Create and edit resources with the Resource editor

The Resource editor is opened when you want to create a new resource or edit an existing resource. When you are in Resources view, pressing the [Insert] or [Enter] key takes you into this window. Refer to the Resources view help for other ways to open the editor.

If you are not sure what a resource represents in Mimosa take a moment to review the definition in the Concepts and tools section of the help.

For each resource, you have to enter a

  • unique resource Code,
  • descriptive Name and
  • resource Category, defining the type of the resource.

You can create your own categories for resources in Options|Categories and replace the categories suggested here. The maximum number of different categories is 7 and you can create up to 8191 resources.

When creating a new file, you typically start to create resources. In educational institutions, resources are typically either Classes (=groups, sections), Teachers or Rooms. In institutions having individual timetables, Students are used instead of Classes. All resources are shown in the same view, and by default sorted by category so that all resources of the first category comes first and so on. There is no need to change the view to go to view/edit teachers or rooms.

After one or more events have been created you can attach them to resources in a similar manner as you can do in Events view. Note that these both views are very similar in their functionality. Mimosa checks that the permissible links of events and resources are always valid, by showing on the right box only those items that can be added.

In Mimosa you can define the needed resources in unlimited ways - for instance in schools you may want to create group-based or personalised timetables, or combine both approaches in the same file:

Group-based timetables: Personalised timetables:

Press the [Insert] key or click the button to create a new resource.

Here you will enter Code, Name and Category for each resource. The maximum number of periods of the resource (PLANNED) is calculated automatically from the events linked with this resource and therefore it cannot be changed from this window.

Press the [Enter] key or click the button to edit an existing resource. After you have created some events, they will become visible also in this window (on the right-hand box). This enables to edit all event-resource connections also from the resource point of view, which is often very useful when addressing students to several events.

The left-hand box contains all events where the current resource (such as teacher) has been added to. The right-hand box lists the events where it can also be added.

To add events to resource, select the available event(s) on the right box and click the [Add] button or [Double-click] the event. In a similar way, you can remove selected events from the left box or [Swap] events across boxes. You can continue this process also after creating timetables, since Mimosa takes care that overlaps cannot occur and lists only those items on the right box which are currently available and will not create conflicts.

If you are about to create individual timetables, it is often more convenient to edit the events from this view. If the students or other resources have alternative choices to switch across events, use [Swap] button to make the switches. The changes in this view reflect the changes in events view, but this enables to edit the collections of two events with one click.

You can easily create and edit the resources also with the help of your spreadsheet application and the Clipboard selection Edit|Paste from the Clipboard. Enter the code and the name of the resource in the first and second column and the category number in the third column. (For each resource you can define up to seven different categories in the selection Options|Categories). The Clipboard format uses the third column as the category number.

For instance, the number "2" in the third column in resources refers to "L:Lecturers", if you have defined it as the second category.

Techniques to select and move items between the boxes:

  • If you want to select or deselect a single item from the list, click the left mouse button
  • If you want to include several, but not necessarily consecutive items in your selection, keep the Ctrl button down and click the left mouse button
  • If you want to include a range of items from the first to the last in your selection, keep the Shift button down when selecting the first and last item from the list
  • You can drag-and-drop selected items from one box to another, by keeping the left mouse button down and dragging items from one box to the other box and releasing the mouse on the target box

When all events are not selectable

After you have scheduled all or some of the events, all events are not listed in the box All selectable events, since they cannot be attached due to overalaps (=conflicts). In this case, the button "Why x out of y events are not selectable?" on top right becomes visible. Mimosa does not allow to create conflicts and therefore all events cannot always be added to all resources.

1. Click the button "Why x out of y events are not selectable?" to display the list of all events that cannot be attached to this resource.

2. Select next the event from the list you want to add. If the event is already attached to this resource (and it is listed in the left box), you will see the text [Already selected], otherwise the number of conflicts and the first week containing one or more conflicts is shown. For instance, the text "5 conflicts" denotes that here are five slots where the periods of this events overlap with those of the current resource. To see when this happens, click the [Details] button on this event:

3. In this view you see the conflicts marked with "X". If you want to add this conflicting event to the list of the selectable events, click the [Clear] button on top of this view. This will unschedule all those periods from timetables which create the conflict. Click next [Close] to return back to main view and to see that the event is now available. Note that if you have several weeks in your file, you may need to scroll the timetables horizontally to make the conflicting slots visible.

If you click the [Clear] button, the previously unselectable event is now added to the list of selectable events and you can add the event to the current resource:

Note that you can the unselectable events similarly when adding them to resources using the Event editor.

If you have many weeks and you do not have enough options to add resources to events, consider to clear contents of the timetables in previous weeks which are not needed anymore, such as "1. Bookings from timetables" and/or "2. Scheduled periods" in Tools|Clear. This gives more options to construct events for upcoming weeks since the previous weeks do not restrict resource selections.

Description of screen elements:

Code

Enter a new code here for the resource you are about to create or edit the old code if it has already been created. When creating a new resource, Mimosa fills this field automatically (with "Resource123"). Replace it with your own code, which better describes its content. Also take into account that you may want to use this code later on as a sorting criteria. Note that when printing or publishing timetables, you can always select to display the code, name or both.

