Event and data definitions

This page sets up one event or data field of a workflow. An event is a step of the workflow, recorded on each work order with a date and time, such as a gate-in or a delivery. A data field holds a value, such as a reference number, a name, an amount or a location. Here you choose the field’s rules, which work orders get it, which roles can see or change it, the actions it triggers and when it is due. To plan and build a whole workflow, see Designing a workflow.

To open it:

Select Admin > Workflow Definitions and open the workflow.
On the Events or Data tab of the workflow, select the event or data field.

The heading says Event Detail or Data Detail, with the workflow’s name below it. To record events and data on work orders, see Events & data and the work order’s Events tab.

Events and data fields share this page, but some fields and settings apply to only one of them. The tables below say which.

The top of the page

◄ Back to Workflow returns to the workflow.
The arrows (Previous and Next) open the workflow’s previous or next event, or data field, in the workflow’s order.
Switch To opens another event, or data field, of the same workflow.

Details

The box at the top shows the field’s name followed by its specific info (the suffix), on its background colour, and its description below. On the right, Active or Disabled says whether the field is added to new work orders. A disabled field is greyed out.

Below are the field’s settings. The field table explains each one.

Field	Shows
Unique Code, Responsible Company, Owner Role	The code, the company responsible and the role that owns the field (None if there is none).
Information Only	Events: Yes or No.
Quick Search	Data: Yes or No.
Requires	What must be filled in first: the type and the header field’s name or the event or data field’s code, for example Header - Seal Number or Event - ETA, or -. See Requiring a header field.
Require Remarks	Not Required, Except NA & TBA or Yes.
Auto-Refresh	Computed data: how often it is recalculated, or None.
Is Start Event	Events: Yes or No.
Default Data Value, Data Format	Data: the default value, or for computed data, the format.
External Access	No Access, Visible or Updatable.
Required Event, Required Data	Yes or No.
Display in Header, Apply To	Whether it shows below the work order header, and whether it applies to the Job or the Work Order.
Allowed Offset, Allow NA/TBA	Events: the minutes allowed (Any if not limited), and whether NA and TBA are allowed, for example Yes/No.
Multi-Select, Entity Type	Text and number data: how many list items can be chosen. Entity data: the entity type.
Decimal Precision, Geo Data Type, Data Option	Data: the decimals, the type of location, or the text option.
External Name	The name external users see.
Allow non-list data, Mandatory	Data: whether values outside the list are allowed, and for job data, whether it is mandatory.
Item List, Remark List	The lists of values and remarks, or Custom List defined for a list TrakIT Support set up.
Validation Description, Computed Description	What the field’s check does, or how a computed field is worked out.

The line at the bottom says when the field was created and who changed it last. The icons at the bottom right:

Icon	What it does
Pencil (Edit Detail)	Modifies the field.
Bin (Delete Detail)	Deletes the field.

Statistics

Select Show next to Statistics to see how the field is used. Cancelled work orders are not counted.

Figure	Means
Total WO	Work orders that have the field.
Fill Ratio	The share of those work orders where it has a value. NA counts as a value; TBA does not.
NA / TBA	Events: how many are NA and how many TBA.
Average Delay	Events: how many hours after the event’s date and time it was recorded, on average.
Missing In Open WO	Open work orders that should have the field, by its services, customers and job types, but don’t.
Extra In Open WO	Open work orders that have the field but no longer match them.

Open work orders are the active and abandoned ones. To add or remove the field on them, use the additional actions when you modify the field.

Create an event or data field

On the workflow’s Events or Data tab, select Create. The page opens as Create Event or Create Data.
Choose the master event or data field.
Fill in the fields.
If the workflow has open work orders, the Additional Actions section appears. Select Add to open work orders as well to add the new field to all of them now; the count is in brackets. Otherwise only work orders created from now on get it.
Select Create.

TrakIT says New Event created successfully! or New Data Field created successfully! and shows the new field. Cancel returns to the workflow without creating it.

