4.14. How to Set Time Clock Implementation?

Document Index

1. Adding PunchIn and PunchOut States

2. Adding Employee Entities

2.1. Adding Employee Entity Type

2.2. Adding Employee Entities

3. Adding Time Clock Entity Screen

4. Adding Automation Commands

4.1. Time Clock Button / Navigation Tile AMC

5. Adding Actions

5.1. Show Time Clock Screen Action

5.2. Execute Automation Command Action

5.3. Show Message Action

5.4 Ask Question Action

5.5. Load Entity Action

5.6. Log Entity State Action

5.7. Update Entity State Action

5.8. Update Program Setting Action

6. Adding Rules

6.1. Show Time Clock Screen Rule

6.2. Load Entity Rule

6.3. Time Clock Punch (Ask) Rule

6.4. Update Entity State Rule

6.5. Log Entity State Rule

7. Adding Reports and Scripts

7.1. Adding Reports

7.1.1. Hourly Report

7.1.2. Report For Employee Nizam

7.1.3. Report For Employee Veysel

7.2. Adding Scripts

7.2.1. Employee Hours Daily

7.2.2. Employee Punch In Latest

7.2.3. Employee Hours TTL

Before Starting to Time Clock Implementation

In this document, it will be explained how to set Basic Time Tracking System for Employees. This implementation will allow Employee Entities, to Clock In and Clock Out.

Before starting Time Clock Implementation process, there are 2 settings to be configured about Navigation Screen Buttons;

1- Allowing Custom Navigation Option

Go to Main Menu > Manage > Settings > Local Settings > Display > In here, select Allow Custom Navigation.

After completing necessary editings, click on Save button.

2- Creating Default Navigation Buttons

Go to Main Menu > Settings > Program Settings > Maintenance > In here click on Create Default Navigation Buttons.

After completing necessary editings, click on Save button.

View of Time Clock Implementation

Time Clock Implementation

1. Adding PunchIn and PunchOut States

These States are used to track when an Employee is Clocked In or Clocked Out.

Go to Main Menu > Manage > Settings > States > In here add state for PunchIn by clicking on Add State link. Repeat the same steps for PunchOut state as well.

Entity State for Clocked In
Name: PunchIn
State Name: TCStatus
State Type: Entity State

Entity State for Clocked Out
Name: PunchOut
State Name: TCStatus
State Type: Entity State

After completing necessary editings, click on Save button.

2. Adding Employee Entities

2.1. Adding Employee Entity Type

Go to Main Menu >Manage > Entities > Entity Types > In here add an entity type by clicking on Add Entity Type link.

General Settings Section;

Name: Employees
Entity Name: Employee
Primary Field Name: Name
Default States: TCStatus=PunchOut;TCReport=Unloaded

Version 5 supports Default States for Entity Types. This sets a “starting State” when a new Entity is created. Set the Default States as shown in the image above.

Custom Fields Section;

Accounting Section; (Optional for Payroll)

After completing necessary editings, click on Save button.

In order to select Employees Account as account type, you need to create Employees Account Type and Account for Each Employee advance as shown on the images below;

Adding Employees Account Type

Go to Main Menu > Manage > Accounts > Account Types > In here click on Add Account Type link.

Name: Employees Accounts

Filter Type: Month (Select according to your need)

Rules: Default

After completing necessary editings, click on Save button.

Adding Account for Each Employee

Go to Main Menu > Manage > Accounts > Accounts > In here click on Add Account link.

Account Name: Give the name of your employee.

Account Type: Employees Accounts

Currency: Blank

After completing necessary editings, click on Save button.

2.2. Adding Employee Entity

Go to Main Menu > Manage > Entities > Entities > In here click on Add Entity link.

After completing necessary editings, click on Save button.

3. Adding Time Clock Entity Screen

Go to Main Menu > Manage > Entities > Entity Screens > In here click on Add Entity Screen link.

General Settings Section;

Name: Time Clock

Ticket Type: Ticket

View Mode: Custom

Appearance Section;

Entity List Section;

Entity Type: Employees

Display State: TCStatus

State Filter: Blank

Select the Employee Entities you want to appear on the screen by clicking on Select Entity link.

