Form

The Form page shows one form: a template TrakIT fills in to make a document. It shows the form’s settings at the top, and tabs below for its preview, the workflows that use it, who can use it, and its header and footer. System administrators also change the form here, and write its HTML code in the form editor.

To open a form, select it on the Form Definitions page. The heading is Form Detail. ◄ Forms List takes you back to the list, and Switch Form: opens another form.

For the kinds of forms and where each is used, see Form Definitions.

The top of the page

The box at the top shows the form’s name, its code in brackets and its description. The labels at the top right show:

• Active, or Disabled for a form that is not active. A disabled form is not offered anywhere.
• For a finance form, its sub type, such as Invoice.
• The form’s language, such as EN.
• Global for a work order or job form available in all workflows.
• No Re-Generate, External Access and Live Signature when those settings are on. See Form fields.

The speech-bubble icon (Change Log) opens the form’s change log: notes about changes to the form, which system administrators can add.

Field	Shows
Orientation	Portrait or Landscape.
Page Size	The paper size, such as A4.
Margins	The page margins, or Default.
Gen Count	How many times the form has been generated. Previews and test PDFs are not counted.
Yard, Move Types Linked	Yard forms only: the yard, and how many move types the form is linked to.
Message Template, External Document Name, File Name Syntax	Shown when they are set.
Custom Filter	Job forms only, in red: a limit on the work orders the form includes, set up by TrakIT Support.

WO Data Reference shows the data field the form fills in, if it has one. The line at the bottom says when the form was last changed, and by whom.

System administrators see three icons at the bottom right:

Icon	What it does
Plus (Clone Form)	Copies the form.
Pencil (Modify)	Changes the form’s settings.
Bin	Deletes the form.

Create a form

1. On the Form Definitions page, select the tab of the kind of form, such as For Finance.
2. Select Create. The Create New Form page opens.
3. Fill in the form fields. Form Name is required, and so is Yard for a yard form.
4. Select Create.

The new form opens. Its page size is A4, and its content is just its name, as a heading: write the content in the form editor. Then make the form available: add a work order or job form to its workflows (or make it global), and tick the companies of a finance form on the User Access tab. For the whole process, from creating a form to its first document, see Setting up document templates.

Cancel goes back to the list without creating anything. The kind of form cannot be changed once it is created.

Modify a form

1. Select the pencil (Modify) at the bottom right of the details.
2. Change the form fields.
3. Select Save.

TrakIT says Form saved successfully. Cancel goes back without saving.

Turning on Is Global removes the form from the workflows it was added to, with the settings each workflow had for it: it is then available in all workflows. If you turn Is Global off again, add the form to its workflows again.

Form fields

These fields are used to create and to modify a form. Which ones appear depends on the kind of form.

Field	What to enter
Form Name	Up to 50 characters. Required. Two forms of the same kind cannot have the same name. Special characters such as <, >, # or @ are refused.
Form Code	Optional. A code of up to 50 letters, numbers, hyphens and underscores, unique among all forms. Spaces are removed and letters are capitalized.
Orientation	Portrait or Landscape.
Page Size	Shown for information. It cannot be changed: new forms are A4.
Page Numbers	Where to print the page number, such as Bottom Right, or Do not show. Page numbers read, for example, Page 1 of 3.
Description	Up to 500 characters, without HTML tags.
Margins	Empty for the default margin of 10 points on each side, or up to four whole numbers of points from 0 to 1000, separated by commas: one value for all sides; two for top and bottom, then left and right; three for top, then left and right, then bottom; four for top, right, bottom and left.
Language	The language the form’s headings and translated words are in.
Message Template	Optional. For a finance form, the message template used as the body of the email when an invoice or quotation made from the form is emailed. Message templates are set up under Message Templates in the master tables.
External Document Name	Optional, up to 100 characters. The name of the document for people outside your company. An invoice document made from the form takes it as its title, and File Name Syntax can use it.
File Name Syntax	Optional. How to name the PDF, from the codes in the table below and your own text. Without it, TrakIT names the file itself. Do not type .pdf: TrakIT adds it.
Disable Copy	On to stop text being copied from the PDF.
Default Footer	On to print TrakIT’s standard footer, which says who generated the document and when. It cannot be on while the form has a custom footer.
Active	Off to disable the form. A disabled form is not offered anywhere.

Work order and job forms have these fields as well:

Field	What to enter
Is Global	On to make the form available in all workflows.
WO Data Ref.	Optional. The code of a data field of the work order: when the form is generated, TrakIT puts the form’s reference number in it, on each work order the form covers. Letters and numbers only.
Prevent Re-generation	On so that the form can be generated only once for a work order, or for a job: it can be generated again only after the earlier document is cancelled.
Default External Access	On so that documents generated from the form are visible to external users by default. The user generating the form can still change it; documents attached by a workflow action use it as it is.
Entity Filter	Job forms only. To generate the form for one entity of the job, choose the kind of entity, such as the transporter: the user must then choose the entity under Filter on the work order’s Forms tab.

