Validations & actions

Validations and actions are checks and steps that TrakIT Support adds for your company, on top of what TrakIT does by itself:

• A validation runs just before an operation, such as approving an invoice or closing a work order. If its check fails, the operation is refused and the user sees the validation’s message.
• An action runs just after an operation has succeeded, for example to fill in a field or to update another record. Some actions are run by hand instead, from an Actions button on a record’s page.

The Validations & Actions page lists them, so that you can see what is set up, whether it is active, and when it last ran and with what result.

To open it, select Admin > SysAdmin Pages > Validations & Actions. The page is for system administrators only.

Find a validation or action

The page has two tabs: Validations and Actions. Above the list, narrow it down with:

Filter	Finds
— All Sections —	One section, such as Invoice or Work Order. See Sections and operations.
— All Actions —	One operation of the section. It lists the operations once you choose a section.
— All —	Active or Non-Active ones only.
Title, Remarks, SQL	Any part of the title, the remarks or the SQL. Filling in several narrows the list further.

The list updates as soon as you change a filter. Select the clear icon (Clear filter) to clear them all. Found gives the number of rows.

Validations tab

The Validations tab lists the validations, active ones first, then by section and operation. Inactive ones are shown in red.

Column	Shows
ID	TrakIT’s number for the validation.
Section	The kind of record, for example Invoice.
Action	The operation it checks, for example Approve.
Title / Remarks	Its title, with remarks below that describe it.
Last Run	How long ago it last ran.
Last Result	Success if the check passed last time, or the message it gave.

When an operation has several active validations, TrakIT runs them one after another and stops at the first one that fails. The user sees that validation’s message, and the operation is not carried out. If TrakIT cannot load the validations, it refuses the operation with Unable to load validations. Please try again.

On Bulk actions, a system administrator can skip the validations of some job and work order operations with Bypass Custom Validations.

Actions tab

The Actions tab lists the actions, with the same columns as the Validations tab.

An automatic action runs after its operation has succeeded. If it fails, the user is not told: check Last Result to see whether it worked.

An action whose operation is [Manual] is run by hand. On the record’s page, an Actions button lists the active manual actions of its section, by title. Pointing to one shows its remarks. Selecting one asks Run the action ‘…’? This cannot be undone., then runs it and shows its result: Action Complete or Action Failed, with its message.

The Actions button appears only when the section has active manual actions, and only to users who may change the record:

Page	Permission needed
Work order	Update in Work Orders.
Job finance and work order finance	Add Account in Job Finance.
Invoice	Create in Invoices.
Bill	Create in Bills.
Quotation	Create in Quotations.
Asset	Update in Asset Management.
Entity	Access to the entity’s responsible company.
User	Update in User Management.

Sections and operations

Each validation and action belongs to a section and an operation. These are the ones that can be chosen:

Section	Operations
Assets	Create, Delete, Retire, Update
Bill	Create, Accept, Delete, Finalise, Reject, Reset, Unvalidate, Update, Validate
Data Fields	Update: a data field value saved on a record. See Data fields.
Entity	Create, Delete, Update, Upload Document
Finance Masters	Create Account, Update Account, Duplicate Account, Delete Account
Invoice	Approve, Cancel, Create, Delete, Finalise, Generate Doc, Proforma, Reverse, Update, Write Off
Item Master	Create, Delete, Update
Job Finance	Initialize Accounts, Add Account, Request Approval, Approve Estimates, Approve Account, Request Closure, Close Job, Cancel Job, Re-Open Job, Set Revenue Recognition Date, Clear Revenue Recognition Date, Delete Account, Download Document, Cancel Document, Restore Document, Update Account, Add Tax, Payment Request
Quotation	Create, Approve, Delete, Finalise, Generate, Ops Assigned, Request Approval, Update
Receipts & Payments	Approve Payment, Approve Receipt, Create Payment, Create Receipt, Finalise Payment, Finalise Receipt
Work Order	Add WO Item, Apply Location to Job, Allocate Asset, Cancel WO, Add to Location List, Delete from Location List, Re-Order Location List, Change in Services for WO, Change in WF/Services for Job, Close Manually, Create Job, Create WO, Commit Items, Delete WO, Duplicate WO, Generate Form, Remove Asset, Re-Open WO, Reset WO, Save WO Header, Save WO Events/Data, Save Job Header, Transfer WO Job, Transfer All Job, Update WO T/D, Update WO Item, Upload Document, Update Document, Download Document, Cancel Document, Restore Document, Delete Document, Request Documents
User	Create, Login, Update, Delete
Yard	Save Move, Execute Move, Cancel Move, Delete Move, Generate Form, Link WO, Unlink WO

For actions, every section also offers [Manual]. Manual actions can be run from the pages listed under Actions tab.

Add or update a validation or action

Validations and actions are written in SQL against your company’s data, so TrakIT Support adds and changes them. To ask for a new check or step, or to change, switch off or remove one, contact TrakIT Support with the title or ID shown on this page.

Who can use this page

The page is for system administrators only: TrakIT checks this when it opens, whatever the role’s permissions. Other users see Authorization Failed. The SysAdmin Pages menu is shown to system administrators only.

System administrators can see the list and its filters. Adding, changing and deleting validations and actions is done by TrakIT Support.