17.2 Event Type
Event Type
DEVICES NOT IMPORTING
This option will produce a summary email showing which (if any) devices have been offline since last successful import. The number of hours since last import can be specified.
EMAIL REMINDERS
You can configure JT to email the list of reminders. To add an email planned event click on ‘Add’ then select ‘Email Reminders‘ in the dropdown and apply the following options:
Start Time - the time at which the JT Engine will send reminders. If the Engine is not running during this time, no reminders will be sent. It will not save unsent reminders for later.
Recurrence - ‘Weekly’, if selected will give you the option to select any combination of days in the week. If ‘Monthly’ is selected then you can select a particular date which occurs in the month or the first or last weekday occurring in the month.
EMAIL REPORTS
Email reports are processed and then emailed by the JT Engine. Please do not forget to ask the administrator for assistance in setting up the SMTP details in the System Configuration window.
From the Event Details tab there are the following possibilities:
To add an email report click on ‘Add‘ then select the Email Report from the drop-down menu in Event Type.
Report - this is the list of all of the reports created in the Report Creator.
Filter - this is a list of all of the filters in Jarrison Time. Only people matching the criteria of the filter will be reported on.
Email - you have to enter at least one email address, multiple recipients will need a semi-colon (;) to separate them on the same line.
CC - there is also an optional CC (carbon copy) line if necessary.
BCC - there is also an optional BCC (blind carbon copy) line if necessary.
Start Time - the time at which the JT Engine will start processing the email. If the Engine is not running during this time, no emails will be sent. It does not store a list of emails to be sent. 23:45 is the latest time to launch an event.
Import Clockings first - this will put an entry in the queue for the Engine to import clockings before running the report.
Send Employee their own details - this will use the Email field for each employee on the Employee Details tab instead of the Email to field in this window. This option will only show data for each specific employee and email it directly to them. It will also CC and/or BCC each email to the address entered in this window.
Only send if report is not empty - if selected then JT will not send reports which contain no data, an example being the absentee report if all staff are present.
Email Excel file - to send the reports attached in Excel format, as opposed to PDF.
Reporting Period - this can be set as: ‘Current’ or ‘Last’ periods, ‘Current week (Mon-Sun), ‘Last week (Mon-Sun)’, ‘Next week (Mon-Sun)’, ‘Today’, ‘Yesterday’, ‘Today and Yesterday’, ‘Day before ‘Yesterday’, ‘Today & Last 3 days’, ‘Last 4 Days‘, ‘Last 7 Days‘, ‘Last 14 Days‘, ‘Last 30 Days’, ‘Next 7 days’, ‘Current Month’, ‘Previous Month’, ‘Year to Date’, ‘Year to Date (Period)’, or ‘Previous Calendar Year’. ’Year to Date (Period)’ will use the reporting equivalent of “Period containing… To” where ‘Year to Date’ would use the reporting equivalent of custom dates.
Recurrence - if Weekly is selected it will give you the option to select any combination of days in the week. If Monthly is selected then you can select a particular date which occurs in the month, or the first or last day occurring in the month. Other Monthly options are ‘Last day of the month’, ‘Second last day of the month’, ‘Third last day of the month’, ‘Third Last Weekday of the Month’, ‘Second Last Weekday of the Month’, ‘Last Weekday of the Month’.
Right-click Options
Using <Shift> or <Control> selection it’s possible to select email events and change common attributes in bulk by right-clicking on a selected item.
EXPORT CLOCKINGS
Clockings can be exported on a schedule. To add this import click on ‘Add’ then select ‘Clocking Export‘. You can then choose the event time and recurrence, and whether the export format should be XML.
FILE EXPORT
You can configure JT to email an export file. To add this planned event click on ‘Add’ then select ‘File Export’ using the following options: If the email address is left blank the file will be written to its specified location in File Creator.
Start Time - the time at which the JT Engine will send the export file. If the Engine is not running during this time, no export files will be emailed. It will not save an entry to email later.
Reporting Period - this can be set as: ‘Current’ or ‘Last’ periods, ‘Current week (Mon-Sun) ,‘Last week (Mon-Sun)’, ‘Today’, ‘Yesterday’, ‘Today and Yesterday’, ‘Day before ‘Yesterday’, ‘Today & Last 3 days’, ‘Last 4 Days‘, ‘Last 7 Days‘, ‘Last 14 Days‘, ‘Last 30 Days’, ‘Current Month’, ‘Previous Month’, ‘Year to Date’, ‘Year to Date (Period)’, or ‘Previous Calendar Year’. ’Year to Date (Period)’ will use the reporting equivalent of “Period containing… To” where ‘Year to Date’ would use the reporting equivalent of custom dates.
IMPORT ACTION DESCRIPTIONS
For job costing, Action descriptions can be updated via Planned Event.