A new field starts as Currently Active, and a new event as a Required Event. To choose which work orders get it, who can see it and what it triggers, use the tabs once it is created.

Master event or data field

Every event and data field of a workflow is based on a master: a general name such as Arrived or Invoice Number, shared by all workflows. For data, the master also sets the data type.

In Master Event or Master Data, choose the master. TrakIT fills in its default code under Unique Event Code or Unique Data Code, and shows the fields that apply to its data type.
To make the name specific, enter the rest of it in Specific Info / Suffix, for example at Border after Arrived. The name at the top of the form shows the result.

The masters are listed under Master tables.

Create a master event or data field

If no master fits, a system administrator can add one. Masters should be short and general, without places or entity names; put those in Specific Info / Suffix.

Select the plus icon (Add New) next to Master Event or Master Data. The Create New Master Event or Create New Master Data popup opens.
Enter the Event Name or Data Name: up to 50 characters, without ! # $ % * ; < = > @ ^ { } ~. No two masters can have the same name.
Enter the Default Code: up to 30 letters, numbers or underscores. It is capitalized.
For data, choose the Data Type. See Data types.
Select Save.

The new master is then chosen for you, with its code filled in. The form is reloaded at the same time, so anything else you entered in it is cleared: create the master before you fill in the rest.

Message	What to do
Specified Name already exists	Use the existing master, or choose another name.
Default code specified is already in use	Choose another code.
Name has invalid characters, Default Code contains invalid characters	Remove the characters listed above.

Fields

Field	Applies to	What to enter
Master Event, Master Data	Both	The master. Required.
Specific Info / Suffix	Both	Text added after the master’s name, up to 100 characters.
Background Color	Both	The colour the field is shown in on work orders, or - None -.
Currently Active	Both	On to add the field to new work orders. Turned off, existing work orders keep it.
Description	Both	The full description, up to 500 characters, without HTML tags. Users see it with the field’s information icon on the work order.
Unique Event Code, Unique Data Code	Both	The code, up to 30 letters, numbers or underscores, unique in the workflow. It starts as the master’s default code: keep it unless you need another. CREATED and NOW are reserved. Actions, Requires and templates refer to fields by code.
Responsible Company	Both	The company responsible for the field. Its actions can use the messaging channels and API integrations of this company, besides those for all companies.
Owner Role	Both	The role responsible for filling it in, from the roles of the responsible company. The Events & data page shows it and can filter by it.
Information Only	Events	On for an event that is information, not a step done, such as an estimated time. It can be recorded in the future and out of order with the other events, and it does not count as the work order’s last event.
Quick Search	Data, not computed	On to find work orders by this field’s value with Quick search.
Requires	Both, not computed	What must have a value (other than TBA) before this field can be given one: choose Header, Event or Data, then the header field, event or data field. When a value is applied to the whole job, the required field must be filled in on all the job’s open work orders.
Require Remarks	Both, not computed	Not Required, Except NA and TBA (remarks needed with any other value) or Yes (remarks needed with any value).
