Personal Mind Manager

a very personal information manager

 

(5-Jan-2001)

Home page 

 

Contents

1.      Abstract

2.      Introduction

2.1        What is “Personal Mind Manager”

2.2        The “Personal Mind Manager” philosophy

3.      Examples of user interface screens

4.      Features

5.      Basic concepts

 

 

 

1.     Abstract

 

pic_main_window_toolbar_tagmaps_table.jpg (52081 bytes)

Screen shot of main window

 

Personal Mind Manager is a personal information manager (PIM) with three general usages; in fact it is, at the same time:

 

1)     an organizer, i.e. a tool for managing any kind of personal information such as tasks, events, contacts, notes, file links, web links etc.

 

2)     an image viewer

 

3)     a mind stimulator useful for reflection, self-analysis and self-improvement

 

All textual information is contained in one or more Microsoft Access 2000 databases protected by keywords (however, installation of Access 2000 is not needed). The information is divided in 20 usage domains and an unlimited number of categories.

 

Personal Mind Manager offers in a single program the functionality of most PIM applications, but has some unique features hardly to be found in other products, like the possibility of displaying the stored information not only as a grid or list, but also as a calendar, a tree map, a tag map, a random map or a “slide-show” of random items, with auto-tile, drag & drop functionality and various kinds of animations. These features, used with appropriate contents, can help the user to memorize the displayed material or, in a self-improvement perspective, can be used as a mind stimulator and facilitate self-analysis, meditation, confronting, self-suggestion, etc..

 

Personal Mind manager is an enhanced version of Personal Organizer. In Personal Organizer only the functions "organizer" and "image viewer" are available.

 

You can download Personal Mind Manager free of charge from http://space.tin.it/computer/bcancell/.

 

 

2.     Introduction

 

2.1           What is “Personal Mind Manager”

 

Personal Mind Manager is a personal information manager (PIM) with three general usages; in fact it is, at the same time:

 

1)     an organizer, i.e. a tool for managing tasks, contacts, notes and other personal information:

 

·        with Personal Mind Manager you can manage actions, engagements and time schedules, you can record and retrieve all sorts of information such as study notes, instructions, quotations, translations of technical terms or foreign words, chronologies, postal addresses, telephone numbers, file and directory paths, e-mail addresses, web addresses, prices, budget elements, inventories, indexes, catalogues of books or other media, a journal, etc. in a homogeneous, integrated  system;

 

·        all textual information is contained in a Microsoft Access relational database and protected by a keyword;

 

·        the collected information can be organized according to pure hierarchical or mixed hierarchical-reticular logical structures, and may include hypertext links to objects residing inside or the outside the program;

 

·        every structure created with Personal Mind Manager can be displayed in any of the following ways:

o       table: i.e. a grid-like panel

o       calendar: organized by month and day (only for information associated with and expiry date/time)

o       tree map: i.e. a hierarchical organization structure with roots, branches and leaves

o       tag map: i.e. a map of text tags aligned to form one or more columns

o       random map: i.e. a map of tags randomly positioned and randomly animated (containing text or images)

o       random item: i.e. a slide show of single tags randomly chosen (with text and/or images)

 

2)     an image viewer:

 

·        Personal Mind Manager can display images, thumbnails and slide shows based on jpg, gif and bmp files; it can be used as a standalone image viewer or in conjunction with the other Personal Mind Manager functionalities.

 

4)     a mind stimulator useful for reflection, self-analysis and self-improvement

 

·        thanks to its special information management method, privacy, ease of use, Personal Mind Manager may be useful to those who need to make order and clarity in their minds, as it offers an environment to record everything which may help us to know ourselves better, remind the essential facts of our lives, examine our situation, understand what we can and what we want to change, define objectives and pursue them in a rational way, analyse and adjust our expectations and aspirations; by using Personal Mind Manager as a tool for reflecting, we can train our mind to function in a more efficient way, make our thought more voluntary and effective, develop the capability to choose and take decisions in a rational way, overcome mental laziness, stimulate intelligence, imagination and creativity

