Logo InternBuddy User Guide

Welcome to InternBuddy!

Calling out to all STEM students!

Navigating the internship application process can be overwhelming – from managing multiple applications to staying on top of deadlines and requirements, all while balancing your schoolwork and other commitments. That's where InternBuddy comes in!

basic view

Introducing InternBuddy – your all-in-one solution for seamless internship application management! Whether you're just beginning your search or juggling multiple opportunities, InternBuddy offers an intuitive, user-friendly platform that makes it easy to keep track of the companies you're interested in, the stages of your applications, and essential information to help you stay organized and focused.

This guide provides step-by-step instructions to help you start your journey with InternBuddy. New users will find everything they need to get up and running quickly, while returning users can refresh their knowledge of InternBuddy's comprehensive features in our command summary. InternBuddy is crafted with usability in mind – easy to learn and master, designed to support you in reaching your career goals.

Your internship journey just got easier!

  • The InternBuddy Team

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Table of Contents

Refer to the sidebar if you are on the website.

Overview

InternBuddy is an offline desktop application for university students pursuing a STEM degree to manage the contacts of companies that they are potentially applying for or have already applied for internships.

InternBuddy allows users to:

  • store and manage companies' contact information for various internship applications.
  • easily add and remove companies and their various internship applications.
  • keep track of information of the applications for the various companies such as name of position, stage of application, and notes about the position.
  • and much more!

InternBuddy is an AddressBook 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, InternBuddy can get your company contacts and internship application management tasks done faster than traditional GUI apps.

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How to use our User Guide

First time using InternBuddy? Don't worry! We've got you covered! This tutorial will help maximise your usage of InternBuddy.

  • To get started, refer to the Quick Start, which will walk you through getting InternBuddy all set up!
  • Is there a specific section of the User Guide you want to view? Check out the Table of Contents – where all the sections are linked nicely!
  • Need a quick refresher of the commands available for you? Check out our Command Summary!
  • For any terms that you are unsure of, the Glossary might have an explanation for it.
  • Is there a burning question you want answers for? The FAQ might have the answer.

Before continuing, here are some important information you need to know about the User Guide:

  1. There are 3 different kinds of boxes that provide extra information.

    • Tip boxes provide tips or helpful advice on how to use a certain feature found in InternBuddy.

      Tip: This is a tip box.

    • Notice boxes provide important information that you should take note of.

      Notice: This is a notice box.

    • Warning boxes provide a warning about certain errors that might occur as a precaution for incorrect usage.

      Warning: This is a warning box.

  2. Words that are in in blue are hyperlinks. They will redirect you to a different part of the User Guide or an external link when you click on them. For instance, this hyperlink brings you back to the top of the User Guide.

    Tip: If you are viewing this guide on our website, you can hover over links to see where the hyperlink takes you!

  3. Refer to Features for detailed explanations of each feature of InternBuddy!

    Tip: You can check out the command summary that we have provided in the User Guide after you are done looking through the features for an overview of all the commands available for you to use in InternBuddy!

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Quick start

  1. Ensure you have Java 17 or above installed in your Computer by opening up your terminal application (for macOS it's called Terminal, and for Windows: Command Prompt), followed by executing java -version.

  2. Download the latest internbuddy.jar file from our website (scroll down to assets to find it!).

  3. Copy/move the file to the folder you want to use as the home folder for your InternBuddy application.

  4. Open a command terminal, run the cd command to change your directory to the folder you put the jar file in.

  5. Use the java -jar internbuddy.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.
    Ui

  6. Type the command in the command box and press Enter to execute it. e.g. typing help and pressing Enter will open the help window.
    Some example commands you can try:

    • list : Lists all contacts.

    • add n/Jane Street p/91234567 e/careers@janestreet.com a/Jane Street, block 123, #01-01 : Adds a company named Company to the Address Book.

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

    • clear : Deletes all contacts.

    • exit : Exits the app.