Auto-Refresh	Computed data	How often TrakIT recalculates the value on open work orders: None, or every 3 to 24 Hours.
Is Start Event	Events	On for the event from which TrakIT starts watching the work order for abandonment. When a work order’s events and data are saved while its start event has no date, TrakIT does not mark it abandoned, and makes it active again if it was. A workflow has one start event: turning it on here turns it off on the others. It cannot be used with Information Only.
Default Data Value	Data, not computed	The value new work orders start with, up to 100 characters. For a number, a number. With an Item List, it must be one of the items. For an entity or a location, its name or code.
Data Format	Computed data	How the result is shown: a number format such as `#,##0.00`, or a date format such as `dd MMM yyyy`. With no format, dates show as `dd MMM yyyy`.
External Access	Both	No Access: external users don’t see it. Visible and Updatable: they see it, under its External Name if it has one, on the work order’s Events or Details tab in the portal, and in the event and data columns of the portal’s lists and of Entity Tracking shared links. For an event, the latest such event is the status external users see.
Required Event, Required Data	Both	On if it must have a value for the work order to be complete. When all the required events and data of a work order have a value other than TBA, the work order closes automatically; NA counts as a value.
Display in Header	Both	On to show it below the work order’s header.
Apply To	Both, not computed	Work Order Only, or Job for a field that is the same for the whole job: on the work order, Apply To Job then starts selected, so a value is recorded on all the job’s open work orders. Job data fields also appear under Job data when a job is created. Required. Computed data always applies to the work order.
Allowed Offset	Events	How many minutes before or after the current time the event can be recorded. Leave it empty for no limit. Up to 50,000.
Allow NA/TBA	Events	Both allowed, NA not allowed, TBA not allowed or Neither allowed. NA means not applicable, TBA to be advised.
Multi-Select	Text data	With an Item List: Single Item Only, a maximum (Max 2 Items to Max 10 Items) or No Limit.
Entity Type	Entity data	The type of entity users choose from, for example customers or transporters. Required.
Decimal Precision	Number and computed data	The number of decimals, 0 to 6. Required.
Geo Data Type	Geo data	The kind of location users choose: – Any Location –, or only a Region, Cluster, Country, State, Area, City or Location.
Data Option	Text and other free-entry data	Changes what users type: Force Lower Case, Force Upper Case, Force Title Case, Remove Spaces, or lower or upper case with spaces removed.
External Name	Both	The name external users see, up to 200 characters.
Allow non-list data	Text and other free-entry data	Shown when you modify the field. On to accept values that are not in the Item List. It cannot be used with multi-select.
Mandatory	Job data	Shown when you modify a data field that applies to the job. On to make it required when a job is created, and to stop it being cleared.
Item List	Text, number and other free-entry data	The values users choose from, separated by `;`, up to 2,500 characters. For a number field, numbers only. No item can appear twice. A list that TrakIT Support built from a query shows as Custom List defined.
Remark List	Both, not computed	Standard remarks users can choose from, separated by `;`, up to 3,000 characters.
Validation Description, Computed Description	Both	What the field’s validation checks, or how its value is computed. TrakIT Support writes it with the expression.

