Master tables

The Master Tables page holds the shared lists that the rest of TrakIT draws on: the events and data fields that workflows are built from, the services and job types they offer, the KPIs they measure, and the lists that jobs, work orders, entities, assets, quotations and employees choose from. Fill these tables before you build the workflows that use them; see Setting up TrakIT.

To open it, select Admin > Masters > Master Tables.

The page has one tab per table. TrakIT opens the tab you used last.

Tab	Holds
Asset Categories	The categories of each asset type.
Customer Groups	Groups of customers that belong together.
Delay Tracking	The types of delay tracking, such as demurrage or detention.
Designations	The job titles of employees.
Departments	The departments of employees.
Doc Types	The types of document kept on entities and other records.
Master Event/Data	The events and data fields that workflows are built from.
Job Types	The kinds of job that workflows offer.
KPI Definitions	The KPIs that workflows measure.
Load Types	The container and other load types of work orders.
Message Templates	The text of messages and emails that TrakIT sends.
Reasons	The reasons offered when a work order is cancelled or a quotation is revised, rejected or cancelled.
Workflow Services	The services that workflows offer.

Anyone whose role can open the page sees every table. Only system administrators change them, and TrakIT Support adds load types.

Create, modify or delete an entry

Most tables work the same way. The exceptions are Asset Categories, which has its own buttons, Load Types, which TrakIT Support adds, and Reasons, which can’t be deleted.

To create an entry:

Select the tab.
Select Create, below the list.
Fill in the fields, described in the table’s section below.
Select Create.

To modify an entry:

Point to the menu icon at the end of its row.
Select Modify.
Change the fields.
Select Save.

To delete an entry:

Point to the menu icon at the end of its row.
Select Delete. The popup, for example Confirm Delete Department, shows the entry.
Select Delete.

You can’t delete an entry that is still in use: TrakIT says so, for example Cannot delete Department in use. Select Cancel to close a popup without saving.

Some names can’t contain any of these characters: ! # $ % * ; < = > @ ^ { } ~. TrakIT then says, for example, Group Name has invalid characters. Other fields refuse text that looks like HTML, with a message such as Remarks has possible html tags or disallowed text.

Asset Categories

Every asset has a category, one of the categories of its asset type: for example, the type Truck could have the categories Tipper and Flatbed. You choose it when you add an asset, and Asset Management can find assets by Asset Category. TrakIT Support sets up the asset types; the fields that record an asset’s details are set up on Data fields.

Choose the type in Select Asset Type, which offers the asset types that are not disabled. The page lists the type’s categories under Asset Categories, with how many there are.

Column	Shows
Category Name	The category.
Added By	Who added it.

To delete a category, select the cross (Delete Category) at the end of its row. TrakIT deletes it at once, without asking you to confirm. A category that assets use can’t be deleted: TrakIT says Category is in use. Categories can’t be renamed.

Add a category

Choose the asset type in Select Asset Type.
Select Create, below the categories.
In Add Category, enter the Category Name:, up to 30 characters.
Select Add.

TrakIT says Category added successfully. If the name is empty, it says Category Name required. An asset type can’t have two categories with the same name.

Customer Groups

A customer group gathers customers that belong together, for example the branches of one organization. A customer’s group is its Customer Group, set on the entity. Groups are used to:

find work orders, jobs and entities by Customer Group, on Operations, Workflow Finance, Entity Management and in advanced reports;
give a whole group the same prices, on a rate card;
count a group as one row on the Top Entities dashboard.

Column	Shows
Group Name	The group.
Entity Count	How many entities are in the group.

The one field is Group Name:, up to 50 characters. Two groups can’t have the same name: TrakIT says Unable to add new Customer Group when you create one, or Group Name already exists when you rename one. A group that entities or rate cards use can’t be deleted (Cannot delete Customer Group in use).

Linked Entities

Select a group’s row to list its entities on the right, under Linked Entities, 20 per page:

Column	Shows
Code	The entity’s code.
Entity Name	The entity. Select it to see the entity’s details in a popup.
Country	The entity’s country code.

Delay Tracking

The delay tracking types are the kinds of time out that TrakIT tracks for containers, such as demurrage and detention. For each type, a workflow sets which events start and stop tracking, and its delay costs: the free days and the charges. See Delay tracking, which lists and filters containers by Tracking Type.

The list has one column, Delay Tracking Type. The one field is Delay Tracking Type:, up to 30 characters.

A type that workflows or tracked containers use can’t be deleted (Cannot delete Delay Tracking Type in use).

