Clipboard is a temporary storage area for text and graphics that you are copying or moving from one place to another; Clipboard is a common holding area for all Windows applications. Mimosa can use this useful feature extensively and bi-directionally. Note that it is also possible to import and add data into Mimosa and export data from Mimosa easily with the help of text files. See the chapter Import and export with text files.
Clipboard menu selections in Mimosa views (Edit|Copy to the Clipboard, Edit|Paste from the Clipboard):
Quick links how to import your data from the Clipboard:
You can copy the relevant content from your Mimosa file to the Clipboard by selecting "Edit|Copy to the Clipboard" in some of the Mimosa views or by clicking the "Copy" button in Mimosa dialog windows. Similarly, you can paste content from other applications with "Edit|Paste from the Clipboard" or clicking "Paste". Most of the selections work symmetrically: users can copy the content from Mimosa to the other application to be edited and then paste it back to Mimosa.
For instance, you can use your spreadsheet application in several ways with Mimosa and increase your productivity. Spreadsheet applications allow you to format your data very easily in several ways, and you can generate a test file or use the sample file(s) that come along with Mimosa.
(Example above: In Resources view, select Edit|Paste from the Clipboard or type [Ctrl+V])
(Example above: In Resources view, select Edit|Copy to the Clipboard|2 Codes, names and categories or type [Ctrl+C])
In most cases, the first column in the Clipboard contains either the code of an event or a resource, depending on context, and the other items on the same row other contents, such as periods. For each event and resource you can define up to seven different categories (in the selection Options|Categories). In order to avoid errors caused by duplicate shortcuts or names or mixing upper and lower case letters, categories are referred by their position on the list (numbers 1,2,...,7), which is completely user-definable. If this number is missing or its value is outside of its bounds, it is replaced by the number 1. For instance, the number "2" in the third column in resources refers to "L:Lecturers", if you have defined it as the second category.
Many users apply their spreadsheet applications to create their schedules with different approaches and templates. Often users create, view and print their timetables directly with it. This may prove successful in the case when the size of the problem is small or moderate, and no big changes are expected.
This way to solve the scheduling problems has several disadvantages, due to dynamic nature of scheduling:
For Mimosa a spreadsheet application is an important alternative to input data and to report and analyse results created with Mimosa. Since all user data templates are different, the input data must first be converted to simple and compatible formats to be able to read into Mimosa. All or a part of the data can be imported from a spreadsheet application with the help of the Clipboard.
You can also export the same data back to your spreadsheet application in the same format and also create over different 40 other reports for statistics, graphics and timetables.
When you have created schedules with the spreadsheet application, you have probably not taken into account its limitations. The data that you have collected can often be used in Mimosa with slight modifications. It is typical that you have not used the codes in your previous model, and you have to add them for the needs of Mimosa, which uses them internally. Each template is different, and the way how to extract the necessary contents to Mimosa is also different.
When you import data from the Clipboard to Mimosa, you cannot import everything at once with the same table, because the data structure is dynamic: the number of resources is not the same as the number of events, the numbers of resources in events is different and the number of timetable slots by events is different, and there are also dependencies between the tables. If you import data from Clipboard, you are recommended to use the order below. In case you have two or more weeks, you can also paste the weekly allocated periods before the 4th phase.
You can import the basic information of resources (1) and events (2) independently, since these tables do not link to each other. But you can import event resources (3) after you have imported the event and resource codes you refer in this table. If the event code is not found, the current row is not imported. If the resource code is missing, it is omitted and so on.
In order to create timetables you first need to define the things you want to create timetables for. In Mimosa these are called resources and they are defined and managed in Resources view. In schools and universities resources are, in most cases, teachers, rooms and students or sets of students (groups or classes) but may also include equipment such as projectors and other teaching aids. With the help of categories, you can give names and shortcuts for each type of resource you create. For each resource, the template contains in its three columns
An event in Mimosa can represent any activity in the real world that needs to be scheduled in your timetables. The event definition indicates which of your resources need to be present and how many periods need to be reserved from their timetables in order to perform the real world event or activity.