TrakIT Support can also add a pattern or an expression that checks each value users enter. The message users see when a value fails is set with it.

Requiring a header field

An event or data field can require a header field of the work order to be filled in before it can be given a value, and a workflow’s form can require one before it can be generated (see Add a form). In Requires, choose Header, then one of these fields: Transport Document (the job reference), Customer, Shipper, Receiver, Carrier, Bond Agent, Clearing Agent, Transporter, Return Transporter, Commodity, Container, Manifest, Seal Number, Load Type, Weight, Country of Origin, Final Destination or Job Type. The list uses your installation’s names for the job reference and the entities (see Labels set for your installation), but always says Manifest. Other header fields cannot be required.

The requirement is then shown as Header and the field’s name, for example Header - Seal Number: on the workflow’s Events, Data and Forms tabs, in the export of events and data fields, and in the details of the event or data field.

The requirement is met when the field has a value. A job reference that starts with TBA counts as missing, and so does a weight of 0. When a value is applied to the whole job, or a job form is generated, a work order field must be filled in on all the job’s open work orders. Otherwise TrakIT says what is missing, for example Missing Commodity, or Missing Commodity in WO followed by the work order IDs.

Data types

A data field’s type comes from its master, and decides how users enter the value and which fields above apply.

Data Type	Users enter	Settings that apply
Text	Any text, or items from the Item List.	Item List, Multi-Select, Allow non-list data, Data Option.
Number	A number, rounded to the Decimal Precision.	Decimal Precision, Item List.
Currency	An amount.	Data Option.
Date	A date.	On Date/Time actions, like events.
Computed	Nothing: TrakIT works out the value.	Data Format, Decimal Precision, Auto-Refresh.
Geo Data	A location from Geo data.	Geo Data Type.
Entity	An entity, such as a customer or transporter.	Entity Type.
Hyperlink	A web or email link.	Data Option.
Google Place	A place chosen from Google’s suggestions.	It cannot have an item list.
Phone	A phone number, up to 15 characters.	None of its own.

Computed values are worked out from a compute expression that TrakIT Support writes. It can use the work order’s other events and data, its job and the user who made the change. TrakIT recalculates the value when the work order’s events and data change, and on the Auto-Refresh schedule. If the expression fails, the value shows {Error}, with the reason in the remarks.

Geo Data fields can also have a custom filter, set by TrakIT Support, that limits the locations offered, for example to one country.

Item and remark lists can also be built from a query, which TrakIT Support sets up.

Messages when you save

Message	What to do
Please select ‘Apply To’	Choose Work Order Only or Job.
Code must be specified and must be alphanumeric	Enter a code of letters, numbers and underscores.
Code ‘…’ is already in use. Please specify a different code., Specified Code already exists	Another field of the workflow has the code. Choose another one.
Cannot use ‘Info Only’ with ‘Start Event’	Turn off one of them.
Cannot set required field as itself	Choose another field in Requires.
Decimal Precision must be selected	Choose the decimals.
Please select the Entity Type	Choose the entity type.
Default Data value must match an item in the Item List or Non-list items should be allowed	Use one of the items, or turn on Allow non-list data.
Item List contains duplicate values, Remark List contains duplicate values	Remove the repeated item.
Item List must have items for multi-select	Enter the items, or choose Single Item Only.
Cannot allow Non-List items on a multiselect list	Turn off Allow non-list data, or choose Single Item Only.
Event is a rev/exp trigger event and must not allow ‘NA’ (or ‘TBA’, or must be set to ‘Required’)	The event sets the jobs’ recognition date. Choose Neither allowed and turn on Required Event.
Compute Expression is required	Computed fields are set up with TrakIT Support.
You do not have the permission to add/modify SQL	Lists built from a query are set up by TrakIT Support.

Modify an event or data field

Select the pencil icon (Edit Detail). The page opens as Modify Event or Modify Data.
Change the fields.
Under Additional Actions, choose what happens to open work orders, if anything:
- Add to open work orders where missing: adds the field to the open work orders that should have it, by its services, customers and job types. The count is in brackets.
- Remove from open work orders where not applicable: removes the field, and its values, from the open work orders that no longer match. Use with caution - Event date/times deleted cannot be recovered!
- Force re-compute on active work orders (Caution: This may trigger actions), for computed data: recalculates the value on all open work orders.
- Force update on active work orders (Caution: This may trigger actions), for number data: saves the values on all open work orders again with the new settings, for example a new decimal precision.
Select Save.

Cancel goes back without saving. Changed values on open work orders can trigger the field’s actions and recalculate computed fields that use it.

You cannot turn off Currently Active for the workflow’s revenue/expense recognition event, set in workflow settings, or for a field another field Requires: TrakIT says Cannot disable Revenue/Expense Recognition trigger event or Cannot disable as it is in use as required event/data.

Delete an event or data field

Select the bin icon (Delete Detail). The page opens as Delete Event or Delete Data, with the fields greyed out.
If work orders have the field, Additional Actions shows Delete from all work orders and reports, with the count. Select it to delete the field’s values from all work orders, open and closed.
Select Delete.

The field is deleted with its actions, due days and settings, and you return to the workflow. This cannot be undone. Cancel keeps it.

A field that work orders still have cannot be deleted unless you select Delete from all work orders and reports: TrakIT says Unable to delete. Please check references. It says the same while users are chosen under Workflow Instructions, or while another field’s due days count from this event: remove those first. The revenue/expense recognition event and fields that another field Requires cannot be deleted at all. To stop using such a field, turn off Currently Active instead, where allowed.