Designations

Designations are the job titles of employees. Every employee has one: see Employee master, where you can also find employees by designation, and Attendance.

To find a designation, type part of its title in Search Designation and select the funnel icon (Filter on Designation). The red icon (Clear Filter) clears the search.

Field	What to enter
Title:	The designation, up to 99 characters. Required.
Remarks:	Optional, up to 499 characters.

The list shows the same two columns, Title and Remarks. Two designations can’t have the same title: TrakIT says Unable to create Designation, or Unable to save Designation when you modify one. A designation that employees have can’t be deleted (Cannot delete Designation in use).

Departments

Departments group employees. An employee’s department is optional; see Employee master. Departments are also used to filter Attendance and training, and to set leave approval levels by department in Leave configuration.

To find a department, type part of its title in Search Department and select the funnel icon (Filter on Department). The red icon (Clear Filter) clears the search.

The list has one column, Title. The one field is Title:, up to 99 characters. Two departments can’t have the same title: TrakIT says Unable to create Department, or Unable to save Department when you modify one.

A department that employees or leave approval levels use can’t be deleted (Cannot delete Department in use).

Doc Types

Document types describe the documents kept in TrakIT, for example a trade licence or a passport. You choose a Document Type when you add a document to an entity, and in the document lists of other records, such as invoices, bills, quotations, leads, employees and assets. Entity Management can find entities that have, or don’t have, a document of a type.

Column	Shows
Document Type	The type.
Updated By	Who last created or changed it.

The one field is Document Type:, up to 50 characters. Two types can’t have the same name: TrakIT says Unable to create new document type, or Unable to update document type when you modify one. A type that documents use can’t be deleted (Cannot delete document type in use).

Master Event/Data

This tab is the master list of the events and data fields that workflows are built from. An event records when something happened, such as a discharge or a delivery. A data field records a value, such as a seal number, a date or an amount. A workflow adds an item from this list on its event and data definitions, where it gives the item its own code and settings. One master item can be used by many workflows.

Choose Master Events or Master Data in the list at the top of the tab.

Find an event or data field

Enter or choose the filters you need:

Filter	Finds
Name or Code	Items whose name or default code contains the text, or whose code in a workflow does.
Workflow	Items that the workflow uses.
Apply To	Items that a workflow uses once per Job, or once per Work Order.
Data Type	Master Data only: items of one data type.

Select the funnel icon.

The red icon (Clear Filters) clears the filters.

Column	Shows
Event Name or Data Name	The item’s name.
Data Type	Master Data only: the kind of value, such as Text, Date or Number.
Code	The default code.
Uniqueness	Master Data only: Not Unique, Unique For WorkFlow or Globally Unique. See below.
Use Count	How many times workflows use the item.

Select an item’s row to see, on the right, the workflows that use it, under its name and default code. If you set the Workflow or Apply To filter, this list is narrowed the same way.

Column	Shows
Workflow	The workflow. Select it to open the workflow.
Code	The item’s code in that workflow.
Specific Info	The text the workflow adds to the item’s name, or `-`.
Apply To	Job or Work Order.

System administrators also see a magnifying glass icon that opens the item’s definition in that workflow. If no workflow uses the item, the list says Event is not used in any workflow or Data Field is not used in any workflow.

Create or change an event or data field

Create opens Create New Master Event or Create New Master Data, depending on the list you chose. System administrators can also create one while adding an event or data field to a workflow.

Field	What to enter
Master Events: or Master Data:	The name, up to 50 characters. Events and data fields can’t share a name (Specified Name already exists).
Data Type:	Master Data only: Computed, Currency, Date, Geo Data, Entity, Hyperlink, Google Place, Number, Phone or Text. Required.
Default Code:	Up to 30 letters, numbers, hyphens (`-`) and underscores (`_`), saved in capitals. When a workflow adds the item, its code starts as this one. Each default code is used once: TrakIT says Default code specified is already in use, or Unable to update Definition when you modify an item.
Uniqueness:	Text data only. Not Unique; Unique For WorkFlow, so that a value entered in this field can’t already be in use in the same workflow; or Globally Unique, so that it can’t be in use in any workflow. TrakIT then refuses a repeated value with Value is not unique. `NA` is always allowed.

The name, data type and uniqueness belong to the master item, so a change applies in every workflow that uses it. Take care when you change the data type of an item whose Use Count is more than 0. The default code is only where a workflow’s code starts: changing it doesn’t change the codes that workflows already use.