Name

Add to each resource a descriptive resource name (with the maximum length of 200 characters).

You can enclose in brackets [ ... ], ( ... ), { ... } ,\ ... \ or / ... / those texts you do not want to show in reports and on screen. (See Options|Other|Hidden text separators).

You can let Mimosa compare the capacity of the rooms with the requirements of other resources (such as groups). The capacity and the requirement of the resource is denoted by using the special character # followed by the number, such as #30, and it can be enclosed in brackets as described above, if it is going to be hidden.

The capacity of the room can be taken into account by using the special character # followed by the number, such as #35, and it can also be enclosed in brackets. In case of other resources except rooms, you can define their demands similarly, such as the size of a group. Check the selection Show the number of event seats in Options|Other to display in Events view the difference of the room capacity as compared to the capacity demands of the other resources of each event.

Category

Because of the different needs of the institutions that use this software, the types of the resources are not used explicitly, but they can be defined with the help of categories.

PLANNED

This is the total number of periods planned to be allocated to weeks for this resource when calculated from all events that include this resource. This number is automatically updated by Mimosa based on the sum of all PLANNED periods of the events connected to this resource and it cannot be changed in this view.

ALLOCATED

The total number of allocated periods of this resource (ALLOCATED<=PLANNED). The value in this field is automatically updated by the application in the Weeks view and cannot be changed in this view.

SCHEDULED

The total number of scheduled periods of this event (SCHEDULED<=ALLOCATED). The value in this field is automatically updated by Mimosa after the periods have been scheduled, typically in Timetables view.

LINKS

The total number of events linked with this resource. This number is changed when you change the number of the events connected to this resource.

Buttons on top

Some of the functions presented below can also be accessed from the pop-up menu:

ButtonFunctionExplanation
Cut Cuts (=copies and removes) the selected events from the left box to the Clipboard.
Copy Copies the selected events from the left box to the Clipboard. You can later on copy the selected or all events to the Clipboard and Paste it to another resource.

Content of the Clipboard after Cut or Copy (Code, Name, Category and PLANNED of the events):
Paste Pastes the events from the Clipboard to the left box of the current resource. If the resource is already linked with some events, new events are added to this list. Only those events are added which do not create conflicts.
Copy & Paste How to use Copy and Paste to copy events from a resource to another resource:

Hint Use the above three functions to copy and move events across two or more resources. Once you have selected the Cut or Copy operation, you can select another resource or create a new resource and then Paste to copy or move the stored event list to the current resource.
Filter Click it to enable/disable only the currently activated category to be displayed on the right box. This option is often useful to limit your search to a specified set of the code list.
Resource info Displays detailed information of the latest selected resource, its links to other events and schedule information. See Show info for details.
Conflicts Displays a window of the conflicting events for the current resource. Clicking an item on the list of "Impossible events" displays the conflicting slots of the current resource and the selected event with a red "X". See Tools|Modify collections.

Timetables Displays a window of the timetable of the current resource and the event selected on list of available events on the right box. This enables to view the timetables of the current event and resource before the event is attached to the resource. See Tools|Modify collections

Move up
Move down
Change the previous or next resource to the active resource, without using the [OK] or [Cancel] buttons. If some of the fields have been changed, you are prompted to accept the changes before moving to the previous or next resource.

Buttons between boxes

ButtonFunctionExplanation
Select fields Change the fields that are displayed in the left and right boxes. If all fields cannot fit the space, only a part of the event name is shown.
Add event(s) Selected events are added to the active resource by picking them from the list of available events on the right. You can select the events one by one by double-clicking them, or select several events at once by keeping the Ctrl key down while clicking them. Click the [Add] button to move selected event(s) from the right box to left box.
Remove event(s) Events are removed from the resource by selecting them from the list on the left and then clicking [Remove]. You can select the events one by one by double-clicking them, or select several events at once by keeping the Ctrl key down while clicking them. Click the [Remove] button to move selected event(s) from the left box to right box.
Swap events Instead of [Add] and [Remove], you can also simply [Swap] two selected events across lists. Click one event from both lists and click the [Swap] button.
Select All Select All selects all events of the current resource from the left box. If you next click Copy, the list of all events are copied to the Clipboard.
Clear All This button removes all events of the current resource and clears the left box.

View schedules

When you have scheduled your periods, you can also view snapshots of them by clicking View schedule button on the bottom of the screen. The view expands and displays the timetable of the resource and the active event selected on the left box.

If you have defined several weeks, use the arrow buttons on the bottom of the timetable to view the timetable of the next or previous week. Note that you can only view the timetables here. Click the timetable cell to view a full explanation of its content. Click View schedule again to go back to default view.

Examples of resources:

Click [Enter] to edit and [Delete] to delete a resource. Input the following classes (C), teachers (T) and rooms (R) and finally sort them (by category and code) by clicking the title row at CODE.

Note that the first column (#) is a running number helping you to keep track of the resources and (*) contains the category shortcut. You cannot change the PLANNED, ALLOCATED, SCHEDULED or LINKS fields, since they are automatically maintained by the application when events are created.