefits of a Graphical User Interface (GUI). If you can type fast, IW can get your applicant management tasks done faster than traditional GUI apps.

You can use Intern Watcher to add, edit and delete the internship applicants. Intern Watcher also allows you to track applicants’ details such as grades and skills, as well as filter applicants by their details.

This user guide covers a quick walk-through on how to use this application, as well as the full descriptions of the features available.

• Quick start
• Features
  • Viewing help : help
  • Adding an applicant: add
  • Listing all applicants : list
  • Viewing an applicant’s details : view
  • Filtering by Fields : filter
  • Editing applicants : edit
    • Editing a specific applicant:
    • Editing all currently displayed applicants:
  • Deleting an applicant : delete
    • Deleting a specific applicant:
    • Deleting all currently displayed applicants:
  • Locating applicants by name: find
  • Clearing all entries : clear
  • Undoing an action : undo
  • Redoing an action: redo
  • Exiting the program : exit
  • Saving the data
  • Editing the data file
  • Specification of Fields
• FAQ
• Command summary

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Quick start

1. Ensure you have Java 11 or above installed in your computer. You can download it here.

2. Download the latest internwatcher.jar from here.

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

4. Double-click the file to start the app. The GUI similar to the below should appear in a few seconds. Note how the app contains some sample data.
   
   

5. Type any command in the command box and press the “Enter” key to execute it. e.g. typing help and pressing Enter will open the help window.
   

6. Some example commands you can try:

   • list : Lists all applicants.

   • add n/John p/123 e/a@a.com g/4.50 i/NTU c/Computer Science y/06/2025 j/Software Engineer a/INTERVIEWED : Adds an applicant named John with the above details to Intern Watcher.

   • find john : Lists all applicants whose name contains john.

   • filter g/4.50 c/Computer Science : Lists all applicants who have a grade greater or equal to 4.50 and who are studying the Computer Science course.

   • delete 3 : Deletes the 3rd applicant shown in the current list.

   • view 3 T : Displays the skills of the 3rd applicant shown in the current list.

   • undo : Undo the last command that you entered.

   • redo : Reverse the last undo command.

   • clear : Deletes all applicants from the application.

7. To see more detailed information about each command, refer to Features.

8. To see restrictions and specifications of each field, refer to Specification of Fields..

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Features

Viewing help : help

Displays a message explaining how to access the help page.

Format: help

Adding an applicant: add

Adds a new applicant to Intern Watcher.

Format: add n/NAME p/PHONE e/EMAIL g/GRADE i/INSTITUTION c/COURSE y/GRADUATION_YEAR_MONTH j/JOB [a/APPLICATION_STATUS] [s/SKILL]…+

• Entries with same NAME (case-insensitive) will not be allowed. For example, John Doe and john doe are considered the same applicant and the second entry will not be allowed.
• APPLICATION_STATUS and SKILL are case-sensitive.

Examples:

• add n/Jonathan Tan p/86565432 e/jonathan_tan@example.com g/4.50 i/NTU c/Computer Science y/06/2025 j/Software Engineer a/SCHEDULED s/Java s/C s/Python adds an applicant with the specified information.

Listing all applicants : list

Displays the list of all applicants in Intern Watcher.

Format: list

Viewing an applicant’s details : view

Displays the specified applicant’s academic records, or skills.

Format: view INDEX [T]

• If only INDEX is specified, it will show the specified applicant’s academic records by default.
  • INDEX refers to the index number of the applicant, shown in the applicant list.
  • INDEX must be a positive integer, e.g. 1, 2, 3, …
  • INDEX of 0 or less, or indexes greater than 2147483647 will be treated as invalid commands.
• Specifying T together with INDEX switches between the academic records tab and the skills tab.

Examples:

• list followed by view 1. Shows the 1st applicant’s academic records.

Command	Effect

• view 2 T Shows the 2nd applicant’s skills, if academic records was previously selected.

Command	Effect

Filtering by Fields : filter

Displays applicants in Intern Watcher that match one or more given fields.