An item that a workflow uses can’t be deleted (Cannot delete Item in use!).

Message	What to do
Name must be specified, Default Code is required or Data Type must be selected	Fill in the field.
Default Code contains invalid characters	Use only letters, numbers, hyphens and underscores, without spaces.

Job Types

Job types are the kinds of job a workflow offers, for example door-to-door or port-to-port. A workflow offers the job types chosen on the workflow, and you select those that apply when you create a job. A job can have more than one. A workflow’s events and data fields, KPIs, default accounts and delay costs can be limited to some job types, and quotations and rate cards use them too.

Column	Shows
Job Type	The job type.
Jobs	How many jobs have this job type.
Companies	The companies whose workflows can offer it, or All.

Field	What to enter
Job Type:	The name, up to 50 characters, without commas. Two job types can’t have the same name (The specified name already exists).
Companies:	All, or Selected Companies Only and tick the companies. A workflow can offer the job type only if its company is one of them.

When you change the companies, you can’t remove a company whose workflows offer the job type (Can not remove a company which is linked to a Job Type). With Selected Companies Only, tick at least one company (Please select at least one Company).

A job type that a workflow offers can’t be deleted (Cannot delete type in use).

KPI Definitions

A KPI definition is the name of something workflows measure, for example the time from discharge to delivery. The definition holds only the name: each workflow that measures the KPI sets its own events to measure from and to, and its own target, on the workflow. See the KPIs tab of a work order and the KPI reports.

To find a KPI, type part of its name in Search KPI Name and select the funnel icon (Filter on KPI Name). The red icon (Clear Filter) clears the search.

Column	Shows
KPI Name	The KPI. A definition that is not active is greyed out.
Use Count	How many workflow KPIs use it.

Field	What to enter
Title:	The KPI’s name, up to 200 characters. Two KPIs can’t have the same name (KPI Definition already exists).
Description:	Optional, up to 500 characters.
Active:	Ticked for a new KPI. Clear it to leave the KPI out of the KPI lists of the KPI reports and of dashboard widgets. Workflows that measure it carry on doing so.

A KPI that a workflow measures can’t be deleted (Cannot delete KPI in use).

Linked KPIs

Select a KPI’s row to list, on the right under Linked KPIs, the workflows that measure it:

Column	Shows
Workflow Code, Workflow Name	The workflow. Select its name to open the workflow. A workflow that is not active is greyed out.
From Codes	The codes of the events the KPI is measured from.
To Codes	The codes of the events it is measured to.
Target	The time allowed, in hours, for example `48.0`. Empty if the workflow sets no target.

If no workflow measures the KPI, the list says No KPIs linked.

Load Types

Load types are the types of container, or other load, that a work order carries. Each has a four-character code, the ISO size and type code for containers, for example 22G1 or 45G1. You set it in a work order’s Load Type (see Edit a work order), and TrakIT shows its details on the work order.

To find a load type, type part of a code in Code or Alternate Code and press Enter. If some load types have a category, you can also choose a Category.

Column	Shows
Code	The load type’s code.
Alternate Code	Another code for the same load type, if there is one, for example one that a carrier or an interface uses.
Category	The load type’s category. Shown only if some load types have one.
Length, Height, Width, Description	The size and kind of load, worked out from the code. Unknown where TrakIT doesn’t recognize that part of the code.
Use Count	How many work orders have this load type.
Common	Whether it is a common load type. Common load types are shown in bold.
Active	Whether it can be used. Inactive load types are shown in red.

Alternate codes: when a work order or a container is given a load type’s alternate code, TrakIT records the load type’s own code. Rate Management uses the alternate codes as equipment types, and prices a work order’s container by the alternate code of its load type.
Active: TrakIT accepts only active load types, by code or alternate code, on work orders and containers. A work order with an inactive load type can’t be saved until you change it (Load Type is not valid).
Common: besides being shown in bold, common load types come first in the separate TrakIT app’s list.

System administrators see Common and Active as tick boxes. Ticking or clearing one saves it at once, and TrakIT confirms, for example The load type 22G1 is marked as common or The load type 22G1 is disabled. Other users see Yes or No.

To export the list, select Export. TrakIT downloads an Excel file of the load types as filtered, with the columns Code, Alternate Code, Category, Length, Height, Width, Description, Use Count, Common and Active. If no load type matches, it says No Load Types to export.

Add a load type

TrakIT Support adds and deletes load types. To have a load type added, contact them with its code: the note below the list has a TrakIT Support link that starts the email.