Tabs

The tabs below the details are Customization, Actions and Due Days. TrakIT remembers the tab you used last.

Customization tab

The Customization tab sets which work orders get the field, who can see or change it, who is told when it changes and, for events, the delay tracking it starts or stops. Each box has its own Update button.

Services, customers and job types decide which new work orders get the field. Work orders that already exist keep or lack it: check the statistics, then use the additional actions when you modify the field to add or remove it.

Services

Choose All Services, or Selected Services Only and tick the services.
Select Update.

With selected services, only work orders with at least one of those services get the field. The list shows the workflow’s services; disabled ones are in red with [Disabled]. TrakIT says Services Updated successfully. Please check Event Statistics.

Services cannot be set on the workflow’s revenue/expense recognition event.

Role Access

For each role, choose what its users can do with the field on work orders:

Hidden: they don’t see it.
View Only: they see it but cannot change it.
View & Update: they can change it. Offered only for roles with Update Events & Data in the Work Orders section.

Set All sets every role to Hidden, View or Update (where the role allows it). Then select Update: TrakIT says Roles access updated successfully.

Roles show with their company in brackets. A user with several roles gets the most their roles allow, among the roles that can view or update events and data. System administrators see and can change every field.

Customers

Choose All Customers, Selected Customers Only or All Except Selected Customers.
For the last two, add the customers: type part of a customer’s name and choose the customer from the list. The list on the left limits the search to a country. The customers appear in the box below; Selected Customers counts them.
Select Update.

The customer is the job’s customer. To remove a customer, select the X after its name; Remove All removes them all. TrakIT says Customers selection updated successfully.

Message	What to do
Customer specified not found.	Choose the customer from the list as you type.
Customer specified matches more than one.	Type more of the name, or choose from the list.
Customer is already selected.	It is already in the box.
Please add one or more customers	Add a customer, or choose All Customers.

Workflow Instructions

Workflow instructions tell chosen users what to do when the field is updated.

Under Select Users to Notify, type names and choose the users. The list offers the active users who have access to the workflow.
Under Specify Workflow Instructions, enter the instructions: 50 to 500 characters.
Select Update.

When the field is updated or changed on a work order, the users receive an Event/Data Workflow Instructions email a few minutes later. It gives the instructions and the work orders concerned, with their customer, services, container, new value, remarks and who made the change. To stop the emails, remove all the users and the text, then select Update.

Message	What to do
At least one user must be selected to receive workflow instructions.	Choose a user, or clear the instructions.
Workflow Instructions must be at least 50 characters and a maximum of 500 characters.	Lengthen or shorten the text.

Job Types

Choose All Types, Selected Types Only or All Except Selected Types.
For the last two, tick the job types. Disabled ones are in red with [Disabled].
Select Update.

TrakIT says Job Types saved successfully. If you tick none, it says Please select one or more Shipment Types. Job types cannot be set on the workflow’s revenue/expense recognition event.

Delay Tracking Triggers

Events only. For each tracking type, such as demurrage or detention, choose whether this event Start Tracking or Stop Tracking for a work order’s container, or — for neither. Then select Update: TrakIT says Delay tracking saved successfully.

The tracking types are set up under Master tables. For how tracking works, see Delay tracking.

Actions tab

Actions are what TrakIT does when the field’s value changes, or at a time before or after an event: send an email or a message, update another field, close the work order and more. The Actions tab lists them in the order they run.

Column	Shows
Title	The action’s title. Disabled actions are in red.
Trigger	On Change or On Date/Time.
Action	The type of action.
Condition	The description of the condition, if TrakIT Support set one.
Content	For messages, the content type: Plain Message is Simple Message content. For Update Event/Data, what it does, such as Set Event Date/Time or Copy Event, or the value it sets.
Form Name	The message template, form or report used.
Recipients	For emails, chat messages, messages and documents, how many recipients it has. An entity counts as one.
Updated By	Who changed it last, and how long ago.