 

·        thanks to the different modes of displaying the same information (especially the tag map, random map and random item), Personal Mind Manager may facilitate the practise of self-analysis, confronting, self-suggestion etc. in order to overcome inhibitions, fears, timidity, unjustified guilt and inferiority feelings and other mental difficulties; in fact, Personal Mind Manager makes it possible to stimulate our mind with information consisting of text and/or images capable of triggering emotional reactions of which we would like to get rid, or which we would like to correct or reconcile somehow. A sufficient number of stimulation sessions will cause a reduction or neutralization of the unwished emotional reactions and the liberation of ideas and mental energies which where inhibited by them; Personal Mind Manager may thus enable us to face ideas and thoughts which we normally tend to avoid, develop self-control and will power, solve internal conflicts and prevent our mind from being monopolized  by some of its components to the detriment of other.

 

2.2           The “Personal Mind Manager” philosophy

 

Personal Mind Manager has been designed bearing in mind that a PIM application should be simpler and easier to use than most business information management applications. While a business application is normally indispensable for a business to function, a PIM application  is something a human being can live without. Therefore, using a PIM makes sense only if the problems it solves and the advantages it brings are more valuable than the time and effort needed to learn how to use it and the self-discipline required to use it effectively.

 

Most PIM applications have been conceived for a small number of specific usage domains and offer a rich set of functions and options to do their particular job. Personal Mind Manager has been conceived for an unlimited number of domains, with a common interface and a set of generally applicable functions. This implies, among other things, the possibility of working on several usage domains simultaneously, and a global visibility of all collected information, especially as regards search and filtering functions. As a consequence of this approach, Personal Mind Manager requires very little learning effort and discipline in spite of its versatility.

 

Personal Mind Manager offers in a single program the functionality of many conventional PIM applications, but has some unique features hardly to be found in other products, like the possibility of displaying the stored information not only as a grid or list, but also as a calendar, a tree map, a tag map, a random item map, or a slide-show of items randomly chosen , with auto-tile, drag & drop functionality and various kinds of animations. These features, used with appropriately prepared records consisting of text and/or images, can help the user to memorize the displayed material or, in a  self-improvement perspective, can be used as a mind stimulator and facilitate self-analysis, meditation, confronting, self-suggestion, etc..

 

To avoid unnecessary complexity, Personal Mind Manager can be configured to make visible (in toolbar and menus) only the usage domains the user is interested in.

 

Customized versions of the program can be produced on request. Customizations may include additional data types, additional procedures and additional presentation modes. Special version can be produced with company logo and company specific information (such as company description, products catalogue automatically updated via Internet), for company internal use or as business gifts.

 

You can download Personal Mind Manager free of charge from http://space.tin.it/computer/bcancell/. 

 

 

3.     Examples of user interface screens

 

3.1           Main window with tool bar, tag maps and a table

 

pic_main_window_toolbar_tagmaps_table.jpg (52081 bytes)

Click here to see the figure

 

The figure shows the main window with the tool bar (the first 20 icons represent the 20 collections -- i.e. usage domains -- supported in version 1.0). Inside the main window are three tag maps and one table, all belonging to collection “Agenda”.

 

 

3.2           Calendar

 

pic_calendar.jpg (42139 bytes)

Click here to see the figure

 

The figure shows the screen recalled by the “calendar” function. The first panel on the left-hand side is used to select month and day. The list on the right-hand side shows the events whose expiry date or remind date matches the selected day. Under the calendar panel, the next 42 days from the current day are shown, and the number of events whose expiry date or remind date matches each day.

 

The two subsequent lists show, respectively, the events whose expiry date or remind date is already elapsed, and the events whose expiry date or remind date matches the current date.

 

The bottom panel is used to modify, delete the events shown in any of the above lists, and to insert new events.