Message Templates

Message templates are the text of messages that TrakIT sends. You choose a template:

for an action of an event or data field whose content is Message Template, on the workflow’s event and data definitions;
as the Email Template of a query report or advanced report sent by email;
as the Message Template of a print form, used when a document such as a quotation is emailed. See Form definitions.

A template can contain tags, as forms do, that TrakIT replaces with the details of the job or work order when it sends the message. See Form code reference for the codes it can use.

Column	Shows
Template Name	The template.
Type	Plain, HTML, JSON or XML.
Content	The start of the template, up to 300 characters, then (and more) if it is longer.
Full Email	Y for a complete HTML email.
Updated By	Who last saved it.

Create opens Create New Template:

Field	What to enter
Template Name	Up to 50 characters. Required. Two templates can’t have the same name (Unable to save Template).
Template Type	Plain Text, HTML, JSON or XML. The editor colours the content to match.
Full Email	Turn it on if the template is a complete HTML email, with its own `<html>` and `<body>` tags. Without it, the template can’t contain those tags.
Content	The template itself. Required. It can’t contain `<script>` tags.

A template that a print form uses can’t be deleted (Unable to delete Template). TrakIT doesn’t check whether actions or report subscriptions use a template, so check before you delete one.

Some templates are kept by TrakIT Support and are not listed here.

Message	What to do
Template Name is required or Template is required	Enter a name and some content.
Template cannot contain <html> tag or Template cannot contain <body> tag	Remove the tag, or turn on Full Email.
Template must contain html tag or Template must contain body tag	With Full Email on, write the whole email, including its `<html>` and `<body>` tags.
Template cannot contain script tags	Remove the `<script>` tags.

Reasons

Reasons are the choices offered when a work order or a quotation changes status. Choose the list at the top of the tab:

Work Order: the reasons of type Cancelled, offered when you cancel work orders, on the work order, on the job and with bulk actions.
Quotations: the reasons of type Cancelled, Rejected and Revision, offered when a quotation is cancelled, rejected or revised. See Change the status.

To find a reason, type part of its title in Search Reason and select the funnel icon (Filter on Reason). The red icon (Clear Filter) clears the search.

The list shows each reason’s Type and Title. Create adds a reason to the list you chose:

Field	What to enter
Type	The status the reason is for. Required. It can’t be changed later.
Title	The reason, up to 100 characters. Required.

A type can’t have the same title twice (Reason with Type already exists). Reasons can’t be deleted: Delete says Delete not allowed.

Workflow Services

Services are what a workflow offers within a job, for example customs clearance or trucking. A workflow offers the services chosen on the workflow. Each work order records the services it uses, chosen when you create a job and changed on the work order. A workflow’s events and data fields, KPIs, default accounts and forms can be limited to some services, and quotations and rate cards use them too.

To find a service, type part of its name or description in Search: and press Enter. The red icon (Clear Filter) clears the search.

Column	Shows
ID	System administrators only: the service’s number.
Name	The service.
Description	Its description.
Type	Import, Export, Round Trip or Non-Shipment.
Companies	The companies whose workflows can offer it, or All.

Create opens Create New Service; Modify opens Edit Service.

Field	What to enter
Service Type:	Import, Export, Round Trip or Non-Shipment. A workflow can offer only services of its own type. Required, and it can’t be changed later.
Service Name:	Up to 100 characters. Required. Two services of the same type can’t have the same name: TrakIT says A service of the same name and type already exists, or Unable to update service when you modify one.
Service Description:	Optional.
Companies:	All, or Selected Companies Only and tick the companies. A workflow can offer the service only if its company is one of them.

When you open a service available to All, the companies whose workflows offer it are already ticked, ready for Selected Companies Only. You can’t remove a company whose workflows offer the service (Can not remove a company which is linked to a Service), and Selected Companies Only needs at least one company (Please select at least one Company).

A service that a workflow, work order, event or data field, or KPI uses can’t be deleted (Cannot delete Service in use).

Message	What to do
Select Service Type	Choose the Service Type:.
Service Name must be specified	Enter the Service Name:.

Who can use this page

Your role needs Read in the Masters section to open the page, see every table and export the load types. A user with no role at all can’t open it.

Only system administrators can change the tables: create, modify and delete entries, add and delete asset categories, and set load types as Common or Active. TrakIT Support adds and deletes load types.

The Masters section’s other permission, View Warehouses & Yards, is for the Warehouses & yards page.