  7. Refer to the Features below for details of each command.

  8. Make sure to check out the Glossary for definitions of some vocabulary used in this guide.

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GUI Overview

The blurred image below shows an annotated overview of InternBuddy's GUI:

GUI overview

The GUI is divided into five main sections:

  1. Menu Bar: Contains options like Help and File for easy access to essential commands.
  2. Command Box: The area where you can type and execute commands by pressing Enter.
  3. Result Display Box: Shows the results of your commands and any error messages.
  4. Company List: Displays the current list of companies in a card-like format, making it easy to view and manage.
  5. Status Bar: Displays the file path of the loaded data file, alongside our trusty companion, InternBuddy, who will be with you throughout your journey.

Command summary

See below for the summary of all the commands available for you!

Tip: You can click on the hyperlinks (blue color) located in the Action column of the tables below to bring you to the relevant commands!

Commands for managing Companies

Action Format, Examples
Add add n/NAME e/EMAIL [p/PHONE_NUMBER] [a/ADDRESS] [t/TAG]…​
e.g., add n/Google LLC p/22224444 e/careers@google.com a/70 Pasir Panjang Rd, #03-71, 117371 t/tech t/software
Delete delete INDEX
List list
Edit edit INDEX [n/NAME] [p/PHONE_NUMBER] [e/EMAIL] [a/ADDRESS] [t/TAG]…​
e.g.,edit 2 n/Meta Platforms e/jobs@meta.com
Favourite fav INDEX
Unfavourite unfav INDEX
Find find KEYWORD [MORE_KEYWORDS]
e.g., find Apple Inc
Reopen reopen INDEX

Commands for managing Applications

Action Format, Examples
Apply apply INDEX n/NAME d/DESCRIPTION [as/APPLICATION_STATUS]
e.g., apply 1 n/Software Engineering Intern d/Uses React
Update update c/COMPANY_INDEX app/APPLICATION_INDEX as/APPLICATION_STATUS
e.g.,update c/1 app/1 as/OA
Withdraw withdraw c/COMPANY_INDEX app/APPLICATION_INDEX
e.g., withdraw c/3 app/1
View view INDEX

Miscellaneous commands

Action Format, Examples
Help help
Clear clear
Exit exit

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Features

Before diving into our features, do note that we set some specifications for naming and such. You might want to read this section if you keep getting an Invalid command format! message, or want to find out more intricate details about InternBuddy. Otherwise, skip to add command to begin.

Note about extra parameters: We advise that you follow the command format of each command strictly (some exceptions apply) to avoid any unexpected behaviour when running commands. This means you should not put extra parameters unless mentioned, and you should not put any parameters or prefixes that are not recognised by the command.

Important notes about the command format:

  • Words in UPPER_CASE are the parameters to be supplied by the user.
    e.g. in add n/NAME, NAME is a parameter which can be used as add n/Optiver.

  • Letters preceding the / before parameters (if present) are prefixes that the app uses to determine that parameter. It is case-sensitive and thus must be used exactly as shown.
    e.g. t/ and T/ will be read as different prefixes and thus cannot be used in place of another.

  • Items in square brackets are optional.
    e.g n/NAME [t/TAG] can be used as n/Optiver t/financial or as n/Optiver.

  • Items with …​ after them can be used multiple times including zero times.
    e.g. [t/TAG]…​ can be used as (i.e. 0 times), t/friend, t/friend t/family etc.

  • Parameters can be in any order.
    e.g. if the command specifies n/NAME p/PHONE_NUMBER, p/PHONE_NUMBER n/NAME is also acceptable.

  • Commands are case-sensitive, meaning they must be typed exactly as shown.
    e.g. to use the add command to add a company, type add n/Tencent e/tencent@gmail.com. Variations like ADD ..., Add ..., or adD ... will not work.

  • Extraneous parameters for commands that do not take in parameters (such as help, list, exit and clear) will be ignored.
    e.g. if the command specifies help 123, it will be interpreted as help.

  • A Company Status is the first coloured tag under the company's name. It will be set to INTERESTED initially, then to APPLIED when an Application to the company is made, and finally CLOSED when the all Applications are withdrawn from that company.

  • If you are using a PDF version of this document, be careful when copying and pasting commands that span multiple lines as space characters surrounding line-breaks may be omitted when copied over to the application.