To add an action, select Add Action.
To change one, select its row. Custom Action and Custom Action API rows show No Permission instead: TrakIT Support changes them.
System administrators can drag the arrows icon (Re-Order) on a row to change the order.

To see what the actions did on each work order, see the Event/data action log. On a work order, More Info in the event and data details shows them too.

Create or modify an action

Add Action opens the Create New Action popup, and selecting an action opens Modify Action. The popup has Action Title at the top and two tabs: Action and Trigger.

Enter the Action Title. Required, without HTML tags.
On the Action tab, choose the Action Type. The settings for that type appear below it: see Action types.
Under Run Action, choose For Job, to run it once for the job, or For Work Orders, to run it once for each work order that has the change. Required.
Fill in the type’s settings, and its Content and Recipients if it has them.
On the Trigger tab, choose when it runs.
Select Save.

When you modify an action, Active also appears: turn it off to stop the action without deleting it. New actions start active and are added at the end of the list. To delete an action, open it and select Delete at the top right, then confirm. Only TrakIT Support can delete a Transfer Documents action.

Recompute (Self, Parent, Child) says whether computed fields of the job, and of its parent or child work orders, are recalculated after the actions have run. TrakIT Support sets it.

Content

Actions that send something have a Content section.

Content Type	Sends	Available for
Simple Message	The text in Compose Message. Required.	All actions with content.
Message Template	The message template chosen in Select Template.	All actions with content.
Form PDF, Form Text, Form HTML	The form chosen in Select Form, generated for the work order, as a PDF, text or HTML file. The list offers the workflow’s forms that you can generate: it is empty if your role does not have Generate Form in the Work Orders section.	Send Email, Save to FTP Location and Post to API.
Query Report	The query report chosen in Select Report, as an attachment. Only reports that TrakIT Support enabled for Action Trigger are listed. The report’s first parameter gets the job or the work order.	Send Email.

Email Subject, for emails and documents, is required and can use template codes, including [ED:CODE:NAME] and [ED:CODE:EXTNAME] for the name or external name of any event or data field of the workflow. Start it with ~ to leave out the company’s subject prefix.
File Name, for FTP and API, names the file, with the same codes. A form gets its extension added.
Compose Message can use [WOID], [NAME], [VALUE], [OLDVALUE], [REM], [USERID] and [USERNAME] for the work order, the field’s name, its new and old value, the remarks and the user who made the change, as well as the standard template codes and [ED:CODE:NAME] and [ED:CODE:EXTNAME]. With a form or a report, the message goes with it. Up to 2,000 characters.
Attach Document to WO, for a form sent by email, FTP or API, also adds the generated form to the work order’s documents, or the job’s. It is open to external users if the form’s default external access is on.
Send Inline, for Form HTML by email, puts the form in the email instead of attaching it.

With For Job, a form addressed to an entity of the work orders, such as the transporter, is generated and sent once for each different entity among the job’s work orders.

Recipients

Send Email, Send Chat Message, Send App Notification, Send Documents and some Send Message channels have a Recipients section.

In Recipient List, enter User IDs separated by , or ;, and for emails, email addresses, or for messages, phone numbers starting with + and the country code. These codes can also be used:

Code	Means
`[RESP]`	The work order’s responsible person.
`[CREATOR]`	The user who created the work order.
`[VALUE]`	The value of this field, such as an email address or a User ID.
`[CODE]`	The value of another event or data field, by its code, for example `[AGENTEMAIL]`.
`[G-CODE]`	A user group by its code. An email goes to the group’s email recipients; other actions go to its members, and messages to its members who have messages switched on.

To add a user group, choose it in + Add a user group below the list; it offers the active groups you can see. For chat messages and app notifications, every recipient must be a user. Anything else is refused.