In schools and universities events are typically used to schedule courses on different subjects, each of which may require the presence of a teacher, a group of students and a room (the resources) and which may take place several times a week over several weeks (the periods of the event and their allocation to the weeks of the schedule). For each event, the template contains in its four columns
Each event can contain up to 240 resources. In this template, the first column must consist of existing event codes, and the cells in the next columns are existing resource codes. For instance, if an event is a course in a school, requiring a teacher, a group and a room, the first column must be the event code and the next columns must be the codes of the teacher, group and the room.
In this small example the core contents in Resources and Events view are imported to Mimosa.
1. In your spreadsheet application, input the following table:
2. Paint the above area and select Edit|Copy (or equivalent) in your spreadsheet application to copy it to the Clipboard.
3. Go to Mimosa and activate Resources view (click the button on top of the screen).
4. Select in Mimosa Edit|Paste from the Clipboard - 9 new resources should appear.
5. Go to your spreadsheet application, input then the basic information of the following 7 events:
6. Paint the above area and select Edit|Copy (or equivalent) in your spreadsheet application to copy it to the Clipboard.
7. Go to Mimosa and activate Events view (click the button on top of the screen).
8. Select in this view Edit|Paste from the Clipboard|1 Codes, names and PLANNED periods - the list of 7 events should now appear on screen.
9. To add also the resources to events via Clipboard, go to your spreadsheet application and input the following table:
10. Paint the above area and select Edit|Copy (or equivalent) in your spreadsheet application to copy it to the Clipboard.
11. Select (in Events view) Edit|Paste from the Clipboard|2 Replace event resources to add resources to the events.
Note that in the last operation, the first column contains event codes and the next columns the corresponding resources that should be added to that event. All event and resource codes in this table must already exist in Mimosa.
Perhaps the easiest way to see how Clipboard can help your work is to select Edit|Copy to the Clipboard command in Mimosa and then invoke your spreadsheet application. Use the Edit|Paste from the Clipboard command and see how the data will be transmitted via the Clipboard. You can also click [Ctrl+L] anytime to view and edit its content.
It is a good practice to have also your spreadsheet application opened simultaneously so that you can transmit data back and forth between these applications. Please note that some spreadsheet applications limit your matrix to 255 columns, and that the Clipboard capacity of Mimosa is 64 kilobytes (=about 65,000 bytes).
If you want to overcome the 64 kilobytes size limit, copy only a selected subset of the data to the Clipboard and import and export the your data incrementally. You can also alternatively export your content to a text file, by selecting the appropriate text file type in Options|Default Clipboard Target.
With the help of the Clipboard you can:
Note also that using the Clipboard
The Clipboard format supports a TAB-limited text or table type content, compatible with all Windows applications. This means that each field on a single line is separated by a TAB character (ASCII=9) and each line ends with the CRLF character combination (ASCII=13 and ASCII=10). The Clipboard content ends with the NUL character (ASCII=0). This format is very suitable when working with other windows applications having a table form data entry, just like the spreadsheet applications.
Codes of all selected resources are copied to the Clipboard. You then have the menu selections, where you can specify the content of the Clipboard. In each selection, you always have as the first field the resource code, but the other fields in that row depend on the particular menu selection. Instead of category texts or letters in Clipboard columns, numbers 1-7 are used to avoid problems in cases when user has accidentally use the same shortcut character in one or more categories.
Creates 2-3 columns of resources and events they are linked with. You have the option to select whether you want to display codes, names or both. The selection below represents selection of both (=codes and names):
Creates columns of codes plus names and categories. Instead of category names, their numbers (1-7) are used.
This is the mirror selection Edit|Paste from the Clipboard which is used to import resource data into Mimosa from other applications. Test these both selections with you data to confirm that they work identically.
This format has two variations (example below is taken from the first). It either creates a list of resource codes plus the contents in columns PLANNED, ALLOCATED, SCHEDULED and LINKS or the periods from the ALLOCATED column sorted by the resources of the selected category.
Creates a list of resource codes plus those event codes that include this resource in their resource lists.
Creates a list of resource codes plus all periods that have been allocated to weeks.