Format: filter [g/GRADE] [i/INSTITUTION]…+ [c/COURSE]…+ [y/GRADUATION_YEAR_MONTH] [j/JOB]…+ [a/APPLICATION_STATUS]…+ [s/SKILL]…+

• filter will show applicants that match all fields specified.
• [i/INSTITUTION]…+, [c/COURSE]…+ and [j/JOB]…+ are case-insensitive and [a/APPLICATION_STATUS]…+ and [s/SKILL]…+ are case-sensitive.
• If [g/GRADE] is specified, it will show all applicants with grades higher or equal to the g/Grade specified.
• Likewise, if [y/GRADUATION_YEAR_MONTH] is specified, it will show all applicants with graduation dates that is strictly before the GRADUATION_YEAR_MONTH specified.
• If [s/SKILL]…+ is specified, only applicants with all specified [s/SKILL]…+ will be shown.
• For either of [c/COURSE]…+ or [j/JOB]…+, if more than 1 instance of a single field, such as [j/JOB]…+ is specified, applicants with their job field containing at least one of the [j/JOB]…+ specified will be shown.
• For either of [i/INSTITUTION]…+ or [a/APPLICATION_STATUS]…+, if more than 1 instance of a single field, such as [i/INSTITUTION]…+ is specified, applicants with their field matching at least one of the [i/INSTITUTION]…+ specified will be shown.

Examples:

• filter s/Python s/Java will show only applicants with skills in both JAVA and PYTHON.

Command	Effect

• filter s/HTML g/4.50 i/NTU will show applicants whose grade is not less than 4.50, knows HTML and is from NTU.

Command	Effect

Editing applicants : edit

Edits the information of an existing applicant, or the application status of all currently displayed applicants in the applicant list.

Editing a specific applicant:

Format: edit INDEX [n/NAME] [p/PHONE] [e/EMAIL] [g/GRADE] [i/INSTITUTION] [c/COURSE] [y/GRADUATION_YEAR_MONTH] [j/JOB] [a/APPLICATION_STATUS] [s/SKILL]…+

• If only INDEX is specified, the applicant at the specified INDEX will be edited.
  • INDEX refers to the index number shown in the displayed applicant list.
  • INDEX must be a positive integer e.g. 1, 2, 3, …
  • INDEX of 0 or less, or indexes greater than 2147483647 will be treated as invalid commands.
• When editing skills, all existing skills of the applicant will be replaced i.e adding of skills is not cumulative.
• You can remove all the applicant’s skills by typing s/ without specifying any skills after it.

Editing all currently displayed applicants:

Format: edit ALL a/APPLICATION_STATUS

• If ALL is specified, all applicants currently displayed in the applicant list will be edited.
• Currently only the APPLICATION_STATUS of applicants can be edited. It is unlikely that the other fields would need multi editing.
• The APPLICATION_STATUS can only be one of these 7 statuses: ACCEPTED, REJECTED, INTERVIEWED, APPLIED, SCHEDULED, RECEIVED and OFFERED.

Examples:

• edit 1 p/89274567 e/alex_yeoh@example.com edits the phone number and email address of the 1st applicant to be 89274567 and alex_yeoh@example.com respectively.

Command	Effect

• edit 1 s/ clears all existing skills of the 1st applicant.

Command	Effect

• filter a/APPLIED followed by edit ALL a/INTERVIEWED updates all applicants with APPLIED application status to have the INTERVIEWED application status.

Command	Effect

Deleting an applicant : delete

Deletes the specified applicant, or all applicants currently displayed in the applicant list.

Deleting a specific applicant:

Format: delete INDEX

• If INDEX is specified, the applicant at the specified INDEX will be deleted.
  • INDEX refers to the index number shown in the displayed applicant list.
  • INDEX must be a positive integer e.g. 1, 2, 3, …
  • INDEX of 0 or less, or indexes greater than 2147483647 will be treated as invalid commands.

Deleting all currently displayed applicants:

Format: delete ALL

• If ALL is specified, all applicants currently displayed in the applicant list will be deleted.

Examples:

• list followed by delete 2 deletes the 2nd applicant in Intern Watcher.

Command	Effect

• list followed by delete ALL deletes all applicants in Intern Watcher. Effect is similar to clear when used in conjunction with list.

Command	Effect

• find David followed by delete 1 deletes the 1st applicant in the results of the find command.

Command	Effect

Locating applicants by name: find

Displays applicants whose names contain at least one of the given keywords.

Format: find KEYWORD [MORE_KEYWORDS]

• The search is case-insensitive. e.g hans will match Hans.
• The order of the keywords does not matter. e.g. Hans Bo will match Bo Hans.
• Only the NAME field of the applicants are searched.
• Only full words will be matched e.g. Han will not match Hans.
• Applicants matching at least one keyword will be returned.
  • e.g. Hans Bo will return Hans Gruber, Bo Yang

Examples:

• find John returns john and John Doe
• find alex david returns Alex Yeoh, David Li
  

Clearing all entries : clear

Clears all applicant entries from Intern Watcher.

Format: clear

Undoing an action : undo

Undo a previous command action.