IMPORT ADJUSTMENTS
You can configure JT to import adjustments at any given time. To add this import click on ‘Add’ then select ‘Import Adjustments‘ using the following options:
File Name - This will be the path and file name. The file name will need to be constant. The external program making this file will need to append to the file each time. JT will prefix the file name with “Imported” and append the date and time.
Start Time - The time at which the JT Engine will send the export file. If the Engine is not running during this time, no export files will be emailed. It will not save an entry to email later.
Use Date Range Format - You will need to select the import format, template files with the correct format can be found in the C:\Program Files (x86)\Jarrison Systems\Jarrison Time folder. Note that certain regional settings in Windows need to be set as well, further detail can be found in the template files.
IMPORT CLOCKINGS
You can configure JT to import clockings at any given time. This method of importing can be used if importing clockings are to be set to a specific time if one is not suitable.
To add an import time report click on ‘Add’ then select ‘Import Clockings’ using the following options:
Start Time - the time at which the JT Engine will import the clockings. If the Engine is not running during this time, no clockings will be imported. It will not save an entry to import the clockings.
Region - only the Devices belonging to the Region selected will have their clockings imported at this time.
IMPORT EMPLOYEES FROM DEVICE
An event can be set to import templates from a device at a certain time, and immediately distribute them according to access groups. A confirmation email can be optionally sent. There’s also an option to only update templates of existing employees.
IMPORT JOB DESCRIPTIONS
For job costing, Job descriptions can be updated via Planned Event.
RANDOM SELECTION
If the Random Selection feature is enabled, this option is used to control the deactivations. A filter can be applied to decide who to select from.
‘Start Time’ will determine when the deactivation should occur.
‘Max Selection’ specifies the number of people each selection event will affect.
‘Activate after selected minutes’ can be used to automatically reactivate employees. If this value is left at 0 there will not be any automatic re-activation.
RECALCULATE
A recalculation can be scheduled to run at certain times, on a filter.
Reporting Period - this can be set as: ‘Current’ or ‘Last’ periods, ‘Today’, ‘Yesterday’, ‘Last 7 Days’, ‘Last 14 Days‘, ‘Last 30 Days’, ‘Current Month’, or ‘Previous Month’.
REMOTE SITE IMPORT
Once a device has been set for remote importing, imports from it can be scheduled through Planned Events.
If working with many similar events and need to make similar changes, there is a right-click option to make bulk changes after selecting the entries.
SHIFT CONTROL
Used with the Shift Control module, to send updated shift control info to devices. Should be set to repeat through the day.
SMS REPORTS
Automatic SMSes are processed and then sent to the recipients by the JT Engine. Please do not forget to ask the administrator for assistance in setting up an SMS account. This is done in the System Configuration window. You will need to sign up with the SMS provider to receive a username and password.
To add an SMS report, click on ‘Add’ then select the ‘SMS Report’ option.
Report - this is the list of all of the reports created in the Report Creator.
Filter - this is a list of all of the filters (employee groups) in Jarrison Time. Only people matching the criteria of the filter will be included in the SMS.
Cell No - you have to enter at least one cell phone number, multiple recipients will need a semi colon ‘;’ to separate them on the same line.
Start Time - the time at which the JT Engine will start processing the SMS, if the Engine is not running during this time, no SMS will be sent. It does not store a list of SMSes to be sent.
Import Clockings first - this will put an entry in the queue for the Engine to import the clockings before sending the SMS.
Send Employee their own details - this will use the ‘Cell Phone’ number for each employee on the Employee Details tab instead of the ‘Cell No’ field in this window. This option will only show data for each specific employee and SMS it directly to them.
Only send if report is not empty - if selected then JT will not SMS reports which contain no data, an example being the absentee report if all staff are present.
Reporting Period - this can be set as: ‘Current’ or ‘Last’ periods, ‘Current week (Mon-Sun) ,‘Last week (Mon-Sun)’, ‘Today’, ‘Yesterday’, ‘Today and Yesterday’, ‘Day before ‘Yesterday’, ‘Today & Last 3 days’, ‘Last 4 Days‘, ‘Last 7 Days‘, ‘Last 14 Days‘, ‘Last 30 Days’, ‘Current Month’, ‘Previous Month’, ‘Year to Date’, ‘Year to Date (Period)’, or ‘Previous Calendar Year’. ’Year to Date (Period)’ will use the reporting equivalent of “Period containing… To” where ‘Year to Date’ would use the reporting equivalent of custom dates.
THIRD-PARTY IMPORT (PERSONNEL AND LEAVE)
JT can be set to automatically import the employees from a Third-Party system. To add this import click on ‘Add’ then select ‘Third-Party Import‘. The drop-down box for ‘Third-Party’ will allow you to choose which company (setup beforehand from ‘Third-Party Import’ under ‘Setup’) you wish to import from.
THIRD-PARTY IMPORT (LEAVE)
JT can be set to automatically import employee leave from some Third-Party systems. Setting up would be similar to Third Party Employees and Leave Import.
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