Important notes about the command parameters:

  • NAME can be the company's name, or it can an application's name. InternBuddy only allows alphanumeric characters (letters and numbers only) and spaces to represent it.
    e.g. 7Eleven is allowed but not 7-Eleven because - is neither a letter nor a number.

  • InternBuddy defines EMAIL as local-part@domain, where local-part and domain can only consist of alphanumeric characters as well (letters and numbers only). The following special characters + - _ . are allowed in local-part but note that:

    1. local-part cannot begin or end with any special characters.
    2. local-part cannot have consecutive special characters in it.
    3. The only special characters allowed in domain are periods (.) are allowed in domain and follows the 2 rules for local-part above.
    4. Each word between periods in domain (e.g. nus and edu in nus.edu) must be at least 2 characters long. e.g. abc-123+spam@nus.edu.sg

  • PHONE_NUMBER is the company's phone number. It must be at least 3 digits long, consist only of numbers, and cannot include the +XXX country code prefix. e.g. 85092323, 0122345677

  • TAG acts like a label or a category that you assign to a company, it must be a single word and use only alphanumeric characters, meaning no spaces or special symbols.

  • INDEX, COMPANY_INDEX, APPLICATION_INDEX represents indexes of items on various lists and must be a positive integer.

  • APPLICATION_STATUS can only take the values APPLIED, OA, INTERVIEWED, OFFERED, ACCEPTED, REJECTED.

Company commands

Adding a company: add

Adds a company to the address book.

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

  • Adds a company with the corresponding NAME and EMAIL to the list of companies.

Tip 1: A company can have any number of tags (including 0)
Tip 2: Tags can be a useful way to categorise different companies into various groups!
Tip 3: A company requires a name and email at the minimum. Other parameters like PHONE_NUMBER, ADDRESS and TAG can be added to company later on using the edit command.

Note:

  • You cannot add two companies with the same NAME. (even if the letter casing is different).
    However, whitespaces between words of names will be treated as different names (eg: face book is not the same as face book).
  • TAGs are case-insensitive (eg: tech and Tech will be seen as different tags).
  • Due to the nature of prefix commands, company names are restricted to alphanumeric characters (letters and numbers) and spaces only

Examples:

  • add n/Apple e/contact@apple.com
  • add n/Netflix e/contact@netflix.com p/4085403700 a/100 Winchester Circle, Los Gatos, CA
  • add n/Google LLC t/FAANG e/contact@google.com p/1234567 t/tech

add a company

Result after executing add n/Netflix e/contact@netflix.com p/4085403700 a/100 Winchester Circle, Los Gatos, CA

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Deleting a company: delete

Deletes the specified company from the address book.

Format: delete INDEX

  • Deletes the company at the specified INDEX.
  • The index refers to the index number shown in the displayed company list.
  • The index must be a positive integer 1, 2, 3, …​

Examples:

  • list followed by delete 2 deletes the 2nd company in the address book (provided that there are at least 2 companies in your list).
  • find Apple followed by delete 1 deletes the 1st company in the results of the find command.

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Listing all companies: list

Shows a list of all companies in the address book.

Format: list

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Editing a company: edit

Edits an existing company in the address book.

Format: edit INDEX [n/NAME] [p/PHONE] [e/EMAIL] [a/ADDRESS] [t/TAG]…​

  • Edits the company at the specified INDEX. The index refers to the index number shown in the displayed company list. The index must be a positive integer 1, 2, 3, …​
  • At least one of the optional fields must be provided.
  • Existing values will be updated to the input values.
  • When editing tags, the existing tags of the company will be removed i.e adding of tags is not cumulative.

Tip 1: InternBuddy will show the changes you have made to the selected company in the results box, so that you can verify that you have made the right edits!
Tip 2: You can remove all the tags from a company by typing t/ without specifying any TAGs after it.