For Send Email, Send Documents and Send Message, Entity adds an entity of the work order as a recipient: the carrier, customer, shipper, receiver, transporter, return transporter or an agent, as your installation names them. For email, Entity Emails chooses which of the entity’s addresses to use: General, Finance or Management. When all the ticked ones are empty for an entity, its general addresses are used. For messages, TrakIT uses the entity’s phone numbers or WhatsApp numbers, depending on the channel.

A recipient list that TrakIT Support built from a query shows Custom Recipients Specified. To change, contact Admin.

Action types

Action Type	What it does	Its settings
Send Email	Emails the content to the recipients.	Content, Email Subject, recipients.
Send Chat Message	Sends the content as a TrakIT chat message to each recipient user.	Content, recipients.
Send Message	Sends the content through a messaging channel, such as SMS, WhatsApp or a team chat.	Select Channel: the channels set up under Integrations. For SMS and WhatsApp channels, recipients are needed: users receive it on their mobile number if they have messages switched on. Other channels post to the channel itself.
Send Documents	Emails documents of the work order, or of the job with For Job, as attachments. Nothing is sent when no document matches.	Content (a simple message or a message template), Email Subject, recipients, and the documents (see below).
Send App Notification	Sends the content as a notification to the separate TrakIT app of each recipient user.	Content, recipients.
Save to FTP Location	Saves the content, or the generated form, as a file on an FTP server.	FTP Server, content, File Name.
Post to API	Sends the content, or the generated form, to an API integration.	API Integration: those set up under Integrations. Content, File Name.
Commit Items	Commits the work order’s items.	None.
Update Asset	Sets a field on the assets attached to the work order.	Asset Type, Asset Field and Value to Update.
Allocate Asset	Attaches an asset to the work order: the asset whose serial number, or else whose name in the chosen type, is the value of this field, or of the Data Field you choose.	Asset Type, Data Field, and what to do if an asset of the same type is attached: Do not add, Replace asset of same type or Allow multiple assets of same type.
Update Event/Data	Updates another event or data field of the same work order, or of all the job’s open work orders with For Job. The update is checked like a user’s.	See below.
Add/Remove Service	Adds services to the work order or removes them, then rebuilds its events and data, keeping the values. Always runs for each work order.	Add Service(s) or Remove Service(s), and the services.
Post Comment	Posts the content as a comment on the job, not for external users. It shows on the work order’s Comments tab.	Content.
Close Work Order, Cancel Work Order	Closes or cancels the work order, or the whole job with For Job, with a reason that names this field’s code.	None.
Custom Action, Custom Action API, Transfer Documents, Execute Page	Set up by TrakIT Support.

Assets are set up under Asset management.

Update Event/Data settings:

Update Type: Event or Data, then the field in Select Event or Select Data. A field cannot update itself.
For an event, Update Option: Current Date/Time, Copy Event, Set NA, Set TBA or Clear Event. Copy Event copies this field’s date; it is offered when this field is an event or a date field, and is named Copy Data for a date field.
For data, Value to Update: the value, which can use [WOID], [NAME], [VALUE], [OLDVALUE] and [REM]. Leave it empty to clear the value.

Send Documents settings:

Match Type: Match Document Title, Match File Name, Match Title Or File Name, or Home Page Documents.
Document Count: All Matching, or only the latest one, two, three, five or ten.
Match Pattern: the titles or file names to match. Use % for any characters, _ for one character and ; between patterns, for example %invoice%;%packing list%. Cancelled documents are left out. With an Entity recipient, only the documents open to external users are sent.
Document ID(s), for Home Page Documents: the IDs of documents on the Documents page, separated by commas. They can be up to 20 MB in total.

