Shared links

Some links TrakIT gives out open a page without a TrakIT sign-in, for example a link that lets a customer follow their shipments. Anyone who has such a link can open it until it expires, is revoked, or has been used as many times as it allows. The Shared Links page lists these links, revokes them, and issues new ones by hand. The public tracking widget needs no link: it finds a job’s work orders by the job reference.

To open it, select Admin > SysAdmin Pages > Shared Links. The page heading is Share Links.

TrakIT keeps only a hash of each link, never the link itself. So no page can show a link again after it was issued: if one is lost, revoke it and issue another.

Kinds of link

Kind	Opens	Issued from	Works for
Work Order	One work order, with its events.	Forms and message templates that contain the code %%%6,TRACKWO;; the separate TrakIT app, each time it opens a work order; and Issue a link on this page.	7 days, or the days you choose on this page.
Entity Tracking	The list of a customer’s work orders, each of which can be opened.	Issue a Tracking Link on the entity, and templates that contain %%%6,TRACKLINK;.	15 days, or the days you choose on this page.
Invoice Statement	A customer’s invoice statement, from which each invoice can be opened.	Issue an Invoice Statement Link on the entity, and the payment reminders of the entity’s Invoices tab.	7 days, or the days you choose on this page.
Invoice	One invoice.	Issue a link on this page only.	The days you choose.
Document Upload	A form to upload one requested document to a job.	Request Documents with upload links, on a work order’s or job’s document checklist: one link per requested document.	24 hours.

TrakIT issues a new link each time: every email, form or selection gets its own. So the list can hold several live links to the same work order or customer. Revoking one does not affect the others.

In a template, the text after | becomes the text of the link, for example %%%6,TRACKWO|Track this container;. Without it, the work order link reads WO and the work order’s ID, and the customer link reads Tracking Link.

Links not listed here

A link to a single document, such as the Share Link of a document on a work order or a job, or a download link in emailed documents, opens the file itself. These links work for 7 days and are not listed on this page.

Find a link

The page opens on the live links. Narrow the list with the fields above it:

Field	Shows
Kind	One kind of link, or — All —.
Status	Live (not revoked and not expired, which includes links that are used up), Revoked, Expired, or — All —.
Issued By	The links issued by users whose user ID contains the text you type.

The list shows 25 links per page, newest first:

Column	Shows
ID	The link’s number.
Kind	The kind of link.
Points At	What the link opens: the work order’s container number or job reference, the invoice number, the job reference of a document upload, or the customer’s name. If that has been deleted, its ID.
Issued By	The user ID of who issued the link. Empty for links TrakIT issued on its own, such as those in automatic payment reminders.
Issued, Expires	When the link was issued and when it stops working, in your time zone.
Uses	How many times the link has been used, followed by the maximum if it has one, for example 2 / 5.
Status	Live, Used up, Expired or Revoked. Rows that are not live are greyed out.

A link is used each time someone opens it. Turning the pages of a list, sorting it and opening its rows do not count. A document upload link is used each time a file is uploaded with it, not when the form is opened.

Revoke a link

1. Find the link in the list.
2. Select Revoke at the end of its row. Only live links have it.
3. Confirm Revoke this link? Anyone holding it loses access immediately.

TrakIT says The link has been revoked, and the link’s status becomes Revoked. It stops working at once, even for someone who has the page open: their next page turn, row or upload is refused. A revoked link cannot be made live again. To give access again, issue a new link.

Issue a link

You can issue a link to a work order, an invoice, or a customer’s shipments or invoice statement.

1. Select Issue Link below the list.
2. In Issue a Share Link, choose the Kind: Work Order, Invoice, Invoice Statement or Entity Tracking.
3. In Work Order ID:, enter the ID of what the link opens: the work order’s ID, the invoice’s ID, or for Invoice Statement and Entity Tracking the customer’s entity ID. The label stays Work Order ID: whichever kind you choose.
4. In Valid for (days):, enter how many days the link works, from 1 to 365. It starts at 7.
5. To limit how many times the link can be opened, enter a number in Maximum uses:. Leave it blank for no limit.
6. Select Issue.

TrakIT checks the ID before it issues the link, as the pages that issue links do:

• a work order must be in one of your workflows;
• an invoice must be approved, not cancelled, of one of your companies and, if it belongs to a workflow, of one of your workflows;
• for Invoice Statement and Entity Tracking, the entity must be a customer whose responsible company is one of yours. An Invoice Statement link also needs Preview in the Invoices section.

System administrators can issue a link to anything that exists.

