Building an employee dashboard

Requirement

Create an employee dashboard with buttons that will help the employees to check in and out, find the total number of logged-in hours and apply for leave.

Use Case

An Employee Management application has a dashboard for their employees. As soon as the employee logs in, their check-in time is noted. Similarly, when they log off, their check-out time is noted. Thus, their complete working hours is automatically calculated. In this dashboard, an employee can also apply for leave.

See how it works

Steps to follow

1. Create the forms with the following details:

Form	Form Link Name	Field Type	Field Name	Field Link Name
Add Employee	Add_Employee	Name	Name	Name
		Email	Official Email	Official_Email
		Phone	Phone	Phone_Number
Add Check In Out Details	Add_Check_In_Out_Details	Lookup (Add_Employee)	Employee	Employee
		Date-Time	Check_In	Check_In
		Date-Time	Check_Out	Check_Out
		Single Line	Total Hours	Total_Hours
Apply Leave Holidays	Apply_Leave Holidays	Lookup (Add_Employee)	Employee	Employee
		Single Line	Leave Type	Leave_Type
		Date-Time	From	From
		Date-Time	To	To
		Single Line	Holiday Name	Holiday_Name
		Date	Date	Date_field

Before we begin, let's add a few records to the Add Employee form and Holidays form.

Our employee dashboard will have buttons for applying leave, checking-in and checking-out, which will perform the corresponding actions. Let's look at them one by one, beginning with the Apply Leave action.

We shall populate the Add Employee field of the Apply Leave form as the current login user and disable it, so that the user cannot change it. Let's create a workflow to achieve this.

2. Create a workflow that will execute during the load of the Apply Leave form, fill the Add Employee field with the login user's email address, and disable it.

3. Click Add New Action and add the below code in the deluge editor that opens:

//Find the ID of the Add_Employee record with the login user email ID
input.Employee=Add_Employee[Official_Email==zoho.loginuserid].ID;
//Disable the Add Employee field
disable Employee;

Now, let us create functions for checking in and out.

4. Create a function to check an employee in.

5. Add the below code to the Deluge editor:

void checkIn()
{
//Get the logged-in employee record ID
employee = Add_Employee[Official_Email == zoho.loginuserid];
//Check if the employee is already checked-in. The critiera Check_In is today is used to check if the Check_In date-time field has date as today (that day)
alreadyCheckedIn = Add_Check_In_Out_Details[Employee == employee.ID && Check_In is today];
//Insert a record only if there is no check-in
if(alreadyCheckedIn.count() == 0)
{
insert into Add_Check_In_Out_Details
[
Added_User=zoho.loginuser
Employee=employee.ID
Check_In=zoho.currenttime
]
}
}

6. Similarly, create a function to check out an employee.

7. Add the below code to the Deluge editor:

void checkOut()
{
//Get the logged-in employee record ID
employee = Add_Employee[Official_Email == zoho.loginuserid].ID;
//Get the Employee's already checked-in record from Add_Check_In_Out_Details
current_day_entry = Add_Check_In_Out_Details[Employee == employee && Check_In is today];
//Assign check-out value
current_day_entry.Check_Out=zoho.currenttime;
//Calculate Total_Hours from the timestamps
time = (current_day_entry.Check_Out - current_day_entry.Check_In);
seconds = time / 1000;
minutes = seconds / 60;
hours = minutes / 60;
h = hours.floor();
m = minutes - h * 60;
mins = m.floor();
if(mins < 10)
{
mins = "0" + mins;
}
//Set the total working hours
current_day_entry.Total_Hours=h + ":" + mins + " Hrs";
}

Now that all our functionalities are done, let's proceed with creating the dashboard.

8. Create a page named Dashboard . Drag a ZML snippet and an HTML snippet to it.

Please check the attachments for a file with the following snippets consolidated into one working script.

For the benefit of understanding, the ZML/HTML code is split into snippets. We explain the snippets, then arrange them appropriately for inserting them to the ZML/HTML Editor.

Let's begin with the ZML Snippet . This is going to hold the following buttons: Apply Leave , Check In , and Check Out .

Snippet a

The employee's name is displayed using the <text> tags. The <button> tag is used to create the Apply Leave button, which will open the Apply Leave form with a click.