 

 

3.3           Random map

 

pic_random_map.jpg (64497 bytes)

Click here to see the figure

 

The figure shows a random map of all items of collection “Persons”. Tags having a link to an image file are represented as images, the other as text tags. Tags and images can automatically move mocking the fishes in an aquarium, change their color  (except for the images) and one of them is randomly selected and emphasized. Emphasized tags are shown with a larger font, emphasized images are shown with a colored frame.

 

 

3.4           Random item

 

pic_random_item.jpg (35471 bytes)

Click here to see the figure

 

The figure shows a random item frame without image. The frame can update itself with other items randomly selected and change its position and colours. The change can occur automatically (periodically) or by command. The selected items may belong to a given collection or tag map or to the set of filtered records of a table. More than one random item frame can be shown at the same time. If an image file is associated to the selected item, the image will also be displayed.

 

 

3.5           Collection preferences

 

pic_collection_preferences.jpg (46947 bytes)

Click here to see the figure

 

The picture shows the form used to configure the collection preferences. For every collection, the user can choose to make it visible or invisible (in toolbar and menus) and, if visible, can choose the default display format for the collection and the category (tag map or table).

 

 

3.6           Main context menu

 

pic_main_context_menu.jpg (82734 bytes)

Click here to see the figure

 

The figure shows the main context menu. The four submenus “Open ... from collection” refer to the 20 collections supported in version 1.0 of the program and represented by the first 20 icons in the toolbar.

 

 

3.7           Tag map with content box and edit window

 

pic_tagmap_editbox_editwindow.jpg (46772 bytes)

Click here to see the figure

 

The figure shows a tag map where the option “show content box” is active, and the map’s context menu. The “~” symbol attached to the item title indicates that the item content is not null. The figure shows also the edit window for the item content, which can contain up to 65,535 characters.

 

 

3.8           Tables, pad, lookup list

 

pic_tables_pag_lookups.jpg (50026 bytes)

Click here to see the figure

 

The figure shows two tables and the “pad” (a storage area not belonging to any collection). In the Contacts table the lookup list for the category field is shown (the same list applies to the lookup on the category filter). The content of the lookup list is automatically updated as new categories are created or categories are renamed or deleted.

 

 

3.9           Tree map

 

pic_tree_map.jpg (36671 bytes)

Click here to see the figure

 

The figure shows a “tree map”, where all items are represented in their hierarchical position. There is a root for every collection, under which categories and items are placed. The text box on the right side of the tree map shows the item’s content, if available.

 

 

4.     Features

 

The main features of Personal Mind Manager are summarized in the following list:

 

All textual data are stored in a Microsoft Access 2000 database and can also be manipulated with Microsoft Access 2000; user can select the database to work with. Installation of Access 2000 is not required.

Password protection of databases; the user can change the password of any database from within the program

20  “collections” (i.e. usage domains or repositories) extendable and modifiable on customised versions of the program

Unlimited number of categories for each collection

Multiple views of the same data (table, calendar, tree map, tag map, random map, random item)

Image viewing:

-         displays single images, thumbnails and slide shows

-         can search image files (with string in file name) through directory trees

-         dynamic thumbnail and slide shows generation based on the content of a directory or the results of the file search

Drag/drop of records inside tables, tag maps and between tag maps

Global search (on all attributes of all collections) or collection-based search (on all attributes of a given collection)

Record filtering on single or multiple attributes (with and/or logical operators)

Ascending/descending sorting of records based on columns selected by mouse click

Input of collection and category names by means of look-up lists automatically updated

Executes www links, “mail-to” links, file links, directory links directly from program

Capture of file and directory links through navigation window

Optional automatic sum of numeric expressions in filtered records of any collection

Easy input of dates from calendar forms

Standard clipboard cut/copy/paste functionality

Automatic saving of previous copies of database (up to 4 previous versions are kept)

Size of tables and maps dynamically adjustable

Optional auto-size of tag maps

Size and positions of tables and maps automatically saved and restored

Font size dynamically adjustable

Multiple ways of entering data: into grid rows, record forms or input boxes

Program lock and hide without quitting and without loss of context: password based, manual or automatic (after an inactivity period)

 

 

 

5.     Basic concepts

 

The basic concepts of Personal Mind Manager and their meaning are summarized in the following table:

 

Concept

Meaning

Database

File of Microsoft Access 2000 format where all information handled by Personal Mind Manager is stored.