Format: undo

• Only undoable command actions can be undone.
  • Undoable command actions include: add, edit, delete, clear, redo.
• Consecutive undo commands are available until the applicant list returns to its initial state at launch of the application.
• If the current state of the applicant list is the initial state, the undo command will not be available.
• The applicant detail panel state will not be preserved. For instance, after view 1 and delete 1, undo will restore the deleted applicant to the applicant list, but the applicant detail panel will not be reverted to show the details of the deleted applicant.

Examples:

• undo (after delete 2). The applicant that was removed will be restored in Intern Watcher.

Command	Effect

• undo (after initial start up of Intern Watcher). As there are no previous states to restore, no undo action will be performed.

Redoing an action: redo

Reverses a previous undo command action.

Format: redo

• redo is the reverse of undo. Only undoable command actions can be redone.
  • Undoable actions include: add, edit, delete, clear, redo.
• Consecutive redo commands are available until the applicant list reaches the newest state.
  • The newest state is the most recent change in history.
• If the current state of the applicant list is the newest state, the redo command will not be available.
• If a new undoable action is performed when the applicant list is not in its newest state, the current state becomes the newest state.

Examples:

• clear followed by undo followed by redo. The clear command will be redone.

Command	Effect

• delete 2 followed by redo. As the state after delete becomes the newest state, there are no undoable actions to be redone.

Exiting the program : exit

Exits the program.

Format: exit

Saving the data

Intern Watcher 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

Intern Watcher saves data as a JSON file [JAR file location]/data/internwatcher.json. Advanced users are welcome to update data directly by editing that data file.

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Specification of Fields

Name : The applicant’s name. Should only include alphanumeric characters and spaces only. Should not be blank.

Phone : The applicant’s phone number. Should only contain digits from 0 to 9, with a minimum length of 3 digits.

Email : The applicant’s email address. Should be in the form of Local-part@Domain. Local-part should contain only alphanumeric characters with only these special characters +_.-. Domain can be separated into label with . if necessary. Each label should only contain alphanumeric characters and separated and is separated by - if necessary. Domain is at least 2 characters long and needs to start and end with alphanumeric characters.

Grade : The applicant’s Grade Point Average (GPA). Should be a number in 2 decimal places from 0.00 - 5.00.

Institution : The applicant’s school. Should only include alphanumeric characters and space only. Should not be blank.

Application_Status : The applicant’s application status. Case sensitive. Should only be one of these 7 statuses, ACCEPTED , REJECTED, INTERVIEWED, APPLIED , SCHEDULED, RECEIVED and OFFERED.

Course : The applicant’s course of study in their school. Should only include alphabet characters and space only. Should not be blank.

Graduation_Year_Month : The applicant’s estimated date of graduation from their school. Should be of format MM/yyyy and be after the date 01/2020.

Job : The job/position that the applicant applied for. Should only include alphabet characters and space only. Should not be blank.

Skill: The applicant’s skillset. Should only include alphanumeric characters, spaces and +# symbols only.

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FAQ

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

Q: The command result shows Could not save data to file: data\internwatcher.json. File access denied, ensure save file is not set to read only., how do I fix this?
A: The internwatcher.json save file in your \data directory has been set to read only. Open the data file, right click on internwatcher.json, click properties, and make sure read-only is unchecked. Apply changes if necessary.

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Command summary

Action	Format, Examples
Help	help
Add	add n/NAME p/PHONE e/EMAIL g/GRADE i/INSTITUTION c/COURSE y/GRADUATION_YEAR_MONTH j/JOB [a/APPLICATION_STATUS] [s/SKILL]…+ e.g. add n/John p/999 e/a@a.com g/4.00 i/NTU c/CS y/06/2025 j/Software Engineer a/INTERVIEWED s/Python
List	list
View	view INDEX [T] e.g. view 2 T
Filter	filter [g/GRADE] [i/INSTITUTION]…+ [c/COURSE]…+ [y/GRADUATION_YEAR_MONTH] [j/JOB]…+ [a/APPLICATION_STATUS]…+ [s/SKILL]…+ e.g. filter s/JAVA y/06/2022 i/NUS a/REJECTED
Edit	edit ALL a/APPLICATION_STATUS , edit INDEX [n/NAME] [p/PHONE] [e/EMAIL] [g/GRADE] [i/INSTITUTION] [c/COURSE] [y/GRADUATION_YEAR_MONTH] [j/JOB] [a/APPLICATION_STATUS] [s/SKILL]…+ e.g. edit ALL a/REJECTED , edit 2 n/James Lee e/jameslee@example.com
Delete	delete INDEX, delete ALL e.g. delete 3, delete ALL
Find	find KEYWORD [MORE_KEYWORDS] e.g. find James Jake
Undo	undo
Redo	redo
Clear	clear
Exit	exit