Creates a list of resources along with events where the resources can be added without causing timetable conflicts.
Creates a list of events that are linked with the current resource plus their total periods and links (columns PLANNED, ALLOCATED, SCHEDULED and LINKS). If dates are applied, the start and finish dates of events are also supplied.
Creates a list of events that are linked with the current resource plus their periods in weeks. Note that the third column is the category number of the resource or event, whereas the fourth denotes the total number of periods of the weeks (=weighted sum of the remaining columns).
Creates a list of all scheduled events by resources in order of their appearance.
Creates a table of events and resources, with resources as rows and events as columns. Each resource that is in the current event resource list is denoted by the number of their periods in the table cell. If the resource can be added to the event, it is denoted by 0, and if it cannot be added, the cell is left blank.
Resource codes, names and category numbers (1-7) can be pasted from the Clipboard and added to the resource list, if their codes are not found from the list. If a matching resource code is found, its name and category is replaced with the Clipboard content. The lines have the same format as in its mirror selection Edit|Copy to the Clipboard|2 Codes, names and categories.
Codes of all selected events are copied to the Clipboard. You then have menu selections, where you can specify the content of the Clipboard. In each selection, you always have as the first field the event code, but the other fields in that row depend on the particular menu selection. Many selections have analogous formats with the respective selections in Resources view.
Creates 2-3 columns of events and their resources. You have the option to select whether you want to display codes, names or both. The sample below represents selection of both (=codes and names):
Creates a list of event codes plus names and categories. Instead of category names, their numbers are used.
This is the mirror selection for Edit|Paste from the Clipboard|1 Codes, names and categories and PLANNED which is used to import event data into Mimosa from other applications. Test these both selections with you data to confirm that they work identically.
Creates a list of event codes plus periods in columns PLANNED, ALLOCATED, SCHEDULED and LINKS.
Creates a list of event codes plus the resource codes belonging to the resource list of that event.
This is the mirror selection for Edit|Paste from the Clipboard|2 Replace event resources and Edit|Paste from the Clipboard|3 Add to event resources which are used to import the list of event resources into Mimosa from other applications.
Creates a list of event codes plus all periods in all active weeks.
Creates a list of event codes along with those resource codes that can be added to the event without timetable conflicts.
Creates a list of resources that belong to the resource list of the current event plus their total periods and links (columns PLANNED, ALLOCATED, SCHEDULED and LINKS).
Creates a list of resources that belong to the resource list of the current event plus their periods in weeks. Note that the third column is the category number of the resource or event, whereas the fourth denotes the total number of periods of the weeks (=weighted sum of the remaining columns).
Creates a list of event timetables using the layout selections below:
Edit|Copy to the Clipboard|9 Timetables|1 Code + Week + Day + First slot + Last slot
If all contents from the Clipboard cannot be pasted without causing conflicts, you will see the list of the resources which have prevented them.
The format above is identical with the format used in the selection Edit|Paste from the Clipboard|5 Timetables. You can use this format bi-directionally to copy and paste your timetables with your spreadsheet application.
If you have selected to Align Mimosa weeks with Calendar in Options|Time, you can also select to use the last formats below:
Edit|Copy to the Clipboard|9 Timetables|2 Code + Date + First slot + Last slot
This format is identical with the one above except that the Week and Day columns are combined to Date column.
Edit|Copy to the Clipboard|9 Timetables|3 Code + Name + Start + End + Room(s)
This format uses two columns to display Start with the Start date and Start time period and End with the End date and End time period. Next column contains the room(s) where the event is assigned to.
Edit|Copy to the Clipboard|9 Timetables|4 Code + Week + Day + Slot
This format is identical with the first format except that each Slot is represented on a separate row (instead of the slot range First slot and Last slot).
Edit|Copy to the Clipboard|9 Timetables|5 Extended format
Extended format copies each week and its content to its own column and displays the day of the week and the time period of each scheduled period plus its room.
Creates a table of events and resources, with events as rows and resources as columns. Each resource that is in resource list of the current event is denoted by the number of the periods in the table cell. If the resource can be added to the event, it is denoted by 0, and if it cannot be added, the cell is left blank.