Mappings Section;

In mappings section, add a row by clicking on Add link.

After completing necessary editings, click on Save button.

Design Mode Configurations

It is necessary to create a single Entity Grid and several Report Viewers (one Report for each Employee) on the Time Clock Entity Screen.

Entity Grid Widget

Entity Grid Properties

Entity Grid Settings

Entity Type: Employees
Display State: TCStatus
Automation Command: TC-Load Entity
Command Value: {ENTITY NAME}

Report Viewer Widgets

Report Viewer Properties; Employee Nizam

Name: Hours Nizam

Report Viewer Settings; Employee Nizam

Report Name: Employee Hours
Parameters: Employee,Nizam

Report Viewer Properties; Employee Veysel

Name: Hours Veysel

Report Viewer Settings; Employee Veysel

Report Name: Employee Hours
Parameters: Employee,Veysel

4. Adding Automation Commands

4.1. Time Clock Button / Navigation Tile AMC

Go to Main Menu > Manage > Automations > Automation Commands > in here click on Add Automation Command link.

Genereal Settings Section;

Name: TC-Show Timeclock

Category: Navigation

Button Header: Time Clock

Color: DarkBlue

Font Size: 40

Confirmation: None

Clear Selection: Select this box.

Navigation Settings Section;

Navigation Module: Entity

Navigation Parameter: Time Clock

Navigation Tile Template:

[People:1]

<size 44><bold>Time Clock</bold></size>

@Nizam,Veysel

[='{SETTING:TCStatus $1}'=='Clocked In' ? '$1 ::: ' + '{ENTITY STATE MINUTES BY NAME:Employees.$1:TCStatus}' : '']

Mappings Section;

After completing necessary editings, click on Save button.

5. Adding Actions

5.1. Show Time Clock Screen Action

This action is used for refreshing the Time Clock screen.

Go to Main Menu > Manage > Automation > Actions > in here click on Add Action link.

Name: TC-Show Time Clock Screen

Action Type: Navigate Module

Module Name: Entity

Parameter: Time Clock

Hide Header: True

After completing necessary editings, click on Save button.

5.2. Execute Automation Command Action

This action is used for executing other actions.

Go to Main Menu > Manage > Automation > Actions > in here click on Add Action link.

Name: TC-ExecAMC

Action Type: Execute Automation Command

Automation Command Name: [:AMCname]

Command Value:(blank)

Background: False

Delay: 0

After completing necessary editings, click on Save button.

5.3. Show Message Action

This action is used to show messages.

Go to Main Menu > Manage > Automation > Actions > in here click on Add Action link.

Name: TC-Show Message

Action Type: Show Message

Message: [:message]

After completing necessary editings, click on Save button.

5.4 Ask Question Action

This action is used to ask the user to Clock In or Clock Out.

Go to Main Menu > Manage > Automation > Actions > in here click on Add Action link.

Name: TC-Punch (Ask)

Action Type: Ask Question

Question: [:Question]

Buttons: [:Buttons]

Automation Command Name: [:AMCname]

Background Color: [:BGcolor]

Transparent Color:(blank)

After completing necessary editings, click on Save button.

5.5. Load Entity Action

This action is used to load an Employee Entity so that it is possible to read and set the Entity Data and State.

Go to Main Menu > Manage > Automation > Actions > in here click on Add Action link.

Name: TC-LoadEntityBySearch

Action Type: Load Entity

Entity Type Name: [:EntityTypeName]

Entity Name:(blank)

Entity Search Value: [:SearchValue]

After completing necessary editings, click on Save button.

5.6. Log Entity State Action

This action is used to log the Employee Entity State as PunchIn (Clocked In) or PunchOut (Clocked Out).

Go to Main Menu > Manage > Automation > Actions > in here click on Add Action link.

