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| Scripting - Excluding Categories from the Download Activity File Export | ||||||
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| Question | |
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| Is there any way to exclude a category when downloading activity files? | ||||||
| Answer | ||||||
| Yes this can be done by creating a category to be filtered out, and using a simple script and a Labor Code clock prompt to filter the category out when running the Download Activity File. 1. First we would need to create a category to filter. If none has already been created you can do so by going to Accountant Menu > Miscellaneous Settings > and in the field called 'ExtraCategories' add your category. This can be named anything like 'Salary' or 'Unpaid Time'or any other name you want to use as long as this is changed in the script also as we will discuss later in this article. For our example we will use 'Unpaid Time'. 2. Next we need to create a Labor Code Prompt (Accountant Menu > CLock Prompts) that will allow for the option to filter by when running the Download Activity File. For our example we will use the 'z' Labor Code prompt (You can also use the 'x', or 'y' Labor Codes if they are available). We then change the two settings in the prompt. One being the 'Data Collection Mode:' field to 'Show online, but do not collect anything'. This allows for online edits on the site only and they will not be prompted at the TimeClock or WebClock. Next we change 'What do you want to name this field?' to something that is appropriate to the situation. in our example again we will use "Unpaid Time". This will generate a column on the time card named 'Unpaid Time' where the responses will go for the punches. 3. We then create our script which will automatically generate a response to our 'z' prompt based on the category used: if (category = "Unpaid Time") { z = "Yes"; } else { z = "No"; } So in the script if the category "Unpaid Time" is used it will generate a "Yes" in the "Unpaid Time" column generated by our clock prompt (z). If not it will enter in a "No" which we will use in our filter to remove all of the 'Unpaid Time' punches from our export. 4. The last part is to run the Download Activity File and in the section (after choosing your format) called 'Employee Filtering:' in the drop down select your 'Z Unpaid Time' prompt and in the next box that pops up enter 'No' (no quotes). Which means export only punches that have 'No' in the 'Unpaid Time' column of the employee's time card. With these settings when running the export it will export only punches that have a 'No' in the 'Unpaid Time' column of the employee's time card and ignore all 'Unpaid Time' punches or punches that have 'Yes' in that column. A few minor issues to consider are these: 1. The 'Unpaid Time' column will need to always display when viewing time cards and cannot be hidden or removed without deactivating this process/script. 2. If the employee only has the category 'Unpaid Time' as part of his pay period he will be totally excluded from the export. For any questions on this process please contact Support. | ||||||
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