Form definitions

Forms are the templates TrakIT fills in to make documents: a form is a page of HTML with codes in it, and when someone generates a document, TrakIT replaces the codes with the details of the work order, job, invoice or yard move and makes a PDF. The Form Definitions page lists the forms, by kind. To set up a form from start to finish, see Setting up document templates.

To open it, select Admin > Form Definitions. Select a form in the list to open it on the Form page, where you see its preview and settings and, as a system administrator, change it.

Kinds of forms

Each kind of form has a tab. TrakIT opens the tab you used last.

For Work Orders

Documents about one work order. Users generate them on the work order’s Forms tab, and a workflow can also generate them when an event or data field is updated. The PDF is added to the work order’s documents, unless the workflow says otherwise.

A work order form is offered in a workflow when it is Global, or when it is added on the workflow’s Forms tab (see Workflow). It can be limited to some roles on the form’s User Access tab.

For Jobs

Documents about a whole job, generated in the same way from the Forms tab of any of its work orders. They repeat a block for each work order of the job. The PDF is added to the job’s documents. They are made available like work order forms. A job form can also be set up to be generated for one entity of the job, such as one transporter.

A job form can also lay out the status update emails sent to a job’s customer: it is then chosen as the workflow’s Status Email Template (see Workflow settings).

For Reports

Layouts for advanced reports sent as Form Template PDF or Plain Text: the form lays out the report’s rows. Every active report form is offered in Select Form Template when you create a subscription.

For Finance

Documents made from finance records. Each finance form has a Sub Type, which decides where it is offered:

Sub Type	Used to generate
Invoice, Debit Note, Credit Note	The invoice, as a pro-forma or as the final document.
Invoice Document	Other documents from an invoice, with Generate Doc.
Quotation	The quotation.
Receipt Voucher, Payment Voucher	The voucher of a receipt or payment.
Bill	The PDF of a bill.

A finance form is offered only in the companies ticked on its User Access tab.

For Yard Ops

Documents about a yard move. A yard form is linked to one yard and to the move types it is for. With Auto-Generate on, TrakIT generates it when a move of one of those types is executed in that yard from the mobile app, on the Gate in, Gate out, Equipment move or Cargo ops screen. Moves carried out on the Rail in / out screen do not generate forms. Users can also generate them by hand on a move in the device app, with Generate.

For Emails

Email forms are the layouts of the emails TrakIT sends. A company’s emails use the one chosen as its Email Template (see Company). TrakIT Support manages them: the For Emails (Support) tab appears only to TrakIT Support.

Find a form

Select the tab of the kind of form.
Select Filters to open the filter panel, if it is closed.
Enter the filters you need.
Select Search.

Reset clears the filters. Changing the tab also clears them. TrakIT remembers your filters for the next time you open the page.

Filter	Finds
Form Title	Forms whose name contains the text.
Description	Forms whose description contains the text.
Form Content	Forms whose HTML code contains the text, for example a code such as `##REFNO##`.
Form Type	For Work Orders and For Jobs only: All forms, Global only (forms for all workflows) or Local only (forms added to some workflows).
Form Sub Type	For Finance only: All forms or one sub type, such as Invoice.
Active	Hide Inactive leaves out forms that are not active.

The list

The list shows 20 forms per page, by name. The number found is above it. Inactive forms are shown in red. Select a row to open the form.

Column	Shows
ID	The form’s number.
Form Name, Code	The form’s name and its code, if it has one.
Description	The description.
Sub Type	For Finance only: the sub type, such as Invoice or Quotation.
Workflows	For Work Orders and For Jobs only: All for a global form, or how many workflows it has been added to.
Language	The language of the form, such as EN.
Server	Y for a form that TrakIT Support has built as a server page.
WO Data Ref.	The code of the data field that receives the form’s reference number when it is generated.
Last Used	When the form was last filled in with a record’s details, to generate a document or to preview it, or -.
Changed By	Who changed the form last, and how long ago.

Create a form

System administrators see Create above the list. It creates a form of the kind of the tab you are on: see Create a form.

Who can use this page

Your role needs View Form Definitions in the Form Definitions section to open this page and the forms. Creating forms is for system administrators only, and so is changing them on the Form page. Email forms are managed by TrakIT Support.

Generating documents from forms needs other permissions, on the pages where they are generated: for example Generate Form in the Work Orders section for work order and job forms.