Meeting Title: Clockify to Operating Automation Sync Date: 2025-07-15 Meeting participants: Mustafa Raja, Casie Aviles, Rico Rejoso, Amber Lin, Miguel de Veyra
WEBVTT
1 00:00:16.710 ⇒ 00:00:17.820 Mustafa Raja: hey, casey.
2 00:00:18.400 ⇒ 00:00:22.489 Casie Aviles: Hey, Mustafa? Just wanted to ask that if you have any
3 00:00:23.330 ⇒ 00:00:26.269 Casie Aviles: If you wanted to raise anything to Amber for this meeting.
4 00:00:28.110 ⇒ 00:00:33.660 Mustafa Raja: Yeah, yeah. The there’s there’s an issue with the linear tickets.
5 00:00:35.140 ⇒ 00:00:36.499 Casie Aviles: Oh, I see! I see!
6 00:00:36.500 ⇒ 00:00:37.090 Mustafa Raja: Yeah.
7 00:00:37.700 ⇒ 00:00:38.866 Casie Aviles: Okay, so
8 00:00:39.640 ⇒ 00:00:45.190 Mustafa Raja: Yeah, I could. I couldn’t recreate it. So me and Amber are going to recreate that
9 00:00:45.860 ⇒ 00:00:50.320 Mustafa Raja: hopefully fix it. It’s going to be something with the Id.
10 00:00:50.750 ⇒ 00:00:57.979 Mustafa Raja: Sometimes the AI agent just does not return the Id. It should, though, because I adjusted it.
11 00:00:58.480 ⇒ 00:01:00.350 Mustafa Raja: So let’s see what it was.
12 00:01:01.580 ⇒ 00:01:04.560 Casie Aviles: Okay, sure. Yeah, I I.
13 00:01:04.569 ⇒ 00:01:05.199 Mustafa Raja: Yeah, indeed.
14 00:01:05.200 ⇒ 00:01:06.180 Mustafa Raja: Do you have anything.
15 00:01:06.870 ⇒ 00:01:10.520 Casie Aviles: Oh, yeah, I did invite Rico here.
16 00:01:10.930 ⇒ 00:01:11.449 Rico Rejoso: Hey, guys.
17 00:01:12.530 ⇒ 00:01:13.130 Mustafa Raja: Hey! Hey!
18 00:01:13.130 ⇒ 00:01:20.609 Casie Aviles: So I I sorry sorry if it’s short notice. But basically I just I was just going to ask both of them to walk me through
19 00:01:21.761 ⇒ 00:01:25.909 Casie Aviles: operating. Well, let’s wait a little bit for amber.
20 00:01:26.050 ⇒ 00:01:27.540 Mustafa Raja: Yeah, for.
21 00:01:28.230 ⇒ 00:01:29.799 Casie Aviles: Yeah, yeah, exactly.
22 00:01:31.290 ⇒ 00:01:35.149 Casie Aviles: And yeah, you may be able to also provide some additional
23 00:01:35.370 ⇒ 00:01:39.460 Casie Aviles: insight since you worked on it right? Clock. If I.
24 00:01:39.460 ⇒ 00:01:41.279 Rico Rejoso: I did this clip.
25 00:01:41.280 ⇒ 00:01:49.650 Rico Rejoso: having a problem when it comes to matching the names from a clock. If I, to operating like.
26 00:01:50.430 ⇒ 00:01:57.190 Rico Rejoso: Whenever I upload one, I just copy the format. I I also have a video of how they do it. I don’t know who
27 00:01:57.380 ⇒ 00:02:25.138 Rico Rejoso: we’re instructing during the video. But I have a video thatam sent to me on how to upload to manually upload to operating from clockify. So I was just following that one. It’s just that whenever I upload it and the operating accepts, except the Csv file, it’s not matching the hours that we have from clockify. So that’s a bit of the problem that I’m experiencing when it comes to, you know, planning actual and
28 00:02:25.670 ⇒ 00:02:27.320 Rico Rejoso: the allocated hours.
29 00:02:27.985 ⇒ 00:02:29.317 Casie Aviles: I see, I see.