Note about edit command:

  • Currently, InternBuddy does not check if the parameters you provide are exactly the same as the existing parameters for the selected company. So please be mindful when entering your inputs, especially if you are making small changes (eg: PHONE: 98765432 -> 98675432).
  • If you are current in the filtered view of a find or view command, an execution of edit command will return the application view to the full list of companies. Hence, please be mindful when running consecutive edits to prevent accidental changes to wrong company.
  • A company's status is updated based on your applications to it, so you cannot manually change the status using the edit command.

Examples:

  • edit 1 p/91234567 e/company@example.com Edits the phone number and email address of the 1st company to be 91234567 and company@example.com respectively.
  • edit 2 n/Goggle t/ Edits the name of the 2nd company to be Goggle and clears all existing tags.

edit company details

Result after executing edit 1 p/91234567 e/company@example.com

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Adding a company to favourites: fav

Labels an existing company as a favourite.

Format: fav INDEX

  • Sets the favourite field of company at the specified INDEX as true. The index refers to the index number shown in the displayed company list. The index must be a positive integer 1, 2, 3, …​

  • When a company is marked as favourite, it will be displayed on top of the list, together with other favourite companies. This makes it easier to keep track of important companies.

Tip 1: Favourited companies have a filled star icon to the right of their name while unfavourited ones have an unfilled star instead. Tip 2: Favourited companies will always be visible at the top of the list (provided it is not hidden by other commands such as find).

FavouriteACompany

Result after executing fav 1

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Removing a company from favourites: unfav

Unlabels an existing company as a favourite.

Format: unfav INDEX

  • Sets the favourite field of company at the specified INDEX as false. The index refers to the index number shown in the displayed company list. The index must be a positive integer 1, 2, 3, …​

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Locating companies: find

Finds companies whose names, applications, or tags contain any of the given keywords.

Format: find KEYWORD [MORE_KEYWORDS]

  • The search is case-insensitive. e.g inc will match Inc
  • The order of the keywords does not matter. e.g. Ltd Pte will match Pte Ltd
  • Partial keywords will be matched e.g. Inc will match Incorporated
  • Companies matching at least one keyword will be returned (i.e. OR search). e.g. Tech Bro will return Good Tech, Bro Inc

Examples:

  • find Inc returns inc, Incorporated and Apple Inc

  • find apple facebook returns Apple, Facebook
    result for 'find apple facebook'

  • find hardware SWE returns Google, Apple (matched from the applications!)
    result for 'find hardware SWE'

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Reopening a company: reopen

Changes the status of a company from CLOSED to INTERESTED

Format: reopen INDEX

  • The index refers to the index number shown in the displayed company list. The index must be a positive integer 1, 2, 3, …​
  • The company at the provided index must have status CLOSED.
  • To use the reopen command, the company at the INDEX provided must have status CLOSED, which will subsequently become INTERESTED.

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Application commands

Adding an application record for a company: apply

Adds an internship application record to an existing company in the address book.

Format: apply INDEX n/NAME d/DESCRIPTION [as/APPLICATION_STATUS]

  • Adds an application record for the company at the specified INDEX. The index refers to the index number shown in the displayed company list. The index must be a positive integer 1, 2, 3, …​
  • APPLICATION_STATUS can only take the values APPLIED, OA, INTERVIEWED, OFFERED, ACCEPTED, REJECTED. and will be APPLIED if not specified.

Tip 1: applying to a company automatically changes the company's status to APPLIED. (This is not the same as APPLICATION_STATUS) Tip 2: You can use the DESCRIPTION field to add additional information about the company that you would like to track, such as skills required for the position.

Examples:

  • apply 1 n/Software Engineer Intern d/Requires knowledge of ReactJS and ExpressJS
  • apply 2 n/Product Management Intern d/Requires Figma as/OA
  • apply 3 n/Devops Engineer Intern d/Requires knowledge in networks as/OFFERED

create application

Result after executing apply 2 n/Product Management Intern d/Requires Figma as/OA

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Updating an application for a company: update

Updates the application status of an application for an existing company in the address book.

