Help de EffiWork   |   Help de Time@Work  |  Help de WorkProject              ES

Activity editor

The administrator can enable or disable the Activity Editor in the Settings > General options panel by checking or unchecking the box labeled "Activity editor enabled", located within the "Data editing" section. The administrator can also determine the blocking period for data editing, which is the time frame during which employees are allowed to edit their activities. They can opt not to apply any restrictions by enabling the "Do not block" box, set the restriction to start within a month by enabling the "From the previous month, starting on day" box, or specify a certain number of days by enabling the "After the following number of days" box. For the last two options, the administrator must expand the dropdown menu at the end of the corresponding boxes and select the appropriate number of days. 

By default, the Activity Editor is always enabled for both the administrator and employees. Once activated for the entire company, you must ensure that the employee has access to their data enabled and that the editor is activated for them. Remember that permission can ONLY be granted at the employee level and NOT at the group level.
If you want to limit access to the editor for certain profiles in your organization, you can disable it for specific employee profiles in Settings > Organizational chart > employees by checking/unchecking the box "Activity editor enabled" within each employee's record.

In the panel Settings > General options, there is an option called "Require authorization for manual data reporting". This allows you to set a maximum editing time after which the manager of the employee adding the time will need to approve or deny the addition. If the employee makes several activity additions on the same day, the time will accumulate, and once it exceeds the limit, manager approval will be required. By default, this option is disabled.

How the activity editor works

Thanks to the activity editor, you can add offline activity and complete the information previously collected.
It is important to note that activity can only be reported for time ranges that do not contain prior activity, as it is not possible to modify activity that has been automatically recorded.
The activity editor works based on the date and employee filters located in the top-right corner of the software.

• If you are an employee, you only need to select the date range in which you want to add activity using the editor.

• If you are an administrator, in addition to the date range, you must also select the employee to whom you want to add activity.

Once you have selected a date range and a specific employee (if you are an employee only the date range is sufficient), click on the panel “Editor de actividad” in the left-hand menu to access the visual schedule summary.

The current day can be modified as long as no prior activity has been detected and only up to the previous full hour. For example, if activity started being recorded at 13:13, you can only edit up to 13:00. However, if prior activity has been detected on the current day, it will not be possible to modify the workday. Additionally, when changes are being made and new data is being processed, the current day will also be locked.

To add activity to previous days, simply click outside the orange area of the day you wish to modify, and you will see the following window:

Select the type of activity you want to add, as well as the start and end times for that activity. Finally, click the "Accept" button. You can edit the current day and add comments if the action requires approval. These comments will be visible in the notification panel of the group manager or administrator, depending on the account configuration.

You will return to the visual schedule screen with your changes highlighted in a red block. You can continue adding additional information for other days you wish to modify. Once you have finished editing data, click the “Apply changes” button for the system to process the new information on the server.

Important notes to keep in mind:

1. The current day can be modified as long as no prior activity has been detected and only up to the previous full hour. For example, if activity started being recorded at 13:13, you can only edit up to 13:00.

2. When you apply changes, the modified days are locked until the data is processed on the server (usually within 24 hours), preventing further changes. It is important to ensure all necessary modifications have been added before applying changes, as this is a definitive action that locks the modified days for 24 hours.

3. If you are an administrator and wish to modify data for multiple employees, you must first make changes for a single employee and apply them. Then select the next employee, make the changes, and apply again. Repeat this process until you have completed the modifications for all employees to whom you want to add activity.

4. If activity times exceed the limit set by the manager, prior approval will be required. Dark red blocks indicate that the edit is locked and pending review by the manager. Light red blocks mean that the edit has been approved but the system has not yet processed it.

You will return to the visual schedule screen with your changes highlighted in a red block. You can continue adding additional information for the other days you wish to modify. Once you have finished editing the data, click the “Apply Changes” button for the system to process the new information on the server.

To make the process clearer, let’s look at an example:

The employee Enrique Casas wants to report a client meeting he had on February 22, 2021, which was not captured by the tool because it involved offline activity. The software automatically recorded all computer activity for that day, including his lunch break. Enrique resumed work after his lunch break at 14:45, but he had to leave to visit the client from 14:00 to 17:32.

Enrique decides to use our Activity editor.
To do this, he accesses the tool and selects the “Activity editor” panel. In the date filter, he selects the day of the meeting (February 22, 2021).

Next, he clicks on the gray area of the day and fills in the fields with the information about the client meeting he attended, then clicks “Accept.” 

Now, the new information Enrique just entered about the client meeting is displayed as a red block. Since he does not plan to make further changes, the only step left is to click the “Apply changes” button to process all the information.

In the "Activity editor" option, you can also delete a workday to correctly edit the working hours dedicated to it. In Configuration > General options, you will find a new option to grant editing permissions: "Allow employees to delete full days of activity. (The manager in charge will have to approve the request)."

If the permission is enabled, it will be possible to delete activity starting from the previous day; it will not be possible to delete the current day. The manager or administrator will always need to validate the action from their Notifications panel. The employee can edit their activity from their profile by navigating to "Activity editor", selecting the day, and clicking the icon next to the date to delete it.

In the "Allow the employee to replace the data of a day with offline time" option, you can configure the permission for employees to replace the activity of an entire day using the Activity editor.

For example: If an employee spends the entire day traveling and uses the computer at some point but wants to count the whole day as "Travel," they can edit the entire day's activity and overwrite the automatically recorded activity logs.