At start-up, the program will automatically select the database used in the previous session, if it still exists. The user can change the current database at any time, through the relevant function.

Data can be imported/exported into/from the database by using Microsoft Access 2000. However, the installation of Microsoft Access 2000 is not necessary for using Personal Mind Manager.

Password

The use of a database can be restricted by means of a password. This password is the same one used by Access 2000 to open the database. The user can change the password by means of the relevant function of Personal Mind Manager.

Record

Elementary information structure, with the following attributes (fields):

·        Collection (see table 5.1 below for the collections defined in version 1.0 of  Personal Mind Manager)

·        Category (max. 255 characters, can be any value)

·        Mark (max. 50 characters)

·        Id (max. 255 characters)

·        Title (max. 255 characters)

·        Content (max. 65,535 characters)

·        Date expiry

·        Date remind

The names “category”, “id”, “title” and “content” may be replaced by aliases as described in table 5.2 below.

Triplets formed by collection, category and title are unique in the database. Trying to create two items with the same triplet will cause a warning and the optional automatic addition of a sequence number to the record title.

Item

Same as “record”

Collection

An attribute of record representing a usage domain. See table 5.1 below for the collections defined in version 1.0 of Personal Mind Manager.

Collections are predefined and cannot be created or deleted by the user. However, upon request, special versions of Personal Mind Manager can be produced with a customised set of collections.

Category

A division of collection, used to group records according to any given criteria.

The user can freely create and eliminate categories, and give them any names.

Id

An optional attribute of record, which may be used to assign a unique identification number to each record; the program can automatically default this attribute's value as the maximum number +1 found in this attribute for all records of the collection.

Table

A window  containing a grid of rows and columns representing a number of records selected according to given filters; one table can be opened for each collection, plus a table for all collections together

Tree map

A map showing all the items in their hierarchical position (works similarly to the directory tree of the Windows file explorer).

Tag map

A window containing a number of panels arranged in a tile fashion

Top map

A tag map representing all the collections (each panel representing one collection)

Collection map

A tag map representing a given collection (each panel representing a category belonging to the collection)

Item map

A tag map representing all the records associated with a given category of a given collection (each panel represents one record)

Start map

The tag map which will be opened by executing the “Open start map” command. The user can assign the role of “start map” to any tag map by means of the command “Set this map as start map”.

Calendar

A window where the following is displayed:

-         a graphical monthly calendar, where the user can select a month and a day

-         a list containing all the elements whose “date expiry” or “date remind” matches the day selected in the calendar

-         a list containing all the elements whose “date expiry” or “date remind” is past

-         a list containing all the elements whose “date expiry” or “date remind” matches today’s date

-         text windows and buttons to modify, add and delete items

Random map

A window containing a number of tags (each tag representing a record) randomly positioned,  (optionally randomly moving and randomly changing colour); a random map is obtained from a table and includes all visible the records of the table

Random item

A frame displaying collection, category, item title and attached image (if available) of an item randomly chosen, belonging to a given map, a given collection or all collections. It can be updated periodically or by manual command. Previous values can be shown by pressing the backspace key. Frame position and colours can be chosen randomly.

Mark

An optional attribute of record, which may be used to temporarily group specific records together by means of a filter applied to the attribute.

Date expiry

An optional attribute of records, used to specify when a given action should be carried out at the latest.

Date remind

An optional attribute of records, used to specify when a given action should be reminded by means of an alarm.

Filter

A character string used as a selection criteria for records in a table; filters may be applied to the attributes collection, category, mark, item_id, item title, item content.

Reference

A particular instance of a record title representing a pointer to another record or category of the same collection or a different one. The first two character of a record title containing a reference should be “> “.