30 00:02:29.900 ⇒ 00:02:39.399 Casie Aviles: although I, I haven’t really checked, how to move clock, if I to operating I’m, also going to be. I’m also new to operating
31 00:02:39.640 ⇒ 00:02:41.169 Casie Aviles: in this case. But
32 00:02:41.791 ⇒ 00:02:48.638 Casie Aviles: yeah, if you could, yeah, I’d I’d love if you could share the loom. So I could also check it out and
33 00:02:49.740 ⇒ 00:02:57.520 Casie Aviles: if also you could share. If if you don’t mind, if you can share, like the the exact error, so just to have a better
34 00:02:58.600 ⇒ 00:02:59.400 Casie Aviles: idea.
35 00:03:00.270 ⇒ 00:03:05.620 Rico Rejoso: Sure. Sure. Give me one second. Let me just look for the loom video, and send it to this chat.
36 00:03:07.190 ⇒ 00:03:07.630 Casie Aviles: Okay.
37 00:03:08.690 ⇒ 00:03:09.610 Amber Lin: Bye.
38 00:03:09.610 ⇒ 00:03:10.399 Mustafa Raja: Hey! How are you?
39 00:03:12.820 ⇒ 00:03:26.690 Amber Lin: Yeah, I was. I was. Just listen watching the reading the slack messages for the ticket generation. Is there anything that we want to discuss this meeting other than that.
40 00:03:26.690 ⇒ 00:03:33.789 Mustafa Raja: Yeah, I guess it’s from my side. It’s only the linear tickets issue.
41 00:03:34.190 ⇒ 00:03:35.320 Amber Lin: Hmm, okay.
42 00:03:35.774 ⇒ 00:03:37.590 Mustafa Raja: And Casey needed something.
43 00:03:38.300 ⇒ 00:03:42.350 Casie Aviles: Yeah, I don’t know. Maybe sorry. The meeting might be too
44 00:03:42.770 ⇒ 00:03:52.930 Casie Aviles: unorganized. But I also invited Rico because I wanted to like get some more context on operate.
45 00:03:52.930 ⇒ 00:03:53.280 Amber Lin: Yeah.
46 00:03:53.440 ⇒ 00:03:57.490 Casie Aviles: Clapify from you, both of you. So.
47 00:03:57.490 ⇒ 00:03:57.910 Amber Lin: Okay.
48 00:03:57.910 ⇒ 00:04:02.440 Casie Aviles: I believe we wanted to automate a process there. So I just wanted to get some.
49 00:04:03.880 ⇒ 00:04:19.430 Amber Lin: That’s awesome. So I’ll I’ll address the 2 small items first, st and then we can use the bulk of the time for operating, so I’ll quickly share my screen. I’ll show you what it what I meant when it didn’t generate for urban stems. So this was
50 00:04:19.660 ⇒ 00:04:25.180 Amber Lin: so right now I created and did a platform that worked. So if I
51 00:04:25.790 ⇒ 00:04:38.420 Amber Lin: I right now, I just moved the issues from data platform to urban stamp so I can make it work. But right now, say, if I generate this, and then I change it to urban stamps, it just didn’t. It just didn’t show up.
52 00:04:38.550 ⇒ 00:04:41.530 Amber Lin: So let’s wait for it to.
53 00:04:41.530 ⇒ 00:04:42.130 Mustafa Raja: Okay.
54 00:04:42.490 ⇒ 00:04:47.210 Amber Lin: Generate raw
55 00:04:51.060 ⇒ 00:05:03.019 Amber Lin: And also I really like the new format of it. It just looks it looks really nice rather than getting squished. So if I edit it to be urban stems
56 00:05:03.190 ⇒ 00:05:10.124 Amber Lin: save. And I say, Click, this, it’ll say approved. Oh, what it worked now. Oh, let me see.
57 00:05:12.010 ⇒ 00:05:13.000 Amber Lin: Okay.
58 00:05:13.170 ⇒ 00:05:20.122 Amber Lin: I guess I guess it worked. Never mind, ignore me. It didn’t work the 1st time, so if it comes up again I’ll ask you guys
59 00:05:20.390 ⇒ 00:05:20.760 Mustafa Raja: Yeah.
60 00:05:20.760 ⇒ 00:05:22.079 Amber Lin: Sorry, ait.
61 00:05:22.080 ⇒ 00:05:22.530 Mustafa Raja: Yeah, yeah.
62 00:05:23.188 ⇒ 00:05:25.821 Amber Lin: I’ll say sorry, resolved.