Trigger

On the Trigger tab:

Field	What to enter
Select Trigger	On Change: when the field’s value changes. On Date/Time: a number of hours before or after the field’s date.
Select Offset	For On Date/Time: the number of hours, and Hours Earlier or Hours Later. Hours Earlier works only for dates in the future.
Event/Data Codes	Codes of events or data fields, separated by commas or spaces. Under Completed, the fields that must have a value (other than TBA); under Not Completed, those that must be empty or TBA. All or Any says whether all of them or one is enough.

When TrakIT Support has set a condition for the action, Condition shows its description, and Retry Action For the number of days TrakIT keeps trying when the condition is not met.

When actions run

On Change actions run as soon as the value is saved in TrakIT, including when it is cleared. To skip a cleared value, enter the field’s own code under Completed. For values saved through the integration API’s SaveSeqData or SaveSeqDataAsync, these actions run with TrakIT’s check every 30 minutes instead, so up to about 30 minutes later.
On Date/Time actions run only for events, date fields and computed fields. TrakIT checks for them every 30 minutes, so they run up to about 30 minutes after their time.
Actions run only on active and abandoned work orders, and only for values changed after the action was last saved; an On Date/Time action also runs for dates after that.
Each action runs once for each value. When the value changes again, it can run again.
If the codes or the condition are not met when the action is due, it does not run, and does not run later when they are met, unless TrakIT Support has set Retry Action For. TrakIT then tries again every 30 minutes for that many days after the change.

Messages when you save an action

Message	What to do
Title must be specified, Action Type must be selected	Enter the title, choose the type.
Specify if the action is for the job or for each work order	Choose For Job or For Work Orders.
Content Type must be selected	Choose the content type.
Email Subject is required, File Name is required	Enter it.
Template must be selected, Form must be selected, Query Report must be selected	Choose it.
Message Is required	Enter the message in Compose Message.
Message size cannot exceed 2000 characters	Shorten the message.
FTP Server must be selected, API Integration must be selected, Message Channel is required	Choose it.
User ID ‘…’ does not exist, … is not a User ID, Phone number … is invalid	Correct the recipient.
Recipient code … is not [RESP], [CREATOR], [VALUE] or a valid Event/Data code	Correct the code.
Event/Data cannot update itself	Choose another field.
Please select Asset Type, Please select Asset Field	Choose them.
At least one service must be selected	Tick a service.
Offset must be specified	Enter the hours for On Date/Time.
Completed Event/Data Codes contains invalid characters	Use codes only, separated by commas or spaces.
Match Pattern is required, Invalid characters found in pattern	Enter a pattern with letters, numbers, spaces and `_ % . - ; # @ ( ) [ ]`.
Please define Document ID(s), Document ID must be comma seperated numbers	Enter document IDs separated by commas.
Selected Query Report is not enabled for Action Trigger	Ask TrakIT Support to enable the report.

Due Days tab

Due days say when the field should be filled in, counted from an event. The Events & data page then shows when an empty or TBA field is due in Due By, in red when it is overdue, and can filter on it.

The tab lists the field’s due days: the Event they count from, the Offset Days, and who added them. To delete one, select the cross (Delete Due Date): TrakIT says Due Date deleted.

Add Due Days

Select Add. The Add Due Days popup opens.
In Select Event, choose the event to count from.
Under Offset, slide to the number of days, from 30 days before to 30 days after the event.
Select Add.

The field is then due that many days before or after the event’s date. Each event can be used once: TrakIT says Due Days for selected event already exists otherwise.

Who can use this page

Your role needs Read in the WorkFlow Definitions section to open the page, and access to the workflow, unless you are a system administrator.

Permission	Allows you to
Read	See the field, its statistics, customization, actions and due days.
Update	Create, modify and delete events and data fields, change the Customization tab, add, change and delete actions, and add and delete due days.

Only system administrators can create masters and re-order actions. TrakIT Support sets up compute expressions, custom filters, lists built from queries, value checks, action conditions and retries, Recompute, recipient lists built from queries, and the action types Custom Action, Custom Action API, Transfer Documents and Execute Page.