Finance forms have these fields as well:

Field	What to enter
Sub Type	What the form is for: Invoice, Debit Note, Credit Note, Quotation, Receipt Voucher, Payment Voucher, Invoice Document or Bill. Required.
Pro-forma/Final	For invoices, debit notes and credit notes: Both Allowed, Proforma Only or Final Only.
Table Display	Whether the table of accounts shows Both Names, the Account Name Only or the Local Name Only.
Display Alt Currency	On to show the alternate currency of each line.
Split Income/Disb.	On to group the income and the disbursement accounts separately.
Require Live Signature	On if the document must be signed in the preview before its PDF can be generated. The content must then have exactly one signature box: see Code reference.
Hide Grand Total in Words	For invoices and credit notes: on to leave out the total in words.
Account Display	What each account line shows: As Per Company Default, Account + Detail, Account Only or Detail Only. Html Template uses a layout that TrakIT Support sets up.

Yard forms have these fields as well:

Field	What to enter
Yard	The yard the form is for. Required.
Move Type	The move types the form is for.
Auto-Generate	On to generate the form automatically when a move of one of those types is executed in the yard.

File Name Syntax can use these codes. The codes marked * are empty unless the form is generated for a work order or a job.

Code	Becomes
[TITLE]	The form’s name.
[EXTNAME]	The External Document Name.
[CODE]	The Form Code.
[SERIAL]	The form’s generation count, on four digits, such as 0042.
[DT]	The date, as yyyy-MM-dd.
[WOID] *	The work order ID.
[BOLID] *	The job ID.
[JOB] *	The job number.
[CONTNUM] *	The container number.
[GENCOUNT] *	How many times the form has been generated for this work order, or for this job for a job form, this time included: 1, 2, 3 and so on.

For example, [CODE]-[JOB]-[GENCOUNT] could give DO-ABC123-2.pdf. Characters that cannot be used in a file name are replaced with _.

Message	What to do
Form Name is required, Form Name contains invalid characters	Enter a name without special characters.
Form Template with specified name already exists, Form Template with specificed code already exists	Choose another name or code.
Form Code can only contain alphabets, numbers, dashes and underscores	Remove the other characters.
Margin value ‘…’ is not a number, Margin value ‘…’ is invalid, A maximum of 4 values can be specified	Correct the margins.
Description contains possible html tags or disallowed text	Remove the special characters from the description.
Yard is required	Choose the yard.
File Name Syntax should not contain pdf file extension	Remove .pdf.
Cannot enable Default Footer when Custom Footer is set. Remove Custom Footer first.	Remove the custom footer on the Header/Footer tab, or leave Default Footer off.

Clone a form

1. Select the plus icon (Clone Form) at the bottom right of the details.
2. In Confirm Cloning, confirm.

The copy opens. It is named Copy of followed by the form’s name, and its code ends with _DUP. It has the same settings, content, header and footer, and the same roles on the User Access tab. It is not added to any workflow, its finance companies are not ticked, and its generation count starts again.

Delete a form

1. Select the bin icon at the bottom right of the details.
2. In Confirm Delete, confirm.

The form is deleted for good and you return to the list. A form that is in use cannot be deleted, for example one that documents have been generated from, that is added to a workflow, chosen as a company’s email template or a workflow’s status email template, or that a report subscription uses: TrakIT says Cannot delete Form in use. Turn off Active instead.

Form Preview tab

The Form Preview tab shows the form’s content on a page of its size and orientation, at 75%, with the header and the footer in dashed boxes. The codes are shown as they are written, not filled in. In finance forms, tables of accounts are shown as a sample table, and QR codes point to sample links.

The preview is approximate: the final document depends on the data and the print settings.

• Open Editor opens the form editor. System administrators only.
• ? (Code Reference) opens the code reference.

The form editor

The form editor is where a system administrator writes the form’s HTML. The page heading becomes Form Editor. The code is on the left, under HTML Code, and Form Preview on the right shows the result a second after you stop typing.

1. On the Form Preview tab, select Open Editor.
2. Write or change the HTML. Size: changes the size of the code text.
3. Select Save.
4. Select Close Editor to go back to the form.

TrakIT says Form saved successfully. If you close the editor with changes that are not saved, TrakIT asks you to confirm first. The editor highlights the HTML and wraps long lines, and switches to dark colours when TrakIT is in dark mode.

TrakIT checks the HTML when you save, and refuses broken HTML with Validation Error and the line of the error, for example a tag that is not closed. A job form must also contain ##WOID##, as the data-id of an element in its repeating block: otherwise TrakIT says No ##WOID## attribute found.

Test PDF

Test PDF saves the form, then downloads it as a PDF, with its margins, header, footer and page numbers. The codes are not filled in. A test PDF does not count as a generation.