Action Name: TC-LogEntityState

Action Type: Log Entity State

Name: [:logName]

Entity Id: [:entityId]

State Name: [:SGroupName]

Start State: [:StateBeg]

Start State Date: [:SDateBeg]

End State: [:StateEnd]

End State Date: [:SDateEnd]

Custom Data: [:SCustomData]

Async: [:Async]

After completing necessary editings, click on Save button.

5.7. Update Entity State Action

This action is used to set the Employee Entity State to PunchIn or PunchOut.

Go to Main Menu > Manage > Automation > Actions > in here click on Add Action link.

Action Name: TC-Update Entity State

Action Type: Update Entity State

Entity Type Name: Employees

Entity State Name: TCStatus

Entity State: [:NewState]

After completing necessary editings, click on Save button.

5.8. Update Program Setting Action

This action is necessary to update various Program Settings used to track certain parameters.

Go to Main Menu > Manage > Automation > Actions > in here click on Add Action link.

Action Name: TC-Update Program Setting

Action Type: Update Program Setting

Setting Name: [:SettingName]

Setting Value: [:SettingValue]

Update Type: Update

Is Local: False

After completing necessary editings, click on Save button.

6. Adding Rules

6.1. Show Time Clock Screen Rule

Go to Main Menu > Manage > Automation > Rules > in here click on Add Rule link.

Rule Name: TC-Show Time Clock Screen

Event Name: Automation Command Executed

Execute Rule if: Matches

Add Custom Constraints: Automation Command Name | Equals | TC-Show Timeclock

Action: TC-Show Time Clock Screen

Constraint: Blank

After completing necessary editings, click on Save button.

6.2. Load Entity Rule

Go to Main Menu > Manage > Automation > Rules > in here click on Add Rule link.

Rule Name: TC-Load Employee Entity

Event Name: Automation Command Executed

Execute Rule if: Matches

Add Custom Constraints: Automation Command Name | Equals | TC-Load Entity

Action: TC-LoadEntityBySearch

Entity Type Name: Employees

Search Value: [:CommandValue]

Action: TC-ExecAMC

Constraint: Blank

AMCname: TC-Punch

After completing necessary editings, click on Save button.

6.3. Time Clock Punch (Ask) Rule

Go to Main Menu > Manage > Automation > Rules > in here click on Add Rule link.

Rule Name: TC-Time Clock Punch (Ask)

Event Name: Automation Command Executed

Execute Rule if: Matches

Add Custom Constraints: Automation Command Name | Equals | TC-Punch

Action: TC-Punch (Ask)

Constraint: Blank

Question: Select a TimeClock Action for {ENTITY NAME}:

Buttons: Clock In=PunchIn:Orange;Gray,Clock Out=PunchOut:White;Gray,Cancel=Cancel:Red;Gray

AMCname: TC-Update Entity State

BGColor: DarkBlue

After completing necessary editings, click on Save button.

6.4. Update Entity State Rule

Go to Main Menu > Manage > Automation > Rules > in here click on Add Rule link.

Rule Name: TC-Update Entity State

Event Name: Automation Command Executed

Execute Rule if: Matches All

Add Custom Constraints:

Automation Command Name | Equals | TC-Update Entity State

Command Value | Not Equals | Cancel

Command Value | Not Equals | {ENTITY STATE:TCStatus}

Action: TC-Update Entity State

Constraint: Blank

NewState: [:CommandValue]

Action: TC-Update Program Setting

Constraint: Blank

SettingName: TCStatus {ENTITY NAME}

SettingValue: [=('[:CommandValue]'=='PunchIn' ? 'Clocked In' : 'Clocked Out')]

Action: TC-ExecAMC

Constraint: Blank

AMCname: TC-Show Timeclock

After completing necessary editings, click on Save button.

6.5. Log Entity State Rule

Go to Main Menu > Manage > Automation > Rules > in here click on Add Rule link.

Rule Name: TC-Log Entity State

Event Name: Entity State Updated

Execute Rule if: Matches

Add Custom Constraints:

Entity Type Name | Equals | Employees

State Name | Equals | TCStatus

State | Not Equals | Cancel

Action: TC-LogEntityState

Constraint: Blank

logName: Time Clock

entityId: [:EntityId]

SGroupName: [:StateName]

StateBeg: [:StartState]

SDateBeg: [:StartStateDate]

StateEnd: [:EndState]

SDateEnd: [:EndStateDate]

SCustomData: ManualPunch~{SETTING:HolidayFlag}

Async: False

After completing necessary editings, click on Save button.