Message	What to do
Enter the id of the object to link to	Enter the ID as a whole number.
Enter how many days the link should be valid for, up to 365	Enter a number of days from 1 to 365.
Maximum uses must be a positive number, or blank for unlimited	Correct Maximum uses:.
No such work order, No such approved invoice, No such customer	Check the ID and the Kind.
You do not have access to this work order’s workflow	The work order is in a workflow you do not have.
The invoice is not of one of your companies, You do not have access to this invoice’s workflow	The invoice is outside your companies or workflows.
The customer’s responsible company is not one of yours	The customer belongs to another company.
You do not have the permission to share invoice statements	Your role needs Preview in the Invoices section.

Share Link Issued

The new link appears in the Share Link Issued popup. Copy it from the box, then select Close.

Caution

Copy the link before you close the popup: TrakIT shows it only once. If you lose it, revoke it and issue another.

The shared page

A link opens a page with the TrakIT logo and no menu. The person who opens it does not sign in. At the bottom, the page says This link is valid until and the date and time it expires, in UTC.

If the link is wrong, expired, revoked or used up, the page says This link is not available and It may have expired or been withdrawn. Please ask your contact for a new one. It does not say which. If the link stops working while the page is open, the next page turn or sort shows the same message, and a row that is opened shows This item is not available.

Work order

A Work Order link shows the work order, headed by its container number, or its job reference if it has none, and its workflow:

• the header fields that the work order’s workflow shows to External users, such as the customer, commodity, shipper, container number, transporter and receiver (see Header Fields);
• the events and data fields that the workflow gives external access (see Events), by their external name where they have one. A tick marks the events that have happened, with their date and time; data fields show their value. Times are in UTC.

Customer’s shipments

An Entity Tracking link shows Shipment Tracking and the customer’s name, with the list of the work orders where the entity is the customer, newest first, 25 per page. A link issued by a user who is not a system administrator lists only the work orders of that user’s workflows, as they are when the link is opened. Links issued by a system administrator, or by TrakIT itself, list all of them.

• The columns are the default work order columns set up for External users. The latest event is the latest one the workflow shows to customers, under its external name, and event and data columns show only the events and fields the workflow gives external access. Select a column heading to sort by it, where the heading is a link; select it again to reverse the order.
• Tick Open shipments only to hide closed and cancelled work orders.
• Use Previous and Next to move between pages.
• Select a row to open the work order, shown as for a work order link, with times in the customer’s time zone. Back returns to the list.

Invoice statement and invoice

An Invoice Statement link shows Invoice Statement and the customer’s name, with the customer’s approved invoices that are not cancelled, credit notes included, newest first, 25 per page. As for Entity Tracking, a link issued by a user who is not a system administrator shows only the invoices of that user’s companies and, for invoices of a workflow, their workflows:

Column	Shows
Invoice	The invoice number.
Date, Due	The invoice date and the due date.
Job reference	The job. The label is set up for your company, for example T/D.
Curr	The invoice’s currency.
Total, Paid, Outstanding	The total, the payments received, and what is still owed. Nothing is owed on an invoice marked paid or written off.

Select Invoice, Date, the job reference, Due or Total to sort by it. Select a row to open the invoice; Back returns to the statement.

An Invoice link, or an invoice opened from a statement, shows the invoice number and the customer’s name, then:

• Invoice To, From (your company), the job reference, Workflow and Remarks;
• the lines, with Description, Reference, Qty, Rate and Amount;
• Sub Total, the total of each tax, Adjustments if any, Total, each payment received with its reference, date and payment mode, and Outstanding.

The page has no PDF of the invoice. External users who sign in to the portal see their invoices on its Invoices page.

Document upload

A Document Upload link shows Document Upload with the job reference, the Document Requested and the job’s Commodity. The person who opens it:

1. enters their name in Your name (optional, up to 30 characters);
2. chooses the File: a PDF, Word (.docx), Excel (.xlsx) or image (.jpg, .jpeg, .png) file of up to 20 MB;
3. selects Upload.

The page says Thank you - the document has been uploaded. You can close this window. The link keeps working until it expires, so more files can be uploaded with it. What happens to the uploaded document is described under Request documents.

Message	Means
The file is larger than 20 MB	Choose a smaller file.
Only PDF, Office and image files can be uploaded, Cannot upload this file type	Choose a file of one of the types above.
Invalid file name	The file name is longer than 100 characters.
This shipment is no longer open for document uploads	The job has no open work order left.
Not found or not permitted	The link stopped working after the form was opened, for example because it expired or was revoked.
Too many requests. Please wait a moment and try again.	Too many requests came from the same network address. Try again later.

Who can use this page

The page needs Manage Share Links in the Entity Management section. System administrators have it. Other users see You do not have the permission to manage share links. Issuing and revoking links need the same permission.

The menu item is under SysAdmin Pages, which only system administrators see.