<pr>
<pc width='80%' bgColor="#ececec" hAlign="left" paddingLeft="10px">
//Display the name of the logged-in employee
<text bold='true' value='Welcome <%=getUser.Name%>.' size='5' color='#3d566e' type='Text' textAlign='left'>
</text>
</pc>
<pc width='20%' hAlign='left' padding="10px" vAlign='middle'>
<pr width='100%' height='fill'>
<pc hAlign="center">
//Create a button that will open the Apply Leave form on click
<button bgColor="#3d566e" action='Form' componentLinkName='Apply_Leave' size='1' text="Apply Leave"/>
</pc>
</pr>
</pc>
</pr>

Snippet b

The Check In button should only be shown when the employee is yet to check in. We shall check if there is an entry in the Add Check In/Out Details for the current employee today. If available, we show the time of check in. If not, we show the Check In button. In a similar fashion, we show the Check Out button.

<pr>
<pc width='33%' hAlign='left' padding="10px" vAlign='middle'>
<pr width='100%' height='fill'>
<pc hAlign="center">
<%
//Find if the employee has already checked in
alreadyCheckedIn = Add_Check_In_Out_Details[Employee == getUser.ID && Check_In is today].count(ID);
if(alreadyCheckedIn == 0)
{
//If employee has not checked in, show the button
%>
<button bgColor="#14b474" action='Function' functionName='checkIn' successMsg='You have checked in.' size='3' text="Check In"/>
<%
}
else
{
//If the employee has checked-in, lets show the time of check-in
checkedIn = Add_Check_In_Out_Details[Employee == getUser.ID && Check_In is today];
%>
<text bold='true' value='Checked-in at <%=checkedIn.Check_In%>.' size='3' color='#3d566e' type='Text' textAlign='left'> </text>
<%
}
%>
</pc>
</pr>
</pc>
<pc width='33%' hAlign='center' padding="10px" vAlign='middle'>
<pr width='100%' height='fill'>
<pc hAlign="center">
<%
//Find if the employee has already checked out
alreadyOut = Add_Check_In_Out_Details[Employee == getUser.ID && Check_In is today && Check_Out is today].count(ID);
if(alreadyOut == 0)
{
//If employee has not checked out, show the button
%>
<button bgColor="#fd3a36" action='Function' functionName='checkOut' successMsg='You have checked out.' size='3' text="Check Out"/>
<%
}
else
{
//Find if the employee has already checked out
alreadyCheckedOut = Add_Check_In_Out_Details[Employee == getUser.ID && Check_In is today && Check_Out is today];
%>
<text bold='true' value='Checked-out at <%=alreadyCheckedOut.Check_Out%>.' size='3' color='#3d566e' type='Text' textAlign='left'> </text>
<%
}
%>
</pc>
</pr>
</pc>
<pc width='33%' hAlign='center' padding="10px" vAlign='middle'>
<pr width='100%' height='fill'>
<pc hAlign="center">
<%
//fetch total hours.
total_hours = Add_Check_In_Out_Details[Employee == getUser.ID && Check_In is today && Check_Out is today].Total_Hours;
//handling the null value of total hours in the begining.
if(total_hours == null)
{
total_hours = "";
}
%>
//Display total hours value after checkout in the Dashboard.
<text bold='true' value='Total Hours :<%=total_hours%>' size='3' color='#3d566e' type='Text' textAlign='left'> </text>\
</pc>
</pr>
</pc>
</pr>

Snippet c

Place the above snippets appropriately as shown below to arrive at the final ZML code:

<%{
//Get the logged in user record
getUser = Add_Employee[Official_Email == zoho.loginuserid];
%>
<panel>
//Insert Snippet a
//Insert Snippet b
</panel>
<%}%>

Let's now work on the Holidays listing. We shall use the HTML snippet to create our version of listing to display the upcoming holidays on the dashboard.

<%{
%>
<style>
h3 {
padding: 10px;
}
#zohoreportel
{
height : 400px !important;
}
.holidayTable
{
width: 96%;
border-collapse: collapse;
margin: 1% 2%;
}
.holidayTable td
{
padding: 10px;
font-size: 14px;
text-align: center;
border-bottom: 1px solid #f1f1f1;
}
table.holidayTable > tbody > tr:first-child > td
{
font-weight: 600;
font-size: 15px;
background: #ececec;
}
</style>
<div style="height : 450px;overflow:scroll;">
<h3>Upcoming Holidays</h3>
<%
//Get the list of holidays until December
holidays = Holidays[Date_field > zoho.currentDate];
if(holidays.count() != 0)
{
%>
<table class="holidayTable">
<tr>
<td>Holiday Name</td>
<td>Date</td>
</tr>
<%
for each rec in holidays
{
%>
<tr>
<td><%=rec.Holiday_Name%></td>
<td><%=rec.Date_field%></td>
</tr>
<%
}
%>
</table>
<%
}
else
{
%>
<div>No holidays Available!</div>
<%
}
%>
</div>
<%
}%>

See how it works

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