Format: update c/COMPANY_INDEX app/APPLICATION_INDEX as/APPLICATION_STATUS

  • Updates the application status of application record numbered APPLICATION_INDEX for the company at the specified COMPANY_INDEX to APPLICATION_STATUS. The index refers to the index number shown in the displayed company list. The index must be a positive integer 1, 2, 3, …​
  • APPLICATION_STATUS can only take the values APPLIED, OA, INTERVIEWED, OFFERED, ACCEPTED, REJECTED.

Note: Currently, InternBuddy does not check if the APPLICATION_STATUS you provide is different from the current value. Therefore, please check that you have put the correct APPLICATION_STATUS to ensure that you correctly update it.

updated application

Result after executing update c/1 app/1 as/OFFERED

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Withdrawing an application for a company: withdraw

Removes an internship record for an existing company in the address book.

Format: withdraw c/COMPANY_INDEX app/APPLICATION_INDEX

  • Removes the application record numbered APPLICATION_INDEX for the company at the specified COMPANY_INDEX. The index refers to the index number shown in the displayed company list. The index must be a positive integer 1, 2, 3, …​

Tip: withdrawing all applications from a company automatically changes the company's status to CLOSED.

withdrawn application

Result after executing withdraw c/2 app/1

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Viewing detailed applications of a company: view

Displays a specified company with all its application details.

Format: view INDEX

  • Shows the application details of the company at the specified INDEX. The index refers to the index number shown in the displayed company list. The index must be a positive integer 1, 2, 3, …​

Tip: By default, only partial application details are shown to the user not shown to reduce clutter. Use view if you want to see full details about the applications of a given company.

view application descriptions

Result after executing view 1

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Miscellaneous

Clearing all data: clear

Deletes all companies and applications from the address book.

Format: clear

Warning: Using clear will permanently remove all data saved in the AddressBook

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Viewing help: help

Shows a message explaining how to access the help page.

help message

Format: help

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Exiting the program: exit

Exits the program.

Format: exit

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Saving the data

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

Editing the data file

InternBuddy data is 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 as a even faster way to interact with your AddressBook.

Warning: If your changes to the data file makes its format invalid, InternBuddy will discard all data and start with an empty data file at the next run. Hence, it is recommended to create a backup of the file before editing it.
Furthermore, certain edits can cause InternBuddy to behave in unexpected ways (e.g., if a value entered is outside the acceptable range). Therefore, edit the data file only if you are confident that you can update it correctly.

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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 AddressBook home folder.

Q: Must I install Java 17 or above to use InternBuddy?
A: Yes, InternBuddy uses libraries implemented in Java 17 or above, it will not work without it.

Q: Do I have to follow the order of parameters specified by the commands?
A: If the parameter has a prefix (eg: n/NAME), you can specify them in any order you like! (eg: add n/NAME e/EMAIL and add e/EMAIL n/NAME are both allowed)
However, parameters with no prefix (eg: INDEX) must appear as the first parameter after the command. (eg: edit INDEX n/NAME is valid but edit n/NAME INDEX is not)

Q: How do I add a new company with multiple tags?
A: To add a company with multiple tags, use the add command with multiple t/ tags. Example: add n/Google LLC e/contact@google.com t/tech t/FAANG t/software

Q: Can I edit a company’s details?
A: Yes, you can edit any company's details using the edit command followed by the index of the company.
For example: edit 2 n/Apple Inc e/careers@apple.com p/12345678. However, please note that optional fields like PHONE_NUMBER and ADDRESS cannot be removed once added. If you wish to remove these fields, you will need to delete the company using the delete command and then re-add it without those fields.

Q: Can I delete all contacts at once?
A: Yes, use the clear command to delete all contacts in your address book. Be cautious, as this action is irreversible.

Q: Can I add multiple identical applications to the same company?
A: Yes, of course you can! This is not unlike a real-life scenario, where you could possibly apply for the same role multiple times, to the same company. However many times you apply to the same company, InternBuddy is here for you!