63 00:05:28.160 ⇒ 00:05:31.839 Mustafa Raja: Yeah. And if it doesn’t work a screenshot of that
64 00:05:32.572 ⇒ 00:05:36.510 Mustafa Raja: thing along with the meeting link
65 00:05:37.082 ⇒ 00:05:45.267 Mustafa Raja: that would really help. So then, we can. So then I can easily go ahead to that meeting. Follow your process.
66 00:05:45.770 ⇒ 00:05:48.849 Mustafa Raja: you know, create, recreate the issue.
67 00:05:52.570 ⇒ 00:06:01.830 Amber Lin: Okay. Awesome. That’s 1, I think, for the one other thing is for the where is it?
68 00:06:02.240 ⇒ 00:06:10.509 Amber Lin: Where is the summaries? Here these summaries. So I know. Last time I kind of sent a
69 00:06:11.670 ⇒ 00:06:19.399 Amber Lin: I sent the kind of email template that I was using. Could we change the prompt
70 00:06:19.690 ⇒ 00:06:23.000 Amber Lin: on how the emails would look like.
71 00:06:23.000 ⇒ 00:06:23.670 Mustafa Raja: Yeah.
72 00:06:23.850 ⇒ 00:06:39.929 Mustafa Raja: Yeah. So yeah, so regarding that, what Uttam, what Uttam wanted me to do is for you to create the workflow in such a way that you would be able to change the output. However, you want.
73 00:06:40.990 ⇒ 00:06:41.620 Amber Lin: Okay.
74 00:06:41.620 ⇒ 00:06:43.370 Mustafa Raja: So I’m going to work on that.
75 00:06:43.590 ⇒ 00:06:46.110 Amber Lin: Would that be in the Demo side? Cause it doesn’t have.
76 00:06:46.110 ⇒ 00:06:46.800 Mustafa Raja: Have to be in.
77 00:06:46.800 ⇒ 00:06:56.539 Amber Lin: In in here. I can just every every week. I’ll just go to the demo site and say, Oh, let’s let me go under this, and I can edit it like this. So if it’s.
78 00:06:56.720 ⇒ 00:06:57.970 Mustafa Raja: Yeah, if it takes.
79 00:06:57.970 ⇒ 00:07:02.210 Amber Lin: More time to do it this way. Then it’s okay. But like, that’s a suggestion.
80 00:07:02.210 ⇒ 00:07:21.749 Mustafa Raja: Yeah, yeah. So that for now that might be in anything. But later we can move it to move it to demo, because that I feel that is the that is actually the idea we have. We want to move all of our system prompts. In a centralized place where anyone.
81 00:07:21.750 ⇒ 00:07:22.190 Amber Lin: Okay.
82 00:07:22.190 ⇒ 00:07:23.430 Mustafa Raja: Able to change them.
83 00:07:23.820 ⇒ 00:07:33.179 Amber Lin: Okay, lovely. I think you have this this page. So I put, this is kind of the structure that I’m following right now
84 00:07:33.330 ⇒ 00:07:45.899 Amber Lin: and then here are examples of the past emails I’ve sent. I created this based on what you had here, and I gave it kind of my structure. And I edit it a little bit. So if we even start off with this
85 00:07:46.020 ⇒ 00:07:54.279 Amber Lin: as a prompt, I think will make life a lot simpler. So that’s just just that’s that one. So I’m done on my side.
86 00:07:54.480 ⇒ 00:07:57.230 Mustafa Raja: Yeah. Yeah. Mine’s clear, too. Thank you.
87 00:07:57.230 ⇒ 00:07:57.850 Amber Lin: Yeah.
88 00:08:00.890 ⇒ 00:08:10.930 Amber Lin: okay, I mean, if if the rest is mostly Casey and stuff I like, you can hop if you want, I don’t know who’s gonna be taking care of? The operating stuff.
89 00:08:10.930 ⇒ 00:08:16.320 Mustafa Raja: Yeah, it’s it’s mostly Casey. It’s all Casey, I guess.
90 00:08:16.670 ⇒ 00:08:19.720 Amber Lin: Okay, yeah, I mean, feel free. Feel free to hop.
91 00:08:19.720 ⇒ 00:08:21.850 Mustafa Raja: Yeah, yeah, thank you guys, bye-bye.
92 00:08:22.050 ⇒ 00:08:22.750 Amber Lin: Bye.