Event codes, names, category numbers (1-7), the maximum number of periods and, optionally, event resources can be pasted from the Clipboard and added to the list of events. If a matching event code is found, the name and category is replaced. If the event resources are also pasted, all those resources which have not already been created and not found in the resource list are automatically omitted. Event resources can be pasted in various modes (Replace, Add, Remove).
Pastes the three columns codes, names, categories identified by event code from the clipboard. PLANNED must be a positive number.
This is the mirror selection for Edit|Copy to the Clipboard|2 Codes, names, categories and PLANNED which is used to export event data from Mimosa into other applications. Note that you can easily change the event names and categories by first copying the current event list to the Clipboard, pasting it into a spreadsheet application, editing the needed items therein and then pasting the data back to Mimosa.
Replaces the resource list identified by the event code with the resource codes stored in the Clipboard.
The first column in the selected area must consist of existing event codes, and the cells in the next columns are existing resource codes. When this cell area is pasted, all resources are first removed from the current event and the resources found on the same row are then added to the event.
For instance, if the cell in the first column contains the event code "BAS358" and the following cells contain the resource codes "Form-A", "Form-C", "HARRISON" and "R206", Mimosa first removes all current resources from the event and then adds the four resources in the order they are listed.
Adds the resource codes stored on the Clipboard to the original resource list identified by the event code. If the original event resources are empty (=events do not have any resources attached), this selection has the same effect as 2 Replace event resources above.
For instance, if you are about to add the lists of students (columns B-F) to events (in column A), the layout looks like the one below. When this area is pasted, Mimosa goes through all rows and tries to add each resource to the event which is on the first column. If the event and resource code exist and the resource has not been added to the event before and the resource does not cause a conflict, it is added to the list of resources of that event.
All resources of an event do not need to be listed on the same row. Resources can be added one or more resources at the time. Also in this case, the first column must contain the event code and the next column(s) the resource code(s).
For example, if you create personalised timetables and you may also have preference numbers of students by events (course).
Students are now added to events in their preference order to create optimal timetables.
In the selections 2 and 3 above, you can also select, how the possible conflicts are solved, if some of the periods have already been scheduled. You can either prevent the application of accepting of resources that would cause conflicts, or you can accept all resources and remove the conflicting periods afterwards. If you have not yet scheduled any periods, the question will not be presented.
If you want to add or replace only those resources that can be fit in events (with respect to conflicts), select [Yes]. Selecting this option does not necessarily include intended resources. If you want to add or replace all intended resources and let Mimosa remove the necessary conflicts it will cause, select [No]. In both cases, no conflicts can occur.
Removes from the lists of resources all those resources that are stored on the Clipboard and match with the collection identified by the event code.
The above three selections have the same format as Edit|Copy to the Clipboard|4 Codes and event resources.
Pastes event timetables from the Clipboard into Mimosa, adding all schedules which are not conflicting with the current timetables, using the following syntax below. All numbers in this format must be within the range of selected weeks and timetable matrix limits, and [First slot] must not be larger than [Last slot].
[Code] [Week] [Day] [First slot] [Last slot]
If you have defined more than one week, the scheduled periods cannot by default exceed the periods allocated to weeks view. If you have not entered these maximum weekly periods in Weeks view, you can let Mimosa to increase those weekly periods to be at least as large as the scheduled periods. If this is the case, answer "Yes" to the question "Adjust weekly periods automatically according to number of scheduled periods?".
The format used is the same you can create in Events view, by selecting Edit|Copy to the Clipboard|9 Timetables|1 Code + Week + Day + First slot + Last slot:
If you add columns which contain existing resource codes, they are added to the event on the same row, if they can be added without conflicts. After adding the resources, they are scheduled when possible. This enables to paste event schedules and event resources in the same time.
If some of the events cannot be pasted due to the conflicts with the existings timetables of resources, they are shown as follows:
The list of event codes with their weekly allocation periods is copied to the Clipboard starting from the active event. Lectures are always represented without multiplying them by the corresponding weekly lengths. Bookings in weeks are ignored.