File link

A path to a file or directory, preceded by the string “LINK=” placed in the first line of the “content” attribute of a record. It allows the user to open the file or directory by double-clicking the row or tag representing the record

Internet URL

A web address placed in the first line of the “content” attribute of a record. It allows the user to open the web browser with that address by double-clicking the row or tag representing the record. Valid addresses contain one of the following strings: “www.”, “http://”, “.htm”

E-mail link

An internet e-mail address (in the form prefix@suffix) placed in any position of the “content” attribute of a record. It allows the user to generate an e-mail with that address by double-clicking the row or tag representing that record

Look-up

A combination of a text box and a pushbutton, the pressure of which triggers the display of a list of possible values for the text box. Look-ups exist for entering collections, categories, collection filters and category filters. The text box can be filled either by means of the lookup list, or by typing into the text box.

Context menu

A list of available functions applicable to a given window or window component. Context menus are normally invisible and can be opened by clicking with the mouse's right button on the relevant window or window component

Hot key

A combination of keys (also known as “shortcut”) for a quick recall of program functions and available in the various context menus.

Registration code

A code (provided by the Personal Mind Manager supplier) which should be entered in Personal Mind Manager in order to unlock its normal functionality; without a valid registration code the functionality of the program is limited in various ways in order to discourage the use of unregistered copies.

Request code

A code generated by Personal Mind Manager (unique in each installation) based on which the supplier can generate a registration code valid only for the relevant installation.

 

 

 

Table 5.1 Collections defined in version 1.0 of Personal Mind Manager

 

Collection

Typical use of records contained in the collection

Agenda

 actions to be done, events, scheduled alarms, plans, objectives and similar info

Contacts

 names of persons or organizations, their addresses and phone numbers

File links

 paths of frequently used files or directories

Internet URLs

 URL's of frequently accessed web sites

Money

 income and expense records, prices, accounting

Journal

 log book with optional automatic setting of date/time at insertion of each new record

Books

 catalogue of books

Media

 catalogue of media (audio, visual etc.)

Glossary

 glossary of terms

Encyclopedia

 study notes on any subjects

World chrono

 (world chronology) important historic dates or periods and what happened then

Myself

 all aspects of myself, my personality, character, temperament, health, social situation and any other attributes of mine

Personal chrono

 (personal chronology) important dates or periods of my life and what happened then

Persons

 persons I have met in my life and what they meant and mean to me

Favorites

preferences of any kind, pleasant things, beautiful things, amusements, humour, jokes, food, cuisine, sports, hobbies

Wisdom

 moral, religious, philosophical, psychological considerations and beliefs, self-advices, maxims, quotations, etc.

Improvement

 (self-improvement) material for self-analysis, confronting, self-suggestion etc.

Profession

 my profession: competences, technical dictionary, concepts, study notes, things to remember

Mix

 (miscellany) anything which does not fit in other collections

Apx

 (appendix) extensions of material included in other collections

 

 

Table 5.2: Aliases for record attributes in version 1.0 of Personal Mind Manager

 

Collection

Category alias

Id alias

Title alias

Content alias

Agenda

Category

Id

Action

Details

Contacts

Category

Id

Contact

Description

File links

Category

Id

Title

Path

Internet URLs

Category

Id

Name

URL

Money

Category

Id

Title

Note

Journal

Category

Id

Date

Note

Books

Category

Id

Author or interpreter

Title

Media

Category

Id

Author or interpreter

Title

Glossary

Category

Id

Term

Description

Encyclopedia

Category

Id

Title

Note

World chrono

Category

Id

Year

What

Myself

Category

Id

Title

Content

Personal chrono

Category

Id

Year

What

Persons

Category

Id

Person

Note

Favorites

Category

Id

Title

Note

Wisdom

Category

Id

Title

Note

Improvement

Category

Id

Title

Note

Profession

Category

Id

Title

Note

Mix

Category

Id

Title

Note

Apx

Category

Id

Title

Note

 

 

 

[end of document]

 

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