93 00:08:25.220 ⇒ 00:08:33.470 Casie Aviles: Yeah, hey, amber. So basically, what I was talking to Rico about earlier is like, I, I just want, I needed context on
94 00:08:34.580 ⇒ 00:08:39.079 Casie Aviles: what I needed to automate, because that’s I have a ticket on
95 00:08:39.738 ⇒ 00:08:43.890 Casie Aviles: automating the process from clockify to operating. And
96 00:08:44.657 ⇒ 00:08:47.869 Casie Aviles: Rico did share me a loom video. I will check that out
97 00:08:48.120 ⇒ 00:08:52.559 Casie Aviles: then. And but also he mentioned that there was this error
98 00:08:52.800 ⇒ 00:08:55.259 Casie Aviles: that you guys were experiencing. So
99 00:08:56.182 ⇒ 00:09:01.417 Casie Aviles: yeah, I guess. That’s I just wanted some idea on that and
100 00:09:02.080 ⇒ 00:09:03.450 Casie Aviles: so I could address it.
101 00:09:03.920 ⇒ 00:09:04.520 Amber Lin: Hmm!
102 00:09:12.730 ⇒ 00:09:19.599 Amber Lin: I guess, Rico, I’ll let you lead. I’ll add in anything if I have. I really don’t know much about this right now.
103 00:09:19.600 ⇒ 00:09:21.339 Casie Aviles: Oh, okay. Yeah. Sorry.
104 00:09:21.640 ⇒ 00:09:22.500 Amber Lin: Alright, so
105 00:09:23.820 ⇒ 00:09:24.820 Rico Rejoso: One second.
106 00:09:25.410 ⇒ 00:09:27.930 Rico Rejoso: Let me just share my screen real quick.
107 00:09:31.220 ⇒ 00:09:33.779 Rico Rejoso: So in this one I uploaded
108 00:09:35.291 ⇒ 00:09:43.389 Rico Rejoso: for the month of June the actual hours based from classify. So when I uploaded it not? All the hours were reflecting for each
109 00:09:43.410 ⇒ 00:10:08.910 Rico Rejoso: individual like. For example, I have here for Annie and Amber, who are reflecting 1 50 to 1, 13 h, but for some of the guys here on the bottom example for mine. Even though I have uploaded all the hours for June from time I came in like for 3 days, 4 days, 32 h. It’s not reflecting anything. So I tried to check my profile and how it was linked.
110 00:10:09.610 ⇒ 00:10:28.129 Rico Rejoso: I checked the name, since the external id is rico data also from clock. If I it matches the one that I have on clock, if I’m not sure why. It’s not reflecting the hours that we have on clock, if I even though there was no error when uploading the file from I mean the Csv file coming from clockify.
111 00:10:28.640 ⇒ 00:10:29.480 Rico Rejoso: So
112 00:10:30.740 ⇒ 00:10:39.139 Rico Rejoso: how I can, how I change, or let’s say, edit. The Csv file is on the loom video that I sent you. So probably you can check that out.
113 00:10:39.320 ⇒ 00:10:46.010 Rico Rejoso: So that is the issue that we’re experiencing. That’s the reason why we’re having trouble manually uploading it
114 00:10:46.190 ⇒ 00:10:54.229 Rico Rejoso: to operating. Thus we cannot come up with the comparison of the actual and opera actual hours and the allocated hours.
115 00:10:55.540 ⇒ 00:11:02.162 Casie Aviles: I see? I see. Yeah. So it’s mo. It’s mainly an issue with, Oh, hey, Miguel?
116 00:11:03.250 ⇒ 00:11:06.050 Casie Aviles: yeah. So it’s it’s mainly an issue with
117 00:11:06.340 ⇒ 00:11:11.079 Casie Aviles: uploading the files right? I like the Csv files here. There’s like a mismatch.
118 00:11:12.000 ⇒ 00:11:41.559 Rico Rejoso: Well, there’s I’m not sure but I’m not really sure what’s the issue is. Upon uploading it. There was like a 3 stage confirmation that whenever a new project is uploaded from clock, if I, to operating it, tried to matches those out the new project, or created creates a new project. Based on clock. If I then you have to confirm that one a few step process before you finally upload it or have it merged to operating.
119 00:11:42.180 ⇒ 00:11:49.870 Rico Rejoso: If it was doing that confirmation stage prior to finalizing the reports, I’m not sure why it’s not reflecting all the hours.
120 00:11:53.110 ⇒ 00:11:54.653 Casie Aviles: I see, I see.