7. Adding Reports and Scripts

7.1. Adding Reports

7.1.1. Adding Hourly Report

Go to Main Menu > Manage > Reports > Reports > in here click on Add Report link.

Copy and paste below code group into template area;

[Current Hours $2:10,21,21,9]

@@EmployeePunchInLatest:$1,$2

[Previous Hours $2:10,21,21,9]

>Employee|Start|End|Hours

@@EmployeeHoursDaily:$1,$2

The $ variables in the Report are passed from the Report Viewer Widget Parameter list. The Parameters are assigned as follows:

$1 : Entity Type (Employee)

$2 : Employee Name (i.e. Nizam or Veysel or …)

$3 : Date Filter Start (optional)

$4 : Date Filter End (optional)

$5 : unused

After completing necessary editings, click on Save button.

In the report template area, you need to replace $1 value with Employee, and $2 value with Employee Name. After that the report will be seen like in the image below.

After completing necessary editings, click on Save button.

7.1.2. Adding Report For Employee Nizam

Go to Main Menu > Manage > Reports > Reports > in here click on Add Report link.

After completing necessary editings, click on Save button.

7.1.3. Adding Report For Employee Veysel

Go to Main Menu > Manage > Reports > Reports > in here click on Add Report link.

After completing necessary editings, click on Save button.

7.2. Adding Scripts

The SQL Scripts are called from within the Report shown above.

7.2.1. Employee Hours Daily

Go to Main Menu > Manage > Automation > Scripts > in here click on Add Script link.

Script Name: EmployeeHoursDaily

Handler: @@EmployeeHoursDaily

Script: Copy and paste below code group into script field;

-- PARM for Employee Entity Type

declare @EntityType varchar(20)  = '@1'

-- PARM for Employee Name

declare @Employee varchar(20)    = '@2'

-- PARM for Date Filter Start

declare @StartDateIn varchar(25) = '@3'

-- PARM for Date Filter End

declare @EndDateIn varchar(25)   = '@4'

-- if Employee Entity Type is invalid, set default as 'Employee'

IF (@EntityType = '') OR (@EntityType is null) OR (@EntityType = '$1') SET @EntityType = 'Employee'

-- if Date Filter START is invalid, set default to beginning of Current Month

IF (@StartDateIn = '') OR (@StartDateIn is null) OR (@StartDateIn = '$3') SET @StartDateIn = left(CONVERT(VARCHAR(25), GETDATE(), 126),7)+'-01T00:00:00'

-- if Date Filter END is invalid, set a default

IF (@EndDateIn = '') OR (@EndDateIn is null) OR (@EndDateIn = '$4') SET @EndDateIn = dateadd(Month,1,@StartDateIn)

-- set START and END date for Report Period

declare @StartDate datetime = convert(varchar(25),@StartDateIn,126)

declare @EndDate datetime = convert(varchar(25),@EndDateIn,126)

declare @EndDateInc datetime = convert(varchar(25),dateadd(day,-1,@EndDate),126)

-- set name of HolidayFlag

declare @HolidayFlag varchar(20) = 'Holiday'

-- set name of Clock-In State

declare @Clockin varchar(20) = 'PunchIn'

-- set Overtime Hour Limit

declare @HourLimit decimal(4,2) = 8.00

-- NOTHING TO SET BEYOND HERE)SELECTe.Name,StartStateDate,EndStateDate,CONVERT(VARCHAR(8),(EndStateDate-StartStateDate),108) as TotalHours

FROM [EntityStateLogs] sl

left join [Entities] e on e.[Id]=sl.[EntityId]

left join [EntityTypes] et on et.[Id]=e.[EntityTypeId]

WHERE 1=1

and sl.[StartStateDate] >= '{Start}'

and sl.[EndStateDate] <= '{End}'

and et.[EntityName] = @EntityType

and sl.[StartState] = @Clockin

and e.[Name]=@Employee

After completing necessary editings, click on Save button.