Code reference

The ? button (Code Reference), on the Form Preview tab and in the editor, opens the Form Code Reference popup. It lists the codes this kind of form can use, with the Code, a Description and an Example for each. The heading gives the kind of form and, for a finance form, its sub type.

A form is HTML. Where the HTML has a code, TrakIT puts the value in when it generates the document. The codes follow a few patterns. Form code reference lists every code and the kinds of form it works in.

Pattern	Gives	Example
%%%0,COLUMN;, %%%1,CODE;, %%%2,CODE;	A header field of the work order, by the name of its database column (see Form code reference), or an event date or a data field, by its code. Add a format after | for dates and numbers.	%%%0,TRANSNAME;, %%%1,LDTRK|dd MMM;, %%%2,QTY|#,##0;
%%%5,...;, %%%8,...;, %%%9,...;	Details of the work order’s assets, of the user generating the form, and of the entities of the work order.	%%%8,OFFICENAME;
##NAME##	One value, such as ##REFNO## (the form’s unique reference number), ##FORMSEQ## (its generation number), ##DATE## or ##USERNAME##. Finance, quotation, voucher, bill and yard forms have their own, such as ##INVNUM## or ##MOVEID##.	##REFNO##
%%%LOOP; … %%%END;	A block repeated for each work order of a job.
%%%ITEMSTART; … %%%ITEMEND;	A block repeated for each item of the work order.
%%%ROWST; … %%%ROWEND;	Report forms: a block repeated for each row of the report, with %%% and the field’s code for each value.
[ED:CODE:NAME]	The name of an event or data field in the workflow.	[ED:DEL:NAME]
{{WORDS:...}}, {{TRANS-C:...}}	A number in words, and a word translated into the form’s language.
##QRWO##	The address of a QR code image that links to the work order, to use in an <img> tag.
##QRINV##	The address of a QR code image that links to the invoice in the external portal, to use in an <img> tag.
%%%6,QRNAV;	A QR code that a phone can scan to open Google Maps directions to the work order’s last location (the last one in its location list). If that location has no latitude and longitude, a grey square of the same size shows the message “No position available”, translated into the form’s language. Add a size in pixels after |, from 40 to 400 (100 by default).	%%%6,QRNAV|120;

Finance forms also have codes for the table of accounts, such as ##INVTABLE##. A finance form with Require Live Signature needs one signature box, <div class="LiveSign"></div>, which the user signs in the preview. The header and the footer can contain codes too, but they are filled in only on work order, job, invoice and bill forms; on other forms, put codes in the content.

Workflows tab

The Workflows tab appears on work order and job forms that are not global. It lists the workflows the form has been added to, 20 per page, with their Workflow Code and Workflow Name. Inactive workflows are greyed out. Select a name to open the workflow.

A form is added to a workflow, and removed from it, on the workflow’s Forms tab. There you can also set, for example, an event that TrakIT records when the form is generated.

User Access tab

The User Access tab says who can use the form. It does not appear on report forms.

For work order and job forms, Select Roles lists the internal roles. Only users who hold a ticked role can generate the form: the others do not see it in Select Form, or see You do not have permission to generate this form. System administrators can always generate it.

1. Tick the roles that may use the form. The check icon (Select All/None) selects all or none.
2. Select Update.

TrakIT says Roles updated successfully. At least one role must be ticked (At least one Role must be selected). When all of them are ticked, the form is open to every role, including roles added later.

Select Companies

For finance forms, the tab shows Select Companies instead. A finance form is offered only for the invoices, quotations, vouchers and bills of the companies ticked here.

1. Tick the companies that use the form.
2. Select Update.

TrakIT says Companies updated successfully.

Header/Footer tab

The Header/Footer tab holds the form’s custom header and footer: HTML printed at the top and the bottom of every page of the PDF.

Custom header and footer

1. Write the HTML in Custom Header or Custom Footer, up to 1,000 characters each.
2. Enter its Height: in points.
3. Select Update under it.

TrakIT says Custom Header updated successfully or Custom Footer updated successfully. The Preview under each box shows the saved header or footer. To remove a header or a footer, empty its box and select Update.

• A custom footer replaces TrakIT’s default footer: setting one turns Default Footer off. Removing it does not turn the default footer back on: modify the form to do so.
• The HTML is checked as in the editor (Validation Error). Height must be a number means the height is not a number.
• The signature box of a finance form cannot be in the header or the footer.

Who can use this page

Your role needs View Form Definitions in the Form Definitions section to open a form and see its preview, settings, workflows, access and header and footer.

Creating, cloning, modifying and deleting forms, the form editor, and changing a form’s roles, companies, header and footer are for system administrators only. Email forms, and some settings such as the Custom Filter of a job form or forms built as server pages, are handled by TrakIT Support.