121 00:11:55.240 ⇒ 00:12:03.320 Casie Aviles: okay, so I’ll have to take a closer look. Then I guess I I’ll need to. 1st of all I need to. I I think I’ll need to recreate like
122 00:12:04.020 ⇒ 00:12:12.109 Casie Aviles: this particular issue. But I’m not sure if if I can be allowed access here to operating because
123 00:12:12.905 ⇒ 00:12:19.110 Casie Aviles: I’ll I’ll probably need some form of access to be able to connect, classify, and operating.
124 00:12:20.080 ⇒ 00:12:24.190 Rico Rejoso: Sure I’ll check on that later on. Let me see if I can give you access on my end.
125 00:12:25.070 ⇒ 00:12:30.340 Casie Aviles: Okay, of course. And I’ll also I’ll take a look at the what they call this the
126 00:12:30.890 ⇒ 00:12:37.990 Casie Aviles: like. There there could be like Api keys that I need. So I’ll just let you know I I haven’t looked into that. I just wanted to get a sense of
127 00:12:38.170 ⇒ 00:12:40.699 Casie Aviles: the process and what needed to be automated.
128 00:12:42.510 ⇒ 00:12:47.009 Casie Aviles: But but yeah, I think that’s mostly it. But but this was very helpful. Rico.
129 00:12:48.400 ⇒ 00:12:52.280 Casie Aviles: I’ll just make sure to inform you you
130 00:12:52.610 ⇒ 00:12:56.200 Casie Aviles: if if there’s like anything else I need, then yeah.
131 00:12:57.380 ⇒ 00:12:57.740 Amber Lin: Okay.
132 00:12:57.740 ⇒ 00:12:59.750 Rico Rejoso: Don’t just send me a message. Yes, go ahead.
133 00:12:59.750 ⇒ 00:13:10.460 Amber Lin: We can, we can for next week’s meeting. I’ll just Rico. I’ll just make sure that you’re also in there, so that we can revisit this one
134 00:13:10.670 ⇒ 00:13:11.880 Amber Lin: next week.
135 00:13:13.109 ⇒ 00:13:27.860 Amber Lin: If it’s still in progress. Casey, do you need us to write out anything for the requirements? I know Rico shared a loom like, is there anything that can help you guys with that process.
136 00:13:30.137 ⇒ 00:13:35.029 Casie Aviles: Yeah, I mean, just yeah, I guess the requirements would help.
137 00:13:35.676 ⇒ 00:13:39.689 Casie Aviles: I’m just trying to understand right now, like, what is the the process? So.
138 00:13:40.248 ⇒ 00:13:54.080 Amber Lin: Okay, can you share with us the ticket that you are looking at? And then I can. We can also note down that. Okay you need. You might need access. You might need the Api, so we can have a sense of how long it might take.
139 00:13:55.090 ⇒ 00:13:59.300 Casie Aviles: Yeah, okay, let me just send it as well here
140 00:13:59.700 ⇒ 00:14:01.980 Casie Aviles: via chat. Okay. I’ve sent it.
141 00:14:01.980 ⇒ 00:14:02.630 Amber Lin: Okay.
142 00:14:03.166 ⇒ 00:14:08.209 Amber Lin: Miguel, did you have anything that you need the Pm. Team to get back on.
143 00:14:09.454 ⇒ 00:14:14.470 Miguel de Veyra: For now. No, not really. I’ve been this week. Just focus on pool parts.
144 00:14:14.740 ⇒ 00:14:25.669 Amber Lin: Okay, sounds good. We’ll keep this meeting like next week, just if you have something feel free to hop in, if not like, just feel free to ignore it, so that it’s more flexible for your time as well.
145 00:14:28.580 ⇒ 00:14:30.989 Miguel de Veyra: Okay. Okay. Thanks. Everyone.
146 00:14:31.160 ⇒ 00:14:33.726 Amber Lin: Yeah, thanks. I haven’t talked to you in a long time ago.
147 00:14:33.940 ⇒ 00:14:34.690 Miguel de Veyra: Nice to hear.
148 00:14:34.690 ⇒ 00:14:35.630 Amber Lin: Your voice.
149 00:14:36.290 ⇒ 00:14:38.380 Amber Lin: Alright! Bye, everyone.
150 00:14:38.650 ⇒ 00:14:39.630 Casie Aviles: Thank you. Guys.