The weekly allocation table is pasted from the Clipboard in the same format as it is copied above. Only those lines, which have matching event codes with the currently existing event code list, are considered and updated, otherwise they are omitted. Pasting of allocation table does not affect those cells, which are booked.
The clipboard formats of the two selections above are identical.
Copies the contents of the current timetable on top left corner to the Clipboard.
Copies the timetables of other resources of the current event. For instance, if an event "PRI824" has resources "Form-A", "DAWSON" and "R309", all three timetables are copied.
Copies all timetables of the selected category and week to the Clipboard (line format selected, each row corresponds to a resource timetable).
Copies the Master timetable of all weeks to the Clipboard (line format selected, each row corresponds to a week).
Copies the timetables all events from selected timetables of the current week, stacked in a single timetable.
Copies a table of free slots in timetables of the selected category and current week.
Copies all timetables of the selected category and current week having comments in their slots.
This selection copies the timetables of selected resources or events of selected week(s) to the Clipboard. The first column in the table contains the code of the resource or event, and in the table the cell has the value of 1, if the resource or event in this slot is not free. The row and column sums of all cells are also calculated.
Compact timetables of event timetables (one week, all event categories selected):
Compact timetables of resource timetables (one week, all resource categories selected):
With the help of your spreadsheet tools you can reformat the output of this and other reports to better fit the visual requirements. You can use the selections like "Autofit Column Fit", "Font", "Border", "Fill", "Conditional formatting" to get the desired result. Note that the page where you paste the results does not have to be same page which you use to publish the report.
Copies the load of each slot (daytime) by the number of occurrences in all timetables or by the capacity as indicated with the tag (#) in the resource names. Slot load in each cell is a sum of all periods and bookings of all resources.
Creates a table of the utilisation of the selected resource category (classes, teachers, rooms) in timeline format, using the calendar that has been aligned with Mimosa weeks. This option is enabled only if you have selected [x] Align Mimosa weeks with calendar in Options|Time.
You can select, how many characters you want to view from the start of the event codes. If you are interested in having a compact availability report, you may select only one character.
Creates a list of all bookings you have entered in the timetables in the current week or all weeks. The columns of the table contain the following information:
This selection pastes the bookings in the same format as used in Edit|Copy to the Clipboard|11 Bookings, but selects only those rows from the table which have the same week number as the active week in the Timetables view.
Pastes the bookings in the same format as used in Edit|Copy to the Clipboard|11 Bookings, and it accepts all week numbers.
Note that the following selections produce symmetric data formats. You can copy data from a selected view in Mimosa to the Clipboard, make changes it with another application and then paste it back from the Clipboard using the following pairs of commands ( : Export from Mimosa, : Import to Mimosa).
When you are in Resources or Events view, you can easily manage the event-resource relationships with the help of the Clipboard. If you are in Resources view you can copy the same set of selected events from one resource to another resource and similarly, if you are in Events view you can copy the resources from one event to another. Clipboard commands are attached to Copy, Cut and Paste buttons and they are associated with the selected codes in the box on the left.
A code is added from the Clipboard to the box on the left only if
The codes copied to the Clipboard have the format below:
You can paste several lists of codes also to your spreadsheet application and reuse them when appropriate. For instance, you can clone different sets of event selections of students to several students. When the codes are pasted to Mimosa, only the first column of this table (containing resource or event codes) is checked and read.
To copy the same set of events from a resource to another resource, do the following:
The number of copied items vs. all items are shown:
You can copy sets of lists of events (or resources) to the Clipboard and paste them to your spreadsheet application and then paste them to the selected resources (or events). When creating new events or resources, you can then pick an appropriate list of codes and add it to left box. This will increase your productivity, if the same sets of codes occur repeatedly. Note that when pasting a list of events or resources, only the contents on the first column on the Clipboard is read.
Copy - Copies the selected item on the box on the left to the Clipboard.
Cut - Copies the selected item on the box on the left to the Clipboard and removes them.
Paste - Pastes the current Clipboard content to the box on the left. Items that cannot be added to the the box on the left are omitted.