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Known issues

  1. When using multiple screens, if you move the application to a secondary screen, and later switch to using only the primary screen, the GUI will open off-screen. The remedy is to delete the preferences.json file created by the application before running the application again.
  2. If you minimize the Help Window and then run the help command (or use the Help menu, or the keyboard shortcut F1) again, the original Help Window will remain minimized, and no new Help Window will appear. The remedy is to manually restore the minimized Help Window.
  3. If running java -jar internbuddy.jar gives errors, such as terminal displaying an error, ensure that Java 17 or higher is installed. Run java -version to check your version. For Mac users, check if you have followed the advisory given here.
  4. Indicating multiple APPLICATION_STATUS in apply command, if you specify more than one APPLICATION_STATUS (eg: apply n/SWE Intern d/Requires Java as/APPLIED as/OA) will result in InternBuddy in applying the last APPLICATION_STATUS (OA in the given example); provided that the last APPLICATION_STATUS is valid.
  5. Indicating multiple parameters in update command, if you specify multiple parameters with the same prefix, only the right most parameter will be used by InternBuddy.
    For instance, update c/1 app/2 as/OA c/2 app/3 app/4 as/REJECTED will be read the same as update c/2 app/4 as/REJECTED and will run if the read values are valid.
  6. INDEX, COMPANY_INDEX, and APPLICATION_INDEX parameters are designed to support managing up to 1000 companies, each with 1000 applications. Entering values beyond this range (e.g., greater than 1000) may lead to undefined behavior, so please ensure indexes stay within the specified bounds.
  7. The error message for the EMAIL field in a company's details does not specify the exact reason for format violations (e.g., each segment of the domain between periods must be at least 2 characters long). For detailed formatting rules and examples, please refer to the notes in features.
  8. InternBuddy currently accepts invalid phone numbers, such as those exceeding 15 digits. Users who enter an incorrect phone number by mistake can correct it using the edit command.
  9. Typo in error message for withdraw, if you try to withdraw an application from a company with no applications, the message displayed is: NAME has no applications to update!, when it should be NAME has no applications to withdraw!.
  10. InternBuddy currently has no limit on the tag length. However, with the default window size, the tag may overrun the screen if it exceeds 62 characters, causing the favourites star to no longer remain visible. If a tag length longer than 62 characters is required, adjustments to the window size can be made accordingly.

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Glossary

  • Address Book: A digital record or collection of companies or contacts managed by the InternBuddy app.
  • Application Record: A record associated with a company indicating an internship or job application status, such as "APPLIED," "INTERVIEWED," or "REJECTED."
  • APPLIED / OA (Online Assessment) / INTERVIEWED / OFFERED / ACCEPTED / REJECTED: The various statuses that can describe an application’s progress in the hiring process within InternBuddy.
  • Backup: A copy of the data file created to prevent loss of information. The backup can be used to restore the AddressBook in case of accidental data loss.
  • cd: Which stands for change directory, is a commonly used command in many command terminals (such as Windows Command Prompt or the MacOS Terminal). It allows users to navigate the terminal to a different directory or folder within their system.
  • CLI (Command Line Interface): A text-based interface used to interact with the application by typing commands.
  • Command: A specific instruction typed in the CLI to perform an action within the InternBuddy application.
  • Company: Refers to an entity in the AddressBook. We refer to any contact in our AddressBook as Company.
  • GUI (Graphical User Interface): A visual interface that allows users to interact with the application through graphical elements such as buttons, icons, and windows. Users can change their directory by typing cd path/to/directory into their terminal of choice.
  • Home Folder: The directory where InternBuddy stores its data and related files on your computer.
  • Index: A number used to identify the position of a company or application in a list. InternBuddy commands often require an index to reference a specific company or application.
  • JSON (JavaScript Object Notation): A lightweight data-interchange format that is easy for humans to read and write and for machines to parse and generate. InternBuddy uses JSON to store its data files.
  • JSON File Location: The file path where InternBuddy stores its data, which can be manually edited or transferred to another computer.
  • Parameter: Information or input that must be provided along with a command. In the guide, parameters are represented in UPPER_CASE (e.g., n/NAME).
  • STEM: An acronym for the four related fields of study; Science, Technology, Engineering, and Mathematics.
  • Tag: A label that can be added to a company to classify or organize it (e.g., t/tech, t/software).

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