7.2.2. EmployeePunchInLatest

Go to Main Menu > Manage > Automation > Scripts > in here click on Add Script link.

Script Name: EmployeePunchInLatest

Handler: @@EmployeePunchInLatest

Script: Copy and paste below code group into script field;

-- PARM for Employee Entity Type

declare @EntityType varchar(20)  = '@1'

-- PARM for Employee Name

declare @Employee varchar(20)    = '@2'

-- PARM for Date Filter Start

declare @StartDateIn varchar(25) = '@3'

-- PARM for Date Filter End

declare @EndDateIn varchar(25)   = '@4'

-- if Employee Entity Type is invalid, set default as 'Employee'

IF (@EntityType = '') OR (@EntityType is null) OR (@EntityType = '$1') SET @EntityType = 'Employee'

-- if Date Filter START is invalid, set default to beginning of Current Month

IF (@StartDateIn = '') OR (@StartDateIn is null) OR (@StartDateIn = '$3') SET @StartDateIn = left(CONVERT(VARCHAR(25), GETDATE(), 126),7)+'-01T00:00:00'

-- if Date Filter END is invalid, set a default

IF (@EndDateIn = '') OR (@EndDateIn is null) OR (@EndDateIn = '$4') SET @EndDateIn  = dateadd(Month,1,@StartDateIn)

-- set START and END date for Report Period

declare @StartDate datetime = convert(varchar(25),@StartDateIn,126)

declare @EndDate datetime = convert(varchar(25),@EndDateIn,126)

declare @EndDateInc datetime = convert(varchar(25),dateadd(day,-1,@EndDate),126)

-- set name of HolidayFlag

declare @HolidayFlag varchar(20) = 'Holiday'

-- set name of Clock-In State

declare @Clockin varchar(20) = 'PunchIn'

-- set Overtime Hour Limit

declare @HourLimit decimal(4,2) = 8.00

-- NOTHING TO SET BEYOND HERE declare @Now datetime = CONVERT(VARCHAR(25), GETDATE(), 126)

SELECT
e.Name,StartStateDate,EndStateDate,CONVERT(VARCHAR(5),(EndStateDate-StartStateDate),108) as TotalHours

FROM [EntityStateLogs] sl left join [Entities] e on e.[Id]=sl.[EntityId] left join [EntityTypes] et on et.[Id]=e.[EntityTypeId] WHERE 1=1 and sl.[Id]=(select max([Id]) from [EntityStateLogs] where [EntityId]=sl.[EntityId] and [EndState]=@Clockin) and [EndStateDate]>(select max([StartStateDate]) from [EntityStateLogs] where [EntityId]=sl.[EntityId] and [StartState]=@Clockin) and sl.[StartStateDate] >= @StartDate -- something wrong here and sl.[EndStateDate] < @EndDate and et.[EntityName] = @EntityType and sl.[EndState] = @Clockin and e.[Name]=@Employee ORDER BY e.[Name], sl.[StartStateDate]

After completing necessary editings, click on Save button.

7.2.3. EmployeeHoursTTL

Go to Main Menu > Manage > Automation > Scripts > in here click on Add Script link.

Script Name: EmployeeHoursTTL

Handler: @@EmployeeHoursTTL

Script: Copy and paste below code group into script field;

SELECT

sum( DATEPART(SECOND, EntityStateLogs.EndStateDate-EntityStateLogs.StartStateDate) + 60 *

DATEPART(MINUTE, EntityStateLogs.EndStateDate-EntityStateLogs.StartStateDate) + 3600 *

DATEPART(HOUR, EntityStateLogs.EndStateDate-EntityStateLogs.StartStateDate)

) as 'TotalHours'

FROM   EntityStateLogs INNER JOIN Entities

ON EntityStateLogs.EntityId = Entities.Id where Entities.Name=@Employee and StartStateDate>='{Start}' and EndStateDate<='{End}'/

After completing necessary editings, click on Save button.