Event/data action log

The Event/Data Actions page shows the actions set up on the events and data fields of your workflows, such as sending an email or updating another event when a value is saved, and whether each action ran on the work orders. Use it to review the actions of all workflows in one place, and to find out why an action did not run.

To open it, select Admin > Logs > Event/Data Actions.

Actions are created and changed on the event or data field they belong to: see Event and data definitions. This page only lists them.

The page has two tabs:

Summary: the actions, one row each.
Log: what happened to each action on the work orders.

TrakIT opens the tab you used last. Changing tab resets the filters.

Find actions

Select Filters to open the filter panel, if it is closed.
Enter or select the filters you need.
Select Search.

The number of matches appears above the list, for example Found - 25. Reset clears the filters. TrakIT remembers most of your filters for the next time you open the page.

Filter	Finds
Workflows	The actions of the selected workflows, active or inactive. If your workflows are in more than one workflow group, first choose the group in the list above them. The check icon selects all or none. Keep at least one workflow selected: with none, the search finds nothing.
Title	Any part of the action’s title.
Event/Data	Any part of the name or code of the event or data field.
Action	One type of action, for example Send Email or Update Event/Data. Send SMS finds the Send Message actions, whatever their message channel. Custom Action, Custom API Action and Transfer Document are actions that TrakIT Support sets up.
Active	On the Summary tab: Active Only, Inactive Only or – Any –.
Result	On the Log tab: Success Only, Action Not Taken or Failures Only. See Results.
WOID	On the Log tab: one work order, by its number.

Summary

The Summary tab lists the actions, 20 per page, in the order they were created. Inactive actions are shown in red.

Column	Shows
WorkFlow	The workflow.
Event/Data	The event or data field, with its code below. Select the name to open its definition in a new tab.
Title	The action’s title.
Action	The type of action, for example Send Email, Send Message, Update Asset or Close Work Order.
Condition	The action’s Condition Description, if it has a condition.
Trigger	On Change (when the value changes) or On Date/Time (at a time before or after the event or date).
Content / Action Option	For actions that send a message or file, such as Send Email or Post to API: the content, for example Plain Message, Message Template, Form PDF or Query Report. For Update Event/Data: what is done, for example Set Event Date/Time, Copy Event, Set NA, Set TBA or Clear Event, or the value set. For Update Asset: the value set. - for other actions.
Form Name	The form, message template or query report the action uses, if any.
Updated By	Who last changed the action, and how long ago.

Log

The Log tab shows, for each action, what happened on each work order where the event or data field has a value. It covers the values saved in the last 90 days, as the note above the list says.

There is one row per action and work order, for the field’s current value: when the value changes, the earlier result is cleared and the action is considered again for the new value. The list shows 20 rows per page: the rows that have a result come first, newest first.

Column	Shows
WorkFlow, Event/Data, Title, Condition	As on the Summary tab.
Action	The type of action, with the time it ran below, in your time zone.
WOID	The work order. Select it to open the work order in a new tab.
Value	The current value of the event or data field. Event and date values are in your time zone.
Updated By	Who saved the value, or System, and how long ago.
Result	What happened. See below.

Results

Result	Means
Success	The action ran. For an action that runs once for the job, the other work orders of the job show Success too.
Action Pending	TrakIT has no result for the current value. Either the action is still due, for example an On Date/Time action whose time has not come, or it will not run for this value: for example the action is inactive, the work order is closed or cancelled, or the value was saved before the action was created or last changed. The Action Not Taken filter finds these rows.
Red text	Why the action did not run, or why it failed. For example Condition not met (the action’s condition was false), Completed Events/Data condition not met or Not Completed Events/Data condition not met (the events or data fields the action needs completed, or not completed, were not), or an error from sending. The Failures Only filter finds these rows.

If the action has Retry Action For set, TrakIT tries it again, no sooner than 30 minutes after the last try, for that many days after the value was saved.

Export

Select Export to download all the rows that match your filters, on the tab you are on, as an Excel file. Export appears when the search finds something.

The file has an Action ID column, and the event or data field split into Field Type (Event or Data), Field Name and Field Code. On the Summary tab it also has Updated On and Active; on the Log tab, Action Time, Updated On and a WOID that links to the work order. The dates in Action Time and Updated On are in UTC.

Who can use this page

Only system administrators can open this page.