Keyword based rules

 
Here you can automate work time assignments to tasks by setting up task switching rules. With such rules you can reduce task switches on the desktop application and eliminate manual work time documentation completely. The system can search for the given keywords according to the conditions set and perform an automated task switch or logout. Logout rules automatically suspend work time registrations for the session defined by the rule.
  1. Create new rules
  2. Defining the keywords
  3. Defining the context
  4. Task switch or logout
  5. Rule list
  1. Create new rules

    You can set up new rules by clicking on the icon of the rule type. Task switching rules determine the task on which the work time is registered when the key word is identified.
    Logout rules automatically suspend work time registrations for the session defined by the rule. When the conditions change (the user starts another activity) the rules automatically switch back to the previous active task.
  2. Defining the keywords

    You can enter multiple keywords in a rule with the + button and you can also define the logical relationship (AND / OR) of the combined keywords. You can also enter incomplete words by clicking on the star signs in the entry field. When the "stars" are active then they can stand for any character before or after the word and implies that several variants of the given word or fragment will result in automatic task change or logout. (If you enter "suppo*" then support, supposed, supportive, etc are also identified as keywords of the rule.) Click on the X after the words to delete an element from complex keyword conditions.

  3. Defining the context

    Then you can define the context where the system must identify the keywords of the rule. From the dropdown menu you can select more than place (e.g.: To, from, subject line of emails, or application and office document title, etc..) where the keywords have to be recognized to perform the task switch automatically.

  4. Task switch or logout

    Finally you can define the task on which the desktop application will switch when a match is identified. You can enter the task name manually or select it from the project structure. The rule apply to every user who is assigned to the selected task. Logout rules can be assigned to dedicated users, user groups or roles. The system switches back to the previous task as soon as the match ceases. Click save to activate the rules.

  5. Rule list

    You can change the view of active rules with the links above the table. You can edit or delete rules with the icons at the end of the lines. Rules can be edited in the same popup where new rules can be set up. Click save after changing any element of the rule conditions.

 
Keyword based rules
Order Order number Id Keywords Relation Search In Assigned to Modified by Modified at

   

Task details

Advanced

Mandatory remark

time(s)

Other/>

minute(s)
day(s) of inactivity

Assignments
User name Period Estimated time
* ** *
       
Group Role

How to start

  • The desktop application is an integrated part of JobCTRL® which, in active status, documents work activity and records the active times spent on tasks and projects in order to create reports and detailed analytics about individual and corporate performances.

    If you have not downloaded and installed the desktop application yet then you can do it by choosing Install JobCTRL® applications from the dropdown next to your name on the upper right corner and after selecting the application you prefer.

    You can start or stop the application with a double click (with the left mouse button) on the icon (). (The system considers the IP address at registration as office network so it will show "Working in office" status if any user is connected to the internet from that address. Connection from any other address will be marked as "Working outside the office" status. If you find an error in the statuses shown, we suggest you to doublecheck the IP address settings in the Company networks menu () and modify them if necessary.)

    For your convenience the default setup is automated task generation and automated task switching, which further reduces the manual task administration. As long as the automated task generation and task switching mode is active it overwrites the manual task selection. You can make automated task documentation even more precise with setting up personal rules.

    You can switch off automated task switching mode any time in the Default settings menu () or by CTRL + double click on the desktop application icon (). It enables manual task selection until unlocking this feature the same way.

  • In the Users and tasks () menu you can quickly add and edit users to create your organization and then easily assign the tasks to them.

    All registered work is always linked to a specific task. By default we have created 5 tasks (Administration, E-mail handling, JC360 Administration, Meeting, Break) from which you can already choose to register your work.

    On the left you can add new users or edit your user hierarchy while on the right side block you can add new tasks and customers or edit your project structure. You can easily distribute tasks with drag and drop: select either a user or a task from the structure and then pull an element on it from the other side.

    The newly allocated tasks immediately appear in the desktop task list, and the users can assign work time on them manually or by setting up personal rules to them.

  • In the Users and tasks () menu you can quickly add and edit users to create your organization and then easily assign the tasks to them.

    All registered work is always linked to a specific task. By default we have created 5 tasks (Administration, E-mail handling, JC360 Administration, Meeting, Break) from which you can already choose to register your work.

    On the left you can add new users or edit your user hierarchy while on the right side block you can add new tasks and customers or edit your project structure. You can easily distribute tasks with drag and drop: select either a user or a task from the structure and then pull an element on it from the other side.

    The newly allocated tasks immediately appear in the desktop task list, and the users can assign work time on them manually or by setting up personal rules to them.

  • You can achieve maximum accuracy in documenting work time with the automated task switch and logout features. You can easily set up automated rules with keywords in the Keyword based rules () menu.

    The system is capable to recognize keywords in the To, From or Subject line of the emails, in the title or the process name of the active applications, in the address bar (URL) of the browser or in Office document file names and file paths.

    Task switching rules apply to all users assigned to the tasks, while logout rules can be assigned to individual users, as well.

  • If you need to find out which of your coworkers are active, who are in the office or where the mobile users are then select the Real-time activity () menu. On this page you can see the continually updated statuses of users, including work locations (office, home or mobile position) and the latest daily work time statistics, the progress of their tasks, their work documented with the mobile application and the documented screenshots connected to their work on the computer.

    You can apply filters to focus only for a selected group of users or activity data.

  • In the Dashboard menu you can get a real time insight to the reports you’re the most interested in.

    You can see the following informations on the widgets: activities of the employees, their worktime of the previous days, their application usage and internet browsing. You can check their worktime balance and productive worktime on computer.

    As from the Reports menu, you can download the reports from here as well. You can add your favorite reports to your dashboard besides the default widgets.

  • On the Analyze and improve/Reports () page we have collected a variety of report templates to create your own statistics from the vast amount of work data collected by the applications. The reports are arranged into four groups according to their contents: Primary data reports, Activity reports, Aggregate business reports, Executive reports.

    You can save any of your customized report settings by adding them to your Favourite reports. You can also set up automated delivery for your favourite reports. This way you can access the latest statistics also from your mailbox in accordance with your report delivery settings.

Completed: {0} point(s)
cartoon figure