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Managing Entries

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Daily Review of Entries

You will get a notification reminding you to review your entries of captured time or activities at the end of every working day. The notification time will be configured by your IT and is typically set around 5pm local time. The daily review of entries encourages you to review and remove any unwanted entries, and it reminds you to assign any unassigned entries, so Apollo is better trained to generate predictions for you automatically over time.

Note: To easily cross-reference your activities, Apollo allows you to see the start time of each activity by hovering your mouse over the activity on the Review page.

 

Entries for Calendar Events

Apollo automatically creates entries for all events that appear on your calendar if you have the Calendar application turned On during onboarding or via the Settings page.  

The entries will correspond to the duration of the event on the calendar. For all day events with a duration of 24 hours, however, the entry will be displayed with a duration of 0 hours, so you can decide the duration you want for the entry once it is sent to your timekeeping system.

Note: If you do not wish Apollo to capture all-day events and private events, please inform your IT to remove this option in your configuration of Apollo.

Events from your calendar will be sent to Apollo after the event time has started, and you will see it once the Apollo Review page is refreshed. If an event is canceled, Apollo will not create an entry for it.

Meetings using Zoom, Microsoft Teams, Webex, and GoTo Meeting will be captured only if they are on your calendar. For example, if you join a Microsoft Teams meeting that is not on your calendar, Apollo will currently not generate an entry for it. Apollo will support impromptu Zoom and Teams meetings in a future release.

Note: Calendar events will typically appear approximately 10 minutes after the start of the event time, but it may sometimes take up to an hour for some events to appear on the Review page.

 

Locating Your Time Entry in Outlook

Apollo enables you to locate your email time entry conveniently in Outlook directly from the Review page.

To do that:

  1. Navigate to the Review page where you can view and manage your time entries.
  2. Identify the entry that you wish to open in Outlook.
  3. Select the three dots icon to the right of the entry.
  4. Click Open in Outlook. Outlook email automatically opens with the selected time entry’s details.

Figure 17 Locating Your Time Entry in Outlook.png

 

Merging Entries

To merge entries:

  1. Navigate to the Review page where you can view and manage your time entries.
  2. Select the entries that you want to merge by ticking the checkboxes to the left of the entries.
  3. Click the Icon_merge.png (Merge) button that becomes active after you select at least 2 entries. The selected entries will combine into one and can be identified by the Icon_merged entries.png icon.
    Note: After merging, an Undo button will appear at the bottom of your screen for 5 seconds. Clicking this will revert the merged entries back to their original, separate state.

Please note that to merge entries, they must either belong to the same assigned client matter or all be unassigned. The merged entry will contain combined narratives from all the selected entries. Its duration will be the total of the individual entries, rounded as appropriate.

Figure 18 Merging Entries.png

 

Removing a Single Entry

Apollo allows you to remove an entry from the system if you determine that it is irrelevant or unnecessary to be tracked.

To remove an entry:

  1. Navigate to the Review page where you can view and manage your time entries.
  2. Select the three dots icon to the right of the entry you want to remove. This displays a drop-down menu of available options.
  3. Click Remove. The entry is transferred to the Removed tab, remaining accessible for future reference, if required.

Note: Apollo allows to restore a removed entry. The removed list will be retained for one day only, so you may restore a previously removed entry only during the day it was removed. For details on how to do that, see Restoring a Single Entry.

Figure 19 Removing a Single Entry.png

Note: If you remove a given entry and later continue to work on that same activity, Apollo will determine that the additional work done should also be considered removed and the additional time will be added to the total duration of the removed entry.

 

Removing Multiple Entries

Apollo allows you to remove entries from the system if you determine that they are irrelevant or unnecessary to be tracked.

To remove multiple entries:

  1. Navigate to the Review page where you can view and manage your time entries.
  2. Select the entries that you want to remove by ticking the checkboxes to the left of the entries.
  3. Click the Remove_icon.png (Remove) button that becomes activated at the top of the entries after you select them. The entries are transferred to the Removed tab, remaining accessible for future reference, if required.

Note: Apollo allows to restore removed entries. For details on how to do that, see Restoring Multiple Entries.

Figure 20 Removing Multiple Entries.png

 

Restoring a Single Entry

To restore a removed entry:

  1. Navigate to the Removed tab in the Review page.
  2. Click the Restore button. The entry is now restored and moved to the corresponding tab of the Review page.

Figure 21 Restoring a Single Entry.png

 

Restoring Multiple Entries

To restore multiple entries:

  1. Navigate to the Removed tab in the Review page.
  2. Select the entries that you want to restore by ticking the checkboxes to the left of the entries.
  3. Click the Restore button that becomes activated at the bottom right of the screen after you select entries. The selected entries are now restored and moved to the corresponding tabs of the Review page.

Figure 22 Restoring Multiple Entries.png

 

Filtering Entries

In Apollo, you can easily filter entries by clicking Filter in the top right corner of your screen. The filtering capability is extended across All Entries, Assigned, Unassigned, and Removed tabs within the application. When navigating to a specific tab, the filtering criteria will be applied to the entries within that tab, allowing for a more targeted and organized view of your data.

The filtering options include:

  • Client - Allows the selection of either Any Client or a specific client. For ease of search, a bar is integrated at the top of this dropdown menu for entering and locating the desired client.
  • Matter – Similar to the Client filter, you can select Any Matter or a specify one. The Matter drop-down also includes a search bar for easy lookup.
  • Date – Options for this filter range from Any Date to specific choices like Today, Yesterday, Last Week, Last Month, and Custom Range. For the Custom Range option, you will be prompted to select start and end dates from a calendar.
  • Duration - Choose from a set of predefined durations including 0.1h, 0.5h, 1h, etc., or choose Custom Range to define your desired duration range.
  • Status - Options available include Any Status, Sent to [Timekeeping System], or Not Sent to [Timekeeping System], enabling users to categorize entries based on their processing status.
  • Billing Type - Allows the selection of Any Billing Type, Block Billing or Task Billing entries. It becomes available when Block Billing is enabled in the application settings.

To remove all filters and reset your search criteria, the Clear All option is available. Click it to reset all applied filters and

Note: The Clear All option is available to clear all previously applied filters and reset your search to its default state.

Figure 23 Filtering Entries.png

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